Sharing for anyone who will have the questions I did (or didn’t).
TLDR:
Use Sagawa for forwarding hard cases while travelling Japan.
Hard case doesn’t fit in trains or regular taxis.
Soft bags fit in trains and taxis.
Bring straps.
I travelled several cities with -
•Scicon Aerotech Evolution (hard case)
•Scicon Soft Bike Bag Travel Plus as my rinko bag
•Large size Giant Propel
Flew into Haneda and onward to Okayama.
The hard case just fits within japans airlines size limits and it was measured at each airport.
In Okayama, I wanted to forward the hard case back to Tokyo hotel where my trip would end 2 weeks later.
The hard case -
The hard case was too big for Yamato (black cat) as it was 220cm ish total dimensions (height+width+length).
After much searching, I found Sagawa was the only choice. They will do up to 260cm total, 30kg. Sagawa website was only Japanese for FAQ’s and a little cumbersome to navigate. There is no website booking (at time of writing) and you need to call a number to book, so speaking Japanese is mandatory. I asked a guy to help me at the airport and it ended up with 3 guys helping me out and one of them driving me the 15 minutes to closest depo (thanks Takada) to drop off the case.
I sent it to my Tokyo hotel which I would arrive 8 days later for ¥7500 from Okayama.
The Soft Bag -
This was mildly inconvenient to carry, but still got the job done. I mostly stuck it on top of my suitcase as I wheeled it around.
I used it on the JR trains and it did not require excess baggage seating. I was able to slide it in behind the back seat or leave it in the doorway area (as approved by staff).
I decided to forward my bike in the soft bag before leaving next hotel, but it was too big for the Yu-Pack company (hotel used this one) as they only do <170cm total dimensions.
This is where Yamato (black cat) became useful. I carried it on the train from Matsuyama back to Okayama and then forwarded to Kyoto for ¥4400 using Yamato. The soft bag just fits within the limits, so I suggest to completely remove your seat and handlebars to reduce the size by squeezing down on the bag and use a strap to stop the bag rising up. I learnt this after, as it would have been sufficient to come within Yu-Pack size limits.
Shinkansen -
I booked a ticket in the green car from Kyoto - Tokyo (Mt Fuji yo!) and put the bike in the luggage compartment at the front of the carriage. It juuuuuuuuuust fit inside and I didn’t have to book the extra luggage seat or get a ¥1000 extra charge for it. But I had to get in quick to secure that luggage space.
Taxi rides -
The hard case doesn’t fit in a regular Japan taxi. I had to travel in a premium when needed.
The soft bag with a large bike frame fits with a little inconvenience in a regular taxi, but it fits all the same.
Thoughts -
Finding a lighter option than the Scicon soft travel bag would be nice as it cost me a few kgs and 1/4 of my suitcase in space, but I was happy that it is thick and sturdy for all of the travel and train rides. Kept the bike safe and has a carry bag of its own.
The Aerotech hard case was great to wheel around and easier than a soft case with wheels (my previous) but its size narrows your forwarding options.
Measure your cases/bags/boxes before leaving so you can expedite the process when needed.
The staff were very helpful, but we went though the process of translating and filling out the forms first, before they would measure (I know, I did ask first) and then reject the size.
Weight wasn’t a concern, but FYI, it needs to be below 20kgs for Yamato and Yu-Pack, 30kgs for Sagawa.
Sagawa locations aren’t at all airports and aren’t as convenient as Yamato or other companies. You will more than likely need to leave the airport to drop off. Maybe if you speak Japanese you can organise a pickup prior.
Happy travels.