Ten Tips for eBay Sellers to Minimize Cost, Errors and Mishaps When Shipping with the USPS

During the past seven years as an Ebay book seller I've packed and shipped over 4500 packages. Along the way I've picked up some "dos and don'ts" that have saved money and also minimized the probability of shipping mishaps and errors. Please note that all of these tips pertain to shipping with the U.S. Postal Service and may or may not be applicable to shipping with other companies.

1) To minimize the possibility of shipping address errors: Never hand write shipping addresses: Always copy, paste and print the shipping address that the customer has provided online. There was a time when I wrote shipping addresses by hand in order to save money on labels and printer ink. That came to an end when a customer emailed me that her package had not arrived. I checked the delivery confirmation number and came up with an odd message from the U.S.P.S. indicating an error in the address.

Though I was extremely careful when addressing packages (I even recited the addresses aloud when writing them) I couldn't be absolutely sure that I hadn't made a mistake in transcribing her address. Why take a chance when a one-digit mistake in a zip code can reroute your package to another state? Even the most efficient of us can get distracted or even a bit dyslexic when we are tired. So, never take even the slightest chance that your brain may play a trick on you. Copy, paste and print all addresses.

2) To save money on address labels: Simply use typing paper: Fit as many addresses as possible on a sheet-- make an erasable pencil note as to what item is going to each, cut them out and tape them with clear tape to your package. The same goes for the return address. Always double check as you prepare each package that the item is going to the correct buyer.

3) Do not write or paste anything below the zip code line: For U.S. Postal Service packages, to insure that your package is processed as quickly as possible, do not write or paste any thing below the shipping address. As my local U.S.P.S. postmaster explained to me: all zip codes on packages are read by a machine which passes a scanner of sorts over the address from the bottom up. Thus, any letters, numbers, or bar codes which are below the level of your zip code will confuse the scanner and make the zip code unreadable. The postal staff then must separate these packages from the mail stream for separate handling which, during a busy mailing day can delay your package. When using delivery confirmation or any other labels, attach them above the level of the zip code.

4) When possible, make use of free shipping boxes and labels from the U.S. Postal Service at www.usps.com when you plan to ship either Priority or Express mail. Never attempt to turn U.S.P.S. shipping boxes inside out and use for First Class Mail, Media Mail or Parcel Post. It is illegal and subject to prosecution and at best can result in your package being turned away or sent by the method the box was meant for, with postage due to the customer.

5) Save you and your customer money by shipping via Media Mail but only when appropriate: Never send anything by media mail that is not a book, record, tape or CD, a movie or a published music manuscript. Also, any publication that has advertising, such as a magazine or a catalog must be sent using the USPS's Bound Printed Matter classification, rather than Media Mail. Some post office personnel will ask you to describe the content of your Media Mail packages, or may open them. They may then turn such misclassified media mail packages away.

6) For First Class, Parcel Post and Media Mail Find Free Clean Recycled Boxes: Boxes can be gotten from supermarkets, liquor stores, and "Big Box " stores. Watch for the store clerk who is unpacking boxes of the size that you need and ask if you can take the empties. The answer is nearly always yes-- you are saving the store personnel the time and trouble of breaking down the boxes and putting them in the crusher. The same goes for family and friends. If you know people who place lots of orders and get boxes, ask them to save them for you. The same goes for packing peanuts, bubble wrap and the like. If boxes are printed, they can often be turned inside out by cutting them at one seam, and reassembling them, with careful taping. Always check boxes and packing material carefully for cleanliness and for unwanted insect life. Neatness and cleanliness is extremely important.

7) For free packing material, approach your local newspaper publisher for unprinted newsprint end-rolls: When newspapers are printed, there is always a section of unprinted paper which the press is unable to use. This blank newsprint remains on a thick cardboard roll. These end-rolls as they are called are generally discarded by the newspaper. They make the most useful packing material of any I have used. Also ask friends to save packing material for you. Many people hate to thrown out clean reusable bubble-wrap and packing peanuts but also don't have place to store it. They are often happy to see it put to good use!

8) For fragile items: always double box: Double boxing with packing material, such as bubble wrap or newsprint inside the inner box and between the two boxes is the most reliable way to protect delicate or breakable items.

9) Assume the worst possible shipping conditions and overdo protective packaging: Always overdo your packaging methods. Once the package is out of your hands, anything can happen. Marking an item "fragile" or "do not bend" may or may not lead to special handling, so do not rely on markings to prevent damage. Make your package truly is unbreakable and unbendable. For flat paper items, use at least three thick cardboard supports. The most common damage that we find in shipped boxes includes bashed or bumped corners; side gashes, and signs that a package has been dropped. Books, for example, when packed only in a bubble envelope will, nine times out of ten, arrive with bumped corners. Always pack books in boxes with a substantial layer of cushioning around the edges at at the corners.

10) When shipping overseas, be sure to double check to accuracy and completeness of the customs form, and that you are using the correct form: An incomplete customs form can result in your package being withheld for unknown periods of time by customs in other countries and either never being delivered or being sent back to you with postage due.

In general, the key is to view packing as not only a way to protect your customer's purchase, but also to protect your business from costly preventable problems. Once you take this approach, your problems with safely shipping your merchandise will be few and far between.