Sending a package might seem daunting, but with the right guidance, it can be a straightforward process. Whether you’re shipping a gift to a loved one, sending products for your business, or mailing important documents, understanding the steps involved is crucial. This guide provides a detailed, step-by-step approach to ensure your package is sent correctly and efficiently.
Before you begin, it’s important to gather everything you’ll need and understand some key aspects of package sending, especially when using a service like USPS (United States Postal Service), which this guide will primarily focus on.
Before You Start: Essential Preparations
Things You’ll Need:
- Address: Recipient’s and your return address.
- Packaging Supplies: Box, envelope, packing peanuts, bubble wrap, tape.
- Postage: Payment for shipping, which can be stamps or a shipping label.
Image alt text: Essential items for sending a package including address labels, packaging materials, and postage options.
Key Considerations Before Shipping:
- Shipping Restrictions: Certain items have restrictions or are prohibited from shipping through USPS. For services like Media Mail or when shipping live animals, you must go to a Post Office counter.
- Free Shipping Supplies: USPS offers free Priority Mail Express and Priority Mail boxes and envelopes, even delivering them to your home for free from their online store. However, remember that using a Priority Mail box requires you to pay for Priority Mail service.
- Shipping to Military Bases (APO/FPO/DPO): When sending packages to U.S. military bases abroad, you benefit from domestic prices, although customs forms are still necessary.
Step 1: Verify What You Can Send – Understanding Restrictions and Prohibitions
Before packing anything, the first critical step is to ask yourself, “Can I send this?”. USPS has regulations on package weight and the contents you can ship. The maximum weight for a USPS package is 70 pounds. Moreover, certain items are completely prohibited, while others are restricted and require specific conditions for shipping. Hazardous materials (HAZMAT) fall under these categories and need careful consideration.
As a general rule, if your item could potentially harm individuals or cause damage—like lithium batteries or flammable liquids—it’s imperative to consult the list of Domestic Shipping Prohibitions, Restrictions, & HAZMAT very carefully.
Image alt text: Graphic depicting prohibited and restricted items for shipping, including ammunition, gasoline, batteries, hand sanitizer, and perfumes.
Prohibited Items:
These items are absolutely forbidden from being sent via USPS. If you attempt to ship prohibited items, you’ll need to use another carrier. Prohibited items include:
- Ammunition, explosives, and fireworks: These pose significant safety risks during transit.
- Items containing liquid mercury: Mercury is hazardous and can cause environmental damage if leaked.
- Alcoholic beverages: Shipping alcohol through USPS is generally prohibited domestically.
Restricted Items:
Restricted items can be shipped, but only if you adhere to specific rules, limits, and proper packaging and labeling guidelines. These include:
- Lithium batteries: Commonly found in small electronics like laptops and cell phones, new devices with lithium batteries are usually acceptable. However, used devices containing lithium batteries can only be shipped via ground transport and cannot be sent by air due to safety regulations.
- Perishable items: This category includes live animals, food, and plants. These must be packaged and marked appropriately to prevent spoilage or leakage. Shipping perishable items often involves an extra handling fee.
- Perfumes containing alcohol: Due to flammability, perfumes with alcohol content have special packaging requirements and may be restricted to ground transport only.
It is your responsibility to comply with all laws and USPS regulations. Failure to do so can result in fines or even criminal penalties. If you’re unsure about the shipping eligibility of an item, always review the restricted and prohibited items list or consult USPS Publication 52, “Hazardous, Restricted, & Perishable Mail,” available on the USPS website. For further guidance, USPS also provides a HAZMAT Shipping Tutorial.
Step 2: Select a Shipping Service – Balancing Speed and Cost
USPS offers a variety of domestic shipping services to cater to different needs in terms of delivery speed and budget. Choosing the right service is crucial for efficient and cost-effective shipping. Consider what you are sending, how quickly it needs to arrive, and whether you require additional features like insurance or tracking.
Image alt text: Options for choosing a USPS shipping service, including Priority Mail Express, Priority Mail, USPS Ground Advantage, First-Class Mail, and Media Mail.
Here’s a breakdown of common USPS domestic shipping services:
| Service | Delivery Speed | Best For | Key Features |
|---|---|---|---|
| Priority Mail Express® | Next-day to 2-day | Urgent shipments needing guaranteed delivery. | Fastest delivery, date-certain delivery with money-back guarantee, some Flat Rate options available. |
| Priority Mail® | 1-3 business days | Important items needing fast delivery. | Fast delivery, cost-effective for packages, Flat Rate options available, includes tracking and insurance. |
| USPS Ground Advantage® | 2-5 business days | Economical ground shipping for packages. | Affordable rates, reliable ground delivery, primary option for HAZMAT items that cannot be shipped by air. |
| First-Class Mail® | Varies (letters/envelopes) | Standard mail like postcards, letters in small envelopes (up to 3.5 oz), and large envelopes (up to 13 oz). | Economical for lightweight mail, ideal for everyday correspondence. |
| Media Mail® | Varies | Books, educational materials, and media. | Most affordable option for sending media, restricted to specific types of media content, slower delivery times, requires inspection. |
Choosing a service depends on your priorities. For urgent deliveries, Priority Mail Express is the fastest option. If speed is less critical and cost is a major factor, USPS Ground Advantage provides a balance of affordability and reliability. Media Mail is specifically for books and educational materials, offering the lowest prices but with slower delivery and content restrictions. First-Class Mail is suitable for standard letters and lightweight envelopes.
For packages up to 70 lbs where speed is not paramount, USPS Ground Advantage is a solid choice, typically delivering within 2-5 business days. For quicker delivery, consider Priority Mail Express or Priority Mail. Remember, USPS Ground Advantage is also the required service for items that cannot be transported by air due to their contents, such as HAZMAT or live animals.
Step 3: Packaging Your Item – Ensuring Safe Transit
Proper packaging is essential to protect your items during shipping. Whether you opt for a box, padded envelope, or tube, ensure your packaging is robust enough to withstand the rigors of shipping and prevents bulging. Accurate measurement of size and weight is also crucial to avoid unexpected postage fees.
Image alt text: Various packaging options for shipping including a box, padded envelope, and mailing tube.
Image alt text: Play button over an image suggesting video content on how to pack a box.
Key Packaging Guidelines:
- Use Strong Packaging: Select sturdy packaging that provides ample space for cushioning fragile items and prevents movement during transit. Packages go through automated processing and may be stacked with items weighing up to 70 lbs.
- Reuse Boxes Carefully: If reusing a box, ensure it’s still in good condition and completely remove or black out any old logos, barcodes, shipping labels, and addresses. Boxes can weaken during previous shipments.
- Secure with Packing Tape: Use 2-inch-wide packing tape to securely seal all seams and closures. Avoid using string, cord, or twine, as these can get caught in USPS sorting equipment.
- Size and Weight Limits: Packages must not exceed 130 inches in combined length and girth (length is the longest side; girth is the measurement around the thickest part perpendicular to the length). For Priority Mail and Priority Mail Express, this limit is stricter at 108 inches.
For detailed instructions, USPS provides helpful video resources like “How to Pack a Box” (hypothetical link) and “How to Measure a Package” (hypothetical link). These videos offer visual guidance on best practices.
Image alt text: Illustration demonstrating how to measure package length and girth for different shapes including boxes, tubes, and irregular items.
Pro Packaging Tips:
- Free Priority Mail Supplies: Take advantage of free Priority Mail and Priority Mail Express boxes available at Post Office locations or online. However, these free boxes cannot be used for shipping restricted hazardous materials or live animals. Order Free Shipping Supplies.
- Internal Packing Slip: Include a packing slip or a piece of paper inside the box with the recipient’s name and address. This is helpful if the external label becomes damaged or unreadable.
- Prepare Beforehand: Pack your items and seal your box before going to the Post Office. If you need packing tape, bring your own or purchase it at the Post Office.
Step 4: Addressing Your Package Correctly – Ensuring Delivery
Proper addressing is crucial for timely and accurate delivery. Always write the address clearly and parallel to the longest side of the package. Ensure that the return address, delivery address, and postage all fit on the same side of the package.
Image alt text: Diagram showing proper placement of return and delivery addresses on a package.
Addressing Best Practices:
- Use Clear Ink: Use a pen or permanent marker for legibility.
- Print Neatly: Write in capital letters for better readability by automated sorting machines.
Image alt text: Example of a properly addressed package with sender and recipient information clearly written.
Sender and Recipient Addresses:
- Sender Address (Return Address): Place your address in the top-left corner. Include:
- Your full name or company name
- Apartment or suite number (if applicable)
- Full street address
- City, State, and ZIP+4® Code
- Delivery Address: Write the delivery address in the center of the label or package, below and to the right of the return address if space permits. Use the same format as the sender address:
- Recipient’s full name or company name
- Apartment or suite number (if applicable)
- Full street address
- City, State, and ZIP+4® Code
Label Placement:
- If using a shipping label, affix it parallel to the longest side.
- Ensure all labels are on the same side and are not folded, bent over edges, or overlapping.
Image alt text: Illustration showing incorrect label placement with folding, bending, and overlapping.
Addressing to Special U.S. Locations:
- Puerto Rico: Some addresses in Puerto Rico include an urbanization code (URB). If present, the address should be formatted in four lines, including the urbanization details.
- U.S. Virgin Islands: Use “VI” as the state abbreviation, not “US VI” or “USA VI.”
- Military and Diplomatic Mail (APO/FPO/DPO): For APO/FPO/DPO addresses, omit the city and country name to ensure it goes through military mail channels. Include unit and box numbers if assigned.
Step 5: Calculate and Pay for Postage – Options and Considerations
Postage is the fee required to ship your package, and it varies based on distance, service type, package weight, and dimensions. Using the USPS Postage Calculator is the easiest way to determine the exact postage cost.
Image alt text: Options for paying for postage including visiting a post office, using stamps, or printing a label.
Postage Payment Methods:
- Post Office: Purchase postage directly at any Post Office location.
- Stamps: For smaller, lightweight packages, you can use stamps. However, ensure you use sufficient postage; underpaid packages may be returned or require the recipient to pay the difference. Postage stamps should be placed in the top-right corner of your package.
- Online Postage (Click-N-Ship®): Use USPS Click-N-Ship® service to buy and print shipping labels online. This option often offers convenience and potential cost savings.
Postage Factors:
Postage cost is determined by:
- Destination: Distance your package will travel.
- Service Type: Chosen shipping service (e.g., Priority Mail, Ground Advantage).
- Weight and Size: Package dimensions and weight, unless using a flat rate option for Priority Mail Express or Priority Mail.
Additional Fees and Services:
- Dimensional Weight (DIM Weight): If your package exceeds one cubic foot (12″x12″x12″), DIM weight pricing may apply, potentially increasing the cost.
- Non-Standard Size Fees: Packages exceeding certain size limits may incur extra fees.
- Add-on Services: For extra protection or confirmation, consider these optional services:
- Certified Mail®: Provides proof of mailing and recipient signature confirmation.
- Registered Mail®: USPS’s most secure service with manual handling and signature at every step, but slower delivery and no tracking updates.
- Return Receipt: Provides a delivery record with the recipient’s signature, available via mail or email, and can be combined with other services like Certified Mail and Registered Mail.
- Adult Signature Required: Requires an adult (21+) to sign for delivery upon presenting a valid government ID.
Explore Insurance & Extra Services for more details and pricing.
Step 6: Shipping Your Package – Drop-off Options
The final step is to ship your package. Your options depend on package size, weight, and whether you’ve used stamps or printed postage.
Image alt text: Options for shipping a package including scheduling a pickup, using a blue collection box, or visiting a post office.
Drop-off Methods:
- Mailbox Pickup: For packages under one-half inch thick and weighing less than 10 oz with postage stamps, you can leave it in your mailbox for carrier pickup.
- Collection Boxes or Post Office Lobby Drop-off: Also for stamped packages under the size and weight limits mentioned above.
- Schedule a Free Pickup: For packages ready for shipment, schedule a free pickup online and USPS will collect it during regular mail delivery.
- Post Office Counter: Required for stamped packages thicker than one-half inch or heavier than 10 oz. It’s also an option for all packages if you prefer personal service.
- USPS Kiosk: If you’ve printed postage using Click-N-Ship or a USPS kiosk, you can use any drop-off method.
Important Note: Stamped packages exceeding one-half inch in thickness or 10 oz in weight are not eligible for mailbox or collection box drop-off and will be returned to sender.
Package Pickup Services:
- Free Package Pickup: Schedule online for free pickup during regular mail delivery hours.
- Pickup On Demand®: For a fee, you can select a specific 2-hour window for package pickup.
Bonus: Postage Pro Tips
Avoid common postage errors with these helpful tips:
- Accurate Weight: Use a kitchen or postal scale for precise weight measurement, not a bathroom scale. Include the weight of all packing materials. You can also have your package weighed at the Post Office.
- Round Up Weights: USPS weight calculations vary; some services round up to the ounce, others to the pound. For example, a Priority Mail package weighing 5 lbs 2 oz is charged at the 6 lb rate.
By following these steps, you can confidently send packages using USPS, ensuring they arrive safely and efficiently at their destination. Remember to always check the latest USPS guidelines and regulations for any updates or changes in service.
