How to Ship a Package: A Comprehensive Guide

Shipping a package might seem daunting, but with the right guidance, it can be a straightforward process. Whether you’re sending a gift to a loved one, selling items online, or mailing important documents, understanding the steps involved is crucial. This guide will walk you through everything you need to know about How To Ship A Package effectively and efficiently, focusing on best practices for a smooth shipping experience.

Before you even think about postage or packaging, there are a few essential things to consider to ensure your package arrives safely and on time.

Before You Start: Key Considerations for Package Shipping

Before you begin, make sure you have these essentials ready:

Recipient’s Address: Accurate and complete delivery address including ZIP code.
Return Address: Your address in case the package cannot be delivered.
Appropriate Packaging: Box, envelope, or tube suitable for your item.
Packing Supplies: Cushioning materials like bubble wrap, packing peanuts, or paper.
Packing Tape: Strong tape to securely seal your package.
Scale: To weigh your package accurately.
Measuring Tape or Ruler: To measure package dimensions.
Postage: Payment for shipping, which can be purchased online or at a post office.

Important Shipping Facts to Keep in Mind:

Shipping Restrictions: Certain shipping methods, like USPS Media Mail, have restrictions on the type of content allowed. Services for sending live animals also have specific regulations. These services usually require you to take your package directly to a Post Office counter.
Free Shipping Supplies: USPS offers free Priority Mail Express and Priority Mail boxes and envelopes, even shipping them to you at no cost from their online store. However, remember that using a Priority Mail box obligates you to pay for Priority Mail service.
Shipping to Military Bases: When shipping to U.S. military addresses abroad (APO/FPO/DPO), you benefit from domestic prices. However, customs forms are still necessary for these shipments.

Once you have gathered your supplies and understood these preliminary points, you’re ready to move on to the first official step in shipping your package.

Step 1: Determine if Your Item is Shippable and Compliant

Before packing anything, the first crucial question is: “Can I send this?” There are weight and content restrictions on what you can ship. The maximum weight for a USPS package is 70 pounds. Furthermore, some items are completely prohibited from shipping, while others are restricted and require specific handling. Hazardous materials (HAZMAT) fall under these categories and need careful consideration.

As a general guideline, if your item could potentially harm individuals or cause damage—like lithium batteries that can overheat or flammable liquids—it is essential to meticulously check the list of Domestic Shipping Prohibitions, Restrictions, & HAZMAT to ensure compliance.

Prohibited Items – Absolutely Not Allowed:

These items are strictly forbidden and cannot be sent through USPS. You will need to find an alternative carrier if you intend to ship these. Prohibited items include:

Ammunition, Explosives, and Fireworks: These are dangerous and pose significant safety risks during transit.
Items Containing Liquid Mercury: Mercury is a hazardous material and is prohibited due to environmental and health concerns.
Alcoholic Beverages: Shipping alcohol through USPS is generally prohibited, with very limited exceptions for licensed distributors under specific conditions.

Restricted Items – Allowed Under Specific Conditions:

These items can be shipped, but only if you adhere to strict rules, limits, and proper packaging and labeling guidelines. Restricted items include:

Lithium Batteries: Commonly found in electronics like laptops and cell phones. New devices containing lithium batteries are generally acceptable. However, used devices with lithium batteries have stricter rules and often must be shipped via ground transport only due to air travel restrictions.
Perishable Items: This category includes live animals, food, and plants. These items must be packaged to prevent spoilage or leakage and are subject to an extra handling fee. Specific types of perishable items may have very detailed packaging and shipping regulations to ensure humane and safe delivery.
Perfumes Containing Alcohol: Due to flammability, perfumes with alcohol are restricted and often can only be shipped via ground transportation and require specific packaging.

It is your responsibility to comply with all laws and USPS regulations. Failure to follow these rules can result in fines or even criminal penalties. If you are uncertain about whether your item can be shipped or if it has special requirements, always consult the detailed Domestic Shipping Prohibitions, Restrictions, & HAZMAT list or review USPS Publication 52, Hazardous, Restricted, & Perishable Mail. For further assistance, the HAZMAT Shipping Tutorial offers additional guidance.

Step 2: Select the Right Shipping Service

USPS offers a range of domestic shipping services to meet various needs in terms of speed and cost. Choosing the appropriate service is essential for balancing delivery time and budget. Consider what you are sending, how quickly it needs to arrive, and whether you require additional features like insurance or tracking.

Here’s a breakdown of common USPS domestic shipping services:

Service	Speed	Key Features	Best For
Priority Mail Express®	1-2 Days	Fastest service, date-certain delivery with money-back guarantee, some Flat Rate options.	Urgent shipments needing guaranteed delivery by a specific date or next-day delivery.
Priority Mail®	1-3 Business Days	Fast and reliable, includes tracking and insurance, Flat Rate options available.	Important items needing quick delivery within 1-3 business days. A good balance of speed and cost with included tracking and insurance.
USPS Ground Advantage®	2-5 Business Days	Affordable ground shipping, reliable delivery, tracking included.	Cost-effective option for non-urgent packages, including HAZMAT items that cannot be shipped by air.
First-Class Mail®	1-5 Business Days	For lightweight envelopes and postcards, affordable.	Standard letters, postcards, and lightweight envelopes (under 3.5 oz for letters, 13 oz for large envelopes).
Media Mail®	2-8 Business Days	Economical for books, educational materials, and media.	Books, printed music, film, and other qualified educational materials. Note: stricter content restrictions and slower delivery times.

Choosing the right service depends on several factors:

Destination: Domestic or international, and specific location.
Budget: How much are you willing to spend on shipping?
Urgency: How quickly does the package need to arrive?
Package Contents: Are there any restrictions based on content (e.g., HAZMAT)?
Package Size and Weight: Dimensions and weight will affect pricing and service options.
Additional Features: Do you need tracking, insurance, or signature confirmation?

For packages weighing up to 70 lbs, USPS Ground Advantage is a solid choice if time is not critical, offering delivery within 2-5 business days. For faster delivery, Priority Mail Express or Priority Mail are recommended.

Important Note for HAZMAT and Live Animals: USPS Ground Advantage is also the primary option for items that cannot travel by air, such as certain hazardous materials or live animals due to transportation safety regulations.

For detailed comparisons and features of all services, refer to the Mail & Shipping Services page.

Step 3: Properly Pack Your Package

Proper packaging is vital to protect your items during shipping. Whether you choose a box, padded envelope, or tube, ensure your packaging is sturdy and provides adequate protection. Accurate measuring and weighing at this stage helps avoid unexpected fees later.

Packaging Guidelines:

Use Strong Packaging: Choose packaging that is rigid and in good condition, capable of withstanding automated sorting processes and potential stacking with packages up to 70 lbs.
Adequate Cushioning: Use enough cushioning material like bubble wrap, packing peanuts, or paper to prevent items from shifting and protect fragile contents from impact.
Reuse Boxes Carefully: If reusing a box, ensure it’s still strong and rigid. Remove or completely cover old labels, barcodes, and addresses to avoid confusion. Boxes can weaken with previous use, so assess their integrity.
Secure Seams with Packing Tape: Use 2-inch wide packing tape to securely seal all seams and flaps of the box. Avoid using string, cord, or twine, as these can get caught in USPS sorting equipment.
Size and Weight Limits: Ensure your package does 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 even stricter at 108 inches combined.

For detailed instructions on measuring your package, refer to Tips for Measuring Packages.

Pro Packing Tips:

Free Priority Mail Supplies: If you are using Priority Mail or Priority Mail Express, take advantage of free boxes available at Post Office locations or order them online at Order Free Shipping Supplies. Note that these free boxes cannot be used for restricted hazardous materials or live animals.
Include Internal Address Label: Place a packing slip or a piece of paper with the recipient’s and sender’s addresses inside the package. This acts as a backup in case the external label is damaged or becomes illegible.
Prepare Before Going to the Post Office: Have your package fully packed and sealed before visiting the Post Office. If you need packing tape, bring your own or be prepared to purchase it there.

Step 4: Correctly Address Your Package

Accurate addressing is paramount for timely delivery. Always write the address clearly and ensure all necessary information is included and correctly formatted.

Addressing Guidelines:

Orientation: Write or place the address label parallel to the longest side of the package.
Label Placement: Ensure the return address, delivery address, and postage all fit on the same side of the package.
Shipping Labels: If you are using a printed shipping label (which includes postage), this can serve as your address label. Ensure labels are placed on the same side and are not bent, folded, or overlapped.

Detailed Address Instructions:

Sender’s Address (Return Address):

Place your return address in the top-left corner of the package. Include:

Your Full Name or Company Name
Apartment or Suite Number (if applicable)
Full Street Address
City, State, and ZIP+4® Code (using the ZIP+4 code helps ensure accurate and faster delivery)

Recipient’s Address (Delivery Address):

Write the delivery address in the center of the label or package, below and to the right of the return address if possible. Use the same format as the sender’s address:

Recipient’s Full Name or Company Name
Apartment or Suite Number (if applicable)
Full Street Address
City, State, and ZIP+4® Code

Label Handling:

Clarity: Use a pen or permanent marker for handwritten addresses. Print addresses neatly in capital letters if possible.
Avoid Obstructions: Do not fold labels, bend them over edges, or overlap them. Ensure they are flat and fully adhered to the package surface.

Addressing to Special U.S. Locations:

Puerto Rico: Some addresses include an urbanization code (URB). If present, the address should be formatted in four lines, with the URB designation on the second line, as shown in the example provided in the original article.
U.S. Virgin Islands: Use “VI” as the state abbreviation, not “US VI” or “USA VI.”
Military and Diplomatic Mail (APO/FPO/DPO): Do not include the city or country name when addressing mail to military or diplomatic addresses in foreign countries. Include the unit and box numbers if assigned. Refer to More Details on Military Addresses for specific formatting.

Step 5: Calculate and Pay for Postage

Postage costs are determined by several factors, including the shipping service, distance, weight, and dimensions of your package. Accurate postage is crucial to avoid delays or the recipient having to pay extra.

Calculating Postage:

Use the USPS Postage Calculator to determine the exact postage cost. This tool will guide you through measuring and weighing your package to provide an accurate estimate.

Payment Options for Postage:

Post Office: Purchase postage directly at any Post Office location.
Stamps: Use postage stamps for packages, but ensure you use the correct amount. This may be more suitable for very lightweight packages.
Online Postage (Click-N-Ship®): Use Click-N-Ship® service to buy and print postage labels from your computer. This option often offers convenience and may provide slight discounts compared to Post Office rates.

Whether using stamps or printed postage, affix postage in the top-right corner of your package.

Postage Considerations:

Avoid Underpaying: Insufficient postage can result in the package being returned to you or requiring the recipient to pay the outstanding amount. Always ensure you have paid the correct postage.
Dimensional Weight (DIM Weight): For packages larger than one cubic foot (12”x12”x12”), dimensional weight pricing may apply. This is based on the volume of the package rather than just its actual weight. If DIM weight applies and you do not pay the correct rate, you will incur additional fees.
Non-Standard Size Fees: Packages exceeding certain dimensions may also be subject to extra fees for non-standard size handling. Check Additional Package Fees for details.

Add-On Services for Enhanced Security and Tracking:

Consider adding extra services for valuable or important shipments:

Insurance: Protect against loss or damage. The amount of coverage you can purchase depends on the item’s value.
Certified Mail®: Provides proof of mailing and confirmation that the recipient signed for the item.
Registered Mail®: USPS’s most secure service, offering end-to-end handling in a secure system with required signatures at each step. Note that Registered Mail is slower and does not offer tracking updates in the traditional sense.
Return Receipt: Provides a physical or digital record of delivery, including the recipient’s signature. Can be combined with Certified Mail, Registered Mail, Priority Mail Express, and other services.
Adult Signature Required: Restricts delivery to an adult (21+) who must present a valid government ID for verification.

For more information on these options, visit Insurance & Extra Services.

Step 6: Ship Your Package Through the Correct Channel

The final step is to send your package. How you do this depends on the size, weight, postage method, and service used.

Shipping Options:

Mailbox Pickup: For packages less than one-half inch thick and under 10 oz with postage stamps, you can leave it in your mailbox for your mail carrier to pick up during regular delivery.
Blue Collection Boxes or Post Office Lobby Drop-off Boxes: Suitable for stamped packages meeting the size and weight criteria for mailbox pickup, as well as for packages with online postage.
Schedule a Free Pickup: For packages ready to ship, you can schedule a free USPS pickup from your home or office during regular mail delivery hours at Schedule a Pickup.
Post Office Counter: Required for packages that are stamped and are thicker than one-half inch or weigh more than 10 oz. Also, you can always drop off any package at the Post Office counter for direct handling and additional services.

Important Note for Stamped Packages: Packages with stamps that are thicker than one-half inch or heavier than 10 oz cannot be placed in mailboxes or collection boxes. They must be taken to a Post Office counter. If improperly deposited, they will be returned to sender.

Package Pickup Services:

Free Package Pickup: Schedule online for pickup during regular mail delivery hours at no charge.
Pickup On Demand®: For a fee, you can select a specific 2-hour window for package pickup. This premium service offers more flexibility.

Bonus Pro Tips for Package Postage

Avoid common postage mistakes with these helpful tips:

Accurate Weight is Key: Use a kitchen scale or postal scale to weigh your package accurately, including all packing materials. Do not rely on bathroom scales, which may not be precise for package weights. Alternatively, have it weighed at the Post Office.
Round Up Weights Correctly: Understand USPS rounding rules. Some services round up to the nearest ounce, while others round up to the nearest pound. For example, Priority Mail rounds up to the pound. A package weighing 5 lbs 2 oz will be charged at the 6 lb rate.

By following these steps and tips, you can confidently ship your packages, ensuring they are properly prepared, addressed, and sent through the most appropriate USPS service. This guide provides a solid foundation for both first-time shippers and those looking to refine their shipping process.