Mailing a package might seem daunting, but with the right guidance, it’s a straightforward process. Whether you’re sending a gift to a loved one, shipping items for your small business, or handling returns, understanding the steps involved ensures your package arrives safely and efficiently. This guide will walk you through everything you need to know about How To Mail A Package, focusing on best practices and optimizing your shipping experience.
Before we dive into the step-by-step instructions, let’s gather everything you’ll need to get started.
Before You Start: Essential Things You’ll Need
To mail a package effectively, make sure you have these essentials on hand:
- Address Information: You’ll need both the recipient’s and your return address. Accuracy is key to ensure timely delivery.
- Packaging Supplies: This includes a sturdy box, packing tape, cushioning material (like bubble wrap or packing peanuts), and a pen or permanent marker for addressing.
- Postage: You’ll need to calculate and pay for the correct postage. This can be done online, at a Post Office, or using postage stamps for certain types of packages.
Important Considerations Before You Begin:
- Shipping Restrictions: Be aware that certain shipping methods, such as Media Mail or when sending live animals, require you to take your package directly to a Post Office counter.
- Free Shipping Supplies: The 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 these branded boxes requires you to pay for the corresponding Priority Mail service.
- Shipping to Military Bases (APO/FPO/DPO): When shipping to U.S. military addresses overseas, you’ll benefit from domestic pricing. However, customs forms are still necessary for these shipments.
Now, let’s move on to the step-by-step process of mailing your package.
Step 1: Ask Yourself, “Can I Send This?” – Understanding Shipping Restrictions
Before you pack and ship, it’s crucial to determine if your item is permissible to mail and if there are any specific regulations you need to follow. The USPS has a weight limit of 70 lbs for packages. More importantly, certain items are completely prohibited from mailing, while others are restricted and require special handling. Hazardous materials (HAZMAT) fall into both categories depending on their nature and quantity.
As a general guideline, if your item could potentially harm individuals or cause damage—like lithium batteries or flammable liquids—you must carefully consult the USPS guidelines on Domestic Shipping Prohibitions, Restrictions, & HAZMAT.
Prohibited Items: Absolutely Not Allowed
These items are completely forbidden from being sent via USPS. You will need to explore alternative carriers for these. Prohibited items include:
- Ammunition, Explosives, and Fireworks: These are high-risk items that pose significant safety hazards 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 often requiring specific licenses.
Restricted Items: Allowed Under Specific Conditions
These items can be mailed, but only if you adhere to strict rules, limitations, and proper packaging and labeling protocols. Restricted items include:
- Lithium Batteries: Commonly found in small electronics like laptops and cell phones.
- New Electronics: Typically allowed for mailing, especially if they are new or certified repairs from the manufacturer.
- Used Electronics: Can only be shipped via ground transportation and cannot be sent by air due to potential fire hazards.
- Perishable Items: This includes live animals, food, and plants.
- Proper Packaging: Must be packaged to prevent spoilage or leakage.
- Extra Fees: Often incur additional handling fees due to their delicate nature. Check extra handling fee for details.
- Perfumes Containing Alcohol: Due to flammability, these often have special packaging requirements and may be restricted to ground transport only.
Compliance is Key: It is imperative to follow all USPS regulations and laws when shipping. Failure to comply can result in fines or even criminal penalties.
Further Resources:
- For detailed information, review the Domestic Shipping Prohibitions, Restrictions, & HAZMAT list.
- Consult USPS Publication 52, Hazardous, Restricted, & Perishable Mail for comprehensive guidelines.
- Take advantage of the HAZMAT Shipping Tutorial for safety and compliance insights.
Ensuring your items are mailable and correctly prepared from the outset will save you time, avoid penalties, and ensure your package reaches its destination without issues.
Step 2: Choose the Right Shipping Service
USPS provides a variety of shipping services to meet different needs for domestic packages. Selecting the right service depends on factors like what you’re sending, your budget, and how quickly you need the package to arrive. Consider price, speed, and whether you need features like insurance and tracking.
| Service | Delivery Speed | Best For itemize>
You can explore all USPS domestic shipping options at their website to find the most suitable service for your needs. Consider these factors when choosing:
- Destination: Where are you sending the package? Domestic or international destinations will have different service options and costs.
- Budget: How much are you willing to spend on shipping? Prices vary significantly between services.
- Speed: How quickly does the package need to arrive? If it’s urgent, Priority Mail Express is your fastest option. For less time-sensitive deliveries, USPS Ground Advantage is more economical.
- Package Contents: The nature of your items (size, weight, value, and any restrictions) will influence service eligibility. For instance, HAZMAT items or live animals often must be shipped via ground services like USPS Ground Advantage.
Service Highlights:
- Priority Mail Express: For urgent shipments requiring next-day or 2-day delivery with date-certain delivery and a money-back guarantee.
- Priority Mail: Ideal for important items needing delivery within 1-3 business days.
- USPS Ground Advantage: A cost-effective option for packages with expected delivery in 2-5 business days, and also the primary service for HAZMAT items that cannot travel by air.
- First-Class Mail: Best for lightweight envelopes and postcards (under 13 oz) that are flat and bendable.
- Media Mail: The most affordable option for sending books and educational materials, available only when shipping from a Post Office.
Note: For packages containing HAZMAT items or live animals that cannot be shipped by air, USPS Ground Advantage is typically the appropriate service.
Step 3: Select and Prepare Your Packaging
The right packaging is essential to protect your items during transit. Whether you’re using a box, padded envelope, or tube, ensure it’s durable and appropriate for the contents. Accurate measurements of size and weight are also crucial to avoid any unexpected fees.
Video Description: How to Pack a Box (TXT)
Packaging Guidelines:
- Use Strong Packaging: Choose packaging that is robust enough to withstand automated processing and handling alongside other packages, some weighing up to 70 lbs. Ensure there’s enough space for cushioning to protect fragile items and prevent shifting.
- Reusing Boxes: If you’re reusing a box, ensure it is still in good condition. Boxes can weaken with each use. Remove or completely cover any old logos, barcodes, shipping labels, and addresses.
- 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 Limits: Packages should 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 reduced to 108 inches.
Learn how to measure a package. 2:35
Video Description: How to Measure a Package (TXT 6 KB)
Pro Packaging Tips:
- Free Priority Mail Supplies: If you’re using Priority Mail or Priority Mail Express, take advantage of free boxes available at Post Offices or online. Remember, these are for their respective services only (not for 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 ensures delivery even if the external label is damaged.
- Prepare in Advance: Pack your package before going to the Post Office. Bring your own packing tape, or be prepared to purchase some if needed.
Video Description: How to Pack a Box (TXT)
Proper packaging not only protects your items but also ensures that your package is processed smoothly through the USPS system.
Step 4: Correctly Address Your Package
Accurate addressing is critical for ensuring your package reaches the right destination without delays. Place the address label parallel to the longest side of the package, ensuring both return and delivery addresses, along with postage, fit on the same side.
Tip: Using a printed shipping label that includes postage is recommended. Affix all labels on the same side and avoid bending, folding, or overlapping them.
Addressing Best Practices:
- Use Legible Ink: Use a pen or permanent marker for clarity.
- Print Neatly: Use capital letters for better readability.
Learn how to address a package. 2:18
Video Description: How to Address a Package (TXT 3 KB)
Sender (Return) Address:
Write 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
Recipient (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 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:
- Place shipping labels parallel to the longest side of the package.
- Ensure all labels are on the same side and are not folded, bent over edges, or overlapped.
Addressing for Special U.S. Addresses:
-
Puerto Rico: Some addresses include an urbanization code (URB). If present, the address should be formatted in four lines. Example:
MS MARIA SUAREZ
URB LAS GLADIOLAS 150 CALLE A
SAN JUAN PR 00926-3232 -
U.S. Virgin Islands: Use “VI” as the abbreviation for Virgin Islands, not “US VI” or “USA VI.” Example:
MS JOAN SMITH
RR 1 BOX 6601
KINGSHILL VI 00850-9802 -
Military and Diplomatic Mail (APO/FPO/DPO):
-
Omit city and country names for overseas military addresses to keep mail within military networks.
-
Include unit and box numbers if assigned. Example:
SEAMAN JOSEPH SMITH
UNIT 100100 BOX 4120
FPO AP 96691
-
Learn how to address a package. 2:18
Video Description: How to Address a Package (TXT 3 KB)
Properly addressing your package is a fundamental step in ensuring timely and accurate delivery.
Step 5: Calculate Postage and Consider Extra Services
Postage is the fee required to ship your package, and it varies based on several factors, including distance, service type, package size, and weight. Use the USPS Postage Calculator to determine the exact postage cost.
You can pay for postage at a Post Office, use postage stamps, or purchase and print postage online using services like Click-N-Ship®. Postage should be placed in the top-right corner of your package.
Postage Calculation:
Postage costs depend on:
- Distance: How far the package is traveling.
- Service Type: Priority Mail Express, USPS Ground Advantage, etc.
- Package Size and Weight: Unless you are using flat rate options for Priority Mail Express or Priority Mail, size and weight are key factors.
Postage Calculator:
Avoid underpaying for postage, as this can lead to the package being returned or requiring the recipient to pay the difference. The USPS Price Calculator provides guidance on measuring your package and calculating domestic postage costs.
Payment Options:
- Post Office: Pay directly at any Post Office location.
- Stamps: Use postage stamps for smaller packages, but ensure you use the correct amount.
- Online Postage (Click-N-Ship): Purchase and print postage labels from your computer, saving time and trips to the Post Office.
Additional Fees:
- Dimensional Weight (DIM Weight): Applies to packages larger than 1 cubic foot (12”x12”x12”). DIM weight pricing may increase the cost if the package is light relative to its volume.
- Non-Standard Size Fees: Extra fees apply to packages exceeding certain dimensions.
Add-On Services for Enhanced Security and Tracking:
Consider these extra services for added protection and peace of mind:
- Certified Mail®: Provides proof of mailing and confirmation that the recipient signed for the item.
- Registered Mail®: USPS’s most secure service, offering hand-to-hand processing, secure handling, and signature confirmation at every step. Note that this service is slower and does not offer tracking updates.
- Return Receipt: Provides a delivery record with the recipient’s signature, available as a physical card or email. Compatible with Certified Mail, Registered Mail, Priority Mail Express, and more.
- Adult Signature Required: Restricts delivery to adults (21+) who must present a valid government ID for signature. Acceptable Forms of Identification.
Find more details on Insurance & Extra Services.
Choosing the right postage and add-on services ensures your package is not only delivered but also protected and tracked according to your needs.
Step 6: Ship Your Package – Drop-off and Pickup Options
The final step is to ship your package. How you do this depends on package size, weight, and whether you’ve used stamps or printed postage.
For packages less than one-half inch thick and under 10oz using postage stamps, you can:
- Leave in Mailbox: For carrier pickup.
- Drop in Collection Box: Use blue collection boxes or Post Office lobby drop-off boxes.
- Request Free Pickup: Schedule online.
For stamped packages thicker than one-half inch or heavier than 10 oz, you must take them to a Post Office counter to hand to a Retail Associate.
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 will not be picked up from mailboxes and will be returned if placed in collection boxes or lobby receptacles.
Schedule a Package Pickup:
USPS offers convenient pickup options from your address:
- Free Package Pickup: Scheduled during regular mail delivery hours for eligible packages. Schedule a Pickup.
- Pickup On Demand®: For a fee, you can select a specific 2-hour window for pickup.
Bonus: Package Postage Pro Tips
Avoid common postage mistakes by following these tips:
- Accurate Weight: Use a kitchen or postal scale for precise weight. Include all packing materials in your weight measurement, not bathroom scales.
- Round Up Weights: USPS often rounds up weight. For example, a Priority Mail package at 5 lbs 2 oz is charged at the 6 lb rate.
By following these steps, you can confidently mail a package, ensuring it is correctly prepared, addressed, and shipped, reaching its destination efficiently and safely.
