How to Ship a Package: A Step-by-Step Guide for 2025

Whether you’re mailing a single gift to a friend or running a growing ecommerce business, learning how to ship a package correctly can save you time, money, and customer headaches. From packaging to postage and tracking to delivery, this detailed guide walks you through the entire process step by step.

Step 1: Choose the Right Packaging

The first step in shipping is selecting the appropriate packaging for your item.

Packaging Types:

• Envelopes: Best for documents, stickers, flat items
• Padded Mailers: Good for small, delicate goods like jewelry or cosmetics
• Boxes: Required for larger, heavy, or fragile items

Tips:

• Choose sturdy materials to protect contents
• Avoid oversized boxes to reduce dimensional weight charges
• Use internal padding (bubble wrap, packing paper, air pillows) to prevent shifting or breakage

Pro Tip: Reusing boxes is eco-friendly, but remove old labels/barcodes first.

Step 2: Weigh and Measure Your Package

Shipping carriers calculate rates based on weight and dimensions. Use a postal scale and measuring tape for accuracy.

1. Weight: Round up to the nearest ounce or pound depending on the service
2. Dimensions: Measure length × width × height in inches
3. Dimensional Weight: Applies if your box is large but light
   (L × W × H ÷ 139)

Accurate measurements prevent surcharges and delays.

Step 3: Choose a Shipping Carrier

Common carriers include:

Compare rates based on speed, weight, and destination using shipping platforms like Pirate Ship or ShipStation.

Step 4: Select a Shipping Service

Shipping speed affects cost. Popular options include:

• USPS First-Class Package (under 1 lb): Budget-friendly, 2–5 days
• USPS Priority Mail Flat Rate: Up to 70 lbs, 1–3 days
• UPS Ground: Ideal for domestic heavy shipments
• FedEx Express Saver: 3-day guaranteed delivery
• DHL Express Worldwide: 2–4 day international shipping

Tip: Let customers choose from multiple options (economy vs. expedited).

Step 5: Print and Attach a Shipping Label

You can create labels:

• Through your carrier’s website (USPS Click-N-Ship, UPS.com)
• Using third-party tools (Shippo, EasyPost, ShipStation)
• Directly through ecommerce platforms (Shopify, Etsy, WooCommerce)

Label must include:

• Sender’s name and return address
• Recipient’s name and delivery address
• Tracking barcode
• Postage amount

Secure it with clear tape or place inside a label pouch.

Step 6: Add Documentation (Optional)

For ecommerce or B2B shipments, include:

• Packing slips
• Invoices
• Return instructions
• Personalized thank-you notes

Keep internal documents dry and visible using a zip-lock bag or adhesive pouch.

Step 7: Ship the Package

Choose a shipping method:

• Drop-off at a carrier location or post office
• Schedule a pickup (free with USPS Priority Mail or via UPS/FedEx for business accounts)

Ensure receipt or confirmation for valuable items.

Step 8: Track the Shipment

Tracking numbers help:

• Notify customers of expected delivery
• Monitor transit delays
• Confirm delivery and prevent disputes

Use carrier portals or automated email/SMS systems to update buyers.

Step 9: Handle Returns (If Needed)

Offer simple return options:

• Include pre-printed return labels
• Use QR code return portals
• Define a clear return window (e.g. 30 days)

Returned packages should be inspected and processed quickly to restore inventory or issue refunds.

Ecommerce Shipping Tips

• Automate bulk label printing with tools like ShipStation or Pirate Ship
• Offer free shipping with a minimum order threshold
• Use branded packaging to enhance customer experience
• Store shipping supplies in bulk to save time and money
• Use email/SMS to keep customers informed post-purchase

Frequently Asked Questions

Ship Smarter with Willow Commerce

Managing shipments manually? With Willow Commerce, you can automate label creation, track shipments in real time, and sync orders from platforms like Shopify, Amazon, and WooCommerce.

• Compare shipping rates instantly
• Generate discounted labels
• Automate returns and tracking
• Scale shipping as your business grows