How to Ship a Package: Step-by-Step for Beginners
Data Notice: Figures, rates, and statistics cited in this article are based on the most recent available data at time of writing and may reflect projections or prior-year figures. Always verify current numbers with official sources before making financial, medical, or educational decisions.
How to Ship a Package: Step-by-Step for Beginners
Shipping a package for the first time can feel overwhelming. Between choosing a box, picking the right carrier, creating a label, and actually getting the package out the door, there are a lot of decisions to make. The good news is that once you understand the basic steps, shipping becomes fast and routine. This guide walks you through the entire process from start to finish, with specific tips to avoid the mistakes that cost beginners extra time and money.
Shipping rates and delivery times are estimates and may vary. Verify current rates directly with carriers.
Key Takeaways
- The six steps to shipping any package are: choose a box, pack the item, weigh and measure, select a carrier and service, create a label, and drop off or schedule pickup.
- Free boxes are available from USPS for Priority Mail and Priority Mail Express shipments.
- Creating your label online (at home or through a third-party platform) is almost always cheaper than paying at the counter.
- A 5 lb package can cost anywhere from $8 to $25+ depending on carrier, service, and destination, so comparing options saves real money.
Step 1: Choose the Right Box or Envelope
The container you choose directly affects your shipping cost. Carriers charge based on either the actual weight or the dimensional weight (a calculation based on the box size), whichever is greater. Using an oversized box for a small item means you are paying for empty air.
Where to Get Boxes
| Source | Cost | Best For |
|---|---|---|
| USPS Priority Mail boxes | Free (order at usps.com) | Any Priority Mail shipment |
| USPS Priority Mail Express boxes | Free (order at usps.com) | Express shipments |
| Recycled boxes (from deliveries you receive) | Free | Casual shipping, saving money |
| Retail stores (grocery, liquor stores) | Free (ask for extras) | Larger items |
| Amazon, Uline, or office supply stores | $0.50 - $4.00 per box | Regular shipping, professional appearance |
| The UPS Store / FedEx Office | $3.00 - $10.00 per box | Last-minute needs |
Important: USPS flat rate and Priority Mail boxes can only be used for USPS shipments with the corresponding service. Using a USPS Priority Mail box to ship via UPS or FedEx violates postal regulations and could result in your package being returned or an additional charge.
Choosing the Right Size
Pick a box that fits your item with 2-3 inches of space on all sides for cushioning material. If the item rattles around inside with no packing material, the box is too big. If you cannot fit at least an inch of cushioning on every side, the box is too small. For envelopes and flat items, padded mailers work well for items that do not need rigid protection.
Step 2: Pack the Item Properly
Proper packing prevents damage and avoids the hassle of filing claims. See How to Ship Fragile Items Without Breakage for detailed techniques for breakable items.
Basic packing steps:
- Wrap the item in bubble wrap, packing paper, or foam. For non-fragile items, crumpled newspaper works.
- Place the wrapped item in the center of the box.
- Fill all empty space with packing material so nothing shifts when you shake the box.
- For multiple items, wrap each one separately and prevent them from touching.
- Seal the box with 2-inch packing tape along all seams. Do not use duct tape, masking tape, or string.
Packing material comparison:
| Material | Protection Level | Cost | Best For |
|---|---|---|---|
| Bubble wrap | High | $0.10-$0.30/sq ft | Fragile items, electronics |
| Packing peanuts | Medium-High | $0.05-$0.15/cu ft | Filling voids around wrapped items |
| Air pillows | Medium | $0.05-$0.10 each | Lightweight void fill |
| Crumpled kraft paper | Medium | $0.03-$0.08/sq ft | General-purpose cushioning |
| Foam sheets | High | $0.15-$0.40/sq ft | Surfaces, screens, artwork |
| Newspaper | Low-Medium | Free | Non-fragile items, budget packing |
Step 3: Weigh and Measure Your Package
Accurate weight and dimensions are critical. Carriers charge based on these numbers, and underestimating can result in surcharges after the carrier re-measures your package.
Weight: Use a kitchen scale, bathroom scale, or postal scale. If using a bathroom scale, weigh yourself holding the package and subtract your weight. For accuracy within the ounce, a digital kitchen or postal scale (available for $10-25 on Amazon) is worthwhile if you ship regularly.
Dimensions: Measure the length, width, and height of the box at the longest points in inches. Round up to the nearest inch.
Dimensional weight formula: Carriers use dimensional weight (DIM weight) pricing for larger, lighter packages. The formula is:
DIM Weight = (Length x Width x Height) / DIM Factor
The DIM factor is 139 for UPS and FedEx domestic shipments and 166 for USPS. If the DIM weight exceeds the actual weight, you pay for the DIM weight. For example, a box measuring 18” x 14” x 12” has a DIM weight of (18 x 14 x 12) / 139 = approximately 22 lbs for UPS/FedEx. Even if the actual weight is only 5 lbs, you would be charged for 22 lbs.
Step 4: Choose a Carrier and Service
With your weight and dimensions in hand, compare rates across carriers. For a detailed breakdown of each carrier’s strengths, see FedEx vs UPS vs USPS: Complete Comparison for Every Use Case.
Sample Cost Comparison: 5 lb Package (Zone 5, ~800 miles)
| Carrier / Service | Estimated Cost | Delivery Time |
|---|---|---|
| USPS First-Class Package | N/A (over 15.999 oz limit) | N/A |
| USPS Priority Mail | $14.75 | 1-3 business days |
| USPS Priority Mail (Commercial via PirateShip) | $11.50 | 1-3 business days |
| USPS Parcel Select Ground | $10.50 | 2-8 business days |
| UPS Ground (retail) | $16.50 | 3-4 business days |
| UPS Ground (with account discount) | $12.00 | 3-4 business days |
| FedEx Ground (retail) | $17.00 | 3-4 business days |
| FedEx Ground (with account discount) | $12.50 | 3-4 business days |
For most beginners shipping a one-off package, USPS Priority Mail offers the best combination of price, speed, and convenience. The free boxes, included $100 insurance, and tracking make it the simplest option.
Step 5: Create Your Shipping Label
You have three main options for creating a label:
Option A: At the Carrier’s Location (Most Expensive)
Walk into a Post Office, UPS Store, or FedEx Office, hand them your package, and they will weigh it, create a label, and charge you. This is the simplest method but also the most expensive because you pay full retail rates.
Option B: On the Carrier’s Website (Moderate Savings)
Create a label at usps.com, ups.com, or fedex.com. USPS offers slight online discounts over counter prices. Print the label at home and tape it to your package.
Option C: Through a Third-Party Platform (Best Savings)
Platforms like PirateShip (free), Stamps.com ($19.99/month), and Shippo (free or $10/month) offer commercial pricing that can save 10-40% over retail rates. For most people, PirateShip is the best starting point because it is completely free, requires no subscription, and provides access to discounted USPS and UPS rates. See Small Business Shipping Guide: Save Money on Every Shipment for a full platform comparison.
Printing your label: You can use any printer, including a standard inkjet or laser printer. Print on regular paper and tape it securely to the box with clear packing tape. If you ship frequently, a thermal label printer ($60-$150) saves time and produces more durable, professional labels.
Step 6: Drop Off or Schedule Pickup
Drop-Off Locations
| Carrier | Drop-Off Options |
|---|---|
| USPS | Any Post Office, blue collection box (for prepaid packages), your mailbox (for small prepaid packages), or Informed Delivery pickup |
| UPS | UPS Store, UPS Access Point (CVS, Michaels, many local businesses), UPS Customer Center, or scheduled pickup |
| FedEx | FedEx Office, FedEx Drop Box, Walgreens, Dollar General, or scheduled pickup |
Scheduling a Pickup
All three carriers offer pickup from your home or business:
- USPS: Free pickup scheduled at usps.com/pickup. The mail carrier picks up your package during regular mail delivery. Must be a Priority Mail or Priority Mail Express package.
- UPS: Free pickup with a UPS account (or $6.75 for on-demand pickup). Schedule at ups.com.
- FedEx: Free regular scheduled pickup with a FedEx account. On-demand pickup costs vary. Schedule at fedex.com.
Common Beginner Mistakes (and How to Avoid Them)
- Using the wrong box size: An oversized box triggers dimensional weight pricing and wastes packing material. Always use the smallest box that allows adequate cushioning.
- Not comparing rates: The cheapest carrier varies by weight, size, and destination. Spend two minutes comparing before you commit.
- Paying counter prices: Creating your label online through PirateShip or the carrier’s website saves 10-40% over counter rates.
- Insufficient packing: A broken item costs far more than the extra $2 in bubble wrap. Follow the 2-inch rule for cushioning. See How to Ship Fragile Items Without Breakage.
- Forgetting to remove old labels: If you reuse a box, remove or completely cover all old shipping labels, barcodes, and markings. Scanners can pick up old barcodes and misroute your package.
- Not keeping a receipt or tracking number: Always save your tracking number. If you drop off at a counter, get a receipt. If using a collection box, take a photo of your label.
- Underestimating weight or dimensions: Carriers re-weigh and re-measure packages. If your label shows 3 lbs but the package actually weighs 5 lbs, expect a surcharge of $5-$15 to appear on your account.
- Shipping prohibited items: Each carrier has a list of items you cannot ship (hazardous materials, lithium batteries in some cases, alcohol, etc.). Check the carrier’s prohibited items list before shipping.
Next Steps
- Gather your supplies: Find or order a box, get packing tape and cushioning material.
- Create a free PirateShip account: Even for a single shipment, the commercial rate savings are worth the two minutes to sign up.
- Compare rates: Enter your package weight, dimensions, and destination ZIP code to see all available options.
- Print your label and drop off: The hardest part is the first time. After that, shipping becomes second nature.
- For regular shipping: Read Small Business Shipping Guide: Save Money on Every Shipment for volume discounts and USPS Rate Guide 2026: Every Service Tier Explained for the latest pricing.
Shipping rates and delivery times are estimates and may vary. Verify current rates directly with carriers.