How to pack a parcel for shipping? A comprehensive guide

Sending all kinds of things, whether as a gift or as an order placed online, has never been difficult, and the process is constantly being simplified for consumers of all ages and locations. This has happened thanks to conveniences such as Paczkomat®, which plenty of Poles have taken a liking to. To find out for yourself, and to be sure you've done everything correctly, it's worth reading our step-by-step guide explaining how to pack a parcel to be sent and use the dispatch machine.

Before you start - what is important before packing a parcel?

When packing parcels for shipment, start by checking what maximum size is allowed and how much the parcel can weigh. There are four parcel dimensions at InPost with dispatch by Paczkomat. It is also important to remember that the size of the parcel (and therefore qualification for one of the dimensions) affects the price of delivery. So which parcels can be prepared for transport? We give our customers the option of choosing from among the overall dimensions:

• XS - a small parcel measuring a maximum of 4 x 23 x 40 cm and weighing up to 3 kg. The mini parcel is only available for sending in the InPost Mobile app;
• A - its maximum dimensions can be 8 x 38 x 64 cm, max. 25 kg;
• B - this category accommodates parcels measuring 19 x 38 x 64 cm, max. 25 kg;
• C - largest shipments 41 x 38 x 64 cm, max. 25 kg.

When preparing a parcel, it is not only the size and weight that matters, but also the packaging in which the goods will be transported to the addressee. What should I pack the parcel in to protect the contents from damage?

One of the best materials is rigid cardboard. One of its advantages is its very low weight, which is particularly important for heavy parcels. In addition, it can be purchased in a wide range of sizes and can therefore be well matched to the dimensions of the parcel. This type of packaging also absorbs bumps and falls as long as the items inside are kept safe. For the filling of the box, it is advisable to use materials such as notched paper or skropak.

What is required to pack a parcel for shipping?

Those considering how to pack a parcel should also pay attention to how vulnerable the product is. This will determine the type of box you should choose. It is also worth remembering to additionally protect certain items.

Preparation of a heavy shipment

You also need to prepare properly for packing a heavy parcel. How do you pack a large parcel so that it reaches the recipient intact? In this case, you can't do without a carton made of reinforced paper suitable for holding such parcels securely. To ensure that it does not tear, the edges should be properly sealed. What is more, it is best to use a new box here too.

Shipping liquids

Another difficult commodity to package is liquid. Cosmetic products in liquid form should be packed in flexible, leak-proof pouches. Liquids such as drinks, cosmetic products or perfumes should be placed in a package as large as possible to fit the size of the bottle or flacon. The cap should be secured with tape or a cardboard band. It is also worth bearing in mind the maximum bottle capacity, which at InPost is 750 ml (excluding glass bottles). If you are preparing more pieces for shipment, you can put them in a box with dividers, which will further cushion the bumping of the packages containing the liquid against each other.

Transport of other types of objects

Other items are much easier to prepare for transport. Documents, for example, should be placed in a cardboard envelope to prevent them from getting damp and crushed. Large paper posters, maps or blueprints still need to be put into a cylinder-shaped tube made of reinforced cardboard.

Preparing the item for packing

It is a good idea to further protect each item being shipped from damage by covering it with material that minimises the risk of bruises and abrasions. Bubble or cut paper is a proven and effective way to do this. If it is long and wide enough, you can wrap the parcel several times with it. If necessary, i.e. if there is too much of it, it can also be cut to the desired size.

A fitted piece of polystyrene foam is also an excellent substitute. Unfortunately, it is not possible to model its surface yourself. However, it is possible that the shaped polystyrene attached to the original packaging protected the item packed in the box and can be reused. It is for this reason that this type of protection is not worth throwing away as soon as the newly purchased product is removed.

In order for the package to reach the recipient intact, it is still necessary to prepare the box itself. Before dispatch, the central opening at the top and bottom should be taped. If the items to be shipped weigh a lot, it is best to pack them in a thicker and more robust cardboard box.

Ensure safety, i.e. securing items

Even the sturdiest and best-secured box will not be completely safe if the goods inside move during transport. For this reason, the filling materials play such an important role. How do I pack a parcel for shipment by courier or parcel machine? In order to do this, the product should be covered with one of the fillers, which can be:

• bubble wrap;
• foam sheets;
• scropak;
• bubble paper;
• wads of grey paper;
• incised paper;
• wood wool;
• air bags.

Using skropak is a great idea to fill empty spaces in a cardboard box. When poured in, it will fill the entire box and at the same time conform to the shape of the item being shipped. Paper fillers such as notched paper, bubble paper or paper scrolls will perfectly fill the items in the parcel and prevent them from moving around the box.

However, apart from the fillers, it is very important to match the box to the size of the items. There is no point in packing small items into a large box. A suitably sized box with fillers will make room in the courier car for more parcels, plus the dimensions of the parcel will be smaller. The smaller the size, the lower the price for sending a parcel.

How do I address and send a parcel for shipping?

A parcel sent via InPost should have an address label affixed to it in a prominent position. It contains the necessary information, without which it will not be delivered or returned. If a Parcel Machine is selected as the place of collection, these are:

• recipient data reduced to a minimum;
• The last 4 digits of the telephone number;
• recipient's e-mail address;
• datamatrix code containing the consignment number;
• abbreviated sender details;
• space for the sender's comments.

If the parcel has been posted via Parcel Manager and is to be delivered by courier, the following information will appear on the label:

• all relevant data of the recipient - name, address, telephone number and e-mail;
• full personal and contact details of the sender;
• datamatrix code;
• field for any comments by the sender.

The label is generated automatically and, when sending the parcel, you only need to enter the most important data. It is not difficult to create a label to be stuck on a parcel sent via InPost. To prepare it, you can use the online Parcel Manager. After logging in and entering all the data, a PDF file is automatically generated, which needs to be printed. The last step is to stick the label in a visible place, i.e. on top of the parcel.

The parcel can also be sent in other ways - via the InPost Mobile app or the available Quick Shipment app. The advantage of using the app is that there is no need to print and stick the label. If you choose the second option, you do not need your own user account to send the parcel.

Then all you have to do is wait for the courier or go to a Parcel Machine. If you have chosen a Parcel Machine, there are three ways to send your parcel. The first, via the application, does not require the use of the machine's screen. If a parcel has been created, a button will appear in the application to send the parcel remotely. While underneath the Parcel Machine, simply click the button on your smartphone and the relevant box will open.

With a parcel label, you can send your parcel with a few clicks on the screen of the Parcel Machine. This can be done by scanning the code from the label or by entering the phone number and the parcel number. The shipped parcel can even reach the recipient the next day!

Mistakes to avoid when packing a parcel for shipment

Following the above recommendations is sufficient for the package to arrive intact. In addition to this, aesthetics should also be taken into account. Taking care of aesthetics is important, especially if you run an online shop. A damaged box that has been used for other purposes will have a negative impact on the brand image and may lead to the customer not being satisfied with the visual aspect of the package.

It is also worth taking care of the right quantity and quality of fillers. Just as there cannot be too few, there should not be too many put in. In other words, it is better not to waste material. Ideally, it should also look nice on its own. For this reason, a better choice than paper scrolls is, for example, skropak.