Christmas Package Prep Checklist: Packing, Labelling and Shipping Gifts Safely
Most delivery problems at Christmas are not caused by the carrier’s deadline but by packing and labelling. A weak box, a worn address label or a missing customs form can turn an on-time parcel into a late or damaged one. This checklist walks through the steps from choosing a box to keeping proof, with notes for sending items abroad. Once packed, check the date for your route in the shipping deadline tool.
1. Choose the right box
Use a sturdy corrugated box that is big enough for the item plus cushioning on every side, but not so big that the contents can move. Avoid reusing a box that is crushed, wet or heavily worn, since the strength has gone. If you reuse a box, remove or cover old labels and barcodes completely so that a scanner cannot read an old address. For soft items such as clothes, a padded or poly mailer is normally cheaper than a box and can lower the price on carriers that charge by size.
2. Cushion the contents
Wrap each item separately, and keep fragile items away from the walls of the box. Fill the void with crumpled paper, air pillows or foam, then shake the closed box gently: if you can hear or feel movement, add more. Put heavy items at the bottom. For items with sharp edges or glass, use rigid cardboard corners. Liquids should be sealed, placed in a plastic bag and surrounded with absorbent material.
3. Seal it properly
Use packing tape that is intended for parcels, not decorative or masking tape. Apply the H-method: tape along the centre seam and along both edge seams, then repeat on the bottom. Do not wrap string or ribbon around the outside, because it can snag in sorting machines. If you want to send a gift wrapped, put the wrapped item inside a shipping box and not the wrapping alone.
4. Label clearly
Print the label if you can, since handwriting is easier to misread. Include the recipient’s full name, street address with unit or apartment number, city, postcode or ZIP, and country, and add a phone number if the carrier asks for one. Put a copy of the delivery and return address inside the box too, so that a damaged outer label does not make the parcel undeliverable. Place the label on the largest flat face, and keep tape away from the barcode, which can reflect scanner light and render it unreadable.
5. Check what you are allowed to send
Each carrier restricts certain goods. Common examples include lithium batteries (rules depend on whether they are loose or inside a device), perfumes and other flammable liquids, aerosols, alcohol, and perishable food. Some countries ban or limit particular items on import, including certain foods, plants, medicines and seeds. Read the carrier’s prohibited and restricted list before you pack, and check the destination country’s rules for international mail. If you have to hide a gift’s details from the recipient, put the gift description on the form, not the box.
6. Customs forms for international gifts
For parcels leaving your country, you will normally need a customs declaration. Describe each item specifically (for example, “cotton sweater” and not “gift”), give an honest value, the country of origin and the quantity. Understating the value or leaving the description vague can lead to delays or penalties. The recipient may be asked to pay import duty or taxes, which depend on the destination country and the value. For example, tell the recipient in advance so that they are not surprised. Carriers and postal operators often publish country-specific rules and thresholds, and they change, so check the current page for the destination.
7. Insurance and tracking
Choose a service with tracking for anything valuable or sentimental. Decide whether the carrier’s included coverage matches the item’s value and, if not, whether extra insurance is worth the price. Insurance claims usually require proof of value, such as a receipt, and of the condition of the packaging. Take a photo of the packed contents and one of the sealed parcel with the label visible. Record the tracking number in a note, and send it to the recipient so that they can arrange to be home if a signature is required.
8. Send early and drop off properly
Hand the parcel to the carrier before the last collection time on the day. Packages left at the counter or in a drop box after the cut-off will be processed the next working day, which at Christmas can be the difference between on time and late. If you can, ship on a day earlier in the week, because carriers see extra volume on the last days before the published dates. Keep the drop-off receipt.
9. Plan for the recipient
Ask whether the recipient will be home, whether the building has a secure package room and whether they can use a pickup point. Gifts left on porches are a common loss, and there are ways to reduce the risk: a delivery to a work address, a locker or a neighbour. If you want the surprise to be kept, ship the gift to a friend or relative who will keep it safe.
10. If a parcel is late or damaged
- Check the tracking for the latest scan and any delivery exception.
- Contact the carrier or the retailer, whichever shipped it — for online orders, the retailer is usually responsible for resolving a lost parcel.
- For damage, keep all packaging and the item until the claim is settled and send photos.
- Ask about a refund or reship, and use the countdown to decide if a replacement can still arrive by December 24.
A short pre-ship checklist
- Box is strong and the right size
- Items cushioned, with no movement when shaken
- Sealed with parcel tape, H-method
- Label printed, with a copy inside
- Prohibited items checked, customs form complete
- Tracking and insurance chosen
- Photos taken, receipt kept
Packing common gift types
Clothing and textiles: fold neatly, put in a plastic bag against moisture and use a poly mailer or a small box. Books and flat items: they bend and get corners crushed, so use a rigid mailer or sandwich the item between sheets of cardboard. Electronics: keep the original retail box if you have it, but put that box inside a shipping box with cushioning, because retail boxes are not designed to be shipped alone and a visible brand name can attract theft. Glass and ceramics: wrap each piece separately in at least two layers and use the box-in-a-box method for valuable items, leaving about five centimetres (two inches) of cushioning on every side. Candles and cosmetics: heat can soften wax and spoil creams; in a hot climate or a hot season, choose a faster service and avoid leaving the parcel in a vehicle. Food gifts: check the carrier’s rules, use sealed packaging and allow for the shelf life of the product.
Weight, size and price
Carriers price by weight and, for lighter items, by dimensions, so a big, light box can cost as much as a heavy one. Weigh the packed box on a kitchen or bathroom scale and measure its length, width and height before you compare prices. Reducing the box size by a few centimetres can move a parcel into a cheaper size band. Compare at least two carriers for any parcel over a couple of kilograms.