eBay Powerseller Organization and Shipping Advice
How to stay organized
You may find that as the number of auctions you're running increases, it will become
increasingly difficult to stay organized. If you're only running one or two auctions a week,
you shouldn't have much trouble with the administration of your auctions. But when you
start running 10,20, or more auctions a week, you need to adopt some type of system to
stay organized.
Operating your eBay business without a basic administration system is likely to get you
into trouble - losing track of payments, or late mailing of items will result in negative
feedback. Here's how we handle the administration of auctions. Even in this day of
electronic media, we have found that the easiest way to stay organized is by using printed
copies of our eBay e-mail documents.
We use the “three-ring binder method". The binder is divided into five sections "Closed
awaiting payment", "Paid awaiting shipment", "Paid awaiting check clearance", "Waiting for
feedback", and "Complete". From what we've heard, many eBay sellers use this method.
At the close of our auctions, we print out a copy of the eBay auction end notification and a
copy of the e-mail that we send to the buyer that has the total auction cost on it. These
hard copies are an excellent way of maintaining a record of your auction. After printing
these documents, we staple them together (let's call this an "invoice") and file them in the
“Closed awaiting payment” section of the three ring binder until we receive payment.
When we receive payment, the payment information (dollar amount and type) is written on
the invoice in the blank space in the upper right margin.
If payment is in the form of Paypal or a money order, the invoice is then filed in the "Paid
awaiting shipment" section of the binder. If payment is in the form of a check, the buyers
name, the dollar amount, check number, bank, and date are recorded on the invoice and
it is filed in the "Paid awaiting check clearance" section for 10 days while the check clears.
Then, when we ship the item, this date is entered on the invoice and the invoice is moved
to the "Waiting for feedback" section. Finally, when we leave feedback for the buyer, we
record that date also and move the invoice to the "Complete" section of the binder.
We keep invoices in the "Complete" section for about a month in case the buyer has any
questions about the auction or about the date that we shipped the item. By using printed
copies of documents, the documents can easily be handled and processed by multiple
persons (say for instance if one person handles e-mail and another handles mailing)
throughout the entire process from auction close to posting feedback.
The "binder method" makes it quick and easy to determine the status of an auction and it
doesn't take having your computer online to determine that status. Later if a buyer
inquires about when an item was shipped, that information can easily be pulled from your
files.
Ship your items promptly
Another topic that should not require much discussion, but unfortunately we see lots of
eBay sellers that do not necessarily ship upon receipt of payment. Some of these eBay
sellers openly state in their listings that they only mail on select days such as "Tuesdays
and Thursdays" because that fits into their schedule. Perhaps YOU can’t ship on every
day of the week, but keep in mind that shipping faster results in happier customers.
Shipping as quickly as possible builds buyer loyalty and will garner glowing feedback.
Shipping cost calculations
We normally absorb the cost of shipping materials and handling and only charge the
buyer the actual USPS mail costs. This is just our opinion, but we figure that it is part of
the cost of doing business and puts pressure on us to find relatively inexpensive sources
of bulk shipping materials. This is not a big issue, but keep in mind that many buyers are
sensitive about paying too much in shipping. There are sellers that charge USPS fees,
materials costs, and "handling" costs, but we would advise against doing that if you'd like
to maintain an impeccable feedback rating. Some of the negative or neutral eBay
feedback that we have seen posted for other sellers have included comments about high
shipping costs. If you absorb the cost of materials and handling, you'll remove another
possible source of negative feedback.
To calculate the actual USPS mailing cost, use the USPS web site. Enter the weight of the
package and the origination and destination zip codes along with any insurance or other
extras that you would like, and the online rate calculator will provide you with the postage
cost.
Don't attempt to make a profit by charging your customers inflated shipping or "handling
charges". Many buyers are very sensitive about shipping costs. Usually, they are buying
on eBay because they want a good deal. By adding an additional charge, you'll eventually
receive negative or neutral feedback complaining about your shipping policy.
Weighing items
To provide your customers with a shipping cost estimate and because the USPS bases its
shipping charges on weight, you'll need a scale. You can use a simple kitchen scale, or if
you're mailing larger quantities of books, a bathroom scale can be used. You're not
weighing diamonds here, all you really need is something that will get you in the ballpark.
When weighing your items on a bathroom scale, weigh yourself holding the item, and then
subtract your body weight. Round up a pound to ensure that you don't underestimate. If
you'd rather not invest a lot of money in a scale, you can usually find cheap kitchen
scales at thrift stores.
Packaging
I recommend two ways of packaging books for mailing: boxes, or padded envelopes.
Which of the two you use should be determined by the value of the book. For expensive
books, use a box with plenty of packing material such as Styrofoam peanuts, newspaper
or bubble wrap. We prefer bubble wrap because it provides excellent cushioning, it's easy
to use, and not very messy. Depending upon the source however, bubble wrap can be
relatively expensive. A very economical source of bubble wrap is your local U-haul. You
can buy it there in 100 foot rolls for around $20. In addition to padding material, It is also
advisable to use an inner plastic bag to protect more valuable books from moisture on the
off chance that the box somehow becomes damp.
For inexpensive books such as paperbacks, a padded envelope should suffice. There are
a couple kinds of padded envelopes. The cheaper ones use recycled shredded paper for
the padding. The more expensive use a bubble wrap liner. We prefer the bubble wrap
type because it provides better cushioning. We normally place a scrap piece of cardboard
in these padded envelopes as a stiffener when mailing soft cover books, magazines, or
other flexible media. Using a stiffener will discourage the US Mail delivery person from
attempting to fold the envelope in two to fit it into a mailbox.
How to stay organized
You may find that as the number of auctions you're running increases, it will become
increasingly difficult to stay organized. If you're only running one or two auctions a week,
you shouldn't have much trouble with the administration of your auctions. But when you
start running 10,20, or more auctions a week, you need to adopt some type of system to
stay organized.
Operating your eBay business without a basic administration system is likely to get you
into trouble - losing track of payments, or late mailing of items will result in negative
feedback. Here's how we handle the administration of auctions. Even in this day of
electronic media, we have found that the easiest way to stay organized is by using printed
copies of our eBay e-mail documents.
We use the “three-ring binder method". The binder is divided into five sections "Closed
awaiting payment", "Paid awaiting shipment", "Paid awaiting check clearance", "Waiting for
feedback", and "Complete". From what we've heard, many eBay sellers use this method.
At the close of our auctions, we print out a copy of the eBay auction end notification and a
copy of the e-mail that we send to the buyer that has the total auction cost on it. These
hard copies are an excellent way of maintaining a record of your auction. After printing
these documents, we staple them together (let's call this an "invoice") and file them in the
“Closed awaiting payment” section of the three ring binder until we receive payment.
When we receive payment, the payment information (dollar amount and type) is written on
the invoice in the blank space in the upper right margin.
If payment is in the form of Paypal or a money order, the invoice is then filed in the "Paid
awaiting shipment" section of the binder. If payment is in the form of a check, the buyers
name, the dollar amount, check number, bank, and date are recorded on the invoice and
it is filed in the "Paid awaiting check clearance" section for 10 days while the check clears.
Then, when we ship the item, this date is entered on the invoice and the invoice is moved
to the "Waiting for feedback" section. Finally, when we leave feedback for the buyer, we
record that date also and move the invoice to the "Complete" section of the binder.
We keep invoices in the "Complete" section for about a month in case the buyer has any
questions about the auction or about the date that we shipped the item. By using printed
copies of documents, the documents can easily be handled and processed by multiple
persons (say for instance if one person handles e-mail and another handles mailing)
throughout the entire process from auction close to posting feedback.
The "binder method" makes it quick and easy to determine the status of an auction and it
doesn't take having your computer online to determine that status. Later if a buyer
inquires about when an item was shipped, that information can easily be pulled from your
files.
Ship your items promptly
Another topic that should not require much discussion, but unfortunately we see lots of
eBay sellers that do not necessarily ship upon receipt of payment. Some of these eBay
sellers openly state in their listings that they only mail on select days such as "Tuesdays
and Thursdays" because that fits into their schedule. Perhaps YOU can’t ship on every
day of the week, but keep in mind that shipping faster results in happier customers.
Shipping as quickly as possible builds buyer loyalty and will garner glowing feedback.
Shipping cost calculations
We normally absorb the cost of shipping materials and handling and only charge the
buyer the actual USPS mail costs. This is just our opinion, but we figure that it is part of
the cost of doing business and puts pressure on us to find relatively inexpensive sources
of bulk shipping materials. This is not a big issue, but keep in mind that many buyers are
sensitive about paying too much in shipping. There are sellers that charge USPS fees,
materials costs, and "handling" costs, but we would advise against doing that if you'd like
to maintain an impeccable feedback rating. Some of the negative or neutral eBay
feedback that we have seen posted for other sellers have included comments about high
shipping costs. If you absorb the cost of materials and handling, you'll remove another
possible source of negative feedback.
To calculate the actual USPS mailing cost, use the USPS web site. Enter the weight of the
package and the origination and destination zip codes along with any insurance or other
extras that you would like, and the online rate calculator will provide you with the postage
cost.
Don't attempt to make a profit by charging your customers inflated shipping or "handling
charges". Many buyers are very sensitive about shipping costs. Usually, they are buying
on eBay because they want a good deal. By adding an additional charge, you'll eventually
receive negative or neutral feedback complaining about your shipping policy.
Weighing items
To provide your customers with a shipping cost estimate and because the USPS bases its
shipping charges on weight, you'll need a scale. You can use a simple kitchen scale, or if
you're mailing larger quantities of books, a bathroom scale can be used. You're not
weighing diamonds here, all you really need is something that will get you in the ballpark.
When weighing your items on a bathroom scale, weigh yourself holding the item, and then
subtract your body weight. Round up a pound to ensure that you don't underestimate. If
you'd rather not invest a lot of money in a scale, you can usually find cheap kitchen
scales at thrift stores.
Packaging
I recommend two ways of packaging books for mailing: boxes, or padded envelopes.
Which of the two you use should be determined by the value of the book. For expensive
books, use a box with plenty of packing material such as Styrofoam peanuts, newspaper
or bubble wrap. We prefer bubble wrap because it provides excellent cushioning, it's easy
to use, and not very messy. Depending upon the source however, bubble wrap can be
relatively expensive. A very economical source of bubble wrap is your local U-haul. You
can buy it there in 100 foot rolls for around $20. In addition to padding material, It is also
advisable to use an inner plastic bag to protect more valuable books from moisture on the
off chance that the box somehow becomes damp.
For inexpensive books such as paperbacks, a padded envelope should suffice. There are
a couple kinds of padded envelopes. The cheaper ones use recycled shredded paper for
the padding. The more expensive use a bubble wrap liner. We prefer the bubble wrap
type because it provides better cushioning. We normally place a scrap piece of cardboard
in these padded envelopes as a stiffener when mailing soft cover books, magazines, or
other flexible media. Using a stiffener will discourage the US Mail delivery person from
attempting to fold the envelope in two to fit it into a mailbox.
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