As an ecommerce business owner, efficient shipping operations are the lifeblood of your company. And if you‘re like most online retailers, USPS is a go-to shipping carrier for both domestic and international orders. But with so many moving parts in the shipping process, it‘s easy for little details to fall through the cracks—like keeping track of shipping label expiration dates.
Believe it or not, those unassuming labels have a shelf life. And while it may seem like a minor annoyance to deal with an expired label here and there, the costs and delays can add up quickly if it becomes a regular occurrence. Research from shipping software provider ShippingEasy found that 24% of online retailers have dealt with expired labels that led to delivery delays, and 17% have had to eat the cost of repurchasing postage for expired labels.
That‘s why it pays to have a firm grasp on USPS shipping label policies and expiration timelines. In this comprehensive guide, we‘ll cover everything you need to know to keep your labels valid, your packages moving, and your customers happy. Plus, we‘ll share expert tips and strategies for optimizing your shipping workflows and costs with online tools. Let‘s get started!
How Long Do USPS Shipping Labels Remain Valid?
The first thing to understand is that all USPS shipping labels come with a built-in expiration date. For most mail classes, that expiration date is 28 days from the date the label is printed. Here‘s a quick breakdown by mail type:
- First Class Package Service: 28 days
- Priority Mail: 28 days
- Priority Mail Express: 28 days
- USPS Retail Ground: 28 days
- Media Mail: 28 days
- Parcel Select: 28 days
- Bound Printed Matter: 180 days
As you can see, the 28 day expiration policy covers the majority of common mail classes used by ecommerce shippers. The main exception is Bound Printed Matter, which is a special subsidized rate for shipping books and other printed materials.
It‘s important to note that the expiration date is tied to the ship date printed on the label, not the date of purchase. So if you buy a label on January 1st but select a ship date of January 15th, the 28 day countdown won‘t start until the 15th.
Most USPS locations will provide a 2-3 day grace period beyond the printed expiration date. So using the previous example, you would likely be able to use that label through January 17th or 18th without issue. However, this grace period is not officially guaranteed and may vary by location. Shipping expert and consultant Krish Iyer advises, "It‘s always best to assume the hard 28 day deadline to avoid potential issues. Consider the grace period a bonus if you get it, but don‘t count on it."
Why Do Shipping Labels Expire?
Shipping label expiration serves several important functions for the USPS. At the most basic level, it ensures that senders don‘t purchase postage far in advance and then hold onto it indefinitely before using. This helps the USPS forecast demand and keep the mailstream flowing efficiently.
Expiration dates are also a tool for quality control. Each label includes a "ship by" date that tells USPS personnel when the package is expected to enter the mailstream. If a label is past the expiration date, there‘s a greater chance that the package will miss its promised delivery window, especially for time-sensitive mail classes like Priority Mail Express. By rejecting expired labels, the USPS can avoid taking responsibility for service delays that were actually caused by the sender holding onto a package too long.
Additionally, label expiration helps combat postage fraud. Without expiration dates, bad actors could stockpile postage purchased at old rates and then use it after prices have increased, or use the same label multiple times. The 28 day limit makes this much more difficult.
What Happens If You Use an Expired Shipping Label?
If you attempt to use an expired label, one of three things is likely to happen:
- The post office will reject the package outright and require you to purchase a new label if you still want to mail it.
- The post office will accept the package and attempt delivery, but because the label is expired, it may take longer than expected or experience other delays in transit.
- The package will be accepted but then returned to you because the label is invalid. In this case, you‘ll still be on the hook for the original postage cost plus any additional fees for the return shipping.
Obviously none of these outcomes are ideal, which is why it‘s best to avoid using expired labels whenever possible. It can lead to unwanted costs, delivery delays, and angry customers wondering where their orders are.
However, mistakes happen. If you do find yourself with an expired label, here‘s what to do:
Dealing With an Expired USPS Shipping Label
The first step is to contact your local post office and ask if they will still accept the package. If you‘re within the typical 2-3 day grace period, there‘s a decent chance they‘ll say yes, although there are no guarantees. It helps to have a good relationship with the clerks and to be polite when asking for an exception.
If you‘re outside the grace period or if the post office won‘t budge, you‘ll need to void the expired label and request a refund. The exact steps for this will depend on how and where you purchased the label.
If you bought the label through USPS.com, you can request a refund within 30 days of the printed label date. After 30 days, your refund request may be denied. To start the process:
- Sign into your USPS.com account and go to the "Shipping History" page
- Find the label in question and select "Void"
- If you don‘t see a "Void" option, check the box next to the label and then click "Request Refund" from the toolbar at the top of the page
- Fill out the pop-up form with your contact information and reason for the refund request
- Click "Submit"
Assuming your request is approved, the refund will be credited back to your original payment method within 3-5 business days. Once you have the refund, you can purchase a new label for your package.
If you use a third-party shipping software or marketplace to buy postage, the refund process may be a bit different. Many of these services have more generous refund windows, with some allowing you to void labels anytime before they are scanned into the USPS network, even if it has been more than 30 days. Check with your specific provider for details on their refund policies and processes.
Tips for Preventing Expired Shipping Labels
While it‘s comforting to know that you can get a refund for an expired label if needed, it‘s still best to avoid letting them expire in the first place. Here are some tips and best practices to keep your labels valid:
Purchase labels as close to your ship date as possible. This gives the label the maximum useful life and reduces the chance that you‘ll forget to use it. Of course, you may still want to purchase a day or two in advance to avoid last-minute scrambling. Just don‘t print weeks ahead unless absolutely necessary.
Set reminders on your calendar or shipping software. When you purchase a label in advance, create a reminder or notification for the day before the ship-by date. That way you won‘t accidentally let it lapse.
Automate label generation with shipping software. Tools like ShipStation, ShippingEasy and others can automatically generate labels as orders come in, reducing the need for manual purchasing. They can also help you batch orders going to the same destination or shipping via the same mail class, reducing wasted labels.
Schedule free package pickups to avoid post office trips. Every post office run is an opportunity for delays that could cause your label to expire. Instead, schedule a free pickup from your home or office. Just submit the request online at least one day in advance, and your mail carrier will grab the packages while making their normal rounds. No extra driving needed!
Explore on-demand label printing options. Some shipping software and marketplaces now offer the ability to purchase "label-less" postage and then print the actual label on demand at time of mailing. This is especially useful for high-volume shippers who may not be able to predict exact package volumes in advance.
How to Print USPS Shipping Labels at Home
For many ecommerce businesses and frequent shippers, printing shipping labels at home or the office is far more convenient than trekking to the post office every time. All you need is a computer, printer, and postage scale to get started.
To print labels yourself, you‘ll first need to sign up for a (free) USPS.com account if you don‘t already have one. Then:
- Click the "Mail & Ship" tab and select "Print & Ship" to enter the online shipping tool
- Fill in the package details including destination address, weight, and mail class
- Choose any special services like insurance, tracking, signature confirmation, etc.
- Enter your payment information to purchase the postage
- Print the label on regular printer paper or adhesive label paper
- Cut out the label and affix it to your package, making sure the barcode is visible and scannable
That‘s it! With a little practice, you‘ll be able to churn out labels in seconds. It‘s a huge time-saver versus waiting in line at the post office.
If you prefer a more robust solution, you can also use shipping software to manage your label purchasing and printing. These tools often provide discounted postage rates, more customization options, and useful features like order syncing and automation rules. They can be a worthwhile investment if you ship at high volumes.
Other Carrier Policies: FedEx and UPS Label Expiration
While the 28 day expiration policy is specific to USPS, other major carriers have their own rules around label validity. Here‘s a quick overview:
FedEx shipping labels don‘t expire as long as the shipment information (package dimensions, declared value, etc.) remains accurate. However, FedEx does include a "Ship By" date on its labels that serves as an expected tender date to keep shipments moving efficiently. You have up to seven days beyond that "Ship By" date to tender the package before the label becomes invalid.
UPS also prints a "Ship By" date on each label. As a general policy, a UPS label expires at the end of the day on that date. However, UPS does allow for a "No Expiration" option when creating labels in some UPS.com and UPS shipping systems. Note that even a "No Expiration" label will still become invalid if your UPS account number changes, your credit card expires, or the package details are altered.
So in both cases, you have a bit more breathing room than with USPS labels. But it‘s still best to use common sense and not let labels sit around unused for too long. It‘s not worth the risk of your packages being delayed or returned.
The Bottom Line: Expired Labels Cost You Time and Money
At the end of the day, staying on top of shipping label expiration dates is about more than just avoiding fees and inconvenience. It‘s also about providing a great experience for your customers.
Think about it: every time a label expires and you have to void and reprint, that‘s extra time that the customer‘s order is sitting on the shelf instead of making its way to their doorstep. And if an expired label causes the package to be delayed or returned, you can bet you‘ll be hearing about it from an unhappy customer.
The unfortunate reality is that most consumers don‘t know or care about behind-the-scenes logistics. They just want their orders delivered quickly and accurately, every time. By taking steps to avoid expired labels, you‘re ultimately investing in your company‘s reputation and ability to retain loyal customers.
Of course, mistakes can still happen no matter how organized you are. That‘s why it pays to have a plan for dealing with expired labels quickly and minimizing the fallout. Follow the tips in this guide and you‘ll be well on your way to smoother, more efficient shipping operations. Your customers (and your bottom line) will thank you.
Bonus Tip: How to Repurpose Expired Shipping Labels
Okay, this last one is more for fun than serious business advice. But if you do end up with some expired labels that you can‘t use or return, don‘t just throw them away! With a little creativity, you can repurpose them and keep them out of the landfill. Here are a few ideas:
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Use them for scrap paper or notepads. The non-adhesive side is still perfectly good for jotting down notes, lists, or doodles.
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Shred them and use as packing material. This works especially well if you have a lot of labels to dispose of. Run them through a paper shredder to create free, eco-friendly void fill.
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Turn them into shipping-themed decor. This one requires a bit more craftiness, but you can use expired labels to create custom artwork, collages, or even jewelry. Perfect for the shipping enthusiast in your life!
Obviously repurposing labels won‘t make or break your business. But it‘s a small way to cut down on office waste while flexing your creative muscles. Give it a try the next time you have an expired label lying around.
Do you have any other clever uses for expired shipping labels? Let us know in the comments below!
