The Top 5 Mistakes to Avoid When Shipping During Peak Season

The holidays are always the busiest period of the year. People are trying to find the best presents for their loved ones, purchase products at a discount, and plan their upcoming days off. Although the excitement is through the roof and sales are booming, it’s also full of logistical challenges in the supply chain. During the peak season, shipping is one of the busiest businesses out there.

From November to December, all carrier networks are stretched to the limit. As families and individuals are sending gifts and ordering goods through international shipping couriers, the latter are encountering a lack of staff, messy documentation, and improper packaging. Unfortunately, this is a big deal both for the senders and the recipients.

In July, a small mistake can be resolved in just one day. In December, however, it takes up to a week, simply based on the volume of parcels moving through the country and beyond. But the delays can be easily mitigated by the sender. In this article, we will reveal the 5 most common mistakes shippers make when sending during peak season and how they can avoid them so the packages arrive under the tree right on time.

Mistake #1: Ignoring Carrier Cutoff Dates

As a sender, you might have encountered last-minute shipping in the past. Not everyone can remember to cross off all tasks from their to-do list, and humans constantly make mistakes, especially amidst the holiday craze.

Of course, if you are working with reliable courier services like Meest, you can always try to drop off the package at the last moment, and there is a chance it’ll still arrive on time. Air delivery is also an option, allowing for shorter shipping timeframes, be it across the country or worldwide.

During the holidays, though, this is not entirely possible. Carriers are already looking for extra staff, trucks, and planes so each parcel reaches the recipient’s porch by the given deadline. So, whether you are indulging in international or domestic shipping, you should always consider that the delivery takes longer during the busy season. As a shipper, reach out to various carriers and ask them about their “cutoff dates” — the last days to ship something between November and December.

Generally, this date is December 25th during domestic shipping. If you manage to hand over the package by then, it will most likely arrive according to the deadline. This date will be different when mailing worldwide, and it will depend entirely on the country of destination. For example, sending goods from Illinois to Los Angeles will take less time than mailing items from France to Japan.

Mistake #2: Underestimating the Importance of Customs Documentation (For International Shipments)

All international parcels should be accompanied by the required customs documentation, regardless of the time of year. So, even shipping during peak season demands that senders collect the needed documents and fill out various forms before their parcel is delivered. Moreover, if the customs officials mark your documentation as missing, it’ll take weeks for the shipment to pass clearance, not just a couple of days. Like before, always check the following:

• customs declaration to provide a detailed list of items and their descriptions, such as weight, value, and more;
• packing list as an inventory of everything you put in the package;
• sender and recipient names, phone numbers, emails, addresses, and other information;
• commercial invoice to submit the record of the transaction between the sender and the recipient;
• bill of lading or air waybill between the shipper and the carrier;
• certificate of origin to prove where the goods were made.

The carrier you choose and the customs officials may not require all the documentation above or may request more, depending on the items you include in the parcel. Remember that every country has a different approach to goods. In most cases, items like tobacco, alcohol, medicine, and such are restricted and trigger additional checks and certificates. This can also cause delays, so it’s best to avoid them during peak season.

Mistake #3: Skimping on Packaging to Save Money and Time

When you are rushing to send all goods before the deadline, it’s natural to try and save time on packaging. You might reuse boxes, put old paper as cushioning, or skip bubble wrap when packaging fragile items. Moreover, it’s a perfect money-saving strategy — you don’t have to go to the post office for new boxes or order more materials online. Yet, this can cost you delays, confiscations, returns, and even utilization by customs.

In reality, senders should pay extra attention to packaging during peak seasons. If you are shipping a handmade plate as a present for their family member, the last thing they want to receive is a damaged box full of broken pieces of ceramics. Then, no one will be happy: a mad family member might initiate a return, which will cost you more in the end. In that situation, the sender is the one paying for delivery, you will get a broken item back, and your loved one will be upset.

Another risk the shipper is taking on when skimping on packaging is undergoing additional checks and being rejected at the border by customs if the shipping is international. Not everyone knows that customs pays attention to the general state of the box.

If it has tears, damp spots, or holes, these can be a red flag signaling that something is wrong with the contents. This can lead to delays and rejections in the long run. As a result, whatever you are shipping will not be under the Christmas tree, ruining the mood for your recipient.

Mistake #4: Forgetting to Plan for “Peak Season Surcharges”

In case you ever have to ask yourself, “When is peak shipping season?”, then you have definitely not considered holiday season fees added to the rate of the delivery. This can be fatal: senders paying for the delivery have to spend more to mail the present, and recipients paying the fee will be upset to even have to reimburse their gift in any way. But demand surcharges are common, especially when the number of parcels doubles or triples during the winter holidays.

Every carrier has a limited capacity of trucks and planes, and the technicalities of both domestic and international logistics become more complex. To manage the rush, hire extra staff, invest in extra vehicles, and address the problem, they introduce various fees, charging more for:

• bigger boxes;
• heavier goods;
• international delivery;
• fragile handling.

And while you have already set aside a special holiday budget, the invoice you get might shock you, as the price quickly climbs up. To avoid that, check the carrier’s holiday rates before you send a package. If you are choosing between a few carriers, it’s best to opt for the cheapest option if you want to save some resources. There’s always a calculation tool available online, and it will showcase the full postage price before you actually commit.

Some people don’t mind receiving their presents early. This is a great option to skip holiday surcharges, especially when you need to mail many items in separate parcels. As a bonus, you won’t face as many delays before the busy season starts. Although this feels like a minor step, it’ll make a huge difference, both for you and the recipient.

Mistake #5: Failing to Insure High-Value Holiday Items

When you send expensive items, it’s essential to insure them. Imagine this: you’re gifting your mother a new laptop. You spent months saving up for it, and it’s finally time to pack it and send it across the country. A reliable carrier, like Meest, is handling your package. It arrived safely and is waiting at your mother’s porch for her. The day goes by, and your mom comes home just to text you that the parcel is not there.

Unfortunately, you both became victims of “porch piracy” — an event of package theft, where someone blatantly snatches a stranger’s shipment. And if that package only had a standard liability coverage (often just $100 or less), the months you’ve worked to buy that laptop basically went to waste.

During the holiday season, package theft and loss are increasingly common. After all, carriers are swamped in shipments, and human mistakes become inevitable. The chaos of Christmas delivery extends beyond domestic mail, too, as international parcels are lost even more often. While you can use online tracking, it doesn’t always guarantee success.

Additional insurance coverage costs more, but think about it this way: the high-value present failing to show up under a Christmas tree is even more devastating than paying that price once a year. All shipping carriers offer insurance, but you can also inquire with a third-party provider. Some services provide bulk insurance for several parcels at once, which is convenient during the holiday rush.

Remember to package your items correctly. In some cases, incorrect packaging may serve as a reason you can’t properly claim the value of the goods. Additionally, declare the correct value in the documentation and forms; use the price in the invoice or receipt from when you purchased the goods. Lastly, take pictures of the item and the packaging in case you need proof when filing the claim.

Conclusion

The holiday season is exciting, but mailing presents across the country and abroad can be stressful and chaotic. Not only shippers but also the carriers are going through logistical challenges, such as handling thousands of parcels, dealing with customs, and hiring extra staff.

To ensure everything goes right and avoid making common mistakes, gift senders always need to follow peak season shipping tips. The first one is understanding carrier cut-off days and mailing the presents on time. In most cases, the last day you can send a domestic package during the busy season is December 25. International deadlines differ. Next, you should prepare all required customs documentation when shipping abroad. Even the smallest mistake can trigger days of delays during the holidays.

Saving money and time on packaging and labeling is not an option. Since most delays stretch from the usual day or two to weeks, old boxes with holes and leaks can get your parcel stuck at customs during international delivery. Domestic parcels also risk being damaged during transit, and no one wants to find their present beat up.

Lastly, remember that sending Christmas presents through the mail will cost you more. Most carriers apply holiday surcharges to each parcel because they have to pay more for staffing and transportation. That said, high-value items also have to be insured, as they risk being lost or stolen in the midst of the chaos. So, the budget you’ve put aside for presents will expand.

Holiday mailing seems like a big deal for shippers. However, following these tips will guarantee you many successful deliveries.

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