Standard Envelope (PWE) Shipping Do’s and Don’ts

If you’re selling low-end cards, Standard Envelope shipping isn’t just a great option; it’s a necessity, as it’s the only way to generate tracked shipping that doesn’t cost more than the cards themselves. However, this method is also the most fraught with USPS issues, “lost tracking,” and common mistakes. Here’s what you need to know about how Standard Envelope - aka Plain White Envelope or PWE - shipping works, and some do’s and don’ts to remember.

1. How does tracking work?

Standard Envelope is United States Postal Service (USPS) first class letter mail. It’s offered by marketplaces like eBay and CollX as a way to get tracked shipping for under $1, but the tracking is not a USPS service. Rather, it’s utilizing intelligent mail barcodes (IMb), a 65-bar barcode typically right above the address on labels, and enabled by the USPS to track and sort mail (not the postage barcode). That may sound confusing — if it’s a USPS barcode, how is it different than their tracking on Ground Advantage or Priority tiers? Well, the USPS is simply enabling lightweight tracking to partners via scanners on their mail sorting machines. So when an envelope with one of these codes passes through a USPS machine, it’ll register a scan and update tracking to third parties listening for these updates. eBay and CollX listen for these updates and post them to the related order’s tracking timeline.

2. Why didn’t my envelope track?

The most common reason you’ll “lose tracking” with Standard Envelope is because the letter did not run through the mail sorting machines and may have been marked “non-machinable.” This can happen because it didn’t conform to the USPS’s strict guidelines. The most important ones: less than 3.5oz in weight (we recommend max of 3oz), rectangular regular envelope, flexible, and uniform thickness less than ¼ inch. Whatever you do, don’t write “non-machinable” or “Do not bend” on your envelope as that is sure to get it an NM label (and we don’t mean Near Mint!).

3. What happens if my envelope is marked “non-machinable”?

The good news: It’ll still likely reach its destination, just not with tracking. It will almost always take longer to get there though. It’s not uncommon for non-machinable letters to take weeks or even a month to arrive! Now for the bad news: the recipient may get charged a $0.49 non-machinable surcharge or - worst case - the envelope may get returned to you with the non-machinable label and/or charge stamped on it.

4. How do I package my envelope to avoid this?

If you’re shipping PWE, you have to have a packaging strategy.

**Do: **Use a lightweight shell mailer (not a rigid photo mailer) and use semi-rigid card savers These are thin, provide protection, and have enough pliability.

**Do: **Use a regular rectangular envelope (under 11.5 × 6.125 in) and tape the edges for extra protection. Cardboard card mailer inside can work well too.

**Don’t: **Use a bubble mailer or padded mailer. Yes, we know some are thin and flexible, but just not worth the risk. And definitely don’t use thick cardboard; only thin postcard-weight.

**Don’t: **Add loose top loaders that slide around. If you want to ship in top loaders or penny sleeves, get cheap greeting cards or postcards the same size as the envelope, and sandwich the cards so they lie flat between outer cardstock, and use painter tape around edges to ensure nothing slides around or bunches up. You can also tape cards directly inside the envelope to avoid slippage.

5. Is there insurance on Standard Envelope shipping?

Orders shipped using eBay Standard Envelope include limited insurance coverage. See the eBay claim form here. If an envelope is lost or the item is damaged in transit, sellers may be eligible to file a claim for reimbursement of the item’s sale price ($20 per item; $50 per shipment) through eBay’s insurance provider. CollX does not yet offer Envelope shipping insurance.

6. I got an envelope returned or delivered with postage due that wasn’t $0.49. What is that?

The USPS may assess additional fees if your item is over the weight of the postage paid. When you get a label from eBay or CollX, it’s important that you know how that label is purchased. In eBay’s case it’s based on the stated weight of the order; for CollX it’s automatically calculated based on your global shipping settings (RAW card weights) or individual weight overrides. If you’re adding additional packaging for each card, that adds weight. So just adjust your settings in CollX or eBay accordingly. If you got hit with a $5+ overage, the USPS likely deemed your item a package, requiring a minimum of USPS Ground Advantage.

7. Can I ship any card via Standard Envelope shipping?

NO! Lots of card should never be candidates for Envelope shipping: Graded slabs, cards in 1-touch or other hard cases, thick patch cards. All of these are problematic as they violate the USPS rules around envelope rigidity and thickness. Envelope shipping is really just for RAW cards in penny sleeves, semi-rigids, and top loaders (packaged flat, so they cannot slide and stack).

8. What happens if Standard Envelope shipment lost tracking?

If your order appears to have lost tracking or been marked as non-machinable, it’s best to reach out the buyer before they contact you or request a refund. Photos of the item packaged for shipment, or any prior tracking updates will help. In the event that the item gets returned to you, make sure to let them know that you will re-ship with a new tracking number. It’s important to head off any dispute request, so messaging the buyer early and often is advisable—especially if you see tracking not updating.