Seller Handbook

Advice and inspiration for successfully running your Etsy shop

Seller Handbook

How to Set Up a Dispatch Station for Your Etsy Shop

Five experienced sellers share their tips for streamlining your dispatch process, which could save you time and even some money.

By Katy Svehaug 04 Oct, 2016
Photo by DeBrosse

'Dispatching can be such a bottleneck to the creative process if not organised intuitively', says Teresa Carter, owner of knitwear shop DeBrosse. Operating out of her 350-square-foot New York City flat, Teresa embraces the challenge of making and managing her inventory of over 500 items within a limited space. 'The hidden benefit in having a small workspace is that it actually forces you to be more strategic, intentional and creative', she explains.

In nearby Brooklyn, New York, designer Delia Langan of Delia Langan Jewelry echoes the importance of organising your dispatching process. 'When you're a solo entrepreneur, it's important to minimise the amount of time you spend doing mindless tasks', Delia says. 'Streamlining your dispatching process is a crucial step for anyone looking to expand their business.'

Streamlining your packing and dispatching process can help reduce stress during busy times — and even save you time and money. Whether your business is just starting out or you’re looking to get organised before the busy Christmas season, learn how to create a well-ordered, well-stocked dispatching station with recommendations from five experienced sellers.

1. Evaluate the Space You’re Working With

All Etsy sellers operate their shops from spaces that are unique to them, whether that's a studio, a desk in the corner of a dorm room or the kitchen table. Before you start stocking up on supplies, think realistically about how much space you can dedicate to your packing materials — and how you’ll keep things organised. 'I have a small chest of drawers that I basically call my office', says Teresa. 'My rule is that every supply has a space, and I use drawer organisers to keep things sorted by size, priority and usage.'

Based out of a former feed-and-seed warehouse in Nashville, Tennessee, Beth Lawrence worries less about space and more about clear communication to keep her jewelry shop Freshie & Zero running smoothly. 'Labelling is key', she explains. Beth uses colourful labelled bins and boxes to sort the packing supplies she and her employees use on a regular basis. 'When you’re a power-multitasker like myself, it’s helpful to have everything you need all together', says Beth. 'When everything is within arms reach, there’s no running around the room thinking "Where is my tape? Where are the envelopes?" and then inevitably getting distracted.'

Behind the main workbench used for jewellery making, the Freshie & Zero dispatching station is organised with various bins and boxes. Learn more about Beth (shown right) in her recent Inspiring Workspaces feature. Photo by Dylan Reyes

Illustrator Stephanie Corfee from Malvern, Pennsylvania, recently expanded her creative space into a custom-built studio next door to her family’s home, and she strives to keep things neat and tidy to avoid distractions. 'Think vertical', suggests Stephanie, who’s found that storing supplies on overhead shelves helps maximise her space while keeping frequently used items close at hand. Regardless of the space you’re working with, think carefully about how you’ll keep the supplies you need accessible and organised using tools like labels, containers and shelving.

2. Plan Out Your Branded Materials

As you think about the supplies you’ll want to have on hand for your shop, it’s smart to incorporate elements of branded packaging. 'Using pretty logo stickers on my packaging makes everything feel unified', says Stephanie. The way you decide to brand your packages can vary depending on your overall vision, but might include business cards, thank-you notes, a custom stamp with your shop name and logo, or even coloured tissue paper. Read How to Leave Your Mark With Branded Materials for more ideas.

'My product labels add a small element of interest to each product', says Teresa. 'These labels are designed to share the number of stitches that went into making it, when it was made or simply offer a reminder that the customer's purchase supported orphaned children in Haiti.' Learn more about DeBrosse's mission in her shop's About section. Photo by Char Co.

3. Gather the Basics

Below are the packing and dispatching supplies recommended by sellers to have on hand for your station. While you likely have some of these items on hand for household use already, Stephanie suggests acquiring dedicated dispatching supplies for your business for the sake of efficiency. 'Keep everything you need right where you need it', says Stephanie. 'Save yourself the headache.' Depending on the products you sell in your shop, your supply list will vary slightly.

Dispatching Station Supply List

  • Bubble wrap
  • Packaging filler
  • Product labels or hang tags
  • Delivery boxes
  • Rigid and/or padded envelopes, backing boards and cello sleeves (for dispatching printed art, stationery)
  • Packing tape
  • Packing tape dispenser (comes in both desktop and handheld options)
  • Scissors
  • craft knife/razor blade
  • Laser printer for orders and labels
  • Blank printer-friendly labels and/or blank paper for printing labels and packaging slips
  • Pens
  • Weighing scale
  • 'Fragile' stickers

Branded Packaging Supply List

  • Tissue paper (plain or coloured)
  • Note cards/printed collateral
  • Stickers with your logo
  • Business cards
  • Washi tape and/or embellishments
  • Gift wrapping supplies (if offered)

4. Automate Everything You Can

'Switching to printing my own labels instead of handwriting them was a huge and crucial step for my business, especially around the holidays', says Delia. 'It's significantly faster, easier and looks more professional.' Delia uses Etsy Postage Labels (available in the United States and Canada) and online delivery software through Shipping Easy to manage her shipments online, automatically sending tracking information to customers and scheduling postal pickups to avoid wasting time at the post office. Depending on your order volume, you might opt for an all-purpose inkjet or laser printer, or invest in a more specialised label printer.

'Not going to the post office anymore was the best thing that's ever happened to me', explains Delia, whose workbench doubles as her one-stop dispatching station, complete with a postage label printer and overhead bins that store boxes and padded envelopes.

In addition to Postage Labels, Teresa uses Delivery Profiles and Calculated Postage to further streamline her dispatching process. While Delivery Profiles can be customised any number of ways, Teresa’s simplified her profiles to reflect two options: In-stock items (3-5 business days) and out-of-stock items (1-2 weeks). 'These options allow for a quick and seamless backend update if I fall behind on orders, I'm waiting for new materials to come in, or I'm running out of town but don’t want to put my shop on Vacation Mode', explains Teresa.

4. Buy in Bulk When Possible

Having a comprehensive list of the inventory you need for your dispatching station isn’t just beneficial as you’re first getting organised — it’s also a great way to start saving time and money by strategically ordering in larger quantities. “Buying boxes, tape and bubble wrap in bulk will definitely cut costs”, says Kristy Tull, whose studio and warehouse space in Melbourne, Australia, serves as center of operations for her homegoods and accessories shop Fox & Ramona. 'And have at least two pairs of scissors', says Kristy. 'You’ll always lose one pair!'

'My packing station is very open and organised', says Kristy. 'I can easily see when I’m running low on something.'

If storage space is limited (and honestly, when is it not?), stocking up might require getting creative with under-the-bed storage boxes or waterproof bins in the basement. Since Delia’s jewellery workspace doubles as her dispatching station, she keeps baskets overhead to store different sizes of boxes and bubble mailers. 'When I buy in bulk, I store the larger boxes of supplies in a nearby closet, refilling my overhead baskets every few days', she says. 'Easily accessible space should not be wasted with extra dispatching materials.'

6. Create a Standard Operating Procedure

Once you’ve accumulated all of the essential dispatching supplies and decided how to keep things organised, it’s time to create an easy-to-replicate process for how you’ll pack and dispatch each order. 'Create a S.O.P. (standard operating procedure) and stick to it', says Stephanie. 'Use the same packaging, same add-ins like stickers or business cards, same labelling — every time.' Developing a standardised approach will help you increase efficiency and give your packages a consistent, professional look.

To keep her dispatching station organised, Stephanie designates a home for each and every item she uses regularly. 'I always put things back in the exact same spot, every time', she explains, 'so I never have to hunt for anything.'

'We have so many steps when packing an order that they’re now typed and posted on a bulletin board right in front of the dispatching area', says Beth, who’s also established her dispatching station as a no-talking zone to avoid distractions and errors. 'I’m also a fan of writing notes and highlighting things on orders, such as quantities larger than one or how many earring cards a wholesale order needs.'

As with so much of running a small business, experience and experimentation are often the best teachers. 'If there is a huge pain point in your process, chances are there is a tool to streamline it', says Teresa. 'The sooner you design a perfectly tailored dispatching process, the sooner you can get back to doing what you love.'

What's your favourite dispatching trick? Let us know in the comments.


Katy Svehaug from CactusCurio

Katy Svehaug is a Brooklyn-based writer and maker. Follow her on the web at

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