Make a USPS SCAN form for the day's labels
Buy the day's labels, then select the USPS ones in My Labels and make one SCAN form, PS Form 5630, free. On Pro, you can also make it in The Workbench once a batch is bought. Hand the form over with the parcels at the counter or to the carrier on a free USPS pickup, and keep the scanned copy.
On This Page
Is a SCAN form the right handoff today?#
Do you need a SCAN form? explains what PS Form 5630 records; this page is the doing. The form pays off once the stack is too big to scan label by label, which is exactly when a missing first scan costs you.
Skip it when
- You hand over one or two parcels and the clerk scans each label.
- Every parcel in the stack is UPS.
- Your labels are QR codes the Post Office prints at the counter.
Make one when
- You want a counter stack accepted in one scan.
- The USPS carrier is collecting from your door.
- Your eBay handling time closes on the first carrier scan.
- You want a dated record of the handoff.
Make the form once the stack is bigger than the clerk's patience.
Make one from My Labels, free#
Every USPS label you buy here lands in My Labels, whether a single label, a connected eBay order or a Workbench batch, and the form for a day of USPS labels comes from there, free on either plan.
Only labels bought with the print setting on "I print labels myself" can go on it. A QR code label for printing at the Post Office cannot, and that cannot be changed after you buy.
- Buy every USPS label going out today: a form is final once made.
- In My Labels, select the labels in today's stack.
- Make the SCAN form. The app says how many labels were left off, and why.
- Print the form and put it on top.
- Hand form and parcels over together; keep the scanned form.
UPS labels selected by mistake are skipped and counted. A label on a form shows that form in My Labels, to print again. If a day needs two forms, both must be scanned at handoff; if a label could not be added, select it and try again.
Or make it with a Workbench batch#
On Pro, make a bought Workbench batch's SCAN form there, as its own step and its own PDF. It takes its mailing date from the date the batch was bought for, so there is no second date to get wrong.
- Labels left off
- The screen says which and why, such as a cancelled or QR code label.
- Two forms
- If a batch needs two, the screen says so; scan both at handoff.
What goes on the form, and what does not#
Most counter surprises are a label that was never on the form. Check the stack against this first.
| Label | On the form? | What to do instead |
|---|---|---|
| USPS label you print | Yes | Make the form after the last one is bought |
| USPS QR code label | No | Show the code at the counter; the label is printed and scanned there |
| Cancelled label | No, left off for you | Keep the parcel back; it should not be in the stack |
| UPS label | No, the form is USPS only | Hand the parcel to UPS separately |
| Bought after the form | No, the form is final | Make a second form, or have it scanned at the counter |
| Bought in another tool | No | Use that tool's form, or have it scanned at the counter |
Hand it over: counter or carrier pickup#
Whoever takes the parcels scans the form instead of each label, and USPS says that single scan enters every listed package in USPS Tracking as Shipment Accepted.
- At the counter
- Under USPS's published procedure the clerk compares the parcel count with the form's total, so count the stack first.
- Carrier pickup
- A free USPS Package Pickup, scheduled from the app, Monday to Saturday; book, change or cancel until 2:00 AM Central Time on the day. The carrier scans the form.
- What a pickup takes
- Postage on every parcel before the carrier comes: Priority Mail Express, Priority Mail, Ground Advantage, international and returns.
- UPS parcels
- Not on a USPS form: a UPS drop-off or your own UPS arrangement.
After the scan: check it landed#
Every parcel still tracks on its own number, so check one that evening. If the stack still reads Label created next morning, the form was not scanned; Shipping label created, not yet in system covers what to do.
On eBay, handling time ends at the carrier scan, so the form scanned the day you ship is the scan eBay reads, behind the Shipped mark connected orders got when you bought.
Keep the scanned form with the day's pick list and a count or photo of the stack: USPS checks the count, not which parcels were in it.
A parcel on the form that you keep back still reads as accepted. If you might hold one, leave it off and have it scanned at the counter when it goes.
Hand tomorrow's stack over in one scan#
Free account, pay per label. Buy the day's USPS labels, make one SCAN form from My Labels and book a free USPS pickup from the app.
Create a free accountUSPS SCAN form questions#
Buy the day's labels, then select the USPS ones in My Labels and make the SCAN form, free on either plan. On Pro you can also make one for a Workbench batch once it is bought. Print the form and hand it over with the parcels.
Yes. Making a SCAN form from My Labels is free on either plan; you pay only for the labels on it. Making the form for a Workbench batch is part of Pro, because The Workbench is. A USPS Package Pickup scheduled from the app is free too.
Leave the first form alone; it is final once made. Make a second form for the new label, or have that parcel scanned at the counter when you hand the stack over.
Only live USPS labels you print yourself can go on it. UPS labels, cancelled labels and labels bought as a QR code for the Post Office to print are left off, and the app tells you how many were skipped.
No. A label set up for printing at the Post Office, the QR code you show at the counter, cannot go on a SCAN form, and that cannot be changed once the label is bought. Buy with the print setting on "I print labels myself" and it can go on the day's form.
Yes. Schedule a free USPS Package Pickup from the app, put the form with the parcels, and the carrier scans it when they collect. Book it by 2:00 AM Central Time on the pickup day, with postage already on every parcel.
Yes. A label that is on a form shows it in My Labels, and a Workbench batch keeps its forms, so you can open the form and print another copy.
Yes, as long as every label was bought in I'd Ship That. The form lists USPS labels from your connected eBay store, from a Workbench batch and from single labels alike. Labels bought in another tool need that tool's form or a counter scan.
- USPS FAQ: Click-N-Ship, The Basics (SCAN Form for shipments with multiple packages), checked October 12, 2026
- USPS: Enhanced Click-N-Ship SCAN Forms user guide, last updated February 2025, checked October 12, 2026
- USPS Postal Bulletin 22239 (2008): PS Form 5630, Shipment Confirmation Acceptance Notice, checked October 12, 2026
- USPS Postal Bulletin 22194 (November 23, 2006): SCAN adds volume verification procedure, checked October 12, 2026
- USPS: Package Pickup and Pickup on Demand
- eBay: delivery date options for sellers, checked October 12, 2026