A scan form is like a backstage pass for your packages! Instead of scanning each separately, the form bundles all the shipping info into a single barcode, making drop-offs quick and easy.
One scan and your whole shipment is on its way! This is perfect for busy shippers who want to save time, stay organized, and keep everything moving smoothly.
This article will explain a scan form, how it works, and why it is crucial for efficient shipping, helping businesses save time!
What is a Scan Form?
A Scan Form is a document that combines the tracking information for multiple shipments into a single, scannable barcode.
Instead of scanning each package individually, carriers can scan this form once to log all included shipments in one go. This process greatly streamlines the drop-off process and provides a record that the packages have been transferred to the carrier.
Scan forms are commonly used by major shipping carriers like USPS, UPS, and FedEx. They are especially valuable for businesses shipping multiple packages daily, as they save time, reduce errors, and ensure tracking accuracy from the moment packages leave the sender’s location.
How Does a Scan Form Work?
To generate a scan form, businesses typically gather all shipments for the day, and then use shipping software or carrier integrations to create the form. This process consolidates tracking numbers, sender/receiver details, and other shipment information into a single document with a barcode. The scan form is generated at the end of the day, once all packages are prepared for shipping.
When the packages are dropped off, the carrier scans the barcode on the scan form just once. This single scan logs each package included on the form into the carrier’s system, saving time and ensuring that every package receives tracking updates. It’s an efficient method that replaces individual scans for each package, making it ideal for bulk shipments and reducing manual tracking errors.
Key Components of a Scan Form
Component | Description |
List of Tracking Numbers | Includes all tracking numbers for each package in the shipment batch, enabling individual tracking. |
Shipper Details | Provides sender information, such as name, address, and contact, identifying the origin of the shipments. |
Date and Time of Shipments | Records the date and time the scan form was created, marking when the packages were handed to the carrier. |
Barcode | A single scannable barcode consolidates all shipment information, allowing the carrier to log all packages at once. |
Why is a Scan Form Important for Shipping?
- Streamlining Package Drop-Off: A scan form consolidates multiple tracking numbers into a single barcode, simplifying the drop-off process by allowing shippers or carriers to scan once, rather than scanning each package individually. This feature is especially valuable for businesses managing high-volume shipments, as it ensures that all items are logged quickly and efficiently.
- Improved Tracking Accuracy: With a scan form, each package’s tracking is automatically registered when the single barcode is scanned, reducing the risk of human error. This improves the accuracy of tracking updates for each shipment, as every package in the batch is logged at the same time, ensuring consistent tracking visibility.
- Time Efficiency: Using a scan form saves time for both shippers and carriers. For shippers, it reduces the time spent preparing packages for dispatch, while carriers benefit by scanning only once, enabling faster processing in warehouses and facilities. This time-saving measure is crucial for businesses handling daily bulk shipments, like eCommerce stores.
- Proof of Shipment: The scan form also acts as proof that all packages included in the batch were handed over to the carrier. This proof is essential in cases of claims or disputes, as it confirms that each package was successfully transferred to the carrier, providing accountability and reliability throughout the shipping process.
Scan Form vs. Individual Scanning
Efficiency
Scan Form: Consolidates multiple packages under one barcode, requiring only a single scan to log all packages at once. This process is faster and is highly efficient for businesses with large, frequent shipments.
Individual Scanning: Requires each package to be scanned individually, which is more time-consuming. This method is practical when shipping smaller batches or unique, high-value items that need specific tracking.
Tracking Accuracy
Scan Form: Ensures that all packages included in the form have uniform tracking updates from the moment they’re scanned. However, it can lack the detailed, package-by-package tracking that individual scans provide.
Individual Scanning: Each package is tracked individually, which is ideal for shipments needing distinct tracking histories for each item, offering more granular visibility for customers.
Error Reduction
Scan Form: Minimizes manual errors, as one scan applies to all packages in the shipment. This is particularly useful in bulk operations, as fewer scans mean fewer chances for mistakes.
Individual Scanning: Increases the potential for scanning errors due to the repetitive nature of the process, especially with high package volumes.
The Last Shot
Scan forms are a valuable tool for businesses and shippers aiming to streamline the shipping process, particularly for bulk and high-volume shipments. By consolidating multiple packages under one barcode, they simplify drop-off, enhance tracking accuracy, save time, and provide clear proof of shipment.
While individual scanning has its place for smaller or high-value shipments needing precise tracking, scan forms are ideal for eCommerce businesses and other operations managing numerous daily shipments. Adopting the use of scan forms not only optimizes workflow but also reduces error rates, offering both shippers and carriers a more efficient, reliable shipping experience.
FAQs
- Can scan forms be used for a single package?
Scan forms are generally used for multiple packages. Individual scanning is sufficient for single shipments and may be easier if tracking details are needed specifically for one package. - Which carriers support scan forms?
Major carriers like USPS, UPS, and FedEx support scan forms. The exact process may vary slightly by carrier, but most provide options to generate scan forms for batch shipments. - Are Scan Forms Legally Required for Shipping?
Scan forms are not legally required but are highly recommended for efficiency in bulk shipping and provide additional proof of package handoff, which is especially useful in case of claims or disputes. - Why are Scan Forms Important for Shipping?
Scan forms save time by reducing the need to scan each package individually, making them ideal for businesses shipping large volumes. They also provide a quick handoff confirmation and help prevent tracking errors. - Are Scan Forms Available for All Shipping Services?
Not all carrier services may offer scan forms, especially some economy or ground options. Scan forms are generally available for standard and expedited services through major carriers. Check with your carrier for specifics.