There comes a time for every customer service department when a customer refuses to pay the return postage, even if it’s their fault! Unfortunately, this can cost you money but to save a negative feedback or the hassle of having them call and bother your crew can often times be well worth the $5.00 to have them ship it back. Likewise, the customer is more likely to send the item off right away instead of waiting at his conveyance to wait in line at the post office. Everyday that passes, the customer might still be e-mailing you threats or silly e-mails.
You will need an Endicia account and have their Dazzle software installed. Dazzle with Endicia does not necessary explain in layman’s terms how to email postage and it’s defiantly not an automated task with that works with your other software applications but it is possible. One reason USPS doesn’t really want you doing this is because the shipping post office is graded on a scale of 100 the on-time percentage of delivery for parcels and upgraded options. You might send someone a label via E-Mail on Monday, but your customer might not send it till Friday, causing the Post Master to feel a small deduction in his percentage if the process is repeated over and over.
Anyways, it’s pretty easy to do.
Step 1: You will need to download adobe reader and install the full version. You also need Dazzle from Endicia installed as stated above. This version doesn’t cost you a dime but might take in upwards of 10 minutes to download and install. Restart your PC. Doing so will allow your computer to set adobe as a valid “printer” when you go to print postage and is necessary in the below steps.
Step 2: After you’ve installed, open up Endicia Dazzle software and the layout that you wish to send return postage etc with.
Step 3: Fill out the address and return address accordingly. Usually I type our company name in both the return address section and the mailing address section. We can usually be accurate with the weight, but if it’s not, USPS might return it to the return address and the postage is wasted and still needs to be sent out. When you put your address in both of these fields, if for some reason something goes wrong, USPS has no option but to “return to sender” and it will eventually make it back to your facility/home.
(When you double click on the senders address a menu comes up. Here you highlight the entire address, press CTR-C and it will auto populate the shipping address. USPS has no option but to send it back to you even if the party you’re emailing over packs for the next earthquake)
Step 4: When you have the label, weight (adjusted by double clicking on the postage section on the label) and method, you’re ready to export to PDF file so you can email the file. You will need to set up the postage to print to PDF Adobe Reader. Click on FILE>Printer Setup> and change the default from your thermal/laser/inkjet printer to AdobePDF Creator. Select this option in printer drop down menu and click ok.
Step 5: Time to “print”. Click on the print Icon in the upper left of the application and it should open adobe, create the file automatically and then (for me at least) opens up Outlook with the file already attached. I enter in the customers email and a quick message and you’re done! EASY!
Remember to remind them to send it out ASAP so you don’t get a call from your Post Master or it gets delayed. Faxing labels doesn’t work because it throws the bar code off and 3D scan postage at the top off and cant be used by USPS. Very rarely, faxing a copy might make it’s way to the lost and found never to be seen again. Also remember to change your layout back to your default!