Being a Great Swap Partner: Guidelines & Etiquette
Paperback Passport works because our community is built on trust, respect, and a shared love of books. These guidelines help ensure everyone has a positive swapping experience.
Our Community Values
At the heart of Paperback Passport are three core values:
Trust. We trust each other to describe books honestly, ship promptly, and communicate openly.
Respect. We respect each other's time, property, and reading preferences.
Generosity. We approach swapping with a spirit of generosity—sharing books we've loved so others can enjoy them too.
When everyone embraces these values, swapping becomes more than just exchanging books—it becomes a way to connect with fellow readers.
Describing Your Books Honestly
One of the most important aspects of being a good swap partner is accurately describing the condition of your books.
Condition Guidelines
Like New / Excellent: The book looks almost unread. No visible wear, markings, or damage. Spine is crisp, pages are clean and unmarked.
Good / Gently Used: The book has been read but is in good shape. Minor shelf wear, slight creasing on the spine, but no significant damage. Pages are clean with no writing or highlighting.
Fair / Well-Loved: The book shows clear signs of use. May have creases, bent corners, moderate spine wear, or minor markings. Still completely readable and intact.
Poor: Significant wear and tear. Pages may be loose, cover damaged, or extensive markings. Only list books in this condition if you note all issues clearly.
What to Mention in Your Listing
Any writing, highlighting, or notes in the margins
Water damage, stains, or discoloration
Torn or missing pages
Significant cover damage or spine issues
Strong smells (smoke, mustiness, etc.)
If it's an ex-library book with stamps or labels
When in doubt, over-communicate. It's always better to be upfront about a book's condition than to disappoint your swap partner.
Shipping Promptly & Carefully
Timely, careful shipping keeps the swapping process smooth and enjoyable for everyone.
Shipping Expectations
Ship within 3 days. Once you receive your Swap Box and pre-paid label, aim to ship your book within 3 days. This ensures your match receives their book promptly and maintains momentum in the swapping community.
Pack carefully. Even though the Swap Box is designed to protect books, take a moment to wrap your book or pad it with paper to prevent damage during transit.
Confirm dispatch. Always mark your book as shipped in your dashboard. This lets your match know their book is on the way and helps us track the swap's progress.
If You Can't Ship on Time
Life happens. If something comes up and you can't ship within the expected timeframe:
Email support@paperbackpassport.com as soon as possible
Let us know when you'll be able to ship
We'll communicate with your match to keep them informed
Communication is key. Your match will be much more understanding if they know what's happening rather than wondering where their book is.
Packaging Best Practices
While we provide the Swap Box, how you pack your book matters. Here's how to ensure it arrives safely:
Wrap the book. Use paper, bubble wrap, or even a plastic bag to protect against moisture and bumps.
Fill empty space. If your book is small and the box has extra room, add crumpled paper or bubble wrap so the book doesn't shift around.
Seal securely. Make sure the Swap Box is closed completely and the adhesive strip or tape is secure.
Check the label. Verify the shipping label is correct and securely attached before you mail it.
Remove old labels. If the Swap Box has been used before, cover or remove any old shipping labels to avoid confusion.
Communicating Respectfully
Most swaps go smoothly, but when issues arise, respectful communication makes all the difference.
When to Reach Out
You received a book that doesn't match its description
Your book hasn't arrived and tracking shows an issue
You need to delay shipping
You have questions about a swap or match
Something unexpected happened
How to Communicate
Be kind and assume good intentions. Most issues are honest mistakes, not malicious actions.
Be specific. Clearly describe the issue and what you'd like to happen.
Be patient. Give people and the support team time to respond and resolve things.
Go through support. For any swap-related issues, email support@paperbackpassport.com rather than trying to contact your match directly. We'll facilitate communication and help resolve the problem.
What We Don't Tolerate
To maintain a safe, welcoming community, certain behaviors are not acceptable:
Deliberately misrepresenting book conditions
Failing to ship without communication
Harassment or disrespectful communication
Discriminatory behavior of any kind
Attempting to conduct swaps outside the platform
If you experience any of these issues, please report them immediately to support@paperbackpassport.com. We take community safety seriously.
Handling Problems
Despite everyone's best efforts, sometimes things go wrong. Here's what to do:
Book arrived damaged in shipping: Contact support with photos. We'll work with you to find a solution.
Book doesn't match description: Reach out to support with details about the discrepancy. We'll mediate and work toward a resolution.
Book never arrived: Check tracking first, then contact support if it's been more than 10 business days.
You shipped the wrong book: Contact support immediately. We'll help coordinate getting the correct book to your match.
The Spirit of Swapping
At the end of the day, Paperback Passport is about more than logistics—it's about sharing stories and connecting with fellow readers. The best swap partners:
Approach swapping with generosity and enthusiasm
Treat books with care because they know they meant something to someone
See swapping as a way to discover new favorites, not just offload unwanted books
Contribute to a positive, trustworthy community
When everyone embraces this spirit, swapping becomes something special—a way to share not just books, but the joy of reading itself.
Questions About Guidelines?
If you're unsure about any of these guidelines or have questions about specific situations, we're here to help. Email support@paperbackpassport.com anytime.
Next Up: FAQs & Troubleshooting
Need help? Email support@paperbackpassport.com and we'll get back to you within 24 hours.
