Your First Swap—Packing, Shipping & Receiving
Congratulations! You've been matched with another reader, and it's time to complete your first swap. This guide walks you through packing your book, shipping it, and what to expect when your new book arrives.
Understanding Your Match
When matching is complete, you'll receive an email notification with details about your swap:
The book you're sending (from your library)
The book you're receiving (from your match's library)
Your match's first name (for the shipping label)
Next steps for completing the swap
You'll also see this information in your dashboard under "Active Swapping Chains."
What's a Swap Box?
Shortly after matching, you'll receive a Swap Box in the mail. This is a reusable mailer box along with a pre-paid shipping label—everything you need to send your book safely to your match.
The Swap Box is designed to:
Protect your book during shipping
Make the process simple (no trips to the post office for packaging)
Be eco-friendly and reusable
Packing Your Book
When your Swap Box arrives, here's how to pack your book:
Step 1: Prepare Your Book
Wrap it in paper or bubble wrap if you have it on hand (optional but recommended for extra protection)
Include a note if you'd like! A friendly message or book recommendation can make the swap more personal
Step 2: Pack the Swap Box
Place your book inside the Swap Box
Make sure it fits securely and won't shift around during transit
Close and seal the box using the adhesive strip or tape
Step 3: Attach Your Label
Peel and stick the pre-paid shipping label to the outside of the Swap Box
Make sure it's secure and the address is clearly visible
Cover or remove any old labels if the box has been used before
Packaging Tips
Protect the book. Even though the Swap Box is sturdy, wrapping your book in paper adds an extra layer of protection against bumps and moisture.
Pack it snugly. If the book is small and shifts around in the box, add some paper or bubble wrap to fill the space.
Double-check the label. Make sure the shipping label matches your swap details before you seal everything up.
Shipping Your Book
Once your book is packed and labeled, it's time to ship:
Drop off your Swap Box at any postal location or collection point that accepts prepaid packages
Confirm dispatch in your dashboard by clicking "Mark as shipped" under your active swap
Relax! Your book is on its way, and your match's book is on its way to you
Timing Expectations
We ask all participants to ship within 3 days of receiving their Swap Box. This keeps the process moving smoothly and ensures everyone receives their books in a timely manner.
If something comes up and you can't ship within that window, please email support@paperbackpassport.com to let us know. Communication is key!
Receiving Your New Book
While your book is making its way to your match, their book is traveling to you. Here's what to expect:
Shipping timeframe: Most books arrive within 5-7 business days, depending on your location.
Tracking: You should receive tracking information via email so you can monitor your book's journey.
What to do when it arrives: Open it up, enjoy your new read, and consider leaving feedback about the swap experience!
What If Something Goes Wrong?
Sometimes things don't go according to plan. Here's what to do in common situations:
The book didn't arrive
Check your tracking information first. If it's been more than 10 business days, email support@paperbackpassport.com with your swap details.
The book's condition doesn't match the description
Reach out to us at support@paperbackpassport.com. We'll work with you and your match to resolve the issue.
You received the wrong book
Contact support immediately. We'll help sort it out and get you the right book.
Your Swap Box didn't arrive
If you haven't received your Swap Box within 5-7 days of your match notification, email us and we'll send a replacement.
You can't ship within 3 days
Let us know as soon as possible. Life happens, and we understand—we just need to keep everyone informed.
After Your First Swap
Once you've completed your first swap, we'll send you a brief feedback survey. Your insights help us improve the platform and create a better experience for everyone.
After that, you're welcome to continue swapping with the Pilot Group! We'll notify you when new Swapping Chains are opening up.
Being a Reliable Swap Partner
The success of Paperback Passport depends on everyone being reliable and considerate. To be a great swap partner:
Ship promptly (within 3 days)
Pack carefully to protect books in transit
Confirm dispatch in your dashboard
Communicate if something goes wrong
Describe your books honestly
When everyone does their part, the swapping experience is smooth, enjoyable, and builds a trustworthy community.
What's Next?
Now that you understand how swapping works, take a look at our community guidelines to learn more about being a great swap partner and what we expect from all participants.
Need help? Email support@paperbackpassport.com and we'll get back to you within 24 hours.
