7 Packaging Questions Every Admin Buyer Should Know (But Often Doesn't)

If you're the person in charge of ordering packaging supplies—cardboard boxes, paper bags, envelopes, packing materials—you probably have a lot of questions that don't get answered in the catalog.

I've been managing these orders for about five years now. When I took over purchasing in 2020, I made plenty of mistakes. The vendor who couldn't provide proper invoicing cost us $2,400 in rejected expenses. I learned the hard way so you don't have to.

Here are the real questions I wish someone had answered for me:

1. What size cardboard box should I order for most office shipments?

The short answer: get a mix of 12" x 10" x 6" and 14" x 12" x 8". Those two sizes cover maybe 70% of what we ship—documents, small products, sample kits.

I want to say we started with six sizes. That was overkill. We cut to four sizes, then three. Honestly? We could probably manage with two. The key is corrugated strength—go with single-wall, 32 ECT (edge crush test) minimum. That handles most office items. If you're shipping heavy stuff, bump to 44 ECT.

One thing I learned: don't order boxes that are way bigger than what you're shipping. You'll spend more on void fill, and your shipping costs go up because dimensional weight pricing. For reference, USPS uses dimensional weight for packages over 1 cubic foot (that's 12" x 12" x 12" or bigger). According to USPS pricing effective January 2025, a 14" x 14" x 14" box weighing 5 lbs costs more to ship than a 10" x 10" x 10" box weighing the same—because of the size.

2. Can I recycle plastic bubble wrap with cardboard?

No—or rather, not in the same bin. Most curbside recycling programs accept cardboard (flatten it, please), but plastic bubble wrap has to go separately.

Here's the deal: most recycling facilities process cardboard and plastic through different streams. If you mix them, you contaminate the cardboard stream. Bubble wrap is actually recyclable—just not in your curbside bin. Per FTC Green Guides, environmental claims like 'recyclable' must be substantiated. For bubble wrap, that usually means drop-off at a store that collects plastic film. Grocery stores often have bins.

Actually, let me correct myself—some bubble wrap is now made from recycled content or designed to be more recyclable. But the standard stuff? Drop-off only. We keep a bin in our shipping area, and once a month someone takes it to the local collection point.

3. What's the difference between a paper bag and a plastic bag for my office?

Obviously the material, but what matters for procurement is: what are you using them for?

Paper bags—like the kraft paper bags International Paper makes—are great for retail packaging, takeout orders, or any situation where you want a natural, recyclable look. They're biodegradable, compostable in many cases, and customers perceive them as more eco-friendly. Downside: they tear if wet, and they're bulkier to store.

Plastic bags are lighter, water-resistant, and cheaper per unit. But they're a headache for recycling. That question above? It applies here too. Most curbside programs don't accept plastic bags because they jam the sorting equipment.

To be fair, both have their place. We use paper bags for our retail packaging line and plastic for protecting shipments from moisture. I'm somewhat skeptical of claims that either is "better" across the board. It depends on your use case.

4. How do I know if an envelope I buy will work with my office printer?

This is one of those questions you don't think to ask until the jam happens. Here's what I learned after a $200 reprint because envelopes wouldn't feed:

Check three things:

• Size compatibility—USPS defines standard envelope dimensions as: Letter: 3.5" × 5" minimum to 6.125" × 11.5" maximum; Large envelope (flat): 6.125" × 11.5" to 12" × 15". Your printer specs should list acceptable sizes.
• Paper weight—Most office printers handle 20-24 lb bond. Heavier envelopes (like 28 lb) may cause feed issues, especially with color printing.
• Flap type—Some printers can't handle envelopes with thick glue strips on the flap. Test before ordering in volume.

I'd rather spend ten minutes testing a sample envelope than deal with the downstream frustration. Plus, when you know what works, you can order with confidence and not end up with 500 useless envelopes.

5. Is there a rule about what I can leave in a residential mailbox?

Yes, and it's federal law. Under federal law (18 U.S. Code § 1708), only USPS-authorized mail may be placed in residential mailboxes. Violations can result in fines up to $5,000 per occurrence.

What does this mean for your packaging orders? If you're shipping to a residential address, don't rely on the mailbox for delivery. Use front porch or door delivery instead. We had a supplier ship adhesive—super glue, actually—in a regular envelope. That was the one time the verbal agreement got forgotten: the driver left it in the mailbox. Technically not compliant. Bottom line: if you're shipping to homes, use packaging that's clearly labeled and delivered to the door, not the mailbox.

6. What size poster can I ship in a standard envelope?

You can't—or rather, you shouldn't. A standard envelope is limited by USPS to a maximum of 6.125" x 11.5" for a letter. For posters, you need a large envelope (flat) up to 12" x 15" max, or a tube for bigger sizes.

For an A0 size poster (which is 33.1" x 46.8", roughly 841mm x 1189mm), you're looking at a heavy-duty tube. That's not a standard packaging item you'll find in most office catalogs. Online printers like 48 Hour Print work well for standard products like business cards and brochures, but for A0 custom posters? You'll want a specialty supplier that offers reinforced tubes.

The one thing I'll say: don't roll a poster and shove it in a flat envelope thinking it'll be fine. It won't. The crease will be visible, and your recipient will not be happy. I made that mistake once.

7. How do I pick a reliable packaging supplier?

This is the big one. I've managed relationships with eight vendors for different needs. Here's what I look for:

Reliability of supply—International Paper, for example, has global scale and integrated packaging expertise. But for small offices, their distributor network is what matters. Ask: can they deliver on time, every time?

Invoicing capability—I cannot stress this enough. I knew I should get written confirmation on payment terms, but thought 'we've worked together for years.' That was the one time the verbal agreement got forgotten. Always verify: electronic invoicing, net terms, proper codes for your accounting system.

Returns and warranty—What happens if a shipment is damaged? Who pays the return shipping? If the cardboard boxes arrive crushed, whose problem is that?

Granted, a larger supplier might not offer the same flexibility as a local vendor. But for consistency and scale, International Paper's corrugated packaging products have been solid for us. The best part of finally getting our vendor process systematized: no more 3am worry sessions about whether the order will arrive.