Shipping Guidelines

How Shipping Works for Distance Users: 

The Interlibrary Loan Office ships books directly to Distance Users who live outside of Gainesville, and we include a pre-paid shipping label with each shipment. We always use returnable mailers, so make sure you hold on to it for when you are ready to ship the item back. If you picked up your item on campus and you will not be returning to campus, the item will not qualify for Distance User services, as we do not cover shipping costs if we did not originally mail the item to you. Instructions for shipping those items back can be found here.

How it Works:

We Process Your Items

• You’ll receive an email confirmation when the item arrives at our office and is ready to ship. 
• This email will prompt you to review the address listed in your ILL Account. The address in your ILL Account does not automatically sync with your UF GatorLink information. 
• No action is needed if everything looks correct. 

We Ship the Next Business Day 

• We check the item out to your UF Library Account when we ship it to you. This is where you will be able to keep track of your due date. 
• Once the item is shipped, you will receive an email from UPS with the tracking information. 
• Your items will arrive in a returnable protective mailer. Save this mailer to reuse when you are ready to return your items. 

You Send Your Items Back

• A prepaid return label will be included in your package. The shipping label is usually placed on the inside of the front cover of the book or tucked into the book band. If you can’t find the shipping label, please Contact Us. 
• Make sure the Transaction Number (TN) on the book band matches the prepaid return label. Each label includes the weight of your items and is linked to a specific TN in case of damage or delay. You can find packaging instructions here. 
• Drop off your packages in-person at your local UPS Store to ensure they don’t get lost or stolen. Remember to keep your confirmation receipt.  

How Shipping Works for Non-Distance Users:

If you can’t return your library item in-person, you can still return it by mail, but return shipping is your responsibility. You can find packaging instructions here. 

Send the shipment to the appropriate address based on the shipping company you are using. Be sure to include our PO Box number if you are using USPS. If using a different courier, the PO Box number is not required. We recommend choosing a trackable service from UPS, USPS, DHL or FedEx.  

How to Package Your Items:

1. Prepare Your Package

• Place items in secure packaging. If you still have it, reuse the original packaging. 
• Only combine multiple items if you received them together (like a multi-volume set). The reference number on the return label will match the TN on the book band. 
• The return label for Interlibrary Loan/Document Delivery items is usually found inside the front cover or underneath the book band. If it’s missing, Contact Us. 

Packaging Guidelines

• If you would like to use a mailer, make sure it has bubbles inside to protect the item. Please do not use document envelopes.  
• If you would like to use a box, black out any old barcodes, fill any empty space with packing material to prevent damage during shipping and use extra tape to make sure it’s secure. 

2. Attach the Label

• If your item came with a return label, attach it to the outside of the package.  
  • For Interlibrary Loan or Document Delivery items, the label is usually found inside the front cover or underneath the book band.  
  • Make sure that the REF number on the label matches the TN on the book band for tracking and insurance purposes.  
  • Use one label per item, unless they were shipped together as a set.  
• If you believe you should have received a return label but didn’t, Contact Us before shipping the item.  
• If you’re returning a regular library book (not part of ILL/Document Delivery), you’ll need to create your own label and pay for return shipping following the instructions here. 

3. Ship It

• If you are using the pre-paid label provided, it must be shipped via UPS. Drop off the package at any UPS location. 
• Drop off the package in-person and keep the receipt in case the package gets lost. 

If you’re paying for return shipping, you may use any carrier, but we recommend choosing a trackable service from UPS, USPS, DHL or FedEx. 

Acceptable Packing Materials 

Bubble wrap, packing paper (not newspaper), packing peanuts, crumpled or balled-up paper, plastic bags, or air pillows.