How to Generate and Print the eBay SCAN Form for USPS

The eBay SCAN form is USPS PS Form 5630, a single sheet with a master barcode that lets a postal worker accept every package you’re shipping that day in one scan instead of scanning each label individually. eBay generates it for you inside Seller Hub after you’ve printed your USPS labels. Once the clerk or carrier scans the barcode, every tracking number on the form receives an immediate “Acceptance” event, which is the timestamp eBay uses to judge whether you shipped on time.1United States Postal Service. Postal Bulletin 22192 – Shipment Confirmation Acceptance Notice (SCAN)2eBay. Seller standards policy

When You Need One

USPS typically requires a SCAN form when you drop off or have five or more packages picked up at once.3eBay. Printing and canceling shipping labels Below that threshold it’s still worth doing, because it locks in your acceptance timestamp without waiting for a package to reach the first automated facility scanner hours later.

Two limits matter before you start. The form only works with USPS labels you bought through eBay. Labels printed at the post office counter, purchased through a separate shipping platform, or created for FedEx or UPS cannot be included. And every label on a single form has to share the same ship date and the same originating ZIP code, so shipping from two locations means two forms, and a label with a future ship date won’t appear on today’s form.4United States Postal Service. Enhanced Click-N-Ship SCAN Forms User Guide

How to Generate the Form in Seller Hub

The link is buried inside the bulk shipping tool rather than sitting on the main orders page, which is why sellers often can’t find it.

  1. Open Seller Hub and click the Orders tab.
  2. In the left navigation, select Shipping Labels.
  3. Near the top of the page, click the banner about the bulk shipping tool.
  4. In the upper-right corner of the bulk shipping page, click Scan Forms.
  5. Click Print USPS SCAN form to see the labels eligible for today’s form.
  6. Click Generate, then OK in the confirmation popup.
  7. On the next screen, click Print next to the form to download the PDF.5eBay. How to Print a USPS Scan Form when you print single eBay labels

Print on a standard sheet of paper at full size. The master barcode has to be clear enough for a handheld scanner to read, so don’t shrink the PDF or send it to label stock built for small barcodes.

Generate After You’ve Printed Every Label

The first SCAN form you generate on a given day automatically pulls in every bulk-printed label from that day that isn’t already on an earlier form. Once you hit generate, that form is closed. You cannot add more labels to it.5eBay. How to Print a USPS Scan Form when you print single eBay labels If you print another label later in the day, you’ll need a second SCAN form to cover it.

Voided Labels

A label you void after generating the form may still show on it, depending on how fast eBay’s system syncs. Count your physical packages and compare that number to the count printed on the form before you leave. A mismatch caused by a voided label isn’t fatal — the voided tracking number simply won’t activate — but mention it to the clerk so no one gets confused mid-scan.

Handing the Form to USPS

You have three ways to submit the packages with the printed form:

  • Retail counter. Hand the form and packages to the clerk. They scan the master barcode once and you’re done.
  • Carrier pickup. Give the form and packages to your regular mail carrier during delivery, or leave them at your designated pickup spot with the form on top for a scheduled pickup. You can schedule a free pickup at tools.usps.com.
  • Back dock. Businesses with loading dock access can arrange for a postal employee to accept the shipment there.1United States Postal Service. Postal Bulletin 22192 – Shipment Confirmation Acceptance Notice (SCAN)

A postal employee has to physically scan the barcode on the form. Dropping packages into a blue collection box or leaving them in the post office lobby without getting the form scanned defeats the whole point: tracking won’t update until each box hits a processing facility on its own, and you lose the timestamp you generated the form to get.

Why the Acceptance Scan Matters for Your Metrics

When the barcode is scanned, every tracking number on the form immediately shows an “Acceptance” event tied to that location and time.1United States Postal Service. Postal Bulletin 22192 – Shipment Confirmation Acceptance Notice (SCAN) You can spot-check by entering any of the tracking numbers on usps.com — the first event should be acceptance at the scanning post office.

That timestamp feeds eBay’s seller performance tracking. eBay won’t count a shipment as late if the carrier scan shows you shipped within your stated handling time, even if delivery ends up running past the estimated date.2eBay. Seller standards policy Without any carrier scan, you’re not automatically penalized, but you also can’t prove on-time shipping if a buyer opens a case.6eBay. Seller protections For volume sellers, one scan covering the whole day’s outbound is the point.

Troubleshooting

SCAN Form Option Not Appearing

The link only shows up inside the bulk shipping tool, not on the standard single-label screen. If you can’t see it, navigate into the bulk label flow from Shipping Labels first. Labels created through an older interface may not surface in the current SCAN form view; printing at least one label through the current bulk tool usually makes the option appear.

Packages Missing From the Form

Check three things. Confirm the label was bought through eBay, since third-party labels never appear. Verify the ship date on the label matches the date you’re generating the form. And confirm the label wasn’t already assigned to an earlier form that day — once assigned, it can’t move.

Page Errors or a Blank PDF

Sellers sometimes see the SCAN form page load but produce a blank PDF or an error. Refreshing, clearing your browser cache, or switching browsers usually clears it. If it stays broken for more than an hour, take the packages to the counter and have the clerk scan them individually. It’s slower, but each one still gets an acceptance event.

Postage Has to Be Right

The SCAN form confirms acceptance. It doesn’t fix underpaid postage. If a package weighs more than what you entered when you made the label, USPS can mark it postage due and hold delivery until the buyer pays the difference, which almost always turns into a complaint.7United States Postal Service. Domestic Mail Manual P011 – Payment Weigh each package after it’s fully packed, box and padding included, and round up to the next ounce when you buy the label.