How to add local pickup instructions clearly
Mar 24, 2025
Why Clear Local Pickup Instructions Matter
Offering local pickup as a fulfillment option can save time, reduce shipping costs, and attract local buyers. However, unclear pickup instructions often lead to missed appointments, dissatisfied customers, and wasted time for both parties. Setting up clear, centralized pickup instructions—while keeping your inventory in sync and your team organized—makes the process seamless and professional.
Step 1: Centralize Your Instructions
Start by writing a standard local pickup message you can use across all your sales channels (e.g., eBay, Facebook Marketplace, your own webstore). This ensures buyers always get the same, clear guidance, no matter where they purchase.
Location: Provide a safe, easy-to-find address. Avoid using your home address if possible; consider a neutral, public location or your business premises.
Pickup Hours: List specific days/times when pickups are allowed. Example: "Pickups available Mon-Fri 10am–6pm. Weekend pickups by appointment only."
Contact Method: Specify how buyers should reach out (e.g., text, call, in-app messaging) and any info they should provide (order number, item name).
Identification: If needed, note what buyers should bring (order confirmation, ID, etc.).
COVID-19 or Safety Protocols: If applicable, mention mask policies, curbside pickup options, or other health measures.
Sample message:
"Thank you for your purchase! Local pickup is available at [123 Main St, Springfield] Monday–Friday, 10am–6pm. Please text (555) 123-4567 with your order number to schedule your pickup. Bring your order confirmation for verification. Curbside pickup available upon request."
Step 2: Sync Instructions Across Sales Channels
Manually updating every platform can be error-prone, especially as your business grows. Use a central system to manage inventory, listings, and fulfillment options in one place. This way, your local pickup instructions stay consistent everywhere.
Inventory & Listing Sync: Tools like Gavelbase help keep your inventory and listings in sync across multiple marketplaces (eBay, Etsy, Shopify, etc.) while letting you add standardized pickup instructions to each listing.
Templates: Most platforms allow you to create listing templates or saved replies—add your pickup message here for reuse.
Order Confirmations: Update your automated order confirmation emails/messages to include your pickup instructions.
Step 3: Assign Team Roles
Even if you’re just starting out, a little organization goes a long way. Assign clear roles so everyone knows who is responsible for communicating with buyers, preparing items for pickup, and tracking completed pickups.
Customer Communications: One person (or email/phone) should handle all pickup scheduling and buyer questions.
Order Preparation: Assign who will get the order ready and verify items at handoff.
Record-Keeping: Track pickups in a log or your central system to avoid missed/duplicate pickups.
Tip: Use a shared calendar or task app (like Google Calendar or Trello) to keep everyone in sync.
Step 4: Track Sales, Fees, and Fulfillment
Resellers need visibility into which orders are picked up, shipped, or pending. Not only does this reduce mistakes, but it also helps you monitor sales, revenue, and marketplace fees.
Order Status: Mark orders as Awaiting Pickup, Picked Up, or Shipped in your system.
Fee Tracking: Some systems (like Gavelbase) automatically calculate marketplace fees and profits for each order, making accounting easier.
Receipts: Offer digital or paper receipts upon pickup for buyer confidence and your records.
Step 5: Handle Shipping and Pickup Cleanly
Buyers may change their mind about pickup or need to switch to shipping (or vice versa). Make it easy and clear how they can do this:
Policy: State your policy upfront: "If you need to switch from pickup to shipping, please contact us within 24 hours of purchase. Shipping fees may apply."
Instructions: Provide a simple way (e.g., a dedicated email or message template) for buyers to request changes.
Update Order: Use your central system to update the order status and fulfillment method.
Bonus: Troubleshooting Common Local Pickup Issues
No-Shows: Send a reminder message the day before scheduled pickup. Consider a policy for repeated no-shows.
Location Confusion: Include a map link or photo of your pickup spot in your instructions.
Safety Concerns: Arrange for well-lit, public pickup locations. For high-value items, consider police station exchange zones.
Conclusion: Keep It Simple, Central, and Consistent
Clear local pickup instructions benefit both you and your buyers—reducing headaches and keeping your business looking professional. By creating a standard message, syncing it across all your listings, assigning basic roles, tracking orders, and handling changes cleanly, even beginner resellers can offer smooth, hassle-free pickups. Use tools like Gavelbase to centralize your workflow and grow with confidence.