SHIPPING YOUR LEFTOVER MERCHANDISE
TO THE SOUTHWESTERN
DISTRIBUTION CENTRE
YOUR STEP BY STEP GUIDE
STEP 1: - PACK YOUR BOOKS
HOW TO PACK YOUR BOOKS PROPERLY
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Box all good, resalable books securely.
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Label every box clearly with your name and Southwestern account number.
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If a box contains a variety of books, mark it as “MIXED” along with your name and account number.
Once your shipment arrives, our staff at the distribution center will carefully review your books. Merchandise that meets resalable standards will be credited back to your account. Clear labeling and careful packing will make this process smoother, more transparent, and help prevent mistakes.
⚠️ Important: You are responsible for ensuring that books are packed properly so they arrive undamaged. If books are damaged due to poor packaging, no credit will be issued.
Always pack books flat—never stand them on their ends, as this can break the binding.
If you are RETURNING BOOKS TOGETHER with another student representative, please make sure to follow these guidelines:
KEEP BOOKS SEPARATE
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Do not mix books.
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Pack your books in boxes labeled with your name and account number.
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The other student representative must pack their own books in their own boxes, also labeled with their name and account number.
BOOK RETURN NOTICES
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Each student must complete two Book Return Notices.
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Place one copy inside Box 1 and tape the other copy to the outside of Box 1.
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Both Box 1s should be placed on top of the pallet.
DO NOT RETURN DAMAGED OR DEFECTIVE BOOKS;
ONLY RETURN GOOD BOOKS TO THE WAREHOUSE.
STEP 2: - FILL IN YOUR BOOK RETURN NOTICE
Your BOOK RETURN NOTICE (BRN) is a document that includes the count of the inventory (BOOS & SUPPLIES) your are shipping back.
FILL OUT THE BOOK RETURN NOTICE IN DUPLICATE (2 COPIES), making sure to answer all questions and carefully count your books and supplies. Remember, only return good books—damaged or defective books should not be sent back.
BE THE MOST ACCURATE WHEN COUNTING YOUR BOOKS
BOOK=MONEY
ACCURACY HERE IS THE FIRST STEP OF A SUCCESSFUL
CHECK-IN
STEP 3: - PACK YOUR BOOK RETURN NOTICE
TAKE A CLEAR PICTURE OF ALL COMPLETED BOOK RETURN NOTICES and send them to your Sales Support person.
Then, place one copy of the book return notice inside the top box and tape it shut. tape the duplicate copy to the top of this box, which should be placed at the very top of the pallet.
1- SCAN
the book return notice
2- PLACE
the book return notice in the box and seal
3- TAPE
the book return notice on top of the box
4- PLACE THE BOX
at the top of the pallet
STEP 4: - FILL IN THE WWEX FORM & EMAIL
You will then fill out the WORLDWIDE EXPRESS FREIGHT BOOKING REQUEST FORM, making sure to complete all the highlighted sections as indicated in the instructions on the back of the form. You’ll start by filling out an electronic form based on how you plan to ship your books back.
Make sure to fill out the form completely, paying special attention to the yellow-highlighted areas.
TIPS ON FILLING IN THE WWEX FORM:
PERSONAL INFORMATION
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Fill in all fields marked with yellow highlight using your personal details.
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Be sure to include your cell phone number and email address, and check both regularly in case WWEX needs to contact you.
WEIGHT AND BOXES
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In the Weight and Boxes fields, enter your best estimates.
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At this stage, exact numbers may be difficult, but please try to be as accurate as possible.
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When you drop off your merchandise at the local freight terminal, you must correct and declare the exact number of cartons and the exact weight to the shipping company.
IF SHIPPING BOOKS BACK WITH ANOTHER STUDENT:
WWEX FORM
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Complete only one WWEX form for both students.
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The form should include the total weight and total number of cartons.
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Enter only one student’s name on the form.
SHIPPING COSTS
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At check-in, the shipping cost will be calculated pro-rata based on weight and then split accordingly between the two student representatives.
CLICK BELOW TO SEE
AN EXAMPLE OF A FILLED IN FORM
ONCE COMPLETED, DOWNLOAD THE FORM AND EMAIL IT TO WORLDWIDE EXPRESS AT
SOUTHWESTERNLTL@WWEX.COM
SAMPLE EMAIL TO SEND TO WORLWIDE EXPRESS
PLEASE SEND THE FORM AND EMAIL BY WEDNESDAY 10TH SEPTEMBER 2025 IN THE EVENING
Good evening,
My name is [INSERT NAME], and I am a student representative with Southwestern Advantage. I would like to arrange the shipment of merchandise from [INSERT CITY, STATE].
Attached you will find a form containing my personal details, along with the number of boxes and total shipment weight. I plan to drop off the shipment at the local terminal on Monday, September 15, 2025, in the morning.
I kindly ask you to arrange a shipping company and schedule a meeting at the terminal on the specified date. Please confirm the appointment and provide the bill of lading at your earliest convenience.
Should you have any questions, please feel free to contact me by email or by phone at +1 [INSERT PHONE NUMBER].
Thank you for your assistance.
Kind regards,
[INSERT NAME]
WHAT HAPPEN NEXT?
WORLDWIDE EXPRESS will process your information and issue a Bill of Lading for your return shipment. This document will be emailed to you within 24–48 hours.
You must print the Bill of Lading and bring it with you to the terminal to provide to the carrier, or hand it directly to the truck driver.
Please also keep a copy of the Bill of Lading and bring it with you to check-in in Nashville. This is required in order for you to receive credit for the merchandise you are returning.
Safe travels — we can’t wait to see you all back soon!
Global Headquarter
2451 Atrium Way- Nashville TN 37214 USA
International Offices
10 Akademik Stefan Mladenov str, 1700 Sofia, Bulgaria
Veveri 9, Brno, 60200 Czech Republic
