Shipping Labels Explained: Everything You Need to Know

A shipping label is more than just an address on a package—it's the key to successful delivery. This comprehensive guide covers everything you need to know about creating, printing, and using shipping labels effectively.

Anatomy of a Shipping Label

Essential Label Elements

Required information:

• Sender (return) address
• Recipient (delivery) address
• Barcode/tracking number
• Service type
• Weight information
• Carrier identification

Optional elements:

• Reference numbers
• Special handling instructions
• Customs information (international)
• Insurance details
• Signature requirements

Understanding Barcodes

Types of barcodes on labels:

Tracking barcode:

• Main scanning barcode
• Contains tracking number
• Used throughout delivery
• Different formats by carrier

Routing barcode:

• ZIP/postal code information
• Delivery route optimization
• Sort facility identification
• MaxiCode (used by UPS)

Additional barcodes:

• Service type codes
• Customer identification
• Special services

Label Formats and Sizes

Standard Label Sizes

4x6 inches (most common):

• Industry standard
• Works with all major carriers
• Thermal printer compatible
• Clear, readable format

4x8 inches (international):

• Customs documentation space
• Commercial invoice area
• Larger font options
• Used for CN22/CN23

Other sizes:

• 4x4 inches (small packages)
• Letter-sized (8.5x11)
• Custom sizes (carrier-specific)

Label Format Types

Thermal labels:

• Direct thermal (no ribbon)
• Thermal transfer (with ribbon)
• Smudge-resistant
• Long-lasting print

Paper labels:

• Standard paper + adhesive
• Inkjet/laser printable
• Lower cost option
• May smudge if wet

Integrated labels:

• Packing slip + label combined
• Saves time and materials
• Professional appearance
• Various configurations

Printing Options

Thermal Printers

Direct thermal:

• No ink or ribbon needed
• Heat-activated labels
• Fast printing speed
• Labels may fade over time

Recommended printers:

• DYMO 4XL
• Rollo Printer
• Zebra ZD420
• Brother QL-1100

Thermal transfer:

• Uses ribbon
• More durable prints
• Better for long storage
• Higher ongoing costs

Standard Printers

Inkjet printing:

• Full color capability
• Standard paper labels
• Lower upfront cost
• Higher per-label cost

Laser printing:

• Fast, crisp output
• Lower per-page cost
• May require special labels
• Good for moderate volume

Mobile Printing

Options:

• Bluetooth thermal printers
• Smartphone apps
• Carrier mobile services
• Portable label printers

Carrier-Specific Requirements

USPS Labels

Requirements:

• Intelligent Mail barcode
• USPS logo/marking
• Service type indicator
• Tracking number (20-22 digits)

Label types:

• Priority Mail
• Priority Mail Express
• First-Class Package
• Parcel Select Ground
• Media Mail

Special features:

• Delivery confirmation included
• Insurance options
• Signature services
• Hold for pickup

UPS Labels

Requirements:

• MaxiCode (2D barcode)
• 1Z tracking number
• Service icon
• Weight/billing info

Service types:

• UPS Ground
• UPS 3 Day Select
• UPS 2nd Day Air
• UPS Next Day Air
• UPS SurePost

Special features:

• Quantum View tracking
• Delivery notification
• Return services
• Saturday delivery

FedEx Labels

Requirements:

• PDF417 barcode
• Tracking number (12-15 digits)
• Routing code
• Service type indicator

Service types:

• FedEx Ground
• FedEx Home Delivery
• FedEx Express Saver
• FedEx 2Day
• FedEx Priority Overnight

Special features:

• Delivery Manager
• Hold at location
• Indirect signature
• Return labels

Creating Shipping Labels

Information Needed

Sender information:

• Full name or business name
• Street address (no PO boxes for some carriers)
• City, state, ZIP code
• Phone number (optional but helpful)
• Country (international)

Recipient information:

• Full name
• Complete street address
• Apartment/suite/unit number
• City, state, ZIP code
• Phone number (recommended)
• Email (for notifications)

Package information:

• Weight (actual and dimensional)
• Dimensions (L x W x H)
• Contents description
• Declared value

Address Formatting

Best practices:

• Use proper abbreviations (ST, AVE, BLVD)
• Include unit/apartment numbers
• Verify ZIP+4 when possible
• Check for typos
• Use address validation

Common formatting:

JOHN SMITH
123 MAIN ST APT 4B
NEW YORK NY 10001-1234

Validation and Verification

Address validation benefits:

• Reduces delivery failures
• Catches typos
• Standardizes formatting
• Verifies deliverability
• Adds ZIP+4 codes

Validation services:

• USPS Address Validation API
• Google Address Validation
• Smarty (SmartyStreets)
• Melissa Data
• Shipping software built-in

Label Application Best Practices

Placement Guidelines

Where to place labels:

• Largest flat surface
• Away from edges and seams
• Only one tracking label per package
• Cover completely with tape (clear)
• Avoid wrapping around corners

Don'ts:

• Don't place on seams
• Don't wrap around edges
• Don't place over other labels
• Don't use colored tape
• Don't cover barcode with opaque tape

Surface Preparation

For best adhesion:

• Clean, dry surface
• Remove dust and debris
• Apply firmly, smoothing out
• Use tape for reinforcement
• Consider weather conditions

Protection Considerations

Protect labels from:

• Weather and moisture
• Abrasion during transit
• Temperature extremes
• UV exposure
• Handling damage

Protection methods:

• Clear packing tape overlay
• Label pouches (separate)
• Protective sleeves
• Lamination (if allowed)

Special Label Situations

International Shipping Labels

Additional requirements:

• Customs forms (CN22, CN23, CP72)
• Commercial invoice
• HS codes for products
• Country of origin
• Declared values

Documentation attachment:

• Clear pouch for documents
• Attached to outside of package
• Multiple copies if required
• Commercial invoice visible

Return Labels

Types:

• Pre-paid return labels
• Pay-on-use return labels
• QR code returns (printless)
• Return merchandise authorization

Considerations:

• Cost allocation (you vs. customer)
• Expiration dates
• Tracking capabilities
• Carrier requirements

Multi-piece Shipments

Requirements:

• Master tracking number
• Individual piece labels
• Piece count on each label
• Weight per piece
• All labels match

Troubleshooting Common Issues

Label Not Scanning

Possible causes:

• Poor print quality
• Damaged barcode
• Wrong label type
• Moisture damage
• Covered by tape

Solutions:

• Reprint the label
• Use better printer settings
• Check barcode specifications
• Use appropriate label stock
• Protect barcode area

Label Peeling Off

Causes:

• Dusty/dirty surface
• Extreme temperatures
• Wrong label type for surface
• Poor adhesive quality
• Applied to curved surface

Solutions:

• Clean surface before applying
• Use appropriate label for conditions
• Apply clear tape over label
• Use label pouch
• Choose flat application area

Address Rejected

Common issues:

• Invalid ZIP code
• Missing unit number
• Undeliverable address
• PO Box restrictions
• Format errors

Resolution:

• Verify with customer
• Use address validation
• Check carrier restrictions
• Correct formatting
• Verify deliverability

Cost Considerations

Label Costs

Label media costs:

• Thermal labels: $0.02-0.08 per label
• Paper labels: $0.03-0.10 per label
• Integrated forms: $0.10-0.25 each

Printer costs:

• Thermal printer: $150-500
• Standard printer: $50-300
• Ink/ribbon: Ongoing cost

Saving on Labels

Cost reduction strategies:

• Buy labels in bulk
• Choose generic over branded
• Use thermal (no ink cost)
• Right-size labels to needs
• Minimize reprints

Automation and Integration

Automated Label Creation

Benefits:

• Faster processing
• Fewer errors
• Consistent formatting
• Batch capabilities
• Integration with orders

Tools:

• Shipping software (ShipStation, Shippo)
• E-commerce platform built-in
• Carrier APIs
• Custom development

Batch Printing

When to use:

• High volume operations
• Multiple orders at once
• Consistent product sizes
• Scheduled shipping times

Process:

Select orders to ship

Apply shipping rules

Generate labels in batch

Print all at once

Match to packages

Label Security

Preventing Fraud

Security measures:

• Unique tracking numbers
• Encryption on labels
• Carrier verification
• Usage monitoring
• Void after expiration

Voiding Labels

When to void:

• Wrong address
• Order cancelled
• Reprinted label
• Service change needed
• Weight adjustment

How to void:

• Through shipping software
• Carrier website
• Within time window (usually 24 hours)
• Before package entry into carrier network

Environmental Considerations

Sustainable Options

Eco-friendly choices:

• Linerless labels
• Recycled paper labels
• Smaller label sizes
• Digital/paperless options
• Minimal packaging overall

Reducing Waste

Strategies:

• Verify before printing
• Use address validation
• Proper printer maintenance
• Right-size labels
• Recycle backing sheets

Key Takeaways

Quality matters: Poor labels cause delivery failures

Verify addresses: Validation prevents costly errors

Right printer for volume: Thermal for high volume, inkjet for low

Proper placement: Follow carrier guidelines exactly

Protect your labels: Tape over to prevent damage

Automate when possible: Reduce errors and save time

Match label to service: Use correct carrier and service label

Consider total cost: Labels, printers, and time all factor in

Shipping labels are the foundation of successful package delivery. Investing in quality label creation, proper application, and the right tools ensures your packages reach their destinations efficiently and reliably.