Shipping Labels 101: How to Print and Use Shipping Labels

Shipping packages efficiently and accurately hinges on one crucial element: the shipping label. Each label carries a barcode that navigates your package through the carrier's labyrinthine network. It's a small but mighty ticket that, if smudged or improperly printed, can lead to manual sorting. This not only delays delivery by one to three days but also raises the potential for misrouting. Ensuring that your shipping labels meet the necessary standards is essential to preventing these issues.

Understanding Shipping Labels

Every shipping label is a tapestry of information. At its core, it includes the recipient's address, your return address, and a barcode that's ready to be scanned by the carrier's machines. This barcode is the key to tracking the package and ensuring it follows the correct path. Alongside these, the label also specifies the type of service being used—be it Priority Mail or Ground—and the weight of the package. The tracking number, while machine-readable, is there for human reference as well, providing a way for both sender and recipient to monitor the package's journey. Finally, the label bears proof of postage, confirming that the necessary fees have been paid.

Additionally, shipping labels might feature routing codes that guide the package through various logistical checkpoints. Delivery confirmation types and any special handling instructions, such as the need for fragile handling, are also included. The date of mailing can be a crucial element, especially for time-sensitive deliveries, ensuring that the package is processed promptly.

The Variety of Shipping Labels

Shipping labels can vary significantly depending on the carrier. USPS labels often have a distinctive design, while UPS and FedEx have their own signature color schemes—brown and tan for UPS, and purple and orange for FedEx. Beyond these carrier-specific aesthetics, labels also come in different formats. The 4x6 thermal label is the standard size for most shipping needs, offering a compact form that's easy to scan. Alternatively, for those printing at home, an 8.5x11 paper can be used, though it requires folding or cutting to fit properly. Integrated labels that combine a packing slip with the shipping label are another option, providing a streamlined approach for businesses that need to include documentation with their shipments.

Creating Shipping Labels

Creating shipping labels has never been more convenient, thanks to online platforms. By entering shipment details, selecting a carrier and service, and paying for postage, you can generate labels quickly. This process not only saves time but also often reduces costs compared to in-person methods. For those who prefer in-person transactions, shipping labels can be created at post offices or through carrier-specific stores like UPS Store or FedEx Office, though this typically comes at a higher price.

One tool that simplifies this process is AtoShip. It allows users to compare rates across different carriers, generate labels swiftly, and automatically track shipments. Additionally, AtoShip supports batch printing, making it an invaluable resource for businesses handling multiple orders.

Printing Shipping Labels

Printing options for shipping labels are varied, each with its own set of advantages. Thermal label printers are highly recommended for their speed and efficiency. Models like the DYMO LabelWriter 4XL, Rollo Label Printer, Zebra GK420d, and Brother QL-1100 are popular choices. These printers eliminate the need for ink, reducing costs and ensuring that barcodes are sharp and easily scannable. This makes them ideal for high-volume shipping operations.

Inkjet and laser printers, on the other hand, can accommodate different label formats, such as half-sheet and full-page adhesive labels. While these printers offer flexibility, they tend to incur higher costs due to ink and toner expenses. Labels printed on these devices may also require lamination to withstand handling and environmental factors.

Applying Labels Correctly

The correct application of labels is crucial to ensure they remain intact throughout the shipping process. Labels should be placed on the top surface of the package, away from seams or edges, and should never be covered by tape, especially over barcodes. Ensuring the surface is clean and dry before applying the label helps with adhesion. To further secure the label, clear tape can be applied over it, though care should be taken not to cover the barcode.

Orientation is another factor to consider. Barcodes should remain horizontal, and addresses should be readable without the need for rotation. If the package requires specific handling, such as "This Side Up," ensure these instructions are prominently displayed.

Troubleshooting Label Issues

Occasionally, labels might not scan properly. This often stems from barcodes that are damaged or poorly printed. To prevent such issues, always check the print quality and use thermal printers for the best results. If you must use tape, ensure it's clear and without creases. Should a label contain incorrect information, resist the urge to cross out or write over details. Instead, create a new label and void the incorrect one.

Labels can sometimes detach from packages during transit. This can be avoided by ensuring the surface is clean before application and by using quality adhesive labels. Applying clear tape over the label can also help it stay put.

Handling Unused Labels

Unused labels need not be a sunk cost. Most platforms offer the ability to void labels, typically within 24 hours of creation. This can be an automatic process on some platforms or might require a manual request on others. Refund timeframes vary by carrier, with USPS usually offering refunds within 14 days, UPS within 7-10 days, and FedEx depending on the payment method.

Special Considerations for Labels

International shipments and shipments containing hazardous materials require additional attention. International labels need customs declarations, HS codes, and detailed item descriptions with values. Hazardous materials must be accompanied by specific hazmat labels and proper documentation, and often require carrier approval. For shipments requiring a signature upon delivery, the label must clearly indicate this, specifying if an adult signature is needed.

Storing Labels

Proper storage of labels is essential to maintain their quality. Thermal labels should be kept away from heat and direct sunlight, stored in their original packaging, and used within one to two years to prevent degradation. Adhesive labels benefit from being stored at room temperature and should not be bent or folded before use to avoid drying out.

Cost-Saving Strategies

For businesses looking to cut costs, buying labels in bulk can lead to significant savings. A common practice is to purchase 500 to 1000+ rolls at a time. Additionally, using the right size label for each shipment can minimize waste. The 4x6 label size suits most shipping needs, avoiding the unnecessary expense of larger labels. Finally, being mindful to print only what is necessary prevents wastage since labels are often non-refundable.

Shipping labels are more than just paper—they're the key to ensuring your packages reach their destination on time and in good condition. By mastering the art of label creation, printing, and application, you can significantly enhance your shipping efficiency. AtoShip offers a streamlined solution, providing rate comparisons, label generation, and real-time tracking, making it an indispensable tool for any business aiming to optimize its shipping processes.