Shipping Labels 101: How to Print and Use Shipping Labels

Shipping labels are the essential link between you and your customer's delivery. A properly created and applied label ensures your package reaches its destination correctly. This guide covers everything you need to know about shipping labels.

What's on a Shipping Label

Required Information

• Recipient address - Name, street, city, state, ZIP
• Return address - Your address
• Barcode - Machine-readable tracking code
• Service type - Priority Mail, Ground, etc.
• Weight - Package weight
• Tracking number - Human-readable
• Postage - Proof of payment

Additional Elements

• Routing codes
• Delivery confirmation type
• Special handling indicators
• Date of mailing

Types of Shipping Labels

Carrier-Specific Labels

• USPS labels (distinctive design)
• UPS labels (brown/tan)
• FedEx labels (purple/orange)

Label Formats

• 4x6 thermal - Standard shipping label size
• 8.5x11 paper - Print at home, fold/cut
• Integrated labels - Combined packing slip
• Half-sheet - Two labels per page

Creating Shipping Labels

Online Label Creation

Most economical and convenient:

Enter shipment details

Select carrier/service

Pay for postage

Print label

Apply and ship

Using AtoShip

• Compare rates across carriers
• Generate labels in seconds
• Automatic tracking
• Batch printing for multiple orders

Post Office/Store

More expensive, but available:

• Counter labels at USPS
• UPS Store label creation
• FedEx Office services

Printing Options

Thermal Label Printers

Recommended Models:

• DYMO LabelWriter 4XL
• Rollo Label Printer
• Zebra GK420d
• Brother QL-1100

Benefits:

• Fast printing
• No ink costs
• Sharp, scannable barcodes
• Cost-effective for volume

Inkjet/Laser Printers

Works with:

• 8.5x11 paper (fold and tape)
• Half-sheet labels
• Full-page adhesive labels

Considerations:

• Higher per-label cost
• Ink/toner expenses
• May need lamination for durability

Label Paper Types

Applying Labels Correctly

Placement

• Top surface of package
• Not on seams or tape
• Not over edges
• Fully visible

Adhesion

• Clean, dry surface
• Press firmly
• Use clear tape over label for durability
• Don't tape over barcodes if avoidable

Orientation

• Keep barcodes horizontal
• Address readable without rotating
• "This Side Up" visible

Common Label Problems

Won't Scan

Causes:

• Barcode damaged
• Poor print quality
• Covered by tape improperly

Prevention:

• Check print quality
• Use thermal for best barcodes
• Clear tape only, no creases

Wrong Information

Fix:

• Don't cross out/write over
• Create new label
• Void the incorrect one

Label Came Off

Prevention:

• Clean surface before applying
• Clear tape over label
• Quality adhesive labels

Voiding and Refunding Labels

When Labels Go Unused

Most platforms allow voiding:

• Within 24 hours typically
• Automatic for some
• Manual request for others

Refund Timeframes

• USPS: Usually within 14 days
• UPS: Within 7-10 days
• FedEx: Varies by payment method

Special Label Requirements

International Labels

Include:

• Customs declaration
• HS codes
• Item descriptions
• Values

Hazardous Materials

Require:

• Specific hazmat labels
• Proper documentation
• Carrier approval

Signature Required

Shows:

• Signature required indicator
• Adult signature if applicable

Label Storage Tips

Thermal Labels

• Store away from heat
• Keep in original packaging
• Use within 1-2 years
• Avoid direct sunlight

Adhesive Labels

• Keep at room temperature
• Don't bend or fold before use
• Check for drying out

Cost Savings Tips

Buy Labels in Bulk

• Significant savings on per-label cost
• 500-1000+ rolls common

Use Right Size

• 4x6 for most shipping
• Don't waste larger labels

Print Only What You Need

• Labels are usually non-refundable
• Verify details before printing

Conclusion

Proper shipping labels are fundamental to successful delivery. Whether you're shipping one package or thousands, understanding label creation, printing, and application ensures your packages arrive as expected.

AtoShip simplifies label creation by comparing rates, generating professional labels, and tracking shipments—all in one platform. Start creating better shipping labels today.