If you want to start your global e-commerce business, a prominent question you need to figure out is how to print a shipping label. Shipping labels seem to compose only a small part of this system, but they have a major role when it comes to seamless inbound or outbound logistics.
They are used to tell particular information about a package, like where the package comes and goes. In this blog, we will explore how these labels work, the best practices, and how to make a shipping label.
What Are Shipping Labels?
A shipping label is a substantial component in the logistics process since it provides information regarding the package’s journey, such as where the package is coming from and where the package has to go at its final destination.
This information is convenient for carriers that have to sort out and deliver packages to their appropriate addresses, so the shipping process can be done effectively.
For international shipments, these labels also include additional information such as declarations regarding the contents inside the particular packages.
Importance of Shipping Labels
Shipping labels help ensure that the delivery process runs smoothly from its main point of origin, which could be either the fulfillment center or the warehouse, towards its final destination, the recipient’s doorstep. If labels are not properly put on packages, say they are missing, or the information on them is incorrect, then some issues may follow:
Transit Delays
When the labels or shipping label format are incorrect, they can cause serious logistical bottlenecks, further delaying the process of transportation and incurring much financial loss.
Delivery Errors
Label issues could result in the package being sent to the wrong address, which causes frustration for customers and poses a risk in terms of brand loyalty.
Lost Shipment
In the case of the labels being unclear or missing, many packages may get lost in the transportation journey, resulting in financial loss for the businesses.
These kinds of mishaps can cause a potential negative effect when it comes to customer satisfaction, leading to poor brand reviews, unfavorable posts about the brand on social media, and customers disowning that brand entirely.
Key Components of Shipping Labels
Many people find shipping labels confusing because they contain a lot of information and can look complicated. However, each part of the label has a clear purpose. It helps make sure the package is routed correctly, tracked during delivery, and confirmed once payment is complete.
Before learning how to make a shipping label, you should know how to read a properly formatted label. Standard shipping labels are often of the size 4×6 inches, which is 10×15 cm. This is designed to fit most of the requirements of carriers out there while ensuring maximum readability.
For international or import shipments, a complete label needs all of the following items, matching your booking and commercial documents exactly:
Recipient’s Information
This contains all the information related to the receiver, such as the name, delivery address, and phone number, in order to ensure that the package reaches the recipient directly.
Sender’s Information
In some cases, the packages might not be delivered, which is why this information helps in getting the package back to its original sender. Sender’s name, address, and contact information also help the recipient know who sent the package. Sometimes, the importer ID is also required by the destination country.
Tracking Number and Barcode
This number helps the carriers as well as the customers to directly monitor the package’s progress on the journey.
Clear Description of Goods
Even though the full details are on the commercial invoice, some carriers require a short but accurate product description.
The gross weight and outer dimensions are also specified to calculate shipping rates. This weight detail is very important when it comes to packages that have certain weight restrictions.
Some countries require origin marking on packaging so the country of origin is listed as well. Vague descriptions increase inspection risk.
Handling Instructions
Certain goods require additional labels, like “This side up”, “Do not stack”, or “Hazardous materials (UN numbers)”.
Service Types
In most cases, the shipping label specifies the service type, which determines:
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Delivery speed
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Transportation mode
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Cut-off times
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Customs processing priority
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Pricing
It’s usually printed clearly so the carrier can route the shipment correctly.
Payment Status
Shipping labels also indicate if the packages have been prepaid. P/P commonly stands for “Postage Paid” or “Prepaid”, meaning the shipping cost has already been paid. These labels are often printed online by the sender through a carrier’s website or created by a third-party logistics (3PL) provider.
Different carriers have specific label formats. There are also various other types of shipping labels required for different goods and shipping methods, such as those for lithium batteries shipping or FBA shipments. Always follow the carrier’s official template.
How to Print a Shipping Label?
You can save an amount of money and time if you know how to create and print your shipping labels. If you don’t know where to start, the following will prove to be a helpful guide for you:
Use Your Preferred Carrier’s Website
Major shipping carriers have all the tools available on their website to create and print shipping labels. You can start like this:
First, you have to visit the website of your preferred shipping carrier like DHL, UPS, FedEx, USPS, etc.
Then you have to fill out a shipping label template and include all the necessary information in it, such as the sender’s details, the recipient’s details, the weight of the package, the shipping date on which you want your package to be collected, etc.
After you have completed the form, go to the download option and save your label.
Use Free Shipping Label Templates
You can also find free shipping label templates that are available online to make the entire process more flexible for you.
An example is Shopify, which has a free shipping label template tool available on its site. After you input all the relevant details, you simply have to choose the ready-to-print option so that the tool generates your label tailored specifically to your needs.
Leverage Third-Party Solutions
When it comes to shipping larger volumes or when you have to manage more complex logistics, you should try to use third-party tools and their services because that would greatly simplify the process for you:
Their platforms streamline the process of label creation for businesses that are handling and managing many shipments per week. Such tools integrate with various carriers, which helps in saving time and money to reduce potential errors.
They also handle order fulfillment as well as shipping on your behalf by offering a whole solution for scaling companies.
Important Notes for Importers
Provide Accurate and Consistent Information
To avoid delays or any other issues, your shipping label should have all the necessary information.
Moreover, as an importer, check that all of these match your commercial invoice, packing list, and any broker instructions; otherwise, customs delays or fines are likely.
Ensure Print Quality and Attach the Label Securely
Even if the data is correct, bad printing or placement can cause missorts, returns, or surcharges. The direct thermal shipping label printer or thermaltransfer printer give smudgefree, high-contrast labels that scan reliably and print fast.
After creating the label, you need to print it and attach it securely to your parcel. Attach the label flat on the largest, smooth surface of the box so that it doesn’t fold and obscure the barcode. You should firmly attach the label to the package with the help of adhesive labels or tape so that it doesn’t get lost during transit. Do not cover barcodes with tape or film that reflects light and prevents scanning.
Product labeling vs. shipping label
Product labels and shipping labels are different.
Product labels must meet related import rules such as country-of-origin marking, manufacturer or importer identification, and, depending on the product, safety or regulatory labels.
Shipping labels might also cover this information but do not replace these; you must have both correct.
Remove Old Labels
Never ship with old carrier labels still visible; they can redirect or confuse automated systems.
Conclusion
Now you know how to print a shipping label. In international trade, your shipping label and the markings on your master cartons are legal declarations. Even minor errors can lead to shipments being delayed, fined, or seized. Importers need to treat printing shipping labels as both an accuracy task and a compliance task.
FAQs
Do shipping labels cost money?
When it comes to creating a shipping label online, they are completely free; however, the printer and label paper cost money. Besides, when you have to ship your package, you would have to pay for the freight.
Can I handwrite a shipping label?
Yes, you can handwrite a shipping label instead of using printed shipping labels if it is for local postal services or small domestic parcel shipments. However, for most international and courier shipments using companies like DHL or FedEx, Handwritten labels are not acceptable.
Do shipping labels expire?
Those shipping labels expire when the “ship by date” has passed. Delivery services can only ship the package past the expiry date in rare cases, so keep an eye on the mentioned date.
