How to Format Shipping Labels for Different Carriers

Properly formatted shipping labels ensure that packages reach their destinations without delays, tracking issues, or carrier rejections. Different carriers—UPS, USPS, FedEx, and DHL—have specific label size, barcode, and placement requirements.

This guide breaks down the key elements of a shipping label, carrier-specific formatting rules, printing tips, and common mistakes to avoid.

Why Proper Shipping Label Formatting Matters

A correctly formatted shipping label is essential for:

Ensuring accurate deliveries and preventing misrouted or undelivered packages.
Avoiding rejected shipments due to incorrect label sizes or placements.
Improving tracking and sorting with clear, scannable barcodes.

Standard Elements of a Shipping Label

A shipping label contains key details that ensure a package reaches its destination accurately and on time. Understanding these elements helps prevent delivery issues and improves tracking, sorting, and customer satisfaction.

Key Parts of a Shipping Label

Each carrier’s label layout may vary slightly, but all shipping labels generally include the following components:

1. Sender's Information (From Address)

Displays the shipper’s name, address, and contact details. Essential for returns, undelivered packages, or sender verification.

2. Recipient's Information (To Address)

Contains the full delivery address of the recipient. Includes apartment or suite numbers when applicable to ensure proper delivery.

3. Package Weight

Provides the actual weight of the package. Used to calculate shipping costs and sorting categories.

4. Destination Postal Code

The ZIP code or postal code of the recipient’s location. Crucial for sorting, routing, and last-mile delivery efficiency.

5. Shipping Class / Service Level

Identifies the chosen shipping speed, such as Ground, Priority, Overnight, or Express. Helps carriers prioritize shipments based on urgency.

6. Tracking Barcode & Number

A scannable barcode that enables carriers to track a package’s journey. The numeric tracking number allows customers to monitor delivery progress.

Carrier-Specific Shipping Label Formats

Each major carrier has different label size and format requirements to ensure seamless processing.

UPS Shipping Label Format

Label Size: 4x6 inches (best for thermal shipping labels) or 8.5x11 inches for standard printers.
Barcode Placement: Must be positioned at the bottom half of the label.
Tracking Number Format: Typically starts with "1Z" followed by a 16-digit number.
Special Features: Accessorial codes are included for special services like Saturday Delivery.

Create a UPS shipping label today at UPS.com.

USPS Shipping Label Format

Label Size: 4x6 inches (preferred) or 8.5x11 inches for half-sheet shipping labels.
Barcode Requirements: Uses IMpb (Intelligent Mail Package Barcode) for tracking.
Service Type: Clearly displays First Class, Priority Mail, or Express shipping.
Military Mail Rules: APO/FPO addresses require special formatting.

Create a USPS shipping label at USPS.com.

FedEx Shipping Label Format

Label Size: 4x6 inches (thermal labels) or 8.5x11 full-sheet shipping labels.
Barcode & Tracking: FedEx Ground and FedEx Express have slightly different layouts.
Service Level & Billing Info: Located at the top of the label to indicate delivery speed.
Special Labels: FedEx provides dedicated labels for dry ice shipments and hazardous materials.

Create a FedEx shipping label at FedEx.com.

DHL Shipping Label Format

Label Size: 4x6 inches (preferred for international shipments).
Barcode Placement: Located at the bottom of the label, similar to UPS and FedEx.
Customs Documentation: International shipments require CN22/CN23 customs paperwork.
Tracking Number: DHL tracking numbers are 10 digits long and unique to each package.

Create a DHL shipping label at DHL.com.

Printing Tips for Carrier-Approved Labels

To ensure clear, scannable labels, follow these printing guidelines:

Thermal Printers (Recommended Option)

Produces smudge-proof labels ideal for high-volume shipping.
Works with roll-fed thermal shipping labels for fast, efficient printing.

Laser/Inkjet Printers

Use half-sheet shipping labels or full-sheet shipping labels to print standard carrier formats.
Avoid low-quality paper, which can cause ink smearing or poor barcode readability.

Where to Get Carrier-Formatted Shipping Labels

Whether shipping individual orders or handling bulk shipments, pre-formatted blank shipping labels can be obtained from the following sources:

Carrier Websites

UPS.com, USPS.com, FedEx.com, and DHL.com provide direct label printing options.

E-Commerce Platforms

Platforms like Shopify, eBay, Amazon, and Etsy allow users to print carrier-compliant labels.

Third-Party Shipping Software

Tools like ShipStation, Shippo, Stamps.com, EasyPost, and Pirate Ship support bulk shipping label printing.

Common Shipping Label Mistakes to Avoid

Avoid these errors to prevent delivery issues and rejected shipments:

Incorrect Label Size – Some carriers reject incorrectly formatted labels.
Missing or Damaged Barcode – A damaged barcode can delay package tracking.
Placing Labels Over Box Seams – This may cause labels to peel off during transit.
Low-Resolution Printing – Poor-quality prints can make barcodes unreadable.

Ensure a Fast, Hassle-Free Process with the Right Shipping Labels

Properly formatted shipping labels keep deliveries on schedule and prevent costly mistakes. Each carrier has specific size and barcode placement rules, so using the right shipping label template and printing method ensures smooth processing.

For reliable blank shipping labels, check out our selection of thermal shipping labels designed for carrier-approved printing.