Mastering Shipping Labels for Small Businesses: Printing & Applying

In the world of small business, shipping labels might seem like a minor detail, but they play a crucial role in ensuring that your products reach your customers safely and on time.

This article will walk you through the essentials of printing and applying shipping labels, complete with practical examples and best practices. Let’s get started!

The Importance of Proper Shipping Labels

Shipping labels are more than just stickers with an address—they're vital for the logistical chain.

Why Accurate Shipping Labels Matter

Accuracy in your shipping labels ensures that packages are delivered to the correct address. Any mistake can lead to delays, lost packages, and unhappy customers. A precise shipping label includes all necessary information, such as the recipient's address, sender's address, weight, and shipping method.

Impact on Delivery Efficiency and Customer Satisfaction

Proper shipping labels directly affect delivery efficiency and customer satisfaction. A well-labeled package travels smoothly through sorting facilities and arrives at its destination promptly, leading to happy customers who are more likely to return for future purchases.

How to Print Shipping Labels for Small Businesses

Printing your own shipping labels can save you time and money. Here’s a step-by-step guide on how to do it.

Step 1: Choose the Right Blank Labels

Selecting the right type of blank label product is the first step. Ensure that the labels are compatible with your printer and are the right size for your shipping needs. Popular options include adhesive labels that come in rolls or sheets. For example, 4x6 inch labels are commonly used for shipping purposes.

Step 2: Choose the Right Label Printer

Investing in a good label printer can make a big difference. Thermal printers are popular for shipping labels because they don't require ink and produce smudge-proof labels. Laser and inkjet printers can also be used, but make sure they provide clear and durable prints. A well-known thermal printer brand is Zebra, which offers various models suited for different business sizes.

Step 3: Set Up Your Printing Software

Use reliable software to design and print your labels. Many shipping carriers offer free tools, or you can use specialized software like Adobe Illustrator, Microsoft Word, or dedicated label printing software like LabelJoy or Bartender. Ensure the software is user-friendly and integrates well with your shipping system.

Step 4: Enter Accurate Shipping Information

Double-check the shipping information before printing. This includes the recipient's address, return address, and any special instructions. Correct information prevents misdelivery and ensures timely arrival. Utilize templates provided by your software to avoid re-entering information for frequent shipments.

Step 5: Print and Inspect the Labels

After printing, inspect each label for clarity and accuracy. Ensure that all barcodes are scannable and that the text is legible. This final check helps avoid issues during shipping. For businesses shipping high volumes, consider using a batch inspection process to maintain quality control.

How to Apply Shipping Labels Correctly

Applying shipping labels properly is as important as printing them. Here’s how to do it right.

Step 1: Prepare the Surface

Ensure the surface of your package is clean and dry. A smooth surface ensures better adhesion. Dust and moisture can significantly reduce the sticking power of your labels, so wipe down the area if necessary.

Step 2: Peel and Align the Label

Carefully peel the label from its backing and align it on the package. Take your time to position it correctly to avoid any wrinkles or misalignments. Aligning the label straight and centered makes it easier for scanners to read barcodes and for handlers to see important information.

Step 3: Apply Firm Pressure

Press the label firmly onto the package, starting from the center and working your way outwards. This helps to eliminate air bubbles and ensures strong adhesion. Use a roller or a flat edge to smooth out the label if needed.

Step 4: Ensure Full Adhesion

Check that all edges of the label are fully stuck down. This prevents the label from peeling off during transit. Inspect each package before sending it out to ensure the label is secure, particularly if the package will go through rough handling.

Shipping Label Examples

Here are some common types of shipping labels and their uses.

Standard Shipping Labels

These labels typically include the sender and recipient addresses, a barcode, and shipping method. They're used for domestic deliveries. A clear and concise format helps in quick identification and processing at sorting facilities.

International Shipping Labels

International labels have additional fields for customs information, such as the contents of the package and its value. Accurate completion is crucial to avoid delays in customs. Including all necessary information helps avoid extra charges and delays.

Return Shipping Labels

These labels are included with a shipment to facilitate easy returns. They usually contain a pre-printed return address and sometimes a prepaid postage mark. Offering return labels can enhance customer satisfaction and streamline the returns process.

Best Practices for Shipping Labels

Following these best practices can improve the effectiveness of your shipping labels.

Ensuring Readability

Use a clear, legible font and make sure the text contrasts well with the label background. Avoid using colors that are too light or dark. High contrast between the text and background ensures easy readability by both humans and machines.

Using Durable Materials

Choose durable label materials that can withstand handling and exposure to elements. Waterproof and tear-resistant labels are ideal for ensuring that the information remains intact. Consider using UV-resistant ink for labels exposed to sunlight.

Regularly Updating Software

Keep your label printing software and drivers updated. This ensures compatibility with your printer and access to the latest features and templates. Updated software can also provide new tools for better label design and integration with other systems.

Shipping Labels FAQs

What type of printer is best for printing shipping labels?

Thermal printers are the best option for shipping labels because they are fast, reliable, and produce smudge-proof prints without the need for ink. Zebra and Dymo are popular brands known for their high-quality thermal printers.

How do I ensure my shipping labels are readable?

Use a high-resolution printer, clear fonts, and strong contrast between text and background. Regularly inspect your printed labels for clarity. Ensuring barcodes are printed correctly is also crucial for automated systems to read the labels.

What information should be included on a shipping label?

A shipping label should include the sender's address, recipient's address, weight, shipping class, and a barcode. For international shipments, include customs information. Adding contact numbers can also help in case of delivery issues.

How can I apply shipping labels so they don't peel off during transit?

Ensure the package surface is clean and dry, apply the label smoothly with firm pressure, and check that all edges are securely adhered. Using high-quality labels and adhesive is also important to prevent peeling.

Can I print shipping labels at home for my small business?

Yes, you can print shipping labels at home using a thermal printer or a regular laser or inkjet printer. Ensure you have the correct blank labels and printing software. Many small businesses find that printing labels in-house saves time and reduces costs.

By following these guidelines, you can master the art of printing and applying shipping labels, ensuring efficient deliveries and happy customers. For more information and to explore our range of label products, visit our shipping labels page.