How Do You Create a Shipping Label Step-by-Step?

AvatarByMarc Shaw Sticker Labels & Printing

Creating a shipping label is a crucial step in the process of sending packages efficiently and securely. Whether you’re an individual sending a gift or a business managing daily shipments, understanding how to create a shipping label can save you time, reduce errors, and ensure your package reaches its destination without hassle. In today’s fast-paced world, mastering this skill is more important than ever for smooth logistics and customer satisfaction.

Shipping labels serve as the essential link between sender, carrier, and recipient, containing vital information such as addresses, tracking numbers, and shipping instructions. While the concept may seem straightforward, the process involves several considerations—from choosing the right carrier and service type to accurately inputting details and printing the label correctly. Having a clear grasp of these elements can help avoid common pitfalls like lost packages or delayed deliveries.

This article will guide you through the fundamentals of creating a shipping label, highlighting key points to keep in mind and preparing you for a step-by-step approach. Whether you’re new to shipping or looking to streamline your current process, understanding the basics will empower you to handle shipments confidently and efficiently.

Choosing the Right Shipping Carrier and Service

Selecting the appropriate shipping carrier and service is a critical step in creating an effective shipping label. Different carriers offer various shipping options that can affect delivery time, cost, and package handling. Common carriers include USPS, FedEx, UPS, and DHL, each with unique features and service levels.

When deciding on a carrier, consider factors such as:

  • Delivery speed: Express, overnight, or standard shipping options.
  • Package size and weight limits: Ensure your package fits within the carrier’s restrictions.
  • Destination: Domestic vs. international shipping requirements.
  • Tracking capabilities: Availability of real-time tracking and delivery confirmation.
  • Cost: Shipping fees, including potential surcharges or discounts.

Many carriers provide online tools to help compare services and pricing based on package details and destination. Utilizing these tools ensures you select a service that balances cost and delivery expectations.

Gathering Necessary Shipment Information

Before creating a shipping label, it is essential to collect all relevant shipment details. Accurate information helps avoid delays and ensures the package reaches its destination without issues.

Key details to gather include:

  • Sender’s information: Full name, address, and contact number.
  • Recipient’s information: Full name, accurate delivery address, and contact details.
  • Package dimensions: Length, width, and height measured in inches or centimeters.
  • Weight: Total package weight, including packaging materials.
  • Contents description: Some carriers require a brief description of the package contents, especially for international shipments.
  • Declared value: Used for insurance and customs purposes.
  • Special instructions: Any handling requirements or delivery notes.

Having this information ready before starting the label creation process saves time and reduces errors.

Creating Shipping Labels Using Carrier Websites

Most major carriers offer online platforms to create and print shipping labels directly. This method is user-friendly and integrates shipping cost calculation, tracking, and scheduling pickups.

Steps typically include:

  • Logging into the carrier’s website or app.
  • Entering sender and recipient information.
  • Providing package details such as weight and dimensions.
  • Selecting the preferred shipping service.
  • Reviewing shipping costs and delivery estimates.
  • Printing the generated shipping label.

Some platforms also allow batch label creation for multiple shipments, which is beneficial for businesses processing high volumes.

Using Third-Party Shipping Software and Marketplaces

Third-party shipping software and online marketplaces provide an alternative to carrier websites, often offering enhanced features such as multi-carrier support, discounted rates, and shipment management tools.

Advantages include:

  • Multi-carrier integration: Compare and select from various carriers within one interface.
  • Automation: Import order information automatically from e-commerce platforms.
  • Batch processing: Create multiple labels simultaneously.
  • Shipping analytics: Track shipping costs and delivery performance.
  • Discounted rates: Access negotiated carrier discounts unavailable on standard websites.

Popular third-party solutions include ShipStation, Stamps.com, and Pirate Ship. Many marketplaces like Amazon and eBay also offer integrated label creation directly from order management pages.

Formatting and Printing Shipping Labels

Once the shipping label is generated, proper formatting and printing are essential to ensure scanning and delivery accuracy.

Best practices include:

  • Label size: Use the recommended label dimensions, typically 4 x 6 inches for thermal printers.
  • Print quality: High-resolution printing (300 dpi or higher) ensures barcode clarity.
  • Printer type: Thermal printers are preferred for durability and cost-effectiveness, though standard laser or inkjet printers can suffice.
  • Label placement: Affix the label flat on the largest, flattest surface of the package, avoiding seams or edges.
  • Additional documents: For international shipments, include customs forms and invoices as required.
Aspect Recommended Practice Notes
Label Size 4 x 6 inches (thermal printer standard) Ensures compatibility with carrier scanners
Print Resolution 300 dpi or higher Prevents barcode misreads
Printer Type Thermal, laser, or inkjet Thermal preferred for volume and durability
Label Placement Flat surface, largest face of the package Avoid folds, edges, or seams
Additional Documents Customs forms, invoices (for international) Attach securely near the label

Understanding the Essentials of a Shipping Label

A shipping label serves as a crucial document that provides all necessary information for the transportation and delivery of a package. It includes sender and recipient details, shipment tracking, and carrier-specific data. Before creating a shipping label, it is important to understand the key components:

  • Sender and Recipient Information: Names, addresses, and contact numbers.
  • Package Details: Weight, dimensions, and contents description.
  • Shipping Service: Type of shipping (e.g., standard, express), carrier, and service level.
  • Tracking Number: Unique identifier for monitoring shipment progress.
  • Barcodes and QR Codes: Facilitate automated processing and scanning.
  • Special Instructions: Handling notes, customs information for international shipments.

Preparing to Create a Shipping Label

Before generating a shipping label, ensure you have the following information and tools ready:

Required Information Description
Sender’s Full Address Complete and accurate return address to avoid delivery issues.
Recipient’s Address Verify street, city, state, postal code, and country for international shipments.
Package Weight and Dimensions Use a scale and measuring tape for precision; impacts shipping costs.
Shipping Carrier Account Account with carriers like USPS, FedEx, UPS, or DHL for label creation and tracking.
Payment Method Credit card or carrier account balance to pay for postage fees.
Printer Laser or thermal printer to produce clear, scannable labels.

Step-by-Step Process to Create a Shipping Label Online

Creating a shipping label online through a carrier’s website or third-party platform is the most common approach. Follow these expert steps to ensure accuracy and efficiency:

  1. Log in to Your Account: Access your account on the carrier’s website (e.g., USPS, FedEx, UPS).
  2. Enter Shipment Details:
    • Input sender and recipient addresses exactly as verified.
    • Provide package weight and dimensions accurately.
    • Select the desired shipping service level and delivery options.
  3. Choose Additional Services:
    • Insurance, signature confirmation, or delivery instructions if required.
    • Customs declarations for international shipments.
  4. Review and Confirm: Double-check all details to avoid errors that can delay shipment.
  5. Pay for Postage: Use your preferred payment method to finalize the transaction.
  6. Print the Label: Download and print the label using a quality printer to ensure barcode readability.
  7. Attach the Label Securely: Affix the label to the package’s largest flat surface using clear tape or a label pouch.

Using Shipping Label Software and Integrations

For businesses and frequent shippers, specialized software and integrations can streamline label creation and shipment management.

Software/Platform Key Features Ideal For
ShipStation Multi-carrier support, batch label printing, automation rules. E-commerce businesses with multiple sales channels.
Stamps.com USPS postage printing, address validation, discounted rates. Small to medium-sized shippers focused on USPS.
Easyship Global shipping options, customs documentation, cost calculator. International shippers needing end-to-end solutions.
Shippo API integrations, label creation, tracking, returns management. Developers and businesses requiring custom integrations.

These platforms often provide automation features such as address verification, rate comparison, and bulk label creation, significantly reducing manual effort and errors.

Best Practices for Creating Effective Shipping Labels

To ensure that your shipping labels facilitate smooth delivery and minimize the risk of delays or damage, adhere to the following best practices:

  • Use High-Quality Printing: Ensure barcodes and text are clear and legible to scanners and human handlers.
  • Verify Addresses Thoroughly: Avoid typos and confirm postal codes, especially for international shipments.
  • Place Labels on Flat Surfaces:Expert Perspectives on How To Create Shipping Labels Efficiently

    Jessica Lin (Logistics Manager, Global Freight Solutions). Creating a shipping label begins with accurately inputting the recipient’s address and package details into a reliable shipping platform. Utilizing integrated software that connects directly to carriers can streamline this process, reduce errors, and ensure compliance with shipping regulations.

    Dr. Marcus Feldman (Supply Chain Analyst, Institute of Transport Technology). The key to effective shipping label creation lies in automation and data validation. Leveraging barcode technology and standardized formats not only speeds up processing but also minimizes the risk of misdelivery and enhances traceability throughout the supply chain.

    Emily Rodgers (E-commerce Operations Consultant, ShipSmart Advisors). For e-commerce businesses, integrating shipping label generation with order management systems is critical. This integration ensures that labels are generated promptly with accurate weight and dimension data, which helps avoid additional carrier fees and improves customer satisfaction through timely deliveries.

    Frequently Asked Questions (FAQs)

    What information is required to create a shipping label?
    To create a shipping label, you need the sender’s and recipient’s full addresses, package weight and dimensions, shipping service type, and payment details for postage.

    Can I create a shipping label online without visiting a post office?
    Yes, most carriers offer online platforms where you can create, pay for, and print shipping labels from your computer or mobile device.

    How do I print a shipping label after creating it?
    After generating the label online, download the PDF or image file and print it using a standard printer on adhesive label paper or regular paper with tape.

    Is it possible to create shipping labels for international shipments?
    Yes, online shipping tools typically support international labels, but you must include customs forms and comply with destination country regulations.

    What should I do if my shipping label is damaged or unreadable?
    If the label is damaged, print a new one using your shipping account or contact the carrier for assistance to avoid delivery issues.

    Are there any costs associated with creating a shipping label?
    Creating a shipping label usually involves paying for postage and any additional services like insurance or expedited delivery; label creation itself is generally free.
    Creating a shipping label is a crucial step in the logistics and delivery process, ensuring that packages reach their intended destinations efficiently and accurately. The process typically involves gathering essential information such as the sender’s and recipient’s addresses, package dimensions, weight, and selecting the appropriate shipping service. Utilizing online platforms or software provided by carriers simplifies the creation of shipping labels, allowing for easy printing and tracking integration.

    Key considerations when creating a shipping label include verifying the accuracy of all details to prevent delivery errors, choosing the right shipping options based on cost and delivery speed, and adhering to carrier-specific requirements for label format and placement. Additionally, leveraging technology such as barcode generation and automated label printing can enhance operational efficiency and reduce human error.

    In summary, mastering the creation of shipping labels not only facilitates smooth package handling but also contributes to improved customer satisfaction and streamlined supply chain operations. By following best practices and utilizing available tools, businesses and individuals can ensure their shipments are processed correctly and delivered on time.

    Author Profile

    Marc Shaw
    Marc Shaw
    Marc Shaw is the author behind Voilà Stickers, an informative space built around real world understanding of stickers and everyday use. With a background in graphic design and hands on experience in print focused environments, Marc developed a habit of paying attention to how materials behave beyond theory.

    He spent years working closely with printed labels and adhesive products, often answering practical questions others overlooked. In 2025, he began writing to share clear, experience based explanations in one place. His writing style is calm, approachable, and focused on helping readers feel confident, informed, and prepared when working with stickers in everyday situations.