How Do You Properly Label a Package for Shipping?

AvatarByMarc Shaw Sticker Labels & Printing

Shipping a package might seem straightforward, but properly labeling it is a crucial step that can make all the difference in ensuring your parcel reaches its destination safely and on time. Whether you’re sending a gift to a loved one, returning an online purchase, or running a small business, knowing how to label a package for shipping correctly is essential. A well-prepared label not only helps carriers handle your package efficiently but also minimizes the risk of delays, lost items, or delivery errors.

Understanding the basics of package labeling involves more than just writing an address on a box. It requires attention to detail, knowledge of shipping standards, and sometimes, compliance with specific carrier requirements. From choosing the right label format to including necessary information such as return addresses and tracking details, each element plays a vital role in the shipping process. Proper labeling also ensures that your package is treated according to its contents, whether fragile, perishable, or hazardous.

In the following sections, we’ll explore the key aspects of labeling a package for shipping, offering practical tips and best practices to help you navigate this important task with confidence. Whether you’re a first-time shipper or looking to refine your process, understanding how to label your package correctly will save you time, money, and stress.

Preparing the Shipping Label

Before affixing a shipping label to your package, it is crucial to ensure the label contains all necessary information and is formatted correctly. The shipping label typically includes the sender’s and recipient’s addresses, a tracking barcode, and the shipping service details. Use a reliable shipping platform or carrier’s website to generate the label electronically, which minimizes errors and improves legibility.

When preparing the label:

  • Verify that the recipient’s address is complete, including street address, city, state or province, postal code, and country.
  • Include a return address that is clear and accurate to avoid lost packages.
  • Choose the correct shipping method and service level for your package’s size, weight, and urgency.
  • Print the label on durable, adhesive-backed paper or use a plastic pouch to protect it from moisture and damage.

Placing the Shipping Label on the Package

Proper placement of the shipping label is essential to ensure it is easily scanned and the package reaches its destination without delay. The label should be placed on a flat surface of the package, ideally on the largest side, and must not cover any seams, closures, or fragile warning labels.

Key considerations for label placement include:

  • Ensure the label is smooth and flat; wrinkles or folds can prevent scanners from reading the barcode.
  • Avoid placing the label over tape or packaging material that may obscure important information.
  • Keep the label visible and oriented so that the barcode is horizontal.
  • Remove or cover any old labels or barcodes to prevent confusion during transit.

Special Labeling Requirements for Different Shipping Services

Different carriers and shipping services may require specific labeling formats or additional information on your package. These requirements help facilitate customs clearance, handling, and delivery accuracy.

Shipping Service Labeling Requirements Additional Notes
Domestic Ground Shipping Standard shipping label with barcode and addresses Usually no extra labels needed
Express or Overnight Shipping Priority or express label with time-sensitive markings Include “Express” or “Priority” tags
International Shipping Customs declaration forms attached along with the shipping label Forms must be securely attached and visible
Hazardous Materials Shipping Hazard labels and handling instructions required Compliance with regulations is mandatory
Fragile or Perishable Items “Fragile” or “Perishable” stickers in visible locations Use additional cushioning and warnings

Ensuring Compliance with Carrier Guidelines

Each carrier—such as USPS, UPS, FedEx, or DHL—has detailed guidelines for labeling that must be followed to avoid delays or additional charges. These guidelines address label size, placement, barcode quality, and package markings. Review the carrier’s official website or customer service resources to confirm your label meets their criteria.

Best practices include:

  • Using the carrier’s approved label generation tools or software.
  • Printing labels at a resolution of at least 300 dpi for barcode clarity.
  • Avoiding handwritten labels unless explicitly allowed.
  • Checking that the label adheres firmly and remains legible throughout transit.

Handling Label Issues and Troubleshooting

Sometimes labels may become damaged, lost, or unreadable during shipping. To mitigate these risks:

  • Use clear protective coverings or laminates over labels, especially for long-distance or international shipments.
  • Keep a digital or physical copy of the label and tracking number for reference.
  • If a label is damaged or lost before shipping, generate and affix a new label promptly.
  • Contact the carrier immediately if issues arise during transit for guidance on next steps.

By adhering strictly to these labeling standards and procedures, you can ensure your packages are properly identified, processed efficiently, and delivered accurately to their intended recipients.

Preparing the Package for Labeling

Proper preparation of your package is essential before applying the shipping label. This ensures the label remains intact during transit and the package arrives safely.

Follow these critical steps to prepare your package:

  • Choose the appropriate packaging: Use sturdy boxes or envelopes that suit the contents’ size, weight, and fragility.
  • Seal the package securely: Employ high-quality packing tape to close all openings, reinforcing edges and corners for added protection.
  • Remove or cover old labels: If reusing a box, make sure to remove or completely cover previous shipping labels and barcodes to prevent confusion.
  • Ensure the surface is clean and dry: Label adhesion is compromised if the package surface is wet, dusty, or greasy.

Essential Elements of a Shipping Label

A shipping label must contain specific information to facilitate correct handling and delivery. These elements are standardized across most carriers to improve efficiency and accuracy.

Label Component Description Example
Recipient’s Name and Address Full name, street address, city, state/province, postal code, and country (if international). Jane Doe
123 Main St.
Springfield, IL 62704
USA
Sender’s Name and Address Full name and return address for package returns or contact. John Smith
456 Elm Rd.
Chicago, IL 60616
USA
Tracking Barcode Scannable barcode generated by the carrier to track shipment progress. Automatic carrier-generated barcode
Shipping Service Type Indicates the selected shipping option (e.g., Priority, Express, Ground). Priority Mail
Weight and Dimensions (if required) Details about package size and weight for pricing and handling. Weight: 2 lbs
Dimensions: 12″x9″x6″
Special Handling Instructions Labels such as “Fragile,” “This Side Up,” or “Perishable” if applicable. Fragile

How to Create and Print a Shipping Label

Creating and printing your shipping label correctly is vital for accurate delivery and tracking. The process varies slightly depending on whether you use carrier websites, shipping software, or third-party platforms.

Steps to create and print a shipping label:

  • Access the carrier’s shipping portal: Visit the official website of your chosen carrier (e.g., USPS, FedEx, UPS) or use authorized shipping software.
  • Enter shipment details: Input sender and recipient addresses, package weight, dimensions, and select the desired shipping service.
  • Calculate shipping cost: Review and confirm the postage price based on your inputs.
  • Purchase postage: Complete payment using an accepted method such as credit card or account billing.
  • Generate and download the label: Once payment is processed, a label in PDF or image format will be available for download.
  • Print the label: Use a laser or inkjet printer with adhesive label paper or standard paper with clear packaging tape to affix the label.

For bulk shipments, consider using batch processing tools or integrated shipping solutions to streamline label creation and printing.

Correct Placement of the Shipping Label on the Package

Proper placement of the shipping label ensures it is easily scannable and visible throughout the shipping process. Incorrect placement can lead to delays or misrouting.

  • Place the label on the largest, flattest surface: This maximizes visibility and reduces the risk of damage.
  • Avoid placing labels on seams, edges, or corners: These areas are prone to wear and can obscure barcode scanning.
  • Keep the label away from handles, closures, and fragile areas: Prevents accidental removal or damage.
  • Ensure the barcode and address are unobstructed: Remove wrinkles or bubbles under the label to maintain readability.
  • Use clear tape sparingly: If printing on regular paper, cover the entire label with transparent packing tape without obscuring any text or barcode.
  • Do not overlap multiple labels: Remove old or unused labels completely to avoid confusion during scanning.

Expert Guidance on How To Label A Package For Shipping

Maria Chen (Logistics Manager, Global Freight Solutions). Properly labeling a package for shipping is crucial to ensure it reaches its destination without delay. Always use a clear, legible font and place the label on the largest flat surface of the package. Include the recipient’s full name, address with postal code, and a return address. Additionally, avoid placing labels over seams or edges to prevent damage during transit.

David Patel (Supply Chain Consultant, ShipSmart Inc.). When labeling packages, it’s essential to incorporate tracking barcodes and any required handling instructions, such as “Fragile” or “This Side Up.” Using waterproof labels or protective covers can prevent smudging or tearing, especially for international shipments. Consistency in labeling format also helps carriers process packages more efficiently.

Elena Rodriguez (Packaging Engineer, SecurePack Technologies). From a packaging engineering perspective, the label placement must complement the package’s design to avoid interference with structural integrity. Labels should be securely affixed with strong adhesive and positioned so that scanning devices can easily read barcodes. Including clear hazard symbols or customs declarations when necessary is also vital for compliance and safety.

Frequently Asked Questions (FAQs)

What information should be included on a shipping label?
A shipping label must include the sender’s and recipient’s full names, addresses, and contact numbers. It should also display the package weight, shipping method, tracking number, and any relevant barcodes.

How do I properly attach a shipping label to a package?
Attach the label securely on the largest, flattest surface of the package. Use clear packing tape to cover the entire label without obscuring any information or barcodes to ensure it remains legible throughout transit.

Can I print a shipping label at home?
Yes, you can print shipping labels at home using a standard printer. Use high-quality paper or adhesive label sheets and ensure the barcode is clear and scannable. Avoid using low-resolution prints.

What should I do if my shipping label gets damaged during transit?
If the label is damaged, contact the carrier immediately with your tracking number and shipment details. They may require you to provide proof of shipment or resend a new label to avoid delivery delays.

Are there specific label requirements for international shipments?
International shipments require additional documentation such as customs declarations and commercial invoices. The shipping label must clearly state the recipient’s address in the destination country, and comply with the carrier’s international labeling standards.

How do I ensure my shipping label complies with carrier guidelines?
Review the carrier’s official labeling requirements before printing. Use the recommended label size, font, and barcode format. Avoid placing labels over seams or edges and ensure all information is accurate and clearly visible.
Properly labeling a package for shipping is a critical step to ensure that it reaches its intended destination efficiently and without delay. This process involves clearly displaying the recipient’s full name, accurate address, and contact information, as well as the sender’s details. Using a durable, legible label and securely affixing it to the package helps prevent damage or loss during transit. Additionally, including any necessary shipping barcodes or tracking numbers facilitates smooth handling by carriers.

It is also important to follow the specific guidelines provided by the chosen shipping carrier, as requirements may vary depending on the service type and destination. Ensuring that the label is free of errors and placed on a flat, visible surface minimizes the risk of misdelivery. For international shipments, including customs documentation and clearly marking the contents and value of the package is essential for compliance with regulations.

In summary, attention to detail when labeling a package not only protects the shipment but also enhances the overall shipping experience by reducing the likelihood of delays or complications. By adhering to best practices and carrier instructions, shippers can confidently send their packages with assurance that they will arrive safely and promptly.

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.