What Information Should You Include on a Shipping Label?

AvatarByMarc Shaw Sticker Labels & Printing

When it comes to sending packages, the shipping label is more than just a sticker—it’s the essential roadmap that guides your parcel safely from your hands to its final destination. Knowing what to put on a shipping label can make all the difference between a smooth delivery and a lost or delayed package. Whether you’re a seasoned seller, a small business owner, or simply mailing a gift, understanding the key components of a shipping label is crucial for ensuring your shipment arrives on time and intact.

A well-prepared shipping label contains vital information that helps carriers identify the sender, the recipient, and the specifics of the delivery. It acts as a communication tool that minimizes errors and speeds up the shipping process. Yet, many people overlook the details that make a shipping label effective, which can lead to confusion or costly mistakes. By grasping the essentials of what should be included, you can avoid common pitfalls and gain confidence in your shipping practices.

In the following sections, we’ll explore the fundamental elements that every shipping label should have, why each piece of information matters, and tips to create labels that meet carrier requirements. Whether you’re shipping domestically or internationally, this guide will equip you with the knowledge to prepare your packages like a pro and ensure they reach their destination without a hitch.

Essential Information to Include on a Shipping Label

A shipping label must contain specific details to ensure the package is delivered accurately and efficiently. The key elements provide clear guidance to carriers and recipients, minimizing the risk of delays or lost parcels. Each component serves a distinct purpose in the logistics chain.

The primary details on a shipping label include:

  • Recipient’s Full Name: This should be the person or entity receiving the package.
  • Recipient’s Address: Include street address, apartment or suite number if applicable, city, state or province, postal or ZIP code, and country.
  • Sender’s Full Name and Address: This information is crucial for return purposes and for tracking.
  • Contact Phone Numbers: Phone numbers for both sender and recipient can help carriers resolve delivery issues quickly.
  • Tracking Number: Provided by the shipping carrier, this number allows both sender and receiver to monitor the package’s journey.
  • Shipping Service Level: Indicate the type of shipping service selected (e.g., standard, expedited, overnight).
  • Barcodes: These are machine-readable codes that speed up sorting and tracking.
  • Special Handling Instructions: Any specific notes such as “Fragile,” “Perishable,” or “This Side Up.”

Including these elements clearly and legibly ensures that the shipment can be processed without confusion.

Formatting and Placement Guidelines for Shipping Labels

How the information is arranged and positioned on the shipping label is as important as the content. Proper formatting enhances readability and prevents misrouting.

  • Font Size and Style: Use a clear, sans-serif font such as Arial or Helvetica, with a minimum size of 10 points to ensure legibility.
  • Contrast: Black text on a white background is standard for maximum readability.
  • Label Size: The label should be large enough to fit all necessary information without overcrowding. Common label dimensions are 4 x 6 inches.
  • Adhesion: Use durable, weather-resistant labels and adhesives to withstand handling and environmental exposure.
  • Orientation: The label should be placed on the largest, flattest surface of the package for easy scanning and reading.
  • Avoid Obstructions: Do not place labels over seams, closures, or edges where they might be damaged or obscured.

A well-formatted label not only helps in smooth delivery but also supports efficient automation in shipping facilities.

Label Component Recommended Format Placement Notes
Recipient Name & Address Bold, 12pt font, multiple lines Center or top left of label Include all address details and postal code
Sender Name & Address Regular 10pt font, multiple lines Bottom left or top left corner Necessary for returns
Tracking Barcode Standard 1D or 2D barcode Right side or bottom center Must be unobstructed and scannable
Contact Numbers Regular 10pt font Near corresponding address Optional but recommended
Shipping Service Level Bold or highlighted text Near top or above recipient address Useful for carrier prioritization
Special Handling Instructions Red or bold text Visible area near barcode or top Ensure visibility for handlers

Common Mistakes to Avoid on Shipping Labels

Errors or omissions on shipping labels can cause delays, lost packages, or additional costs. Being aware of frequent mistakes helps prevent these issues.

  • Incomplete Address Information: Missing apartment numbers, postal codes, or country names can confuse carriers.
  • Illegible Text: Handwritten labels or poor print quality reduce readability and scanning efficiency.
  • Incorrect Format of Address: Not following local addressing conventions can mislead sorting systems.
  • Omitting Sender Information: Without a return address, undeliverable packages cannot be returned.
  • Placing Label on Uneven Surfaces: Wrinkles, seams, or curved surfaces can damage labels.
  • Covering Barcodes with Tape or Ink: This prevents scanning and tracking.
  • Using Non-Durable Labels: Labels that peel off or fade under weather conditions cause loss of information.

Ensuring accuracy and clarity in every detail mitigates risks and supports timely delivery.

Additional Optional Details for Specialized Shipments

Certain shipments require extra information on the label to comply with regulations or to ensure proper handling.

  • Customs Declarations: For international shipments, include harmonized codes, item descriptions, and value.
  • Hazardous Material Indicators: Labels must display hazard class symbols and handling instructions.
  • Temperature Requirements: For perishable goods, indicate if refrigeration or freezing is needed.
  • Insurance Information: Mark if the package is insured and provide relevant reference numbers.
  • Delivery Instructions: Requests such as “Leave at front door” or “Signature required.”

These details help carriers and customs officials handle the package appropriately and avoid complications.

By adhering to these guidelines, a shipping label can effectively communicate all necessary information, facilitating smooth transit from sender to recipient.

Essential Information to Include on a Shipping Label

A shipping label serves as the primary source of information for carriers to deliver packages accurately and efficiently. Including all necessary details ensures smooth transit and minimizes the risk of delays or misdelivery.

The following key elements must be clearly displayed on any shipping label:

  • Recipient’s Full Name: Use the official name of the individual or business receiving the package.
  • Delivery Address: Include the complete street address, apartment or suite number (if applicable), city, state or province, postal/ZIP code, and country.
  • Return Address: The sender’s full name and address should be included to facilitate returns or undeliverable packages.
  • Contact Phone Number: A phone number for the recipient or sender can assist carriers in case of delivery issues.
  • Tracking Number and Barcodes: These enable automated scanning and real-time tracking of the package.
  • Shipping Service Details: Indicate the chosen shipping method (e.g., standard, expedited) or carrier-specific service codes.
  • Special Handling Instructions: If necessary, include labels such as “Fragile,” “This Side Up,” or “Perishable” to alert handlers.

Formatting Guidelines for Shipping Labels

Proper formatting improves label legibility and reduces scanning errors. Adhering to common standards ensures compatibility with carrier systems and facilitates faster processing.

Consider the following formatting best practices when preparing a shipping label:

Label Aspect Best Practice Reason
Font Type and Size Use a sans-serif font (e.g., Arial, Helvetica) with a minimum size of 10 pt Ensures readability by both humans and optical scanners
Contrast Black text on a white background Maximizes clarity and scanning accuracy
Label Size Use label dimensions recommended by the carrier, commonly 4×6 inches Fits standard shipping label printers and carrier requirements
Barcode Placement Place barcode in a flat, unobstructed area on the label Facilitates scanning during sorting and delivery
Address Layout Organize address elements in clear, separate lines Prevents confusion and supports automated reading systems

Additional Elements That Enhance Shipping Labels

In addition to the mandatory information, including supplementary details can improve shipping efficiency and reduce risk.

  • Customs Information: For international shipments, list harmonized codes, item descriptions, and declared value to comply with customs regulations.
  • Delivery Instructions: Specify preferences such as “Leave at front door,” “Signature required,” or “Hold for pickup.”
  • Insurance Information: Indicate if the shipment is insured, including policy numbers or coverage amounts.
  • Date of Shipment: Including the date can help track shipping timelines and manage logistics.
  • Package Weight and Dimensions: Some carriers require this information to calculate shipping costs and ensure proper handling.

Common Mistakes to Avoid When Preparing Shipping Labels

Errors on shipping labels can cause delays, lost packages, or additional charges. Avoid the following pitfalls to maintain smooth shipping operations:

  • Incomplete or Incorrect Addresses: Verify all address components, including postal codes and unit numbers.
  • Illegible Text or Poor Print Quality: Use high-resolution printing and avoid smudges or faded ink.
  • Misplaced or Missing Barcodes: Ensure barcodes are visible and not covered by tape or labels.
  • Using Abbreviations That Confuse Carriers: Write out street suffixes and city names fully unless standardized abbreviations are accepted by the carrier.
  • Ignoring Carrier-Specific Requirements: Review guidelines provided by the shipping carrier for label format and content.

Expert Guidance on What To Put On Shipping Labels

Linda Martinez (Logistics Manager, Global Freight Solutions). When preparing a shipping label, it is essential to include the recipient’s full name, complete address with postal code, and a valid contact number. Additionally, the sender’s information should be clearly displayed to ensure smooth returns or inquiries. Including a tracking barcode and any necessary handling instructions, such as “Fragile” or “This Side Up,” further facilitates efficient processing and delivery.

Dr. Kevin Liu (Supply Chain Analyst, International Shipping Institute). Accuracy and clarity are paramount on shipping labels. Besides the standard address details, it is advisable to incorporate standardized shipping codes and product descriptions when applicable. This helps carriers identify the contents and handle them appropriately, especially when dealing with hazardous materials or temperature-sensitive goods. Using waterproof and smudge-proof label materials also prevents information loss during transit.

Sophia Grant (Packaging Specialist, EcoShip Innovations). From a packaging perspective, the shipping label must be prominently placed on a flat surface of the package to ensure visibility. It should include not only the destination and sender details but also any customs declarations for international shipments. Including a clear return address and a secondary contact email or phone number can significantly reduce delivery delays and enhance customer satisfaction.

Frequently Asked Questions (FAQs)

What information is essential to include on a shipping label?
A shipping label must include the recipient’s full name, complete address, contact number, sender’s information, and a tracking barcode or number if applicable.

How should the recipient’s address be formatted on the shipping label?
The recipient’s address should be written clearly with the street address, city, state or province, postal code, and country, arranged in the standard format used by the destination country.

Is it necessary to include a return address on the shipping label?
Yes, including a return address is crucial for undeliverable packages to be sent back to the sender, preventing loss or delays.

Can special handling instructions be added to the shipping label?
Special handling instructions, such as “Fragile” or “This Side Up,” can be included on the label or as separate markings to ensure proper care during transit.

What size and placement are recommended for a shipping label?
Shipping labels should be large enough to be easily scanned and read, typically 4×6 inches, and placed on a flat, unobstructed surface of the package.

Should customs information be included on international shipping labels?
Yes, international shipments require customs declarations, including the contents, value, and harmonized tariff codes, either on the label or attached documentation.
a well-prepared shipping label is essential for ensuring accurate and timely delivery of packages. The key elements to include on a shipping label are the recipient’s full name, complete address including street, city, state, and ZIP or postal code, as well as the sender’s return address. Additionally, clear and legible contact information such as phone numbers or email addresses can facilitate communication in case of delivery issues. Including a tracking number and barcode, when applicable, further enhances the shipping process by allowing both sender and recipient to monitor the package’s status.

It is important to use durable, weather-resistant materials for the label and to place it on a flat, visible surface of the package. Avoid placing labels over seams or closures to prevent damage or loss during transit. Ensuring that the label is printed clearly and free from smudges or obstructions reduces the risk of misdelivery. Adhering to carrier-specific guidelines and requirements also plays a crucial role in the successful handling of shipments.

Ultimately, attention to detail when preparing a shipping label not only improves the efficiency of the shipping process but also enhances customer satisfaction by minimizing delays and errors. By following best practices and including all necessary information, shippers can help guarantee that packages

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.