How to label a package for shipping (with examples)

Your package’s first impression can be as crucial as the product inside.

That’s why knowing how to label a package is part art, part science. When it comes to online selling, a shipping label directs a package from point A to point B. It’s also the silent spokesperson of your brand.

Packaging and labels ensure your products reach their new homes while also carrying your brand’s reputation with them. Whether it’s choosing durable, eco-friendly label materials or mastering packaging and labeling with shipping management software, this guide covers how to label a package from the box to the barcode.

The basics of shipping labels

A shipping label is a critical piece of the ecommerce puzzle, ensuring your package navigates the vast logistics network to reach its final destination. It serves as the carrier’s main reference for your package, providing all necessary details for carriers to process and deliver it efficiently.

What is a shipping label?

A shipping label encapsulates all the vital information used throughout the shipping and delivery process.

It ensures that your package takes the correct path from your hands to your customer’s doorstep, avoiding the limbo of a lost shipment.

A well-prepared shipping label is the linchpin of a smooth delivery experience, crucial for maintaining customer satisfaction and trust in your brand.

Essential information to include on a shipping label

Crafting the perfect shipping label requires a keen eye for detail and an understanding of the essential elements that must be included:

• Sender and recipient information: Clearly state the “from” and “to” details, including names, addresses, and contact numbers, to ensure carriers and customers know the origin and intended destination of the package.
• Package weight and dimensions: This information helps to determine the shipping cost and ensures you select the appropriate handling required during transit. This means your package is treated with the care it deserves, minimizing the risk of damage.
• Tracking number and barcode: The lifeline for both sellers and buyers, these components allow for tracking of the package’s journey. A tracking number reassures your customer, providing transparency and building confidence in your shipping process.
• Shipping class and service: Specifying the shipping class and service sets the delivery speed and handling expectations for the recipient. Whether it’s express overnight shipping or a more economical option, this type of information helps the carrier prioritize your package.

Common labeling mistakes and how to avoid them

Labeling might seem like the easy part of shipping packages, but a few slip-ups can lead to delivery delays or, worse, lost shipments.

Illegible handwriting or print

When carriers can’t decipher your writing or a smudged printout, your package could end up anywhere but its intended destination. Skip handwritten labels, and make sure every printed label is clear and legible.

Incorrect or outdated recipient information

A typo in an address or using outdated information can send your package on an unexpected detour. Double-check addresses for accuracy and keep your customer database up to date.

Omitting essential details

Leaving out package details like the tracking number, weight, or shipping class can cause processing delays. Make sure every field on your shipping label is filled in correctly.

To avoid these labeling mistakes, put a few best practices in place:

• Use a quality printer: A good printer keeps every label clear and scannable through the shipping process.
• Verify customer information: Implement a system for customers to confirm their shipping details during the purchase process, reducing the risk of errors.
• Follow carrier guidelines: Each carrier has its own set of labeling rules, and a UPS shipping label follows a different format from FedEx or USPS labels. Familiarize yourself with them to ensure your packages meet the required standards every time.

A step-by-step guide to labeling your package

Labeling is the final touch before your package embarks on its journey to the customer, but its importance can’t be overstated. A well-labeled package is prepared for its destination, easily identifiable, and ready to navigate the complex logistics network with ease.

Step 1: Prepare your package for labeling

Before anything else, get your package and shipping supplies ready for labeling.

This means securing your items inside the packaging so they’re snug and safe. Use bubble wrap, packing peanuts, or crumpled paper to protect items from bumps and jostles during transit.

Choosing the right size and type of packaging is crucial. A box too large can lead to items moving during shipping, while one too small might burst under pressure. Opt for a size that fits your item comfortably with enough room for protective padding.

Corrugated boxes are a go-to for their durability and versatility here, perfect for most shipping needs.

Step 2: Create a shipping label

Now, it’s time to create your shipping label.

You can buy postage and create the label through a shipping platform, carrier website, or in-store service if you’re sending through a physical post office or shipping center. When creating a label, you’ll need to input essential details such as sender and recipient information, package weight and dimensions, and shipping service type.

All of this information ensures your package is routed correctly and priced accurately.

You can generate shipping labels directly within the Linnworks platform. Label creation for multiple carriers happens inside your order management dashboard, so you don’t re-key order details into each carrier’s website.

Step 3: Print and attach the label

Once your label is created, it’s time to print and attach it to your package.

While plain paper labels can work in a pinch, label paper is recommended for its durability and ease of use. Check that your printer has enough ink and that the printout is clear and smudge-free, as a barcode that can’t be scanned could completely derail your delivery. A direct thermal printer prints with heat instead of ink, so there’s no ink to run out. On label sheets, pick the shipping label template that matches the sheet’s label size so each label prints inside its borders.

For label placement, use the largest flat surface of the package for easy visibility. Avoid seams or corners where the label might get damaged or peeled off. For extra security, you can cover the label with clear packing tape, to protect it from moisture, but check your carrier’s rules on taping over the barcode, since glare from tape can interfere with scanning.

With Linnworks, label printing happens in the same place you manage orders. The platform integrates with your label printers, so you can print multiple labels in one batch instead of one order at a time.

Examples of package labels

Example 1: Domestic shipping label

1. Sender information: This section includes the name and address of the sender. It’s essential for return processes and the carrier’s records in case the package gets lost on its journey.
2. Recipient information: Displays the name and address of the package recipient. This is the most important part of the label and provides all the details the carrier needs to guide the package to its final destination.
3. Package weight and dimensions: Crucial for calculating shipping costs and determining the method of transport, especially for logistics planning.
4. Tracking number and barcode: Carriers scan the barcode at each stage, so both the sender and recipient can track the package’s progress throughout its journey. The tracking number is also a key tool to help ensure a positive customer experience.
5. Shipping class and service: Specifies the shipping method, such as same-day, overnight, or standard, which impacts the delivery timeline and handling.

Example 2: International shipping label

1. Customs declaration form: This document is often submitted electronically or placed in a small waterproof pouch attached to the front of the package. It lists the contents of the package and their declared value and currency: the information required for customs clearance in the destination country, ensuring that all necessary duties and taxes are assessed and paid based on the contents’ value and type.
2. Harmonized System (HS) code: The HS code is a standardized numerical method of classifying traded products. It’s crucial for international shipments as it helps customs authorities identify the type of product being shipped and apply the correct regulations and tariffs based on the country in which the package will be delivered.
3. Country of origin: This indicates the country where the goods were produced or manufactured. This information can affect tariff rates and eligibility for import depending on trade agreements between the origin and destination countries.

Tips for error-free labeling

When it comes to deciphering the world of packages and labels, it can sometimes feel like defusing a bomb. One wrong move and it could all blow up in delays and customer complaints. But with a few pro tips, you can ensure each package reaches its destination as intended, minus the drama.

Double-check information before printing

Take a moment to review each label for typos, incorrect addresses, or outdated information. It’s the equivalent of spell-checking an important email.

Ensure the visibility and durability of the label

A label needs to withstand a lot more than just a glance.

From rain to rough handling, print labels on a durable material, and consider waterproof labels for added resilience. The goal is for your label to arrive as legible as when it was first printed, no matter how long the journey.

What to do if you make a mistake

Mistakes happen, but the response can make all the difference.

If you catch an error after the package ships, contact the carrier immediately with the correct details. Many carriers can redirect a package in transit, though some charge for it. For future prevention, create a checklist or automate parts of the labeling process where possible.

Advanced labeling tips

Use QR codes and smart labels

Integrating QR codes or smart labels brings your packaging into the digital age.

These technologies enable quick access to detailed product information, tracking updates, and even reordering capabilities directly from the label.

To implement, choose labeling software that generates QR codes (NFC tags also need NFC-enabled labels and an encoder), and ensure each code points to the specific information you want to share.

Embrace eco-friendly labeling options

In a Sifted survey of 500 US consumers, 91% said retailers should offer an eco-friendly shipping option at checkout. So, choosing sustainable labeling materials is a smart move.

Opt for labels made from recycled paper, bamboo, or biodegradable materials to minimize any environmental impact. However, ensure these sustainable labels are also durable and legible. If your printer uses ink, choose an eco-friendly one, and consider protective overcoats that don’t compromise the recyclability of the label.

Upgrade your labeling game with Linnworks

Packaging and labeling are your brand’s first physical handshake with customers.

If you sell across several channels, Linnworks pulls those orders into one queue, so you can create and print shipping labels for all of them without switching between marketplaces or carrier sites.

Book a demo with Linnworks today and see how it handles labels for your orders.