How to Design, Create, and Print Shipping Labels for Your Business

Lost packages, delayed deliveries, and frustrated customers- all because of one tiny mistake!

Sounds terrifying, right? One wrong detail on your shipping label and your package could end up across the country- or worse, lost forever! Whether you’re a small business owner or a famous D2C brand, shipping labels are silent supporters that ensure your packages reach the right doorstep on time, every time.

Think of shipping labels as your package’s GPS. They tell the shipping carriers exactly where your product needs to go, what’s inside, how much it weighs, and even how fast it should get there. They might look like a bunch of boring barcodes and numbers, but without them, your logistics could turn into a nightmare!

But here’s the good news: creating shipping labels doesn’t have to be complicated or expensive. In this blog, we’ll walk you through everything you need to know- from designing and printing them to creating free shipping labels like a pro. Let’s dive in before another package gets lost in transit!

What Are Shipping Labels?

A shipping label is a printed tag affixed to a package that declares essential information about the contents of the package and the address details of the recipient to the courier for its delivery. These labels enable shipping carriers to handle, track, and deliver parcels efficiently.

Without a properly formatted shipping label, shipments can be delayed, lost, or returned due to incorrect or incomplete information. This makes it critical for businesses to use standardised, accurate labels for every shipment.

Importance of Shipping Labels 

For small businesses, shipping labels are much more than just adhesive pieces of paper- they serve as the foundation of a seamless shipping process. A well-structured label ensures that a package is accurately delivered, provides tracking visibility, and even enhances a company’s professional image. In a time where customer expectations for fast and reliable shipping are higher than ever, neglecting this small yet vital detail can lead to operational inefficiencies and customer dissatisfaction.

Let’s dive into why shipping labels are indispensable for small businesses and how they contribute to a smooth and professional shipping experience.

Ensuring Accurate and Timely Deliveries

Shipping labels act as a roadmap for your package. They contain crucial details such as the recipient’s address, the sender’s return address, and the carrier’s routing information, all of which help ensure your package reaches its correct destination without delays. Even the smallest typo in an address can cause a package to be lost, delayed, or returned, leading to unnecessary costs and unhappy customers.

Enabling Real-Time Shipment Tracking

Modern eCommerce thrives on transparency, and customers expect to know exactly when their package will arrive. Shipping labels contain barcodes and tracking numbers that allow both businesses and customers to monitor shipments in real-time. This not only helps build customer trust but also reduces support inquiries about order statuses. For small businesses, providing a tracking number can be a game-changer, increasing credibility and reducing customer anxiety over their orders.

Reducing Errors, Returns, and Misdeliveries

Errors in the shipping process can be costly. A mislabeled package may end up in the wrong city or, worse, never reach its destination. Manually filling out shipping details increases the risk of human errors, leading to failed deliveries, returns, and additional shipping costs. Using automated shipping label generation ensures accuracy and minimises the chances of such costly mistakes.

Enhancing Operational Efficiency

Time is money, especially for small businesses that operate with lean teams. Manually writing shipping details or printing labels without proper automation can slow down order fulfillment. Implementing an automated shipping label system helps process orders quickly, reducing the time spent on packaging and allowing business owners to focus on growth and customer satisfaction.

Strengthening Brand Identity and Customer Trust

First impressions matter, and shipping labels are often one of the first physical interactions a customer has with your brand. A professionally printed label that includes your logo, branding, and clear information signals to customers that you run a reliable and organised business. Investing in high-quality labels enhances your brand’s credibility, making your business look more polished and professional in a competitive market.

Key Components of a Shipping Label

Understanding the components of a shipping label is essential to ensuring smooth package processing and delivery. Every label consists of critical elements, each playing a specific role in the shipping journey.

Sender’s Address

This is your return address—the location a package should be sent back to if delivery is unsuccessful. Having a clear return address is vital for managing returns efficiently and ensuring lost packages can be recovered.

Recipient’s Address

This is the destination of your package. It must be written or printed clearly to avoid misdeliveries. Address verification tools can help prevent common errors in inputting incorrect ZIP codes or misspelt street names.

Tracking Barcode & Number

A unique barcode on each shipping label allows carriers and customers to track a package’s journey. Scanning the barcode at different checkpoints updates the shipment’s status, providing real-time tracking insights.

Shipping Class & Service Level

Labels indicate the type of shipping service chosen, such as standard, expedited, overnight, or international. This information helps carriers prioritise and process shipments accordingly.

Courier Information

This section identifies the shipping provider handling the package, such as Blue Dart, eKart, or Delhivery. It helps streamline logistics and ensures the package is routed correctly.

Package Weight & Dimensions

Some labels include the weight and dimensions of the package, which are used to calculate shipping costs accurately. This helps avoid unexpected shipping fees and ensures proper handling during transit.

Special Handling Instructions

If a package requires special handling, labels may include instructions such as:

• Fragile – for breakable items
• Perishable – for temperature-sensitive goods
• Handle with Care – for delicate shipments
• This Side Up – to prevent mishandling

Clearly, printed special instructions help carriers handle packages appropriately, reducing the risk of damage during transit.

How To Print Shipping Labels

Now that you know what a shipping label is, why it’s essential for small businesses, and what information it carries, let’s talk about the most crucial step- printing it the right way!

Printing shipping labels isn’t just about hitting the “Print” button. Using the wrong printer or paper size can lead to smudged, unreadable labels, which can cause shipping delays or even package rejections by carriers. To avoid such mishaps-

Choose the Right Label Size

Shipping labels usually come in two standard sizes- 4 x 6 inches and A5. Make sure to check your carrier’s requirements before printing to avoid issues with package scanning.

Pick the Best Printer 

Not all printers are created equal when it comes to shipping labels. Here’s a quick breakdown of your options:

Inkjet Printers – While affordable, they aren’t ideal for shipping labels due to potential smudging and ink costs.

Thermal Printers – These printers use heat instead of ink, producing smudge-free, long-lasting labels that are easy to scan. They’re also cost-effective in the long run, making them perfect for small businesses.

Pro Tip: If you opt for a direct thermal printer, check that it supports at least a 4-inch paper width—some models may not print wider labels. Also, ensure compatibility with your preferred carrier’s website or shipping platform.

Print & Apply the Label Properly

Once you’ve chosen the correct printer and paper size, simply generate the label from your shipping platform, print it, and securely attach it to the package. Use adhesive labels for a professional look or clear packing tape if printing on regular paper.

Read More: Avoid Shipping Delays: The Best Way to Attach Shipping Labels

How to Create a Shipping Label for Free

Creating free shipping labels for cost-conscious small businesses is an attractive option. One effective way to achieve this is by utilising shipping aggregators like RapidShyp that generate labels for free and simplify logistics management by offering features such as order management, label generation, last mile tracking, tracking and more. 

Streamline your shipping process today using an advanced shipping solution and ensure every package reaches its destination hassle-free!