How to Pack and Label for Shipping

Do you struggle with ensuring safe, timely deliveries for your customers? Here’s how to pack a box for shipping, and a clear shipping label on the box becomes important.

If you don’t pack orders properly or label them clearly, you risk damaging the package, delaying its arrival, or sending it to the wrong address.

In this blog, we’ll go over the best practices for packaging and labeling to ensure smooth deliveries and boost customer satisfaction.

Importance of Proper Packaging and Labeling

Proper packaging and knowing how to label a box for shipping your items prevents damage and helps avoid shipping delays. Some important key points to consider are: 

Protection from damage: Proper packaging protects items from rough handling, weather, and long-distance shipping risks. Fragile items may need bubble wrap or foam, while heavier shipments may require reinforced boxes for stability.

Ensuring accurate delivery: How to label a box for shipping UPS or other carriers accurately requires clear and easy-to-read labels with the address, shipping method, and special instructions. Otherwise, wrong or unclear labels cause delays, lost packages, and unhappy customers.

Compliance with carrier guidelines: Following packaging and labeling includes rules set by carriers, like size limits, weight, or how to pack certain items. Compliance helps avoid extra fees, returns, or rejected shipments, keeping the whole shipping process smooth.

Choosing the Right Box Size

Choosing the right box size and material reduces shipping costs and ensures the safe arrival of your goods. Here’s what to consider:

Box Size and Safe Shipping:

A box that’s too big lets your items move around and get damaged. A box that’s too small won’t protect the items properly, especially if they’re fragile or oddly shaped. A box with the right size has room to add bubble wrap or foam, cushioning everything from impact during shipping.

Choosing the Right Box Material:

Corrugated boxes are stronger and keep heavier or fragile items from breaking. For lighter, less fragile items, regular cardboard boxes work just fine. The right box material facilitates efficient packing as businesses can fit more items into shipping containers, reducing space.

Balancing Cost and Protection:

Choosing the right box size and material keeps items safe and saves on shipping. Carriers charge by dimensional weight, so a box that’s too big costs you more. Smart packaging reduces both shipping costs and environmental impact.

Protecting Items with Proper Padding

Proper padding materials and wrapping techniques are essential to protect it, depending on how fragile, big, or heavy a package is. Here’s a breakdown of the most common options:

Bubble wrap: The bubbles absorb shocks and protect breakable items like glass, electronics, or ceramics.

Packing peanuts: These lightweight fillers fill empty spaces in boxes, preventing items from moving around, and are best suited for products with irregular shapes.

Foam inserts: Commonly used for high-value goods or fragile items like electronics, they mold to the shape of the product or maximum protection.

Air pillows: These inflatable cushions fill gaps in the box and keep lightweight items from movement and impact while shipping.

Properly wrapping fragile items is crucial for their safe delivery. Some wrapping tips for the best protection are to:

Wrap each item individually using bubble wrap or foam sheets so they don’t bump into each other.  

Use the double-boxing method for extra delicate items. Put the item in a smaller box with padding, then place that box inside a bigger one with more cushioning.  

Secure the padding fully around the item and fill the gaps so nothing moves around during shipping.

Sealing the Box Correctly

Properly sealing a box is critical to keeping the contents safe during shipping without damage or loss. For this purpose, consider the following tape options:

• Pressure-sensitive tape: This tape is the most common tape used for sealing packages, often made of polypropylene or PVC. This tape adheres well to cardboard boxes and provides a strong seal.

• Water-activated tape: Water-activated or gummed tape offers a more tamper-evident seal, making it ideal for shipping valuable or sensitive items.

• Reinforced tape: For heavier boxes with high-value items, reinforced tape with fiberglass strands provides additional strength and durability.

After you’ve picked the right tape, ensure your box is sealed securely by following these easy steps:

• Use the H-taping method: This taping method involves applying three strips of tape. One tape down the center seam and one along each edge of the box to create the “H” shape. This method securely seals all potential points of entry.

• Reinforce heavy boxes: For packages containing heavy or bulky items, add extra strips of tape along the seams and corners to reinforce the box and prevent it from bursting open during transit.

• Inspect and Test: After sealing, gently shake the box to see if the contents and seal hold are secure. If the box starts to open or the tape is peeling, fix it by reapplying or reinforcing it.

Common packaging and Labeling Mistakes to Avoid

Not knowing how to properly label a box for shipping and how to put a shipping label on a box causes delays and misdeliveries. Some common packaging and labeling mistakes to steer clear of are:

Using the Wrong Box Size or Material: Using a box that’s too big raises shipping costs, while a box that’s too small risks damaging the goods. Pick the right size with enough room for padding materials to protect the goods.

Overpacking or Underpacking: Overpacking increases shipping costs while underpacking causes items to move and get damaged. Pack securely with enough cushioning, but avoid using extra materials that add weight.

Incorrect or missing labels: Incorrect addresses, smudged ink, and missing details cause delays and misdeliveries. Ensure the label has the correct address and tracking information, and attach a fragile shipping label to indicate “Fragile” or an orientation label to specify “This Side Up.”

Ignoring Package Weight Limits: Packaging that can’t support the item’s weight can lead to box breakage and delivery issues. Ensure the box and packing materials can handle the weight of your shipment to prevent damage and avoid extra shipping fees.

Packaging Tips for Different Types of Products

Using the proper packaging for each product ensures safe shipping and reduces the risk of damage or returns. Here are standard products and some packaging tips to ensure a safe delivery:

Fragile Items: For glassware or ceramics, double box the wrapped item in a small box and place that box inside a bigger one with packing peanuts or air pillows for cushioning. For added protection, use a custom packaging solution like a specially-sized box or molded foam inserts.

Electronics: Wrap devices in anti-static bubble wrap and use foam inserts for physical protection and anti-static precautions. Add silica gel packs to prevent moisture, and double-box delicate electronics with extra cushioning.

Perishable Goods: Use insulated packaging like foam coolers or thermal liners to keep items cool. Add gel packs or dry ice for frozen goods, following shipping regulations. Clearly label the package as “Perishable” and include storage instructions for proper handling upon delivery.

Clothing: Fold clothing and fabrics neatly and use a plastic bag for protection against moisture or dirt. Ship in poly mailers for small orders and cardboard boxes for larger shipments. Add tissue paper to minimize wrinkles and keep the presentation neat.

Best Practices for Labeling International Shipments

Incorrect or unclear labels on international shipments can cause delays, extra fees, or lost packages. Avoid these issues by following these best practices labeling international shipments with:

Complete and Accurate Recipient Information: Ensure the full and correct recipient address for international shipments to avoid delays or returns. Follow the destination country’s address format and include the recipient’s phone number for contact in case of delivery issues.

Add Customs Documentation: International shipments require customs forms like CN22 for lower-value goods and CN23 for higher-value items. Include a detailed description of package contents, value, and country of origin. Securely attach these forms in a marked pouch on the package.

HS Codes for Accurate Classification: When completing customs forms, include the Harmonized System (HS) codes on customs forms to classify goods and help customs determine duties and taxes. Correct HS codes ensure smooth customs clearance and prevent delays or fines.

Mark Special Handling Instructions: If you’re shipping fragile or perishable items, stick on labels like “Fragile” or “This Side Up” for proper handling in transit. This practice is particularly important for international shipping as packages go through many transfers and endure long distances.

Double-Check Carrier Requirements: Each carrier has its customs documentation requirements for barcodes, tracking numbers, and label placement, and rules on how to label box for shipping. Always review the carrier’s international shipping guidelines to ensure compliance.

Using Shipping Label Software to Automate the Process

Shipping label software simplifies shipping, making it easier and more efficient for e-commerce businesses. Platforms like ShippingChimp, for example, simplify label creation and ensure smooth operations with:

Automating Label Creation: With just a few clicks, users can create a shipping label with important details such as addresses, tracking numbers, and barcodes. This automation reduces the risk of human error that happens with manual entry, ensuring packages are labeled correctly and delivered on time.

Access to Discounted Shipping Labels:  A discounted shipping label from different carriers helps businesses reduce overall shipping costs. Leveraging these discounts helps companies boost profits while offering better shipping rates to customers.

Integration with E-commerce Platforms: By working together with various online selling platforms and inventory systems, ShippingChimp simplifies data transfer. When orders arrive, it automatically grabs the necessary shipping details, speeding up label creation. The software also offers multiple ways to create shipping labels, so businesses can choose what’s best for them.

Bulk Label Printing Capabilities: Businesses can print shipping labels in large quantities all at once. This feature is helpful for sellers with a high volume of orders, reducing packing and shipping time. For example, the software easily generates Canada Post shipping labels for Canada Post users to ensure proper shipping.

To sum up, ShippingChimp simplifies the process by automating label creation, reducing errors, and helping businesses of all sizes manage orders efficiently. Let’s close with some final thoughts on why these practices improve your shipping process and overall customer experience.

Conclusion

In summary, first choose the right box size, add enough padding, and use clear labels while adhering to packaging and labeling guidelines for hassle-free shipping.

Enhance your shipping process further by packing sufficient cushioning materials and sealing your packages securely to prevent damage. To top it all off, automate your labeling process to streamline your operations, making shipping even more efficient.

Ready to ship smarter? ShippingChimp can streamline your packing and labeling for a smoother overall shipping experience.

FAQs

1. What is the best type of box for shipping fragile items?

Opt for a double-walled corrugated box. It’s tougher than regular boxes, protecting fragile goods from bumps during shipping. Adding bubble wrap or foam inserts inside the box gives items added protection.

2. How to properly pack a box for shipping?

Pick the box of the right size and put some cushioning at the bottom. Next, wrap each item in bubble wrap or foam. Then, place the items in the box fit snugly so they don’t move around. Fill empty spaces with packing peanuts or crumpled paper, and seal the box with strong packing tape.

3. How to properly label a box for shipping?

Ensure the shipping label has all the right information, like the recipient’s name, address, and phone number. Stick it on the largest side of the box, and don’t place it over seams or tape. Use a clear, legible font, and add extra labels if the package is fragile or needs special handling.

4. What packaging materials are eco-friendly?

Eco-friendly or sustainable packaging materials include biodegradable packing peanuts, recycled cardboard boxes, and compostable bubble wrap. Paper-based cushioning like crumpled paper or cardboard inserts, can be recycled after use. These reduce environmental impact while keeping your items safe during shipping.

5. How can I ensure my package isn’t damaged during shipping?

Use adequate padding and a sturdy box. Seal the box securely and attach labels with clear handling instructions on it, such as “Fragile” or “This Side Up.” For valuable items, consider purchasing shipping insurance to cover any loss or damage.