A poorly made shipping label causes delivery delays, lost packages, and customer frustration.
Missing key details on shipping labels for small business shipments, prevents carriers from processing shipments efficiently, causing avoidable setbacks.
A well-structured shipping label speeds up deliveries, ensures accurate tracking, and improves customer experience. Clear, professional labels help carriers process shipments efficiently, reducing errors and boosting business success.
This guide covers how to print shipping labels for small business needs, best practices, tools, and benefits of shipping label creation to help small businesses streamline operations, enhance customer experience, and reduce costs.
Understanding Shipping Labels
A shipping label contains key details that help carriers sort, track, and deliver packages accurately and on time. It acts as a shipment’s unique identifier, ensuring smooth processing and reducing the risk of delays or misdeliveries.
Essential Parts of a Shipping Label
- Sender Information: Lists the sender’s name, address, and contact details for returns or delivery issues.
- Recipient Information: Includes the recipient’s name, shipping address, and sometimes contact details to ensure correct delivery.
- Tracking Barcode and Number: A scannable code linked to a tracking number that lets businesses and customers monitor the shipment.
- Shipping Service Details: This field specifies the selected shipping method (e.g., standard or express), carrier details, and delivery time.
- Weight and Dimensions: Some labels include package weight and size for accurate shipping cost calculations.
- Customs Information (for international shipping): This section lists item details, value, and HS codes for customs clearance.
- Special Handling Instructions: Marks fragile, perishable, or sensitive packages for proper handling.
Why Shipping Labels Matter
Shipping labels help carriers process packages faster, reducing delays, misdeliveries, and lost shipments. Barcodes enable automated sorting and tracking, ensuring quicker deliveries. Without a clear, accurate label, carriers may delay, lose, or return packages.
For small businesses, well-structured shipping labels improve delivery accuracy, enhance customer experience, and prevent extra costs from errors or returns.
Methods to Create and Print Shipping Labels
Small businesses need an efficient way to print shipping labels to save time, avoid mistakes, and fulfill orders faster. The right method depends on how many orders they handle and the tools they have. Here are some key ways on how to create shipping labels for small business needs, along with their pros and cons:
1. Using Carrier Websites (Manual Label Creation)
Most major shipping carriers, such as Canada Post, UPS, FedEx, and DHL, offer online tools to create shipping labels.
How it works:
- Sign up for a business account with the carrier.
- Manually enter the recipient’s address, package weight, and shipping service.
- Generate and download the shipping label.
- Print it using a regular or thermal printer.
Pros:
- No additional software is required.
- It is ideal for businesses with low shipping volumes.
Cons:
- Time-consuming for bulk shipments.
- Requires manual entry, increasing the risk of errors.
2. Using E-commerce Platforms (Integrated Label Printing)
E-commerce platforms like Shopify, WooCommerce, and Etsy offer built-in shipping label printing features. These platforms often integrate with major carriers, allowing businesses to create labels directly from their order dashboard.
How it works:
- Connect a carrier account to the e-commerce platform.
- Select an order and generate a shipping label automatically.
- Print the label from the dashboard.
Pros:
- Saves time by automatically pulling customer details from orders.
- Some platforms offer discounted shipping rates.
Cons:
- Limited customization options.
- Some features may require additional subscription fees.
3. Using Shipping Software (Automation and Bulk Printing)
Using ShippingChimp allows businesses to automate label creation, batch print shipping labels for small business requirements, and manage shipping carriers in one place.
How it works:
- Connect an e-commerce store or manually upload orders.
- The software pulls order details and suggests the best shipping rates.
- Labels are generated in bulk and printed easily.
Pros:
- Automates shipping processes and reduces errors.
- Compares rates across multiple carriers to find the best pricing.
- It is ideal for businesses handling multiple orders daily.
Cons:
- Subscription fees may apply.
- Learning curve for setting up and integrating with stores.
4. Using Microsoft Word or Online Templates (Basic DIY Method)
Small businesses with minimal shipments can create labels using Microsoft Word, Google Docs, or free online shipping label generators.
How it works:
- Use a pre-made shipping label template.
- Manually enter recipient and shipment details.
- Print on adhesive label sheets or regular paper.
Pros:
- Free to use.
- There is no need for special software or subscriptions.
Cons:
- Not suitable for bulk orders.
- Lacks automation and tracking features.
5. Using Mobile Apps (On-the-Go Label Printing)
Carriers and third-party apps provide mobile-friendly solutions for businesses needing flexible printing options. Some apps allow businesses to create labels and print wirelessly via Bluetooth printers.
Pros:
- Convenient for small businesses with mobile operations.
- Allows easy printing from anywhere.
Cons:
-Limited features compared to desktop software.
-Might require a compatible wireless printer.
Choosing the Best Method for Your Business
The best way on how to make shipping labels for small business needs depends on the size and needs of the business:
- For occasional shipments: Carrier websites or DIY templates work well.
- For growing e-commerce businesses: Using e-commerce platform integrations or shipping software is more efficient.
- For high-volume shipping: Automated shipping software with batch printing capabilities saves time and reduces costs.
For a detailed guide on creating shipping labels, check out this blog on how to create a shipping label, which explains different methods and best practices.
Guide to Printing Shipping Labels
Printing shipping labels efficiently helps businesses ensure accurate deliveries and maintain a professional image. Here’s a step-by-step guide on how to get shipping labels for small business needs to help you through the process:
Step 1: Choose How to Create Your Shipping Labels
Pick a method that suits your business size and shipping volume:
- Carrier Websites: Use Canada Post, UPS, FedEx, or DHL’s online tools to create labels.
- E-commerce Platforms: Shopify, WooCommerce, and Etsy allow sellers to print labels from their order dashboard.
- Shipping Software: Tools like ShippingChimp, ShipStation, and Shippo automate label creation and bulk printing.
- DIY Templates: Microsoft Word or online generators work for businesses shipping a few packages.
Step 2: Collect the Required Information
Make sure you have:
- Sender’s Information: Your business name, address, and contact details.
- Recipient’s Information: Customer’s name, shipping address, and phone number (if needed).
- Package Weight and Size: Required to calculate shipping costs.
- Shipping Method: Choose between standard, expedited, or express shipping.
- Special Handling Instructions: Mark fragile, perishable, or hazardous shipments.
Step 3: Generate the Shipping Label
- Carrier Website: Login, enter shipping details, and generate a label.
- E-commerce Platform: Select an order, and the system fills in details automatically.
- Shipping Software: Import bulk orders, choose a shipping service, and print labels.
- DIY Template: Manually enter shipping details and print on label sheets.
Step 4: Choose the Right Printer and Label Paper
Select a printer and paper that match your shipping needs:
- Laser or Inkjet Printer: Works for occasional shipping but may smudge.
- Thermal Label Printer: Best for frequent shipping; prints smudge-free, self-adhesive labels.
- Label Paper Options: 4 x 6-inch self-adhesive labels (ideal for e-commerce).
- Regular paper with clear tape (for low-volume shipping).
Step 5: Print and Check the Labels
- Verify all shipping details before printing.
- Make sure the barcode prints clearly for easy scanning.
- Print a test label to check size and quality.
Step 6: Attach the Label Securely
- Use adhesive labels to prevent peeling.
- If using regular paper, tape the label securely without covering the barcode.
- Stick the label on a flat package surface for easy scanning.
Step 7: Send the Package
- Schedule a pickup with the carrier (available for most services).
- Drop off the package at a shipping center or post office.
- Track the shipment using the tracking number on the label.
Step 8: Keep a Copy for Records
- Save a digital copy of the label for tracking.
- Print an extra copy for returns or customer support.
Final Tips for Better Label Printing
- Batch Print Labels: Saves time for businesses shipping multiple orders.
- Use Pre-Filled Details: Reduces manual entry errors.
- Verify Addresses Before Shipping: Avoids delivery issues.
Following these steps helps small businesses print labels correctly, reduce shipping mistakes, and ensure on-time deliveries. If you’re wondering how to print shipping labels step-by-step, this guide walks you through the process, from choosing a printer to attaching labels securely.
Best Practices for Printing Shipping Labels
Printing shipping labels correctly helps small businesses avoid errors, reduce costs, and ensure smooth deliveries. Follow these best practices to zero in on improving accuracy and efficiency.
1. Use High-Quality Labels
- Choose thermal labels (4×6 inches) for frequent shipping. They don’t smudge and don’t need ink.
- If using a regular printer, use adhesive label sheets to prevent peeling or damage.
2. Make Sure Barcodes Are Clear and Easy to Scan
- Print barcodes clearly to avoid scanning issues at sorting centers.
- Keep barcodes flat and uncovered. Avoid placing tape or creases over them.
3. Double-Check Shipping Details Before Printing
- Confirm the recipient’s address, shipping method, and package weight.
- Use address validation tools to prevent errors and misdeliveries.
4. Adjust Printer Settings for Better Quality
- Set the printer to high-quality mode for sharp text and barcodes.
- Clean and maintain the printer regularly to avoid faded or streaky prints.
5. Print Labels in Batches to Save Time
- Use ShippingChimp to print multiple labels at once.
- This is the best way to print shipping labels for small business owners handling multiple orders minimizes manual work and speeds up order processing.
6. Attach Labels Securely
- Stick the label on a flat part of the package to keep it readable.
- If using regular paper, secure it with clear tape without covering the barcode.
By following these steps, small businesses can print shipping labels efficiently, reduce mistakes, and improve the delivery experience for customers. For more expert insights, read about the best ways to create shipping labels, including automation tools and label design tips.
Cost-Effective Strategies for Small Businesses
Small businesses must control shipping costs to stay profitable. Smart strategies can cut expenses without delaying deliveries. Here’s how to lower shipping and label costs:
1. Get Shipping Discounts
- Canada Post, UPS, and FedEx offer discounted rates for small businesses.
- E-commerce platforms and a few shipping tools provide lower rates than standard carrier prices.
2. Print Labels in Bulk
- Batch printing saves time and reduces the cost of manual label creation.
- Buying thermal paper rolls and label supplies in bulk helps cut costs.
3. Pick the Most Affordable Carrier
- Compare carrier rates based on weight, distance, and delivery speed before shipping.
- Shipping software can find the cheapest option automatically.
4. Use the Right Packaging
- Avoid oversized boxes to prevent extra charges based on volume instead of weight.
- Choose flat-rate shipping for predictable costs.
5. Use Free Shipping Supplies
- Many carriers provide free labels, boxes, and envelopes for businesses using their services.
- Using these materials reduces packaging and printing costs.
6. Validate Addresses Before Shipping
- Incorrect addresses cause returns and reshipping fees. Ensure clear and properly attached shipping labels and prevent misdeliveries by following proper packing and labeling tips.
- Address validation tools check accuracy and prevent delivery issues.
By applying these strategies, small businesses can cut shipping costs, improve profits, and run their operations more efficiently.
Common Challenges and Solutions with Shipping Labels
Small businesses often struggle with printing and managing shipping labels. Identifying and fixing issues early prevents delays, extra costs, and lost shipments. Here are common challenges and solutions:
1. Incorrect or Incomplete Addresses
- Problem: Typos or missing details cause undelivered packages or returns.
- Solution: Use address validation tools in shipping software to check addresses before printing labels.
2. Barcodes That Won’t Scan
- Problem: Blurry, smudged, or faded barcodes slow down package processing.
- Solution: Print high-quality barcodes using a thermal printer. Keep barcodes clear and uncovered.
3. Choosing the Wrong Shipping Carrier
- Problem: Picking the wrong carrier leads to higher costs or slow deliveries.
- Solution: ShippingChimp is handcrafted specifically for helping small businesses ship at reasonable price
4. High Label Printing Costs
- Problem: Inkjet printing gets expensive for businesses with frequent shipments.
- Solution: Switch to a thermal printer to save on ink and reduce long-term printing costs.
5. Labels Printing Incorrectly
- Problem: Misaligned or cut-off labels waste paper and time.
- Solution: Adjust printer settings for the correct label size (e.g., 4×6 inches) and print a test label first.
6. Labels Peeling Off During Shipping
- Problem: Poorly attached labels fall off, causing lost packages.
- Solution: Use self-adhesive labels or secure standard labels with clear tape (without covering the barcode).
By fixing these common issues, small businesses can improve shipping accuracy, prevent costly mistakes, and deliver orders on time.
Conclusion
Understanding the importance of shipping labels, their key details, and printing methods ensures efficient shipping. Fixing issues like incorrect addresses, barcode errors, and misaligned prints prevents delays and mistakes.
With automated label creation and batch printing, businesses can finally simplify their shipping process while reducing errors. Let ShippingChimp handle label generation and bulk printing for you.
FAQs
1. What do I need to print shipping labels at home?
If you’re wondering how to print shipping labels from home for small business, you need:
- Printer: Use a thermal printer for frequent shipping or an inkjet/laser printer for occasional use.
- Shipping Label Paper: Choose self-adhesive 4×6 labels for thermal printers or regular paper for inkjet/laser printers.
- Scale: Weigh packages accurately to ensure correct shipping costs.
- Cutting Tool: Use scissors or a label-cutting tool if printing on regular paper and taping the label.
2. Can I print shipping labels on regular paper?
Yes, you can print labels on standard 8.5 x 11-inch paper using an inkjet or laser printer. However, you must:
- Cut the label to size.
- Secure it with clear packing tape.
- Keep the barcode uncovered and scannable.
- For a more professional look, use 4 x 6-inch adhesive shipping labels.
3. Are free tools available for creating shipping labels?
Yes, you can create shipping labels for free using:
- Carrier Websites: Canada Post, UPS, FedEx, and DHL offer free label creation for registered users.
- E-commerce Platforms: Shopify and Etsy provide built-in label printing for sellers.
- Online Label Generators: Platforms like ShippingChimp create and download labels while offering automation, carrier integration, and tracking support for a streamlined shipping workflow.
4. How do I print labels for international shipping?
International shipping labels require additional documents to comply with customs regulations. Customs declaration forms must be attached to the package, listing the contents, value, and HS codes. Many carriers automatically generate these forms when you create a shipping label. For high-value shipments, you may also need commercial invoices or other supporting documents.
Check the destination country’s shipping rules to ensure you use the correct label format. If your package is fragile, adding a fragile shipping label can help prevent damage and ensure careful handling during transit.
5. Can I schedule a carrier pickup after printing labels?
Yes, most major carriers allow businesses to schedule pickups online. Canada Post, UPS, FedEx, and DHL offer on-demand or scheduled pickups. Some pickups are free, while others may have a small fee. Scheduling pickups saves time, especially for businesses handling multiple shipments.
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