How to Label a Package for Shipping: Step-by-Step Instructions with Examples

Introduction

You already know that shipping isn't just about getting products from point A to point B. According to recent studies, about 90% of shoppers say a bad shipping experience leaves a sour taste in their mouth, and 87% admit they'll think twice before ordering from that business again.

Properly labeling a package for shipping ensures it arrives safely and on time. Whether you're shipping a package domestically or internationally, following the correct labeling procedures minimizes the risk of delivery errors. 

This guide will walk you through the step-by-step process of labeling a package accurately, with examples for better understanding.

What is a Shipping Label?

A shipping label is a document that contains key information required for a package to be delivered accurately. It provides details about the sender, recipient, tracking number, and shipping service. Shipping labels also include barcodes that help carriers track and process packages efficiently.

Key Details Every Shipping Label Needs

A shipping label isn’t just an address on a box. It includes crucial information that ensures your package gets where it needs to go, without delays or mix-ups. Here’s what every label should have:

• Sender and recipient details: Clearly list the “from” and “to” addresses, including names and phone numbers. If something goes wrong, this info helps carriers reroute or return the package if needed.
• Package weight and dimensions: This isn’t just for billing—carriers use this data to determine how to handle and transport your package. An accurate weight and size can prevent unexpected shipping fees and mishandling.
• Tracking number and barcode: This is what allows you and your customer to follow the package’s journey in real time. A tracking number adds transparency and builds trust with buyers who want to know where their order is.
• Shipping class and service: Whether it’s overnight express or standard ground shipping, specifying the service type tells the carrier how to prioritize and handle the package.

Each shipping label is a small but powerful part of your fulfillment strategy. It’s a direct reflection of how well your business operates, so it’s worth getting it right. Let’s dive into how to label a package for shipping. These steps will get your packages in tip-top shape for any shipping carrier you’re working with.

1. Choose the Right Shipping Carrier

Before you even think about labeling, you need to decide which carrier you’re using. Whether it’s USPS, UPS, FedEx, or a third-party fulfillment center, each service has different requirements for labeling. Make sure you know the ins and outs of the service you're using. Different carriers might have specific rules about size, weight, and label placement.

Once you've chosen the carrier, get their shipping label template or use an integrated system like Flxpoint to automate the whole process. Your goal here is to pick a carrier and system that aligns with your business needs, especially if you're managing multiple fulfillment sources.

2. Prepare Your Package

Before sticking any labels on your package, you need to ensure it’s ready for shipping. This means:

• Secure your items: Make sure everything inside is properly packed. You don’t want things shifting around during transit.
• Seal it up: Close your box with strong packing tape to make sure it won’t pop open while in transit.
• Measure and weigh it: Get the exact dimensions and weight of your package. This is essential for choosing the correct shipping method and calculating costs.

If you're using multiple fulfillment sources, keep track of any weight restrictions or specific packaging requirements for each one to avoid hiccups.

3. Generate a Shipping Label

Now that your package is ready, it’s time to generate the shipping label. You can do this manually on the carrier’s website or automate it if you're using a system like Flxpoint. Here’s the info you need to provide:

• Sender information: Your business name, address, and contact info.
• Recipient information: The customer’s full name, address, and contact details.
• Package details: Weight, dimensions, and any special handling instructions (like fragile or perishable items).

You’ll also need to select the type of shipping you want (overnight, ground, etc.) and any additional services, like insurance or tracking.

4. Place the Shipping Label on the Package

Once you’ve got the shipping label ready, it’s time to slap it on the package. Here's how to do it properly:

• Print the label clearly: Make sure the label is printed in high quality. Poor print quality can lead to unreadable barcodes, which means delays.
• Use adhesive shipping labels: Stick them directly onto the package. Avoid using tape over the barcode area (the label needs to be scanned without obstruction).
• Position the label properly: Place it on the largest side of the box, typically in the center. Make sure it’s visible and easy to scan. Some carriers even have specific instructions on label placement, so follow those if they provide them.

5. Add Any Additional Documentation

Depending on what you’re shipping and where it’s going, you might need extra paperwork. Here’s what you might need to include:

• Customs forms: If you're shipping internationally, you’ll need customs declarations to let the carrier know what’s inside. This includes the value, description, and weight of the goods.
• Invoices or receipts: Some carriers or fulfillment centers may require additional proof of value or origin of goods.

Make sure all the documentation is filled out completely and attached securely to the package.

6. Double-Check Everything

Before you hand over your package for pickup or take it to the post office, give everything one last check:

• Correct address: Make sure the recipient’s address is accurate and complete (including the zip code and apartment number if applicable).
• Legible labels: Confirm that the label is easy to read and the barcode is scannable.
• Proper packaging: Double-check that the contents are secure and that the box is sealed well.

If you have multiple sources of fulfillment, cross-reference everything to avoid sending the wrong package from the wrong warehouse. You’d be surprised how often that happens in high-volume environments.

7. Track Your Package

Once your package is on its way, you’ll likely get a tracking number. Don’t forget to send it to your customer (it’s a great way to keep them in the loop). With systems like Flxpoint, you can track all your shipments from a single dashboard, which makes managing multiple fulfillment centers much easier.

Tracking also helps in case something goes wrong. If a package goes missing or is delayed, you’ll have the tracking number to investigate.

Final Step

By following these steps, multi-source brands can ensure their packages are labeled accurately and efficiently, facilitating smoother logistics operations and enhancing customer satisfaction. For more tips on optimizing your shipping process, explore Flxpoint’s resources on ecommerce automation and logistics management.

Streamline Your Labeling with Flxpoint

Labeling is just one piece of the fulfillment puzzle. With Flxpoint, you can automate your order management, generate labels in bulk, and sync your shipping across multiple carriers—all from one platform.

No more manual data entry. No more shipping errors. Just smooth, efficient fulfillment that keeps your business running and your customers happy.

Want to simplify your shipping process? Book a demo with Flxpoint today.

Frequently Asked Questions About Shipping Labels

Can I handwrite my shipping labels?

While you can handwrite labels for some carriers like USPS, it's not recommended for business shipping. Handwritten labels are more prone to errors, can't include barcodes, and often look unprofessional. Using printed labels through Flxpoint ensures accuracy and tracking capability.

How do I know which carrier to use?

Choose based on package size/weight, destination, delivery speed needed, and cost. Flxpoint's shipping management system can automatically select the optimal carrier based on your predefined rules and shipping policies.

What kind of printer do I need for shipping labels?

Any standard inkjet or laser printer works with regular paper. For higher volume shipping, consider investing in a thermal label printer - they're faster, don't need ink, and print directly on adhesive label paper.

What if I don't have adhesive label paper?

No problem! Print on regular paper and cover the entire label (except barcodes) with clear packing tape. Make sure there are no wrinkles or bubbles that might make the label unreadable.

Why does my barcode look faded?

This usually happens when your printer is low on ink or toner. Always check print quality before applying labels - carriers may reject packages with unreadable barcodes, causing delays and additional costs.

What extra requirements are needed for international labels?

International shipments require customs forms (which vary by country), harmonized system (HS) codes for products, value declarations, and sometimes additional certification labels. Flxpoint automatically generates the appropriate customs documentation based on your shipping destination.

Do I need to translate my shipping labels for international destinations?

While the main shipping label can remain in English for most destinations, some countries may require translated customs information. Flxpoint handles this automatically for supported countries.

 I do if a package is returned due to labeling issues?

First, check what went wrong - was the address incomplete or incorrect? Was the barcode damaged? Then, correct the issue and regenerate a new shipping label through Flxpoint before reshipping. This will ensure the tracking information is updated properly.

How can I prevent labels from getting damaged during transit?

Cover paper labels completely with clear tape (avoiding the barcode), place labels on flat surfaces away from seams or edges, and consider using water-resistant label material for shipments that might be exposed to weather.

How does Flxpoint make shipping label creation easier?

Flxpoint automatically pulls address information from orders, selects the optimal shipping method based on your policies, calculates insurance values, generates compliant labels (including international documentation when needed), and syncs tracking information back to your sales channels.

Can I add insurance through Flxpoint's shipping labels?

Yes! Flxpoint now offers enhanced shipping labels that include insurance options. The system automatically sets the insurance value based on the items' cost data already in your system, though you can adjust this value if needed.

How do I handle orders coming in with shipping methods I haven't mapped yet?

When Flxpoint detects an unmapped shipping method, it'll flag the order. Simply go to Settings → Orders → Shipping Management, click "Assign to Policy," select the appropriate shipping policy from the dropdown menu, and click "Set." This assigns the new method and applies to all current orders using that shipping method.

How can I maintain consistent labeling across multiple fulfillment sources?

Use Flxpoint's centralized shipping process to enforce consistent labeling standards across all your fulfillment sources. Create standardized procedures, ensure all sources have access to the correct templates, and consider color-coding by source for easier identification.

What's the best way to handle different shipping requirements for specialized products?

Create separate shipping methods within your policies for each product type. For example, if you sell firearms and accessories that have different shipping requirements, set up unique methods under your "Standard" shipping policy with specific carrier codes for each product type.

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