A standard sheet of paper can function as a shipping label, provided the sender takes specific steps to ensure it survives transit. Major carriers accept the material, but the primary concern is ensuring the paper remains securely affixed and the printed information stays readable throughout the logistics process. Successfully using standard paper involves addressing two main challenges: achieving robust adhesion and protecting the fragile paper from the wear and tear of automated sorting equipment and handling. This preparation prevents the label from peeling off or becoming smudged, which would delay or prevent delivery.
Essential Requirements for All Shipping Labels
Every shipping label, regardless of the material used, must meet a baseline set of functional criteria for automated sorting and delivery systems. The information printed must maintain absolute legibility; text, addresses, and tracking numbers must be clear and free from blurring or smudging. Perfect scannability is also required, necessitating that the barcode and any QR codes are printed with high contrast on a non-reflective background. Finally, proper placement is necessary, ensuring the label is affixed flatly to one side of the package without folding over edges or corners where it could be snagged or damaged.
Practical Steps for Using Standard Paper Labels
Preparing a paper label begins with precise sizing and placement to ensure the entire label fits neatly within the available flat surface area of the package. After printing, the paper should be carefully cut along the indicated borders so that no extraneous white space remains, which could peel or catch during transit. The full label, including the address block and all barcodes, must sit entirely on one side of the box without wrapping around to an adjacent side. To secure the label initially, a light application of a temporary adhesive, such as a glue stick, can hold it flat against the box surface before the final protective layer is applied.
This initial securing step ensures the label is smooth and fully visible before the application of protective materials. Ensure the package surface is clean and dry before attempting to adhere the paper. A dusty or damp surface will prevent even the strongest adhesives from forming a secure bond, leading to the label detaching prematurely during handling.
Maximizing Label Durability and Adhesion
Since standard paper offers no inherent protection against moisture or tearing, maximizing durability requires applying a complete, protective layer using strong, clear packing tape. The entire surface of the paper label must be covered, extending the tape beyond the paper’s edges onto the cardboard box itself by at least half an inch on all four sides. This extensive overlapping acts as a seal, preventing the ingress of moisture from rain or condensation.
The tape must be applied smoothly and flatly over the scanning area, meticulously avoiding any wrinkles, bubbles, or creases that could distort the barcode pattern and make the code unreadable. Avoid using low-quality or matte-finish tape, as high-quality, clear packing tape minimizes glare while protecting the print. This comprehensive sealing process is important to maintain the integrity of the tracking information against the friction and impact of high-speed sorting conveyers.
Ensuring High-Quality Print Specifications
The operational success of a paper label begins with ensuring the printed output meets the technical specifications required for reliable machine reading. Senders should prioritize using a laser printer over an inkjet printer whenever possible, as laser toner is less susceptible to smudging or running when exposed to minor moisture. Crucially, the label must be printed at 100% scale, meaning no resizing or “fit to page” options should be selected, which could alter the barcode dimensions and render them invalid.
Checking that the printer has sufficient ink or toner is necessary, as faint or streaky print compromises the required high contrast. Utilizing standard white, matte paper is recommended because it reduces the glare that can interfere with the carrier’s scanning equipment. A high print resolution setting ensures sharp, crisp lines, which is necessary for the precise geometry of the scannable codes.
When to Choose Specialized Label Alternatives
While standard paper labels are viable for occasional shipments, the time and effort involved in manual preparation often outweigh the cost savings for higher shipping volumes. Businesses or individuals sending packages frequently should consider specialized adhesive labels, which are peel-and-stick and eliminate the need for extensive taping, drastically improving fulfillment speed. Specialized thermal labels are particularly advantageous for high-volume operations, offering superior durability and smudge resistance without requiring ink or toner. Specialized labels are necessary when dealing with:
- Very large or unusually shaped packages where securing a flat paper label without wrinkles is difficult.
- International shipping, due to increased handling points and exposure to various customs processing steps.
- Packages expected to encounter extreme weather conditions, such as prolonged rain or snow.