You can handwrite a shipping label, but this practice is highly conditional and depends on the carrier, the service, and the destination. Handwriting is generally only feasible for simple, domestic shipments. While a handwritten address can be accepted, the postage, tracking, and necessary scanning barcodes must be applied by the carrier. This turns the process into a retail counter transaction rather than a simple drop-off. Understanding the physical requirements and required data fields is necessary to ensure the item is not delayed or rejected.
The Core Requirements for Handwritten Shipping Labels
Handwritten shipping labels must prioritize machine readability, as automated sorting equipment handles most package routing. To ensure quick processing, use permanent ink, such as a black or dark blue marker, to prevent smudging or fading. Avoid faint colors, pencils, or gel pens, as they lack the necessary contrast for the carrier’s Optical Character Recognition (OCR) systems to accurately read the information.
Placement is another factor that impacts the package’s journey through the carrier network. The address information should be written clearly and fully on the largest surface area of the package, ensuring it is not obscured by seams, tape, or box edges. Covering the entire label with clear packing tape is a recommended practice to protect the ink from moisture and abrasion. Using all capital block letters with clear spacing further assists the OCR scanners, minimizing the chance that the parcel will be flagged for manual processing.
Essential Information Required on the Label
A handwritten label must contain all necessary details for delivery and potential return, following a standard format. The recipient’s information must be centrally located and include the full name, street address, city, state, and the full ZIP or postal code. The sender’s complete return address, including their full name and address, must be written clearly in the upper left-hand corner of the same package face.
Avoid using internal notes or irrelevant punctuation on the address section, as these can confuse automated sorting equipment. International shipments require additional documentation that cannot be handwritten directly onto the box. These shipments require a separate customs declaration form, such as the USPS PS Form 2976-A, detailing the package contents, value, and weight. This form must be filled out and securely attached to the exterior of the package, in addition to the handwritten address.
How to Handle Postage and Tracking
Handwriting the address does not include the necessary postage or the scannable tracking barcode. For lightweight packages under 13 ounces, postage can be applied using stamps, but this method does not provide tracking. Packages exceeding 13 ounces or those requiring tracking must be presented to a retail clerk at the carrier’s counter so the correct postage can be calculated and applied.
The clerk will weigh the package, determine the shipping cost, and apply an official postage label or meter strip. This official label contains the machine-readable barcode and a unique tracking number, which monitors the package’s progress. Simply writing a tracking number by hand is ineffective, as the number must correspond to a scannable barcode registered in the carrier’s system. Manual entry of handwritten numbers is time-consuming and causes processing delays.
Carrier Guidelines for Handwritten Labels
The feasibility of using a handwritten label varies significantly between the national postal service and commercial carriers due to differing operational models. The United States Postal Service (USPS) is the most accommodating, accepting handwritten addresses for standard mail classes like First-Class Mail, Priority Mail, and Ground Advantage services. For simple, low-volume, or personal shipments, a handwritten address combined with counter-paid postage is acceptable.
Commercial carriers, such as UPS and FedEx, operate highly automated networks structured around printed, scannable barcodes. They strongly discourage handwritten labels, especially for standard ground and express services. If a handwritten address is brought to a staffed retail location, the clerk must generate an official, machine-readable label to place over the handwritten information. Using a handwritten label without counter coordination can result in rejection, processing delays, or additional handling surcharges.
The Advantages of Printed Labels Over Handwritten Ones
The industry standard for shipping relies on printed labels because they provide advantages in speed, cost, and tracking reliability that handwritten labels cannot match. Printing a label automatically generates a unique, scannable barcode that allows the package to move efficiently through automated sorting equipment without manual intervention. This automatic processing reduces the risk of human error or misinterpretation that occurs when employees must manually decipher illegible handwriting.
Printed labels also offer a financial benefit, as online shipping services often qualify for discounted commercial rates cheaper than the retail price charged at the counter. Furthermore, the online process automatically validates the address against the carrier’s database, correcting errors and ensuring the destination is recognized. This combination of reduced error, guaranteed tracking, and lower costs makes printing the preferred method for shipping transactions.
Final Considerations for Handwritten Labels
Handwriting a label is permissible for simple, domestic packages, particularly when using the US Postal Service for non-time-sensitive delivery. This method is best reserved for single-item shipments where avoiding a printer outweighs the benefits of a digitally generated label. Legibility is the most important consideration, as smudged, faint, or poorly spaced writing will slow the package and potentially prevent delivery. Always write clearly in block letters and confirm the correct postage is applied at a carrier counter if tracking or insurance is desired.