Creating a shipping label transforms a package into a trackable item ready for transit. The label is a communication tool containing the necessary data for carriers to route the package from its origin to its final destination and facilitate real-time tracking. The process is simpler than ever before and is primarily handled online.
Essential Information Needed for a Label
Before starting the digital label creation process, gather specific, accurate information about the sender, the recipient, and the package itself. This preparation involves confirming the complete name and address of the sender, including the street, city, state, and postal code, which is used for return purposes if delivery fails. Equally important is the recipient’s full name and complete delivery address, which must be validated to avoid routing errors. You must also accurately determine the package’s physical characteristics, specifically its weight and dimensions (L x W x H). These measurements are necessary for the platform to calculate the postage cost.
Choosing the Right Platform for Label Creation
The ideal method for creating a shipping label depends on the volume and frequency of your shipments. Different platforms cater to various user needs. For those who ship infrequently, such as sending an occasional gift or returning an item, using a direct carrier website is often the most accessible choice.
Direct Carrier Websites
Major shipping providers offer self-service tools directly on their websites, such as “Click-N-Ship” portals. These platforms are designed for the occasional shipper, allowing users to enter package and address details, pay the retail rate for postage, and print the label without needing an account. While convenient, these sites typically only offer the carrier’s standard retail pricing, which is generally the highest rate tier.
Third-Party Shipping Software
Businesses or individuals with a higher shipping volume benefit from third-party shipping software, which acts as a centralized dashboard for multiple carriers. Platforms like ShipStation or Shippo integrate with various carriers and provide discounted commercial rates, often lower than retail prices. This software is useful for optimizing carrier selection, comparing rates in real-time, and automating the process for many orders at once.
Online Marketplace Integration
Online sellers using e-commerce platforms like Etsy or eBay have the simplest option, as these marketplaces often integrate label purchasing directly into the order fulfillment workflow. This method allows sellers to buy and print a discounted label for the specific transaction with just a few clicks. The system automatically pulls the buyer’s address and updates the order status with tracking information.
Step-by-Step Guide to Creating a Label Online
Regardless of the platform chosen, the process for generating a shipping label follows a consistent sequence:
- Input the sender’s return address and the recipient’s delivery address.
- Input the package specifications, including the weight and dimensions.
- Select the desired shipping service, such as ground, air, or express, which initiates the cost calculation and transit time estimation.
- Review the displayed total cost and all entered data for accuracy before proceeding to payment.
- Upon successful payment, download the generated label, typically a PDF file, ready for printing.
Calculating Shipping Costs and Selecting Service Type
The final cost of a shipping label is determined by several factors. The two primary variables influencing price are the package’s weight and the distance it must travel, defined by the carrier’s shipping zones. Shipping zones number from Zone 1 to Zone 8; a higher zone number indicates a greater distance from the origin point and results in a higher cost.
Another element is Dimensional Weight (DIM weight), which carriers use to account for the space a package takes up on a vehicle. DIM weight is calculated by multiplying the package’s length, width, and height and dividing the result by a carrier-specific DIM divisor. The carrier charges based on whichever is greater: the package’s actual weight or its calculated DIM weight. Beyond cost, selecting the service type balances economy, such as slower ground service, against speed, like expedited priority or express options.
Printing and Securing Your Label
Once the digital label file has been created and paid for, the final step involves physically preparing the package for transit. For printing, a standard inkjet or laser printer using 8.5″ x 11″ paper is sufficient for occasional use, though a resolution of at least 600 DPI is recommended to ensure the barcode is scannable. High-volume shippers often prefer thermal printers, which are faster and use heat-sensitive paper, eliminating the need for ink or toner.
The printed label must be affixed to the package on the largest flat surface, carefully avoiding seams, edges, or corners that could cause damage during processing. If using plain paper, the label should be completely covered with clear packing tape to protect it from moisture and abrasion. Care must be taken not to obscure the barcode, which must remain clearly visible and scannable.