Writing a package label correctly comes down to putting the right information in the right place: your return address in the top-left corner, the delivery address in the center, and postage in the top-right corner, all on the same side of the box. Getting these basics right prevents delays, returns, and lost packages. Here’s how to do it for both domestic and international shipments.
Where Everything Goes on the Box
USPS guidelines call for writing the address parallel to the longest side of the package. This orientation gives you the most space and makes the label easy for postal workers and sorting machines to read. Three elements need to fit on this same side:
- Return address: top-left corner
- Delivery address: center of the package, slightly below and to the right of the return address
- Postage: top-right corner (stamps or printed postage)
If you’re using a printed shipping label, place it parallel to the longest side as well. Don’t fold the label over an edge or let it overlap with other labels. Every label on the package should sit on the same side so handlers can see all the information at once without flipping the box around.
How to Format the Delivery Address
A properly formatted address has three or four lines, each stacked in order:
- Line 1: Recipient’s full name (or business name)
- Line 2: Street address, including apartment or suite number
- Line 3: City, state abbreviation, and ZIP code
Use the two-letter state abbreviation (TX, not Texas) and include the full ZIP code. If you know the ZIP+4 code (the extra four digits after the dash), add it. This helps the package reach its destination faster because sorting machines use it to narrow the delivery route.
For the return address, follow the same format but write it smaller in the top-left corner. The return address ensures the package comes back to you if it can’t be delivered.
Handwriting vs. Printed Labels
You can hand-write a shipping label, but legibility matters more than you might think. Use a dark ink pen, preferably black, and write in block capital letters. Avoid markers that could smear if the package gets wet. Ballpoint or permanent ink pens work best. If your handwriting tends to be hard to read, printing a label is a safer choice.
One important rule: if you’re using a barcoded shipping label (the kind you print from a carrier’s website), all information on that label must be machine-printed. You cannot hand-write corrections or alterations on a barcoded label because the printed text needs to match the barcode data. If you spot an error on a printed label, generate a new one rather than crossing something out and writing over it.
Adding Special Handling Markings
If your package contains fragile items, liquids, or anything that needs careful handling, you can add markings to the outside of the box. Write “FRAGILE” or “HANDLE WITH CARE” in large letters on multiple sides. These aren’t regulated labels with legal force, but they do signal to handlers that the contents need extra attention. For the best protection, pair these markings with proper internal packaging like bubble wrap or packing peanuts.
Packages containing liquids need orientation arrows showing which side should stay upright. These are typically red or black arrows pointing up, placed on at least two sides of the box. Inside, seal liquid containers in leak-proof bags in case something breaks during transit.
Certain items trigger stricter labeling rules. Lithium batteries, for example, require a specific “Lithium Battery Handling Mark” on the outside of the package. Flammable liquids fall under hazardous materials regulations and need a Class 3 Flammable Liquid label. If you’re shipping anything that could be classified as hazardous, check with your carrier before dropping it off. Most carriers have restricted items lists on their websites, and shipping hazardous materials without proper labeling can result in fines or package seizure.
Labeling International Packages
Shipping across borders requires significantly more information than a domestic label. Beyond the delivery and return addresses, you’ll need customs documentation attached to the outside of the package so anyone handling it can access the details easily.
The address format changes slightly for international packages. After the city and postal code, add the destination country name on its own line, written in full and in capital letters. This is the most important line on an international label because it determines which country’s mail system receives the package.
Required Customs Documents
A commercial invoice (or customs declaration form, for personal shipments) acts as the primary customs document. It needs to include a detailed description of the contents, the country where the goods were manufactured, the value of each item, and harmonized system codes if applicable. Harmonized system codes are standardized numerical codes that classify products for customs purposes. Your carrier’s shipping tool will often help you find the right code.
You’ll also need to provide your full name, address, phone number, and email as the shipper, along with the receiver’s name, address, and phone number. For commercial shipments, both parties may need to provide tax identification numbers.
One decision you’ll make when filling out the shipping paperwork is whether duties and taxes are “paid” (you cover all costs) or “unpaid” (the recipient pays any import fees when the package arrives). Choosing unpaid can create a surprise bill for your recipient, so it’s worth communicating this in advance.
Some goods require additional paperwork. A certificate of origin verifies where the products were manufactured. Certain controlled or restricted items need export licenses from both the origin and destination countries. If you’re shipping commercially, an insurance certificate provides proof of coverage in case the shipment is lost or damaged.
Practical Tips for a Clean Label
Cover your label with clear packing tape to protect it from rain, snow, and scuffing during transit. Don’t tape over barcodes with colored or opaque tape, as scanners need to read them. Clear tape laid flat without wrinkles works best.
Remove or cover any old shipping labels, barcodes, or address stickers from a reused box. Leftover labels from a previous shipment can confuse sorting equipment and send your package to the wrong destination. A thick marker to black out old information, or a fresh label placed directly over the old one, solves this.
If you’re shipping something valuable, place a second copy of the delivery address inside the box. If the exterior label gets damaged or falls off, the carrier can open the package and still find where it needs to go.