How to Create a Shipping Label (2026): 5 Easy Steps

• 11 min read

Creating a shipping label is a straightforward process that you can complete online in just a few minutes. To create a shipping label, you simply need to enter your package’s details (like addresses, weight, and dimensions) using an online shipping service, choose a carrier, pay for the postage, and then print the label. This sticker is packed with information that tells carriers everything they need to know, from the destination address to the shipping speed. Without a proper label, your package isn’t going anywhere.

This guide will walk you through exactly how to create a shipping label, covering everything from gathering the right information to printing and attaching it perfectly. Whether you’re a small business owner or just sending a gift, you’ll learn how to do it efficiently and affordably.

What’s on a Shipping Label? (The Anatomy)

Think of a shipping label as your package’s passport. For a deeper dive, see our complete guide to shipping labels. It contains several key pieces of information that ensure it gets processed, tracked, and delivered correctly.

Here’s a breakdown of the essential components:

  • Sender and Recipient Information: This includes the “ship from” (your address) and “ship to” (the destination) sections with full names and addresses.
  • Tracking Number and Barcode: A unique number, represented in a machine readable barcode, allows the carrier to scan the package at every stop. This is what powers the real time tracking you and your recipient see.
  • Service Level: This indicates how fast the package should travel (for example, USPS Priority Mail, UPS 2nd Day Air, or FedEx Ground).
  • Package Weight and Dimensions: The carrier uses this to calculate the postage cost. An inaccurate weight can lead to extra charges or delivery delays.
  • Shipping Date: The date the label was created, which helps in estimating the delivery timeframe.
  • Special Markings: Sometimes you’ll see other codes or markings that help with sorting and routing. For international shipments, the label also includes customs information, like a description of the contents and their value.

Before You Start: What You’ll Need

Before you can create a shipping label, you need to have a few details ready. Gathering this information upfront will make the process smooth and prevent errors.

  • Full Addresses: The complete sender and recipient addresses, including street names, apartment or suite numbers, cities, states, and ZIP codes. An incomplete or incorrect address is a common reason for delivery problems. If you’re unsure about formatting, see these address formatting tips.
  • Package Weight: Use a shipping scale for accuracy. Carriers can and will charge you extra if the weight you declared is less than the actual weight.
  • Package Dimensions: Measure the length, width, and height of your box. Carriers like UPS and FedEx use dimensions to calculate dimensional weight, which can affect the price for large, lightweight packages.
  • Desired Shipping Speed: Decide if you need it there overnight, in a couple of days, or if standard ground shipping is fine.

How to Create a Shipping Label in 5 Simple Steps

Learning how to create a shipping label online is simple and saves you from paying higher prices at a retail counter. Here’s the step by step process.

Step 1: Determine Your Needs and Choose a Carrier

Your first decision is picking the right carrier and service. This choice depends on your package’s size, weight, destination, and your budget. If you’re deciding between the two most common options, see Which is cheaper: UPS or USPS?

  • For small, light packages: USPS often has the most competitive rates.
  • For heavier or larger boxes: UPS or FedEx Ground can be more economical.

The best way to know for sure is to compare your options side by side. Instead of visiting each carrier’s website, you can use a free tool to see all your choices at once.

Pro Tip: Use the Online Shipping Calculator to instantly compare real time rates from USPS, UPS, FedEx, and more. It helps you find the cheapest or fastest option in seconds.

Step 2: Pick Your Label Creation Method

You have several great options for where to generate your label.

Using a Carrier’s Website

Major carriers like USPS, UPS, and FedEx all let you create shipping labels directly on their websites. You’ll typically need a free account. For example, using the USPS Click N Ship service gives you access to Commercial Base Pricing, which is always cheaper than what you’d pay at the post office counter. This is a great choice if you already know which carrier you’re using.

Using Shipping Software

Platforms like Shippo, ShipStation, or Pirate Ship are designed to streamline shipping. They connect to multiple carriers, allowing you to compare rates and print labels from one dashboard. The biggest benefit is access to deeply discounted rates. Learn where to get the best shipping discounts. Some platforms offer savings of up to 80% off standard UPS or USPS prices. Many of these services have free plans for low volume shippers, making them accessible for everyone.

Using a Mobile App

Most major carriers and many shipping software platforms offer mobile apps. These apps allow you to do almost everything from your phone, including entering shipment details, paying for postage, and generating a label. This is perfect for when you’re on the go and need to quickly figure out how to create a shipping label.

Step 3: Add Extra Services (Optional)

As you create your label, you’ll have the option to add services for extra peace of mind.

  • Shipping Insurance: Protects you against loss or damage. You’ll need to declare the value of your item to purchase the right amount of coverage.
  • Signature Confirmation: Requires the recipient to sign for the package upon delivery, providing proof that it was received.

Step 4: Purchase and Generate Your Label

Once you’ve entered all the details and selected your service, you’ll pay for the postage using a credit card or your account balance. The price you pay is based on factors like package weight, dimensions, distance, and service speed. Here’s how shipping costs are calculated so you can estimate accurately.

Upon payment, the system will instantly generate your shipping label, usually as a PDF file. You will also receive a tracking number immediately. Many online platforms now also offer electronic shipping labels, providing a QR code you can take to the carrier. They will scan the code and print the physical label for you.

Step 5: Print and Attach Your Label

The final step is getting the label on your package. You can print it yourself at home or, if you received a QR code, have the carrier print it at their retail location. If you’re using USPS, you can schedule a free USPS pickup so you don’t have to visit the post office.

Printing Your Shipping Label Correctly

A poorly printed or placed label can cause major delays. Follow these best practices to ensure your package is scannable and ready for its journey.

Printer Options: Standard vs. Thermal

  • Standard Inkjet or Laser Printer: These work perfectly fine for low volume shipping. You can print your label on regular paper, trim it, and tape it securely to the box. Just be sure not to tape over the barcode.
  • Thermal Label Printer: If you ship regularly, a thermal printer is a fantastic investment. Here are the best shipping label printers to consider. They use heat to print on self adhesive labels, so there’s no ink to replace.

Label Placement Best Practices

  • Place the label on the largest, flattest surface of the package.
  • Ensure the entire label is visible on one side. Don’t wrap it around an edge or corner.
  • Smooth the label down so there are no wrinkles or bumps, especially over the barcode.
  • Cover the label with clear shipping tape if you used regular paper, but avoid placing tape directly over the barcode, as the glare can interfere with scanners.
  • Remove or completely cover any old shipping labels or barcodes on the box to prevent confusion.

Barcode Quality and Legibility

The barcode is the most critical part of the label for automated sorting machines. Make sure your print quality is high, with no smudges, streaks, or faded areas. A barcode that can’t be scanned will require manual processing, which can delay your shipment.

Managing Returns and Customization

Your shipping workflow doesn’t end at the outbound shipment.

Creating Return Shipping Labels

Most online platforms make it easy to generate return labels. You can create a prepaid return label at the same time as your outbound label and include it in the box, or you can email it to your customer on demand. Many services also offer QR code returns, where the customer shows the code at a drop off location to have a label printed for them.

Using Shipping Label Templates and Customization

If you’re a business, you might want to customize your labels. Some shipping software platforms allow you to add your company logo or a small promotional message to the label, helping to create a branded experience for your customers.

Common Mistakes to Avoid When You Create a Shipping Label

A small error can cause a big headache. Watch out for these common mistakes:

  • Incorrect Address: Always double check for typos, and include apartment or suite numbers. Address validation tools in shipping software can help catch errors.
  • Wrong Weight or Dimensions: Underestimating the weight can result in carrier surcharges.
  • Poor Print Quality: A smudged or faded barcode can make your package undeliverable.
  • Improper Placement: Placing a label over a seam or on a corner can cause it to get damaged or become unreadable.
  • Using the Wrong Service: Make sure the service you selected matches the packaging you’re using (for example, only use Priority Mail boxes for Priority Mail services).

Find the Best Rates for Your Next Shipment

Knowing how to create a shipping label is the first step, but saving money is just as important. By creating labels online instead of at the post office, you automatically get access to discounted commercial rates. The key is to always compare those rates to find the absolute best deal for every package you send.

Ready to find the cheapest way to ship? Compare carrier rates for free on our site and see how much you can save.

Frequently Asked Questions (FAQ)

How much does it cost to create a shipping label?

The cost of a shipping label is the price of the postage. This varies based on the carrier, service level, package weight, dimensions, and destination. Creating the label itself online is free; you only pay for the shipping service you purchase.

Can I create a shipping label without a printer?

Yes. Many carriers and shipping services now offer a QR code option. After you purchase your postage online, you’ll receive a code on your phone. Simply take your package and the code to a participating carrier location, and they will scan it and print the label for you.

What’s the easiest way for a small business to create a shipping label?

For small businesses, using multi carrier shipping software is often the easiest and most cost effective method. These platforms integrate with ecommerce stores, import orders automatically, offer significant postage discounts, and let you print labels in batches.

Do I need a special printer for shipping labels?

No, you don’t need a special printer. A standard inkjet or laser printer works just fine. However, if you ship frequently, a thermal label printer can save you time and money on ink and paper in the long run.

How do I create a shipping label on my phone?

You can create a shipping label on your phone by using the carrier’s mobile app (like the UPS or FedEx app) or a shipping software app. The process is the same as on a desktop: you enter the package details, choose a service, pay for postage, and the app will generate a label or a QR code.

Can I handwrite a shipping label?

While you can still handwrite addresses for some services at the post office, it’s not recommended. A printed label is much more reliable, as it includes a trackable barcode that is essential for modern logistics. You also miss out on the postage discounts available online.