How to Create Shipping Labels in 2026: Save Time & Money

Shipping labels are the unsung heroes of logistics. They’re the critical instruction sheets that guide your package from your hands to its final destination. Whether you’re an Etsy seller shipping daily orders or just mailing a gift, knowing how to properly create shipping labels can save you time, money, and a whole lot of headaches.

The simplest way to create shipping labels is to use an online service. Major carriers and shipping platforms allow you to enter your package details, pay for postage, and print a professional label directly from your computer or phone. This guide walks you through that process and covers everything else you need to know, from advanced options to common pitfalls. Let’s get your packages moving.

What Exactly Is a Shipping Label?

A shipping label is a special tag attached to a package that contains all the information a carrier like USPS, UPS, or FedEx needs to deliver it. Think of it as your package’s passport. It includes the sender’s and recipient’s addresses, the package weight, the shipping service selected (like Priority or Ground), and most importantly, a scannable tracking barcode.

This barcode is unique to your shipment and allows the carrier’s automated systems to sort and track the package at every step. A proper shipping label is much more than a simple address sticker; it’s a complex document designed for machine readability that ensures your parcel gets where it’s going efficiently.

The Modern Way: How to Create Shipping Labels Online

Gone are the days of waiting in long lines at the post office. The easiest and most popular method today is to create shipping labels online. All major carriers offer this service through their websites, allowing you to enter your package details, pay for postage, and print a professional label from anywhere.

Here’s why it’s the go to method:

It Saves Money: Carriers offer significant discounts for postage purchased online versus at a retail counter. These commercial rates can often save you 10% to 20% or even more.
It Saves Time: You can create shipping labels 24/7 without leaving your home or office. USPS’s Click N Ship service, for example, was designed to “bring the Post Office to your desktop”. In fact, USPS customers created over 32 million shipping labels through this service in a single year.
It’s Convenient: Once your package is labeled, you can often schedule a free pickup from your doorstep, completely avoiding a trip to the carrier’s store.

Before you create shipping labels with a specific carrier, it pays to see who has the best price. If you’re deciding between carriers, see our comparison on which is cheaper, UPS or USPS. Using a free tool like the Online Shipping Calculator lets you compare rates from USPS, UPS, and FedEx in seconds, ensuring you get the cheapest option.

Shipping on the Go: Using Mobile Apps and No Printer Options

You don’t even need a computer to create shipping labels. Most carriers have mobile apps or mobile friendly websites that let you manage shipments right from your phone. You can enter addresses, select services, and pay for postage while you’re out and about.

But what if you don’t have a printer? You still have great options.

Electronic Shipping Labels and QR Codes

Carriers have developed clever systems for people without printers. Instead of a PDF label, you can receive a special QR code on your phone.

USPS Label Broker: When you create a shipping label with a participating service, you can get a Label Broker ID or QR code. Take your package and phone to the post office, and a clerk will scan the code to print the label for you on the spot.
UPS QR Codes: UPS makes it incredibly easy. You can get a QR code emailed to you, and any of the 5,000 plus UPS Store locations or 40,000 plus Access Points (like CVS or Michaels) can scan it and print your label for free.
FedEx QR Codes: FedEx offers a similar service, particularly for returns. Just show your QR code at a FedEx Office, and they’ll print the label for you.

Other Places to Print

If you have a PDF label but no printer, you can print it at:

Office Supply Stores: Places like Staples or Office Depot offer printing services for a small fee. FedEx Office charges around 49 cents per page for black and white printing.
Public Libraries: Most local libraries have public computers and printers available for a very low cost.
A Friend or Workplace: You can always email the label to a friend or use a printer at work (with permission).

Printing Your Labels: From Home Setups to Carrier Stores

If you do have a printer, you have full control over the shipping process. Here’s a breakdown of your printing choices.

Printing at Home with a Standard Printer

You do not need any special equipment. Any standard inkjet or laser printer works perfectly well to create shipping labels.

Setup: Use regular 8.5″x11″ printer paper. Most online services will generate a PDF with the label on one half of the page.
Process: Simply print the PDF at 100% or “Actual Size” to ensure the barcode is scannable. Cut the label out and securely tape it to your package. Taping over all four edges is best.
Supplies: For a cleaner look, you can buy self adhesive half sheet label paper. After printing, you just peel and stick.

Upgrading to a Thermal Label Printer

If you ship frequently (even just 5 to 10 packages a week), a thermal label printer is a game changing investment. These devices use heat to print on special labels, meaning you never have to buy ink or toner.

Efficiency: They are incredibly fast, printing a professional 4″x6″ sticker label in a second or two.
Cost Effective: The only consumable you need to buy are the label rolls, which cost just a few cents per label.
Professional Quality: Thermal printers produce crisp, smudge proof barcodes that are perfectly formatted for carrier scanners.

Choosing the Right Label Size (4x6 vs. 8.5x11)

Shipping labels primarily come in two formats:

4″x6″ Labels: This is the industry standard size. It’s what thermal printers use and what all carrier systems are optimized for.
8.5″x11″ Paper: This is the format used by standard printers. The service will place a label (or two) on a letter sized page, which you then cut out. A common layout produces a label that is roughly 8.5"x5.5".

Carriers accept both formats. The content on the label is the same, so the choice comes down to your printer setup.

Getting a Label Printed at a Carrier Location

Of course, you can always go to a Post Office, UPS Store, or FedEx Office and have them create shipping labels for you. While convenient, be aware that you will pay the full retail shipping rate, which is often much higher than the discounted online price. Some locations, like franchised UPS Stores, may also charge a small service fee of around $3 to $5 for creating and printing the label for you.

Mastering the Details: Label Formatting and Best Practices

A clean, correct label is a happy label. Following a few simple rules ensures your package sails through automated sorting systems without a hitch.

The Standard Shipping Label Format

While designs vary slightly between carriers, all labels contain the same core elements:

Sender and Recipient Addresses: Your address (the return address) and the destination address.
Tracking Barcode: The main scannable barcode tied to your tracking number.
Routing Code: A special barcode (like a MaxiCode for UPS or an IMpb for USPS) that tells high speed sorters where to send the package next.
Service Type: A clear indicator of the shipping method (e.g., “USPS Priority Mail”).
Package Weight: The weight you declared when you purchased the postage.

Using an official shipping label template from a carrier or shipping software ensures all these elements are present and correctly placed.

Getting the Address Right

Incorrect addresses are a top reason for delivery delays. Follow the standard USPS format for clarity. See our guide on how to address an envelope:

JANE SMITH
123 MAIN ST APT 4B
ANYTOWN WA 98101

Use all capital letters.
Avoid punctuation.
Use official USPS abbreviations (ST for Street, APT for Apartment).
Always include the apartment or suite number on the same line as the street address.

Barcode Rules You Can’t Ignore

The barcode is your package’s most important feature.

Print Quality: Ensure it is printed crisply with no smudges or streaks. Don’t shrink the label, as this can make the barcode unscannable.
No Obstructions: Do not cover the barcode with tape, stickers, or writing. While clear tape is often okay, it can sometimes create glare that interferes with scanners. It’s best to tape only the edges of the label.

Where to Place the Label on Your Package

Proper placement prevents the label from getting damaged or missed by scanners.

Place the label on the largest, flattest surface of the package (usually the top).
Avoid placing it over seams, edges, or corners.
Make sure only one shipping label is visible. Completely remove or black out any old labels if you are reusing a box.

Special Cases and Advanced Techniques

As you ship more, you might encounter these scenarios.

Handling Returns: How to Create a Return Shipping Label

A return shipping label is a pre addressed, often prepaid, label that allows a customer to easily send a product back. In ecommerce, easy returns are crucial. Studies show that 92% of online shoppers have returned items, and a difficult returns process can cause customers to abandon their shopping carts.

You can create a return shipping label by simply swapping the sender and recipient addresses when creating a new label. Many shipping platforms have a one click “create return label” button that does this for you automatically.

Shipping in Bulk: Batch Label Creation

If you have many orders to ship, creating labels one by one is a huge time sink. Batch shipping label creation lets you generate dozens or even hundreds of labels at once. You select all your orders, confirm the shipping details, and print them all in a single batch. This feature, available in most shipping software, can make your fulfillment process up to three times faster.

Old School: Manual Airbills (And Why to Avoid Them)

A manual airbill is a handwritten, multi part form that can be used as a shipping label in a pinch. However, carriers strongly discourage their use. Handwritten labels lack the scannable barcodes required for automated processing, which can lead to delays and tracking errors. For international shipments, printed labels and electronic customs data are almost always required. Here’s a quick guide on how to ship internationally.

Using a Shipping Label Template

A shipping label template, provided by a carrier or shipping software, ensures your labels are always formatted correctly. You don’t need to design your own. Just fill in the address and package details, and the system generates a perfect, compliant label every time.

The Bottom Line: Costs and Common Pitfalls

The cost to create shipping labels is simply the cost of the postage. The printing itself is free when using online tools. The key to saving money is finding the cheapest postage rate for every shipment; this starts with knowing how to calculate shipping costs. Before you commit to a carrier, use a free comparison tool like the Online Shipping Calculator to see all your options.

Avoid these common mistakes to ensure smooth deliveries:

Incorrect Weight or Dimensions: Underestimating can lead to postage due fees or returned packages.
Wrong Address Format: A missing apartment number or wrong ZIP code can send your package on a detour.
Poor Label Placement: A label that is wrinkled, wrapped around a corner, or placed over a seam may be unscannable.
Visible Old Labels: Multiple barcodes will confuse automated sorters and can send your package to the wrong destination.

Frequently Asked Questions About Creating Shipping Labels

1. Can I handwrite a shipping label?
While you can handwrite an address on a package, it is not a proper shipping label because it lacks a tracking barcode. Carriers strongly prefer printed labels, and using a handwritten one can cause significant delays.

2. What is the cheapest way to create shipping labels?
The cheapest way is to compare rates from different carriers online and purchase your postage through a service that offers discounted commercial rates, not retail counter rates.

3. Do I need a special printer for shipping labels?
No, any standard inkjet or laser printer can print labels on regular paper. A dedicated thermal printer is a convenient upgrade for frequent shippers but is not required.

4. Can I reuse a shipping label?
No. Each shipping label has a unique tracking number and is valid for a single use. Reusing a label will result in the package being returned or discarded.

5. Where can I print a shipping label for free?
If you have a QR code from USPS or UPS, you can get your label printed for free at their respective retail locations. Otherwise, you can pay a small fee at a library or office supply store.

6. What happens if my shipping label is wrong?
An incorrect label can lead to delays, the package being returned to you, or additional postage charges. Always double check the recipient address, weight, and dimensions before you create shipping labels.