Why the label is read by machines first
In a large parcel network, most parcels are sorted by equipment that reads the label automatically. Cameras and scanners capture the barcode and sometimes the printed address, look up where the parcel should go and route it along conveyors. A parcel that cannot be read does not simply stop. It is usually diverted to a manual process, where someone must find the label, key in the data or reprint it. That takes time and can delay delivery.
For sellers, then, a label is as much a technical item as a written one. The goal is for a machine to read it first time, every time.
Label placement
Where you put the label affects whether it can be scanned.
- Use the largest flat face, normally the top of the box. Scanners are positioned to read the top and sometimes the sides.
- Keep the label off edges, corners and seams. If a label wraps around a corner, the barcode is distorted and may be unreadable. The same applies to a label stuck over a flap seam, where it can split when the box opens.
- Place one label per parcel. Multiple labels can confuse the system if they contain different data.
- Leave a clear margin. Keep the label away from the edge of the box and from tape, printed logos and bulky stickers.
- Avoid curved surfaces such as the rounded side of a tube. Apply labels on the flattest area, or use a flat tag or sleeve.
- Remove or cover old labels. Old barcodes can be read in place of the new one. Peel them, black them out thoroughly or use a fresh box.
For soft packaging such as mailers, choose a smooth part of the pack and smooth out wrinkles so the barcode is flat.
Barcode quality
The barcode is what scanners care about most. Several factors decide whether it reads.
- Contrast. Black bars on a white background give the best result. Faint printing, gray text, and colored or patterned backgrounds reduce readability.
- Print resolution and sharpness. Blurred or broken bars are common when thermal printers run low on ribbon or heads are dirty. Do a test print and look for gaps or smudges.
- Size. Do not shrink labels to save space. Print at the size the carrier specifies. A scaled-down barcode can fail even when it looks fine.
- Quiet zone. Barcodes need an empty margin on both sides. Text or lines placed too close can interfere with the scan.
- Surface condition. Wrinkles, folds, scratches, moisture and shiny tape produce glare or distort the pattern.
- Printing method. Thermal printing is widely used for shipping labels because it gives sharp, consistent results. Inkjet on plain paper can smudge if it gets damp, and laser printing can work but may need to be of good quality.
Do not try to edit or recreate a carrier’s barcode by hand. Generate labels through the carrier’s system or through shipping software that follows its format.
Protecting the label
A good print can still be ruined in transit.
- Use labels with a strong adhesive suited to the surface. Cheap labels can peel in cold or damp conditions.
- Cover the label with clear tape only if it is a type that does not wrinkle or create glare. Many people choose to leave it uncovered and rely on a good adhesive.
- Keep the label dry and away from places where it will rub, such as the sides of a stacked pallet.
- Where a waybill is placed in a plastic pouch on the outside, check that the pouch is flat and transparent.
Carriers may also request a duplicate paper copy inside the parcel, which helps if the outer label is lost or damaged. It is a simple precaution that many sellers adopt.
Address formatting
Even when the barcode scans, the address printed beside it may be read by character recognition software or by a person. Poor formatting can lead to misrouting. Many delivery problems come from address errors, so a consistent format is worth the effort.
Good practice includes:
- Use a clear, consistent order. Typically recipient name, then street address, then city, region or state and postal code, then country for international parcels. Follow the format of the destination country where you know it.
- Put each element on its own line, and avoid cramming several into one.
- Use uppercase or clear sans-serif type at a readable size. Avoid decorative fonts.
- Keep the postal code accurate and complete. It is often the main factor in routing.
- Include unit, suite or apartment numbers on the same line as the street or the line immediately beneath it, in the format the carrier prefers.
- Add a phone number or email if the carrier uses it for delivery notifications or to resolve problems.
- Avoid extra symbols, abbreviations that could be misread and notes like “leave by the blue door” in the address block itself. Put delivery instructions in the designated field.
- Verify addresses before shipping. Checkout validation or an address-checking tool catches many typos and incomplete entries early.
For international parcels, write the country name in full in capitals on a separate last line, and include any customs details the shipment needs.
Return address and extras
Include a return address in a corner of the label, so that undeliverable parcels can come back. Mark special services such as signature required using the carrier’s own symbols, not hand-written notes. Handling labels such as “fragile” or “this way up” can be added, but remember that automated sorting does not respond to them, so they should never replace proper packaging. Labels on batteries or liquids must follow specific rules that vary by carrier and mode.
A quick pre-shipping check
Before a parcel leaves, look at the label and ask: is it flat, dry, uncovered by tape, printed in dark ink, and on a single face? Scan one in a sample with a handheld or phone scanner if you have one. If a barcode scans reliably on the packing bench, it is likely to scan in the network too, though real-world conditions vary.