Do you need a special printer to print shipping labels?

Shipping labels are crucial for any business that sells and ships products, from small online sellers to large e-commerce companies. As a business owner, you may wonder if you need a special printer for printing shipping labels. There are various types of printers you can use, and this blog can help you decide which option is the most suitable for your needs.

What is a Shipping Label?

A shipping label is a critical component of the shipping process, providing essential information about a package’s destination, contents, and handling instructions. It is a physical or digital label attached to a package, containing details such as the sender’s and recipient’s addresses, package weight, dimensions, and shipping method. The importance of shipping labels cannot be overstated, as they ensure that packages are delivered efficiently and accurately, reducing the risk of loss, damage, or misdelivery.

Do You Need Thermal Printers for Shipping Labels?

The short answer is: it depends on your needs and volume of printing. Shipping labels can be printed on a variety of printers, from standard inkjet or laser printers to more specialised thermal label printers. Each printer type has its own pros and cons, and understanding these can help you choose the best option for your business.

1. Using a Standard Inkjet or Laser Printer:

Inkjet and laser printers are common in homes and offices. They can be used to print shipping labels, but they are not always the most efficient or cost-effective option. Here’s why:

When using regular paper, it is recommended to cover the label with clear tape to ensure the shipping address and barcode remain fully visible and protected during transit.

• Advantages:

- Versatility: Can print both documents and labels.

- Accessibility: Many people already have one at home or in the office.

- Quality: Can produce high-quality labels with clear text and images.

• Disadvantages:

- Ink Costs: Inkjet printers use expensive ink, which can add up if you print a high volume of labels.

- Paper Type: You need to buy label sheets that are compatible with your printer, which might be less economical over time.

- Speed: Standard printers may be slower compared to dedicated label printers, especially for bulk printing.

2. Using a Thermal Label Printer:

Thermal label printers are specifically designed to print labels, including shipping labels, and are widely used in businesses of all sizes.

• Advantages:

- Cost-Effective: Thermal printers use heat instead of ink, so there is no need to purchase ink cartridges. This makes them more economical in the long run.

- Speed: They are faster and more efficient, especially for high-volume printing tasks.

- Durability: The labels are more resistant to smudging and fading, which is crucial for shipping.

• Disadvantages:

- Initial Investment: Thermal printers can be more expensive upfront than a standard inkjet or laser printer.

- Single-Purpose: They are mainly designed for label printing, so they cannot be used for other types of printing tasks.

A thermal label printer requires special labels coated with a heat-sensitive layer that reacts to the printer's heat to create text and images. There are two main types of thermal labels:

• Direct Thermal Labels are coated with a chemical that darkens when exposed to heat.
• Thermal Transfer Labels use a ribbon with heat-sensitive ink that transfers to the label when heated. 

What Are the Key Considerations When Choosing Label Printers for Shipping Labels?

When deciding whether to use a standard printer or invest in a thermal printer for shipping labels, consider the following factors: Utilising a shipping platform can streamline the process by offering features such as automatic address verification and package dimension calculations, ensuring efficiency and cost-effectiveness.

• Volume of Printing: If you are only printing a few labels per day, a standard printer might suffice. However, for higher volumes, a thermal label printer is more cost-effective and time-efficient.
• Quality and Durability: If your labels need to withstand various environmental conditions, such as heat, moisture, or rough handling, thermal printing offers superior durability.
• Cost of Consumables: Ink costs for standard printers can be significant over time, whereas thermal printers only require labels, making them cheaper in the long run.
• Space and Usage: A thermal printer is compact and designed specifically for printing labels, making it a convenient choice for businesses with limited space or specific needs.

Creating Your Own Shipping Labels

Required Information for Shipping Labels

To create your own shipping labels, you will need to include the following required information:

• Recipient’s name and address
• Sender’s name and address
• Package weight and dimensions
• Shipping method (e.g., ground, air, express)
• Tracking number
• QR code or barcode
• Relevant handling instructions (e.g., fragile, perishable)

Methods for Creating Shipping Labels

There are several methods for creating shipping labels, including:

• Using a shipping software or platform, such as ShipStation or ShippingEasy, which can generate labels and provide access to discounted shipping rates
• Printing labels directly from a carrier’s website, such as USPS, FedEx, or UPS
• Using a thermal printer or label printer, which can quickly and efficiently print labels
• Creating labels manually, using a template or design software, although this method is more time-consuming and prone to errors.

Regardless of the method chosen, it is essential to ensure that all required information is included and accurate, to prevent delays or issues during the shipping process.

Can You Create Shipping Labels on Regular Paper or Handwrite Them?

Yes, you can print shipping labels on regular paper, but it’s less durable and less professional than using self-adhesive labels. Alternatively, you can visit your local post office to print shipping labels and drop off your mail, which can be particularly convenient for small businesses. You’ll need to cut out the label and securely tape it to your package, which may not hold up well in transit. Handwriting labels is also an option, but it’s generally not recommended, as it can be harder for courier scanners to read and may lead to delivery delays or errors. For efficiency and reliability, printed labels on adhesive sheets or thermal printers are the best choices.

So, do you need a special printer to print shipping labels?

It depends on your business needs. If you’re a small business or just starting, a standard inkjet or laser printer may suffice. However, if you’re looking for a cost-effective, fast, and durable solution for high-volume label printing, a thermal label printer is likely your best bet.

Whatever your choice, ensuring your shipping labels are clear, durable, and easy to read will help your business run smoothly and keep your customers happy.

FAQ’s

Can I print shipping labels with a regular printer?  

Yes, you can use a regular inkjet or laser printer, but it may not be as efficient or cost-effective as a thermal printer, especially for high volumes.

Do I need special paper for printing shipping labels?  

Yes, standard printers use A4 label sheets, while thermal printers use rolls of self-adhesive labels.

What is a thermal label printer?  

A thermal label printer uses heat to print labels, avoiding the need for ink or toner. It is fast, cost-effective, and ideal for shipping.

How do thermal printers work without ink?  

They use heat to activate special paper, creating images or text without ink, reducing printing costs.

Are thermal printers faster than regular printers?  

Yes, they are faster and designed for high-speed label printing, ideal for businesses with high shipping volumes.

What size labels are needed for shipping?  

Label size depends on the carrier and printer. Common sizes are 4x6 inches or A6.

Can any printer print thermal labels?  

No, only thermal printers can print on thermal label rolls as they use a heat-based mechanism.

Is a thermal printer cheaper for shipping labels?  

While they cost more upfront, thermal printers are cheaper over time since they don't use ink or toner.

Do thermal labels fade over time?  

Thermal labels can fade with prolonged exposure to sunlight or heat, but they generally last well under normal conditions.

How to choose the best printer for shipping labels?  

Consider your printing volume, budget, and label durability. Thermal printers are best for high-volume shipping.

Why are accurate shipping addresses important?  

Accurate addresses ensure packages reach the correct destination, avoiding delays, returns, or extra costs.