Labelling parcels correctly: A guide to error-free shipping with DHL, UPS, FedEx & Co

To ensure that your parcels arrive safely at their destination, they must be labelled correctly for parcel shipping. This is the only way that shipping service providers such as DHL, Hermes and Co. can read the address label and deliver the parcel on time. Correct labelling prevents delivery delays, returns and additional costs.

An incorrectly labelled parcel costs time, money and customer satisfaction in everyday business. This guide shows you how to do it right – manually and automatically. And we show you how professional labelling with a shipping platform solves all your problems at once.

The golden rule for manually labelling parcels: The recipient’s address should be large and centrally located on the largest surface of the parcel, while the sender’s address should be smaller and located in the top left-hand corner.

Why is this?

Automatic sorting systems in parcel centres use cameras, scanners and conveyor belts to assign each parcel to the correct destination region as quickly as possible.

If the recipient’s address is large and centrally located on the largest surface, it can be easily recognised and automatically read by the optical scanner. The system links this information to the correct destination so that the parcel is automatically forwarded in the right direction via conveyor belts and switches.

The sender address, on the other hand, is only relevant in exceptional cases (e.g. for returns or undeliverable items). It should therefore be smaller and located in the top left-hand corner so that the scanner does not confuse it with the recipient’s address. Incorrect placement or poor legibility can result in the parcel being processed manually or sorted incorrectly, causing delays.

• Do not stick over edges or corners – the label must lie on a smooth, flat surface so that scanners can read it completely.
• Do not stick on adhesive tape or foil – shiny surfaces can cause reflections that make barcodes unreadable.
• Do not stick over old labels or barcodes – old information can be recognised by the scanner and lead to incorrect sorting.
• Do not print too small or too large – the label should be in standard format (e.g. A6) so that the QR code can be read correctly.
• Do not attach to the side or bottom of the parcel – the label should be centred on the largest, flattest surface.
• Do not stick on labels that are damaged, smudged or creased – a clean, undamaged label is a prerequisite for machine scanning.
• Do not stick labels too close to the edges of the parcel – keep a minimum 2 cm distance from the edge to avoid damage.

On the pre-printed shipping label, you will find fields for all relevant data and the necessary address fields. If the parcel label is filled out correctly, you will automatically meet all requirements for the parcel to arrive safely at its destination. These include:

• Name of the recipient (and company name, if applicable)
• Current recipient address including postcode
• Additional shipping details (e.g. destination country, telephone number)
• Correct sender name and address

How do you label a parcel correctly? Manual vs. professional shipping label

Conclusion for B2B companies:

While hand-labelled parcels may be sufficient in exceptional cases, printed shipping labels are the standard for professional shipping. They ensure faster processes, lower error rates and a professional image – crucial for customer satisfaction and efficiency in logistics.

The basic principles for labelling (recipient in large print, sender in small print) are universal and generally apply to all other shipping service providers, including UPS, FedEx and DPD.

A DHL parcel label sticker for parcels and small packages is available free of charge at most post offices. Fill out the labels, ideally in block letters, and stick them on the top of your parcel. Alternatively, DHL also offers the option of downloading the shipping label directly as a PDF and printing it out. Below is a brief overview of the advantages and disadvantages of the labelling options:

• The shipping label is created digitally – e.g. via a shipping service provider’s customer portal or shipping software.
• You pay online, receive the parcel label as a PDF to download and print the labels yourself.
• Advantage: Faster, cheaper and automated – address data is recorded digitally and barcodes are immediately machine-readable.
• Ideal for regular or B2B shipments, as data can be easily reused and processes integrated.

• The shipping label is created for private customers at a post office or parcel shop.
• You write the recipient and sender details by hand in block letters on the label or have them entered by an employee.
• Advantage: No printer required, personal advice available.
• Disadvantage: Slower and usually more expensive, as the process is manual and no digital tracking is available in advance.

In short: Online franking stands for digital, automated shipping processing, while branch purchase is more manual and traditional – suitable for occasional, not regular business shipments.

For very small parcels or packages, the space available for the shipping label is limited. To ensure that the shipment can still be processed smoothly by automatic sorting systems, all address elements and barcodes must fit completely on a single, smooth surface. Important:

• The label must not be creased or stuck over edges – creased barcodes are often no longer machine-readable.
• If necessary, choose a compact label format (e.g. DIN A6) or adjust the packaging.
• Ensure that the surface is free of adhesive residue or old labels, as these impair scannability.

For B2B shippers, the following applies: for very small shipments that are sent regularly, it is often worth using label-friendly shipping packaging or mini delivery note pockets to increase process reliability.

When it comes to large parcel delivery, the challenge is less about space and more about the visibility and correct positioning of the shipping label. Due to their size, parcels can be processed differently in sorting facilities – therefore, the label should be clearly visible and not covered by banderoles, straps or adhesive tape.

Recommendations:

• Stick the label centrally on the largest, flattest side.
• No foil, straps or strapping should cover the barcode.
• If the parcel has many potential surfaces (e.g. large, flat boxes), ensure that only one side carries the complete address and label information to avoid confusion.
• For very large shipments with pallet binding, an additional label pocket on the long side is recommended so that scanners can capture the label from different angles.

International shipping places special demands on correct labelling, as parcels pass through several national sorting systems and also pass through customs stations. Accurate and standardised labelling ensures that the shipment is processed correctly worldwide.

B2B shippers should pay particular attention to the following:

• Always indicate the destination country in CAPITAL LETTERS and in English, e.g.:“FRANCE”, “UNITED STATES”, “GERMANY”. This facilitates sorting in international distribution centres.
• Take into account the address format and regional characteristics of the destination country (provinces, states, postcode formats).
• Complete customs documents (e.g. CN22, CN23 or commercial invoices) fully and correctly and attach them to a visible document pocket on the outside.
• The contents must be accurately described, especially in the case of commercial goods.
• Tracking and digital shipping labels are particularly important abroad, as they enable automated customs pre-declaration and seamless shipment tracking. No more mistakes: create shipping labels for all shipping providers (carriers) centrally with LetMeShip.

In our blog article Packaging parcels, we give tips on how to pack parcels securely for long journeys.

The B2B solution on the all-in-one platform: Instead of writing manually or creating labels on different portals, the labels are provided directly on the platform after you make your booking, regardless of which carrier you have booked. You will also receive this as an attachment in the confirmation email.

Advantages of creating shipping labels with LetMeShip: