No, USPS does not require thermal labels for every shipping service. Thermal labels are needed for USPS Economy and PostNL. Most USPS shipping options let you use other label types. USPS says to use a label that fits the package size. The label should be easy to read. Many people pick thermal labels for shipping. They stick well to poly mailers and stay on better. USPS lets you use labels from inkjet or laser printers. But thermal printers usually make labels that last longer.
USPS says to peel off the backing and press the label flat on the package. This helps stop wrinkles or bubbles.
Key Takeaways
USPS needs thermal labels only for Economy and PostNL shipping. Other shipping services let you use paper labels from inkjet or laser printers. Use the correct label size, which is usually 4×6 inches. Put the label flat on the biggest side of your package. This helps you avoid delays and extra charges. Thermal labels last longer and do not smudge. They print fast and do not need ink. This makes them great for businesses or people who ship a lot. Paper labels you print at home are good for sending a few packages. But they can smudge or fade if you are not careful. Always print barcoded labels with a machine. Do not use handwritten labels. This helps USPS process your package quickly and correctly.
USPS Label Types
You must use thermal labels for USPS Economy and PostNL. Most other USPS shipping lets you pick different label types. Each label type has its own features and tips. The right label helps your package move faster in the USPS system.
Thermal Labels
Thermal labels use heat to print shipping info. Many businesses pick thermal labels when they ship a lot. USPS Economy and PostNL need thermal labels. These labels stick well and do not smudge. Thermal labels work best for click-n-ship and prepaid shipping. They help you make and print USPS labels fast.
Tip: Thermal labels do not use ink or toner. This saves money for businesses that ship many packages.
Thermal labels come in many sizes. The most common size is 4×6 inches. USPS also takes 4×4, 8.5×11, and 7×3 inch labels for some packages. The table below shows which label formats and sizes are accepted:
Shipping Label Types | Description/Usage |
|---|---|
PNG, PDF, ZPL, EPL2 | USPS accepts these label formats. ZPL may not work for letter and card sizes. |
Label Sizes | Notes |
|---|---|
4×6 | Most common size |
4×4 | Another size option |
8.5×11 | Bigger label format |
7×3 | Used for letters and first rate purchase |
6×4 | Used for cards or letters |
USPS does not have rules against thermal labels. They say to use labels that scan well and stay on during shipping.
Paper Labels
Paper labels are common for home and small business shipping. USPS lets you use paper labels for most services. You can use inkjet or laser printers to make USPS labels. USPS click-n-ship lets you print labels at home.
USPS says to use plain white printer paper (8.5×11 inches) or sticky labels. Laser printers make clear and long-lasting labels. Inkjet printers work but may smudge if touched too soon. The best label size is 4×6 inches. Other sizes like 6×3 inches are okay too.
Printer Type | Advantages | Disadvantages |
|---|---|---|
Inkjet | Cheap; good color; many sizes and styles; can print on sticky labels for faster use | Needs ink refills often; can smudge if touched too soon; ink can wash off if wet, so needs cover |
Laser | Very clear print, even for small letters; toner lasts longer and saves money | Costs more at first; harder to find sticky label paper that works |
USPS wants you to stick paper labels on well. Do not put tape over barcodes. This helps scanners read the label.
Handwritten Labels
Handwritten labels are not used much for USPS shipping. USPS does not let you write on barcoded labels. Handwritten labels may work for simple packages, but not for click-n-ship, priority mail, or express. USPS needs machine-printed barcodes for most labels.
Label Type | Restrictions / Recommendations |
|---|---|
Barcoded Labels | Must be printed by a machine. No writing allowed. Must be the right size. Use non-glossy, non-smearing material for barcode scanning. |
Handwritten Labels | Do not write on barcoded labels. Handwritten info is not allowed. |
USPS says to use printed labels for all shipping. This helps packages move fast and safe. Handwritten labels can slow down or mess up delivery.
Note: Always make a prepaid USPS shipping label or pre-paid shipping labels using approved formats. This helps USPS process packages for priority mail, express, and click-n-ship services.
USPS Shipping Label Requirements
Size
USPS has rules for label size. Most packages need a 4×6 shipping label. This is important for USPS Economy and UPS Economy. The right size helps machines scan and sort fast. If the label is the wrong size, you might pay extra fees. These fees are called Dimension-Noncompliance and Nonstandard Fees. Wrong sizes can mean workers must handle the package by hand. This slows down shipping and costs more money. USPS checks the size and weight of every package. They want it to match the postage you paid. If the label is not the right size, USPS may charge you more later. Using the correct label size and measuring your package right helps you avoid delays and extra costs.
Using the wrong label size can:
Make you pay extra fees.
Slow down sorting.
Delay delivery.
Add more surcharges.
Print Quality
Every USPS label must be easy to read. Barcodes and addresses should be clear for scanning. Labels with faded or gray ink can cause problems. Bad print quality can make USPS reject the label or delay delivery. USPS says to use thermal printers or good laser printers. These printers make sharp and smudge-proof labels. Before printing, check that the barcode is clear. Make sure the text is easy to read. Good print quality helps tracking work and gets packages to the right place.
Placement
Putting the label in the right spot helps USPS work faster. Put the label on the biggest, flattest part of the package. Do not put it on seams, folds, or edges. Labels on seams can peel off or not scan right. USPS says to keep the label flat and smooth. This helps machines scan the barcode and read the address. Always make sure tape does not cover the label, especially the barcode.
Adhesion
USPS wants labels to stick well to the package. Pressure-sensitive adhesives work best for shipping labels. These adhesives should stick right away and stay stuck. Labels must stay on during the whole trip, even if it is hot or cold. Permanent adhesives are best if you do not want the label removed. Labels should not come off if they get wet, are in the sun, or are handled roughly. For round packages, use labels that hold tight on curves. USPS says most labels should have at least 8 ounces per inch of peel adhesion. Good adhesion keeps labels from getting lost and helps packages arrive on time.
Tip: Always put the full address on the label. Include the street, city, postal code, and country. This helps USPS deliver the package without mistakes.
Print USPS Shipping Labels: Pros & Cons
Advantages
Printing USPS shipping labels at home offers many benefits, especially for people who ship often. Using a thermal printer or a good laser printer helps high-volume shippers save time and money. Thermal printers do not need ink or toner, which lowers ongoing costs. They print labels quickly, making them perfect for busy shipping days. Models like the Rollo and Zebra ZD420 can print a label in about one second. This speed helps businesses keep up with many orders.
Thermal labels also make shipping more accurate. The barcodes and addresses come out crisp and clear, which helps USPS scanners read them without mistakes. These labels stick well and resist smudging, so they last through the whole shipping process. Printing USPS shipping labels at home with thermal printers means fewer errors and less time spent fixing problems.
Tip: USPS recommends 4×6 self-adhesive labels and thermal printers for high-volume shipping. This setup meets size standards and keeps labels smudge-proof and easy to scan.
A table below shows how thermal printers compare to laser printers for printing USPS shipping labels:
Feature | Thermal Printer | Laser Printer |
|---|---|---|
Upfront Cost | Higher ($279.99) | Lower ($169.99) |
Ink/Toner Needed | No | Yes ($102.83 per cartridge) |
Label Cost (1,000) | $26.95 | $69.95 |
Print Speed | ~1 second per label | ~6.4 seconds per page |
Maintenance | Low | Higher (can jam) |
Disadvantages
Thermal printers and labels also have some drawbacks. The first cost for a thermal printer is higher than for an inkjet printer. Many people do not already own a thermal printer, so they must buy one to print USPS shipping labels at home. Thermal labels cost more per roll than regular paper labels. Some thermal printers only work with certain label rolls, which can make it hard to find the right supplies.
Thermal printers have limited graphic abilities. They work best for simple shipping labels, not for colorful designs. Users must also calibrate the printer to avoid printing errors. Roll labels can take up space and may not fit well in small offices.
Printing USPS shipping labels at home with a thermal printer works best for people who ship a lot. For low-volume shippers, a laser or inkjet printer may be enough. Each person should choose the method that fits their shipping needs and budget.
When to Use Thermal Labels for Shipping
Thermal labels work best for people and businesses who ship many packages or need fast, reliable label printing. They are not always required, but they offer clear benefits in certain situations.
High-Volume Shipping
Shipping many packages each month can take a lot of time. Thermal label printers help save time and money for those who ship often. They print labels quickly and do not need ink or toner. This makes them a smart choice for busy shipping days. Thermal labels also resist water and smudges, so each package stays easy to scan.
Thermal label printers work best for:
People or businesses shipping 50 or more packages each month.
Those who want to lower the cost of producing your own usps shipping labels.
Anyone who needs fast, clear labels for every package.
A table below shows when a thermal printer makes sense:
Shipment Volume (labels/month) | Cost per Label (Standard Printer) | Cost per Label (Thermal Printer) | Investment Justification |
|---|---|---|---|
50 | $0.05–$0.10 | $0.03–$0.05 | Good for small sellers |
500 | $0.05–$0.10 | $0.03–$0.05 | Strong for moderate to high volume |
Thermal printers cost more at first, but they last for years. Over time, they save money for anyone who ships many packages.
Business vs. Personal Use
Businesses often ship many packages each week. They need labels that print fast and stick well. Thermal labels fit these needs. They work with USPS Click-N-Ship and come in sizes like 6.78″ x 4.75″ or 8″ x 5″. Businesses can pick weatherproof or heavy-duty labels for packages that face rain or rough handling. Blockout labels help when reusing boxes.
Personal shippers may only send a package now and then. For them, a regular printer and plain paper labels work fine. They do not need to buy a thermal printer unless they start shipping more often.
Tip: Always use the right adhesive and place the label flat on the package. This helps every package reach its destination without trouble.
USPS does not make you use thermal labels for all shipping. Only USPS Economy and some international services need them. Shippers have to follow some important label rules so packages do not get delayed:
Pick a 4×6 or 8.5×11 label size.
Write both addresses, the package weight, and service type.
Put the label flat, not on seams, and make sure the barcode works.
Thermal labels help businesses print labels that are easy to scan. Many people say they have fewer mistakes and ship orders faster this way. Every shipper should pick the label that matches how much and what they ship.
FAQ
Can someone use a regular printer for USPS shipping labels?
Most USPS shipping labels work with a regular printer. People can print labels at home with inkjet or laser printers. USPS lets you use these labels for many services. Only USPS Economy and PostNL need thermal labels.
What are the USPS guidelines for label placement?
USPS wants the label on the biggest, flattest part of the package. The barcode should be easy to see. Wrinkles or tape over the barcode can make scanning hard. Putting the label right helps packages move fast.
Does USPS provide free shipping labels?
USPS does not give free shipping labels for most services. Customers need to print their own labels or buy them. Some websites let people get cheaper USPS rates and tools for printing labels.
Why do businesses choose thermal labels for USPS shipping?
Businesses use thermal labels because they last longer and do not smudge. Thermal labels help USPS scan packages faster. People who ship a lot find thermal printers save time and money for every service.