Can I Write on a Shipping Label? A Comprehensive Guide
Shipping labels are the unsung heroes of the delivery process. They’re the tiny rectangles that guide your package from sender to recipient, navigating a complex network of sorting facilities, trucks, and planes. But what if you need to write on one? Whether it’s adding a personal note, clarifying an address, or correcting a mistake, the question “Can I Write on a Shipping Label?” is a valid one. This article dives deep into the dos and don’ts of writing on shipping labels, ensuring your packages arrive safely and soundly.
The Importance of a Readable Shipping Label
Before we get into specifics, it’s crucial to understand why shipping label legibility is so important. A clear, accurate label is the cornerstone of successful delivery. Imagine a package arriving at a sorting facility with a smudged address or a cryptic note. The potential for delays, misdirection, and even loss dramatically increases. The automated systems that read these labels rely on pristine information. Any interference can cause problems.
Understanding the Different Types of Shipping Labels
Not all shipping labels are created equal. Different carriers (USPS, UPS, FedEx, etc.) and services (priority mail, ground shipping, etc.) use slightly different label formats and materials. Some are printed on glossy paper, others on matte. Some are designed to be more resistant to the elements than others. This variation impacts the best approach to writing on them.
Paper Labels vs. Thermal Labels
The most common types of shipping labels are paper and thermal. Paper labels are generally used for printing labels with traditional printers. Thermal labels, often used by UPS and FedEx, use heat to create the image, making them more resistant to smudging and water damage. Knowing the type of label you’re dealing with is the first step toward writing on it safely.
Considerations for Ink and Writing Instruments
The type of writing instrument you use is critical. The ink must adhere well to the label surface without bleeding, smudging, or fading.
Guidelines for Writing on a Shipping Label: What You Can Do
While you might think writing on a shipping label is a big no-no, there are certain situations where it’s acceptable and even helpful.
Adding a Personal Note (With Caution!)
If you’re sending a gift or a package to a friend, adding a brief, handwritten note might be okay. The key is to be incredibly careful. Write the note in a clear, legible hand, using a permanent marker (more on that later) and avoid writing over any of the pre-printed information, particularly the address, tracking barcode, and any carrier-specific markings. Keep the note small and concise.
Correcting a Minor Address Error
If you spot a small error in the address before the package has been shipped, you can try to correct it. Again, use a permanent marker and make the correction as clear and neat as possible. Do not try to completely rewrite or obscure the existing address. Cross out the incorrect information neatly and write the correct details above or beside it. Be aware that this approach carries a risk.
Highlighting Important Information (Use Sparingly)
Sometimes, you might want to highlight a specific piece of information, such as “FRAGILE” or “HANDLE WITH CARE.” However, use this sparingly. Avoid cluttering the label. A simple, clear marking in a permanent marker is usually sufficient.
The Don’ts: What You Should Never Do
Certain actions can sabotage your package’s journey and should be avoided at all costs.
Writing Over the Address or Barcode
This is the cardinal sin of shipping label etiquette. The address and barcode are the primary tools used by the carrier’s automated systems. Obscuring or altering this information will almost certainly lead to delivery problems.
Using Pencil, Erasable Ink, or Felt-Tip Pens
Pencil markings are easily smudged and erased. Erasable ink can disappear altogether. Felt-tip pens often bleed and create a fuzzy mess. These writing instruments are unsuitable for shipping labels.
Covering the Label with Tape (Unless Necessary)
While tape can protect the label from the elements, excessive taping can also obscure the barcode and address. If you need to apply tape, do so carefully, ensuring that all critical information remains visible.
Making Excessive Markings
Overwriting the label, adding numerous arrows, or drawing elaborate designs is counterproductive. Keep it simple and clear. The goal is to provide accurate information, not to create a work of art.
The Best Writing Tools for Shipping Labels
Choosing the right writing tool is paramount.
Permanent Markers: The Preferred Choice
Permanent markers, especially fine-point ones, are generally the best option. They adhere well to most label surfaces, are resistant to smudging, and offer excellent legibility. Black or dark blue are the most common and safest choices.
Ballpoint Pens: A Risky Alternative
Ballpoint pens can be used, but the ink may not always adhere perfectly to the label surface, especially on glossy labels. Choose a pen with permanent, fast-drying ink and test it on a small, inconspicuous area of the label first.
Testing Your Writing Instrument
Before using any writing instrument, it’s a good idea to test it on a small, less critical area of the label. This will help you ensure that the ink adheres properly and doesn’t bleed or smudge.
Troubleshooting Common Shipping Label Problems
Even with the best intentions, problems can arise.
What to Do If Your Label Gets Wet
If your label gets wet, it’s important to act fast. Dry the label immediately. Use a clean, absorbent cloth to blot the label gently. Avoid rubbing, as this can smear the ink. If the ink has run, the label may be illegible, and you may need to reprint it.
What to Do if Your Label is Damaged
If your label is torn, ripped, or otherwise damaged, the best course of action is often to reprint it. Contact your shipping carrier for guidance. A damaged label can lead to significant delays or even loss of the package.
FAQs (Frequently Asked Questions)
Here are some frequently asked questions that go beyond the main headings:
Can I use a label maker to add information?
Yes, if you need to add supplemental information, such as a department or suite number not included on the original label, using a label maker is an acceptable alternative. The key is to ensure the new label doesn’t cover or obstruct any of the original label’s critical data.
What if the package recipient has a different name than what is on the label?
If the name on the label is incorrect but the address is correct, the package may still be delivered. However, it’s best to correct the label if possible. In this case, you could write the recipient’s correct name on the label using a permanent marker, but only if there is space to do so without obscuring the existing information.
Is it ever okay to use stickers on a shipping label?
Generally, no. Stickers can interfere with the automated sorting systems. However, if you need to add a small “Fragile” or “Handle with Care” sticker, ensure it does not cover any critical information and that the sticker is securely attached.
How do I handle an address that’s too long to fit on the label?
If the address is too long to fit on the label, it’s best to abbreviate words where appropriate (e.g., “Street” to “St.”) or use the second address line. However, ensure the address remains legible and that the key information (street number, street name, city, state, and zip code) is clearly visible.
Can I add a “Return to Sender” message on the label?
While you can add a “Return to Sender” message, do so with caution. Write it clearly and concisely, but avoid writing over any critical information. If you’re concerned about the package not being delivered, it’s best to contact the carrier for guidance.
Conclusion
So, can you write on a shipping label? The answer is a qualified “yes.” While writing on a shipping label carries risks, there are situations where it’s acceptable, such as adding a short note or correcting a minor address error. However, it’s crucial to exercise extreme caution, use the right writing tools (permanent markers are your best friend), and never compromise the legibility of the address, barcode, or other carrier-specific markings. By understanding the do’s and don’ts, you can write on a shipping label without jeopardizing your package’s journey. Prioritize clarity, accuracy, and the integrity of the original label to ensure your packages arrive safely and on time.