Can I Print Shipping Labels With a Regular Printer?

If you run an e-commerce business or ship packages frequently, you might be wondering, can I print shipping labels with a regular printer? The short answer is yes. Most standard inkjet and laser printers can print clear, scannable shipping labels when used with the right paper or label sheets. Still, there are important factors to consider if you want sharp, scannable labels that survive the shipping process.

In this blog, we will explore how you can successfully print shipping labels with a regular printer, as well as some tips and tricks to make the process smoother.

Laser vs. Inkjet: Understanding the Difference

Before we dive into the specifics of printing shipping labels, it’s important to identify what type of printer you own, as this dictates which labels you should buy.

Laser Printers

Laser printers use heat to fuse toner powder onto the paper. They are generally faster and produce crisp text that is resistant to smudging. Shipping labels often face friction during transit, so laser printing is often the preferred method for shipping labels.

Inkjet Printers

Inkjet printers spray microscopic droplets of liquid ink onto the paper. They are generally excellent for colour printing, but they may not be ideal for shipping labels. Standard ink is water-soluble, and if your package gets caught in the rain during transit, an inkjet-printed label can smudge, potentially making the address unreadable.

Can Laser Labels Be Used In An Inkjet Printer?

It depends on the type of label, while some labels are designed specifically for either inkjet or laser printers, many A4 Laser Printer Labels are manufactured to be compatible with both inkjet and laser printing and can be safely used in either machine.

However, laser-only labels, particularly synthetic labels, are designed to withstand the high heat of laser printers and often have a surface that does not absorb liquid ink. When used in an inkjet printer, ink may sit on the surface, leading to slow drying, smudging, or poor print quality.

Conversely, labels intended only for inkjet printers should not be used in laser printers, as the high heat of the laser fuser can melt the coating or adhesive, potentially causing jams or damage to internal components. Always check the label specifications to ensure they are suitable for your printer type before printing.

Best Labels for Printing Shipping Labels at Home

While you can print a shipping label on a standard piece of A4 copy paper, cut it out, and tape it to a box, this looks unprofessional and is time-consuming. Tape can also reflect light, making it difficult for scanners to read the barcode.

Self-adhesive A4 label sheets offer a cleaner, faster, and more professional solution compared to taping paper labels. These sheets feed through your printer just like regular paper, but allow you to peel and stick the label directly onto the parcel.

The Standard for Shipping

For most Australian courier services and shipping platforms (like Australia Post, Sendle, or Shippit), the standard A6 size is preferred. (this is 4 sheets to an A4 page - JLC04)

Other Size Options

If you require different dimensions, there is a wide variety of configurations available in our general A4 laser printer label collection. This range includes everything from full-page single labels to sheets with 65 smaller labels, making it easy to find the right fit for cartons, envelopes, or inventory management.

Steps to Print Shipping Labels Correctly

Once you have the correct labels, follow these steps to ensure a successful print run.

1. Check Your Page Settings

Before printing, ensure your page size matches the label format you are using (for example, A4 sheets or 4×6 labels). Most shipping labels are generated as PDFs, so it’s important to print at “Actual Size” or “100%” rather than scaling in order to keep the barcodes clear and readable.

2. Load the Paper Correctly

This is the most common error users make, as you need to check which side of the paper your printer prints on. Mark a regular sheet of paper with a pencil, run it through, and note the orientation. Load your label sheets so the print side faces the correct way (usually face down for bottom-loading trays and face up for rear-loading trays).

3. Adjust Media Type

In your printer’s settings, adjust the paper or media type. Selecting a heavier option, such as “Labels” or “Cardstock,” tells the printer to feed the sheet more slowly and adjust print settings, which can improve print quality and ensure ink or toner is properly set on the label.

4. Inspect the Print Quality

After printing, check the barcode. There should be no white lines breaking the black bars, and the ink/toner should be solid. If you are using an inkjet printer, give the label a moment to dry before peeling it off to prevent smudging.

Troubleshooting Common Issues

Even with a regular printer, things can go wrong. Here are quick fixes for common shipping label problems.

• Smudging: It is common for inkjet printers to smudge if the label is not given enough time to dry. Wait a few minutes before handling the label.

• Paper Jams: Fan your label sheets before loading them to reduce static electricity. Ensure the sheets are not bent or curling at the edges.

• Faded Barcodes: Your toner or ink might be low. Do not ship a package with a faded barcode; it may not scan, leading to delays or lost items. Replace your cartridge as soon as you can.

• Misalignment: If the print is drifting off the sticker area, check that the paper guides in your printer tray are snug against the stack of labels.

Summary

To wrap up, yes, you absolutely can print shipping labels with a regular printer. We can confidently say yes, and for many businesses, it is the smartest way to start. It keeps your initial costs down and utilises the technology you already own.

The key to success is simply matching the right label to your machine. By taking a few moments to adjust your settings and choosing the right supplies, you can ensure your packages look professional and scan perfectly every time they hit the sorting facility.