A shipping label is the barcode sticker that identifies your parcel at every scan, from pickup to delivery. If it can't be read, or it's stuck in the wrong place, your parcel can be delayed or end up in the wrong sorting line. In this City Sender guide you'll see exactly where to put the shipping label, where customs documents go and what changes when you send several parcels, a pallet or a suitcase.
In short
Stick the shipping label on the top, largest flat side of the box, away from edges and seams, with the whole barcode visible. Remove any old labels. For shipments outside the EU, customs documents such as the proforma invoice go in a clear pouch on the outside of the parcel, next to the label.
Where do I find my shipping label?
As soon as you complete your booking and payment on City Sender, the shipping label is emailed to you automatically. For shipments outside the EU, the proforma invoice comes with it, ready to print. Print them and put them on the parcel before the courier arrives for pickup. If you're sending more than one parcel, each parcel has its own label.
How do I print the shipping label correctly?
- Print on white paper with clear ink, with no faded lines in the barcode.
- Don't shrink or crop the page: the barcode must print in full.
- Don't photocopy the same label for a second parcel.
- Print a spare copy and put it inside the box. If the outer label comes off, the parcel can still be identified.
Where do I stick the shipping label on the parcel?
- If you're reusing a box, remove or fully cover every old label and barcode.
- Choose the top of the box, the largest flat surface.
- Keep the label away from edges, corners and seams. Don't wrap it around an edge.
- Stick it down across its whole surface, or use a self-adhesive clear pouch, so no corners lift.
- If you use tape, put it only around the edges, never over the barcode.
- Take one last look: can every detail be read, and is the whole barcode visible?
Don't tape over the barcode
Shiny packing tape reflects light and can make the barcode hard to scan. Even clear tape shouldn't cover the details on the shipping label.
Where do customs documents go?
For shipments outside the EU, the parcel travels with customs documents such as a proforma invoice or commercial invoice. Unless the documents are handled fully electronically, they go:
- in a clear self-adhesive document pouch (Documents Enclosed),
- on the outside of the parcel,
- next to the shipping label, on the same side,
- without covering the barcode.
The sender is responsible for complete and accurate customs documents. For what to declare when you book, see our proforma invoice guide.
The proforma comes with your label
For shipments outside the EU with City Sender, you fill in the proforma online while booking and receive it ready to print together with your shipping label. Print it and put it in the clear pouch on the outside of the parcel.
Which documents go inside the parcel?
Some documents are meant for the recipient rather than the courier or customs. For example:
- a packing list of the contents,
- product certificates or warranties,
- return documents,
- an invoice or delivery note your customer needs to receive.
Put them in an envelope on top of the contents, so the recipient sees them first when they open the box. Don't leave them loose among the items.
What goes where
- Shipping label
- Outside, on the top of the box
- Spare copy of the label
- Inside the box
- Proforma or commercial invoice (outside the EU)
- Outside, in a clear pouch next to the label
- Packing list for the recipient
- Inside, in an envelope on top of the contents
- Return documents
- Inside, in an envelope on top of the contents
What if I'm sending several parcels?
Every parcel gets its own shipping label. If you photocopy the same label for a second box, both show the same code and can't be tracked properly. Before pickup, check that each label is on the right box, especially when parcels go to different recipients.
Where does the shipping label go on a pallet?
Somewhere clearly visible on the pallet, so it can still be read after stretch wrapping. If the label ends up under the film, the barcode may not scan, so attach it, or place it in a pouch, on top of the film. Pallet shipments must be accompanied by a delivery note or invoice, so they're for business shipments.
How do I send a suitcase, and where does the label go?
The suitcase goes inside a box, otherwise an extra packaging charge may apply. Stick the shipping label on the box, not on the suitcase, and remove any old travel tags from the suitcase.
A box instead of a suitcase
If your things fit in a box, it's often cheaper to send them in a box than inside a suitcase.
Checklist before you hand over the parcel
- The right label is on the right parcel.
- No old labels or barcodes are left on the box.
- The barcode is complete, flat and free of tape.
- There's a spare copy of the label inside the box.
- For shipments outside the EU, customs documents are in the pouch on the outside.
- Documents for the recipient are inside, on top of the contents.
- The box is securely sealed, with tape along all seams.
Common shipping label mistakes
- A label placed over the box opening, which tears when the box is opened.
- A barcode folded around an edge.
- Printing with faded ink, or shrinking the page.
- Shiny tape over the barcode.
- Old courier labels left on the box.
- Customs documents placed inside the box instead of outside.
- Labels mixed up between two parcels.
- Documents hidden under stretch film.
Shipping label FAQs
Where do I put the shipping label on a box?
On the top, which is usually also the largest flat surface of the box. Keep it away from edges and seams, and make sure the whole barcode is visible, with no tape or other labels over it.
Can I put tape over the shipping label?
Not over the barcode. Tape reflects light and makes scanning harder. If the label needs securing, tape only its edges or use a self-adhesive clear pouch.
Does the proforma invoice go inside or outside the parcel?
Outside. Customs documents such as the proforma invoice go in a clear document pouch on the outside of the parcel, next to the shipping label, unless you're given different instructions. Only documents meant for the recipient go inside.
Can I use the same shipping label for two parcels?
No. Each parcel has its own label with its own barcode. If you put the same label on two boxes, they can't be tracked properly and may be delayed.
What happens if the shipping label comes off?
If you've put a spare copy of the label inside the box, the parcel can still be identified even if the outer label is lost. That's why it's worth always adding a copy inside before you seal the box.
Can I reuse a box from an old shipment?
Yes, as long as the box is sturdy and you remove or fully cover every old label and barcode. A forgotten old barcode can send your parcel to the wrong sorting line.
City Sender is a Greek courier comparison and booking platform. Enter the destination, weight and dimensions, see the available services side by side with price and estimated delivery time, book online without having to create an account and get your shipping label by email.