How to Order Labels Correctly for Your Printer
A label that is 2 mm too wide, uses the wrong adhesive or does not match the print template can turn a routine mailing, filing or dispatch job into wasted stock. Knowing how to order labels correctly means checking more than the label’s appearance. You need the right sheet format, dimensions, material, adhesive and printer suitability before placing the order.
For offices, schools, warehouses and home businesses, getting this right reduces reprints, prevents printer jams and keeps everyday administration moving. The best-value label is not simply the lowest-priced pack – it is the one that prints accurately, stays attached for its intended use and is available when you need to replenish stock.
Start with the job the label must do
The intended application should guide every other choice. Address labels for envelopes need a clean print finish and a dependable permanent adhesive, but they do not usually need the same durability as labels used on stock bins, outdoor equipment or chilled products.
Think about where the finished label will be used. A paper label is a practical, economical choice for standard post, filing, invoices and general office identification. For labels exposed to moisture, oil, handling or temperature changes, a synthetic material such as polyester may be the better option. It costs more than standard paper, but it can avoid the cost of relabelling stock or replacing damaged identification later.
Adhesive matters just as much. Permanent adhesive is suitable where labels should remain in place, including parcels, archive files and product packaging. Removable adhesive is better for temporary pricing, visitor badges, short-term filing or reusable storage containers. If labels are being applied to difficult surfaces, such as textured cardboard, curved containers or cold packaging, test a small quantity first. Adhesive performance depends on both the label and the surface.
How to order labels correctly by size and layout
Label dimensions are the most common source of ordering errors. Do not rely only on descriptions like “small address labels” or “shipping labels”. Verify the exact width and height in millimetres, the number of labels on each A4 sheet and the number of sheets in the pack.
Two products may have similar individual label sizes but a different layout. One may have two columns and ten rows, while another has three columns and seven rows. Such variation affects the margins, spacing and print template. A label that almost matches your current stock can still cause text to drift across label edges when printed.
If you are replacing an existing label, compare four details before ordering:
- individual label width and height in mm
- labels per A4 sheet
- top, side and bottom margins
- corner shape and spacing between labels
For recurring jobs, keep the product code, dimensions and template reference with your mailing or dispatch records. This saves time for the next purchaser and avoids ordering by visual guesswork. Procurement teams managing multiple departments should also record whether each label is for post, filing, inventory, shelf-edge identification or another specific application.
Check the printable area, not only the label size
The full label dimensions are not always the same as the usable print area. Some layouts have narrow gaps or margins that leave little room for large fonts, logos or barcodes. If you print long addresses, item descriptions or multiple barcode fields, allow enough space for clear, readable output.
This is particularly relevant for courier labels and warehouse identification. A barcode that is clipped, compressed or printed too close to an edge may not scan reliably. It is often worth choosing a slightly larger format rather than trying to fit essential information onto the smallest possible label.
Match labels to your printer technology
A4 sheet labels are commonly used in laser and inkjet printers, but you should still check manufacturer guidance before buying. Laser printers use heat to fuse toner to the sheet, so labels must be designed to withstand the fusing process without lifting, curling or leaving adhesive residue inside the printer.
Inkjet printing applies liquid ink, which means the label surface needs to accept the ink cleanly without excessive smudging or slow drying. Standard paper labels work well for many everyday office tasks, but the best choice depends on the printer, ink type and finish required.
For laser printer users, select labels specified as 'laser compatible' and follow the printer’s media settings where available. Using a suitable setting can improve toner adhesion and reduce the risk of poor print coverage. Avoid sending partly used or damaged sheets through a laser printer. Missing labels and exposed adhesive can cause jams, contaminate rollers and lead to expensive maintenance.
For inkjet users, print a test sheet and allow adequate drying time before stacking or applying labels. High-coverage colour designs may require a more suitable coated material than basic address labels. If the label will be handled immediately after printing, test the result under normal working conditions rather than judging it only when it first comes out of the printer.
Choose material and colour for practical use
White matt paper labels are the standard choice because they are economical, straightforward to write on and provide clear contrast for black text. They suit most address, filing and office organisation requirements. Gloss labels can give a more polished presentation for product packaging, but glare may affect readability in some lighting, and handwriting may not adhere as well.
Coloured labels are useful when colour has a clear operational purpose. For example, departments may use different colours for archive years, stock status, school resources or priority handling. Colour coding works best when it is consistent and documented. Ordering several random colours may look organised at first, but it can create confusion when staff do not know what each colour represents.
Specialist materials are worth considering where the environment demands them. Waterproof or tear-resistant labels can be appropriate for laboratories, store areas, equipment marking or products subject to handling. The trade-off is price: there is little value in paying for a highly durable synthetic label for a one-day internal mailshot. Equally, a cheap paper label is poor value if it fails in a cold store or on a frequently handled asset.
Confirm the adhesion against the surface and lifespan
Labels are designed to stick to a wide range of surfaces, but not all surfaces behave in the same way. Smooth, clean and dry cardboard, paper and plastic are usually straightforward. Dusty shelving, recycled packaging with loose fibres, curved bottles, cold surfaces and oily equipment can all reduce adhesion.
Permanent adhesive should be selected for applications where removal is not expected. It is a sound option for dispatch labels, fixed asset identification and long-term filing. Removable labels allow clean removal in many normal conditions, although results vary by surface and how long the label is left in place. A removable label left for months in heat or sunlight may be harder to remove than one used briefly indoors.
When the job is business-critical, order a small pack or sample quantity first and test it on the actual surface. Apply labels to several items, leave them for a reasonable period and check both adhesion and removal. This method is more reliable than assuming that a label that works on office paper will work on every container or package in your operation.
Check templates and run a test print
A correct label order can still produce incorrect output if the template is wrong. Use a template that matches the exact layout, not merely one with similar dimensions. In word-processing software, label templates are often identified by a code or layout reference. Confirm the label count, margins and orientation before creating a full batch.
Before printing onto labels, print the layout onto plain A4 paper. Hold the plain A4 sheet behind the label sheet, using a light source to verify the alignment. This quick test can reveal whether the first line, address block, logo or barcode sits too close to an edge.
For repeat mailings, save a tested template with a clear name that includes the label dimensions and labels-per-sheet count. This is especially useful where several people order supplies or prepare mailings. It reduces reliance on a single staff member knowing which file works with which label stock.
Order the right quantity without creating dead stock
Pack size is part of the specification. Calculate expected usage based on labels per sheet, rather than only the number of sheets in a pack. A 100-sheet pack with 21 labels per sheet provides 2,100 labels, which may be suitable for a busy dispatch operation but excessive for an occasional filing task.
Buying in volume can reduce the unit cost, particularly for standard formats used regularly. However, avoid over-ordering specialist colours, removable adhesives or unusual sizes unless demand is predictable. Label stock takes up space, and older stock can become less convenient to use if stored in damp, hot, or dusty conditions.
Store unopened packs flat in a dry room, away from direct sunlight and large temperature changes. Keep them in their original packaging until needed. This helps sheets stay flat and supports reliable feeding through the printer.
A final check before checkout takes less than a minute: confirm the size in millimetres, labels per sheet, material, adhesive, printer compatibility and total quantity. For standard office and dispatch use, this simple discipline prevents most label ordering mistakes and keeps your print operation ready for the next job.
Customer Q&As
How do I know which labels will fit my printer?
Please check your printer type and its supported media specifications before ordering. For A4 sheets, confirm whether you have an inkjet or laser printer and that it accepts the sheet format. For label printers such as DYMO LabelWriter models, check the maximum label width and choose a roll format designed for that printer range.dymo+1
What information do I need before ordering printer labels?
Have these details ready:
Your printer's make and model
Whether you need A4 sheets, rolls, continuous labels or fanfold labels
Label width and height in millimetres
The number of labels per A4 sheet, if applicable
The label product or template code you currently use
The intended application, such as address labels, barcode labels, shipping labels or product labels
Required quantity and whether you need permanent, removable or specialist adhesive
Matching both the label dimensions and the layout—such as the number of labels across and down a sheet—is essential for correct print alignment.
Can I use inkjet labels in a laser printer or laser labels in an inkjet printer?
Not always. Some label sheets are made specifically for either inkjet or laser printing because each process handles heat, toner and liquid ink differently. A label that is unsuitable for your printer can smudge, curl, peel or even cause feeding problems. Choose labels explicitly marked as compatible with your printer technology; dual-purpose labels are available, but their compatibility should be stated in the product specification.
Misalignment is usually caused by selecting the wrong label template, using the incorrect page size, or feeding the sheet incorrectly. Use the exact template code supplied for your labels and ensure the print settings are set to A4 rather than US Letter, which is a different size. Before printing a full batch, print your design onto plain paper and hold it behind a label sheet to check that each field lines up.
Which label size should I order for addresses, parcels or barcodes?
Choose the size according to what must fit on the label and how it will be applied:
Article Posted: 17/08/2026 07:22:58
