Shipping Labels, Packing Slips, and Tracking: Reducing Operational Mistakes

Why labels, packing slips, and tracking cause preventable errors

Most shipping mistakes come from a small set of repeatable failures: printing the wrong label for the box, mixing labels during batch printing, packing the wrong variant, missing an item, or failing to confirm tracking was attached and communicated. The fix is not “be more careful”—it is a standardized packing station, a consistent sequence of checks, and a workflow that makes the correct action the easiest action.

Packing station setup: tools that reduce mistakes

Core equipment

• Shipping scale (accurate to at least 0.1 oz / 1 g for small parcels). Place it on a stable surface and keep it zeroed/tared.
• Label printer (thermal recommended) or a laser/inkjet printer if using label sheets. A dedicated label printer reduces misalignment and speeds up processing.
• Label stock: 4"x6" direct thermal labels are common for carriers. Keep one open roll in use and one sealed backup to avoid mid-batch interruptions.
• Packing slip printer (optional if you print slips on the same printer). If using one printer for both, separate the print jobs and physically separate the output trays.
• Barcode scanner (USB/Bluetooth) for SKU/variant verification and final label scan checks.
• Measuring tool (tape measure or box sizer) for dimensional weight accuracy.

Consumables and organization

• Packaging: poly mailers, padded mailers, boxes in standardized sizes, void fill, tape, fragile stickers (if used), and resealable bags for apparel.
• Inserts: thank-you cards, return instructions, promos—stored in one labeled bin to prevent forgetting or over-inserting.
• Work-in-progress bins: at minimum, “To Pack,” “Packed—Needs Label,” “Labeled—Ready to Ship,” and “Exception/Review.”
• Clean surface and lighting: good lighting reduces misreads of small variant details (size, color, model).

Station layout (mistake-proofing)

• One-direction flow: pick list/items arrive on the left, packing happens center, labeled parcels exit on the right.
• Single-order zone: only one open order on the packing surface at a time. Everything else stays in bins.
• Dedicated label placement area: a clear spot where labels are applied immediately after printing (no “label pile”).

Packing standards: what “done” looks like every time

Standard packing rules (write these as a checklist at the station)

• Verify item identity: match SKU and variant (size/color/material) before packing.
• Inspect for damage: check seams, surfaces, seals, and accessories; confirm correct quantity.
• Select packaging by rules: choose mailer/box based on product type, fragility, and order value.
• Protect the product: use void fill so contents do not shift; seal liquids in secondary bags.
• Insert placement: include required inserts only (avoid duplicates); place on top for visibility when opening.
• Seal consistently: use the same tape pattern (e.g., H-tape for boxes) and confirm edges are fully sealed.
• Final weight/dimensions check: weigh the sealed package; measure if needed.
• Label and scan check: apply label flat, no wrinkles; confirm it matches the order before the parcel leaves the station.

Quality checks that catch the most expensive errors

• Variant check: the most common “wrong item” issue is correct product, wrong variant. Make variant verification mandatory.
• Address sanity check: confirm the label shows the expected country/state and a complete street address (especially for apartments/suites).
• Weight outlier check: compare actual weight to expected weight range for that SKU bundle. Large deviations trigger review.

Step-by-step: purchasing and printing shipping labels in Shopify

The exact screens can vary by store configuration and shipping setup, but the operational sequence should remain consistent. The goal is to generate a label only after the package is packed and weighed, so the label matches the final parcel.

Workflow: single order label purchase

1. Open the order and confirm it is ready to ship (items available, no holds, no address issues).
2. Pack first: complete pick verification, inspection, packaging selection, inserts, and sealing.
3. Weigh and measure the sealed parcel. Record weight/dimensions if your process requires it.
4. Create the shipping label from the order’s shipping/fulfillment area. Enter/confirm package details (weight, dimensions, package type).
5. Select the shipping service that matches your internal rules (speed, cost, destination, insurance needs).
6. Buy the label and immediately print.
7. Apply the label to the correct parcel immediately (never set printed labels aside).
8. Mark as fulfilled (or confirm fulfillment is created) so tracking is attached to the order.

Printer and label settings (to prevent unreadable labels)

• Use 4"x6" format when possible; avoid scaling that shrinks barcodes.
• Disable “fit to page” if it changes barcode size. Print at 100% scale for thermal labels.
• Test print weekly: scan the barcode with your scanner/phone to confirm readability.

Operational rule: label-to-box pairing

Adopt a strict rule: the label is printed only when the sealed parcel is physically in front of you. This prevents the most common batch error: printing labels for multiple orders and mixing them up.

Adding tracking to orders and verifying customer notifications

How tracking gets attached

Tracking should be attached to the order at the moment the shipping label is purchased or when fulfillment is marked complete. The operational requirement is simple: every shipped parcel must have a tracking number recorded on the order, and the customer should receive the correct notification.

Verification checklist (per order or per batch)

• Tracking present: confirm the order shows a tracking number and carrier.
• Tracking link works: open the tracking link for one order per carrier/service to ensure it resolves correctly.
• Notification sent: verify the shipping confirmation notification is enabled and that the order shows it was sent (or check your notification logs/settings if applicable).
• Correct email/phone: spot-check that the customer contact details look valid (missing “@”, placeholder numbers, etc.).

Common tracking failures and quick fixes

Recommended packing steps: a repeatable sequence

Use the same sequence every time. Consistency reduces cognitive load and makes training easier.

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1) Pick verification (SKU/variant)

• Scan the product barcode (or SKU label) and match it to the order line item.
• For variants, read two attributes out loud (e.g., “Medium, Black”) before placing it in the order bin.
• If the store sells similar-looking items, add a visual cue system (colored dots on shelves or bin labels) to separate variants.

2) Damage inspection

• Check high-failure points: corners, seals, zippers, screens, glass, caps, and accessories.
• Confirm included components (e.g., charger, manual, spare parts) using a mini checklist for that SKU bundle.
• If damage is found, move the order to Exception/Review immediately—do not “fix it later” at the station.

3) Packaging selection

• Choose the smallest packaging that protects the item without crushing it.
• Apply rules like: fragile items always boxed; apparel can ship in poly mailers unless bundled with rigid items.
• Standardize box sizes to reduce dimensional mistakes and speed up selection.

4) Insert placement

• Place inserts in a consistent location (e.g., on top of the product, facing outward).
• Only include inserts that are approved for all orders or triggered by specific conditions (e.g., first-time customer, high-value order).
• If return instructions are required, ensure the correct version is used for the destination region.

5) Seal, weigh, and final scan/label check

• Seal the package completely before weighing.
• Weigh the final parcel and compare to expected weight range (if you maintain one).
• Print the label and apply it immediately.
• Final check: scan the order number (or packing slip barcode) and confirm it matches the label/tracking you just printed.

Packing slips: when and how to use them without slowing down

Packing slips can reduce customer support tickets (“missing item”) and help internal audits, but only if they are consistent and accurate.

Best practices

• Print slips in the same sequence as packing and keep them with the items from the start (one slip per order bin).
• Highlight variants: ensure the slip clearly shows variant attributes (size/color) so packers can double-check.
• Use slips as a check tool: initial each line item after it is physically placed in the package.
• Do not rely on slips alone: scanning SKUs is more reliable than reading similar product names.

Batch processing: faster shipping without label mix-ups

Batch processing increases speed, but it also increases the risk of swapping labels. The key is to batch in a way that preserves one-to-one pairing between order, slip, and label.

Grouping strategy

• Group by shipping method/service (e.g., Standard vs Expedited) to reduce service selection errors.
• Group by packaging type (mailers vs boxes) to reduce station switching and dimensional entry mistakes.
• Limit batch size: start with small batches (10–20) until accuracy is proven.

Recommended batch workflow (pick → pack → label)

1. Create a batch list of orders that share the same shipping method and packaging type.
2. Pick into separate order bins (one bin per order). Place the packing slip on top of the items in that bin.
3. Pack one order at a time at the station (even if picking was batched). Seal and weigh each parcel.
4. Print label for that one parcel and apply immediately.
5. Move parcel to “Labeled—Ready to Ship” zone before starting the next order.

If you must print labels in batches

Some operations print labels in bulk for speed. If you do, add controls to prevent mix-ups:

• Physical separation: print labels and keep them in exact printed order, face-up, in a dedicated tray.
• One-at-a-time application: take the top label, apply it to the next completed parcel, then immediately verify.
• Two-point match: match order number and customer name/ZIP between packing slip and label before applying.
• Scanner confirmation: scan the packing slip barcode and then scan the label barcode; your process should confirm they belong together.

Common batch errors and prevention

Tracking audit routine: catching problems before customers do

Daily spot-check: delivered orders

Build a short daily audit that takes 5–10 minutes:

• Filter recent shipments and spot-check a sample (e.g., 10 orders/day or 1–2% of volume).
• Open tracking links and confirm status progression (accepted → in transit → out for delivery → delivered).
• Look for patterns by carrier/service (e.g., a specific service consistently delayed).

Handling “stuck in transit”

Define “stuck” using a clear threshold so the team acts consistently (example: no tracking movement for 72 hours domestically, or 5 business days internationally—adjust to your carriers).

• Step 1: verify the scan history to confirm whether the carrier ever accepted the parcel.
• Step 2: check internal handoff: confirm the parcel left your facility (end-of-day manifest/pickup confirmation if you use one).
• Step 3: contact the carrier with tracking number and shipment details; document the case ID in internal notes.
• Step 4: decide on customer action: proactive update, replacement shipment, or wait period based on your policy and item value.

Proactive customer updates (reduce tickets and chargebacks)

• Send an update when a shipment is delayed beyond your threshold, even if there is no new tracking event.
• Include: tracking number, current status, what you are doing next (carrier inquiry), and the next time you will update them.
• For high-value orders, consider a faster escalation path (replacement or signature service on reshipment) to protect customer experience.

Exception log: turn mistakes into process improvements

Maintain a simple log for shipping exceptions (wrong item, label swap, address issue, stuck in transit). Track: date, order type, root cause, and the control that would have prevented it. Review weekly to update your station checklist and batch rules.