How to Print Your Own Labels: A Step-by-Step Guide for UK Businesses

The easiest way to print your own labels is to start with the job they need to do. Use compatible adhesive sheets and an office printer for occasional batches, a direct thermal printer for everyday dispatch, or a dedicated label printer if you regularly need durable barcodes or full-colour product labels. Whichever setup you choose, print a small test batch and try it on your actual packaging before printing the full run.

1. Choose a Printer for the Labels You Need

A packing bench printing delivery labels has different needs from a food producer labelling jars or a clothing brand printing wash care instructions. Start with the finished label: what should it look like, where will it go and how long must it stay readable?

Direct thermal printers create an image on heat-sensitive labels without a ribbon. Thermal transfer printers use a ribbon to print onto compatible material. That difference matters when buying supplies: two rolls can look similar on the shelf and produce very different results in the same printer.

If you’re comparing label printers for your business, take a sample of your smallest and largest labels. Tell the supplier how many you print on a normal day and what your busiest day looks like. That makes it easier to compare machines on real jobs.

2. Match the Label Material to Your Packaging

The printer determines what you can print on. The packaging and storage conditions determine what will work once the label is applied.

A paper label may be suitable for a dry cardboard box. A chilled bottle may need a different material and adhesive to cope with condensation. A small jar adds another challenge: a label that sits flat on a sample sheet can lift at the edges when wrapped around a tight curve.

Before buying a large quantity, apply samples to the packaging you actually use. Store and handle them as you would the finished product. Check whether the label stays attached and the print remains legible. If the package goes into a fridge, test it there and inspect it again after it comes out.

3. Set Up Your Artwork at the Actual Label Size

Measure the available space on your packaging before opening your design software. Leave room around folds, seams and openings. If you’re printing onto pre-cut sheets, use the template for the exact sheet product so the margins and gaps line up.

Build the design around the information people need to find first. On a retail label, that might be the product name and variety. On a warehouse label, it may be the barcode and item reference. View the artwork at its printed size; small text that looks clear when zoomed in may be difficult to read on the pack.

If your team prints several versions, use an approved template with editable fields for details such as size, batch number or product code. Give each version a clear name so operators can choose the right one without opening several files that look alike.

4. Print a Proof Before Loading a Full Batch

For sheet labels, print the design on ordinary paper first. Hold the proof behind the unused label sheet against a light to check the alignment. If the artwork shifts across the page, check that you’ve selected the correct paper size and template. Where the template calls for actual size, turn off options such as “Fit to page”.

For roll labels, enter the correct width and height, select the right print mode and load the roll according to the printer manual. If the printer skips labels after a roll change, check the loading and follow the model’s calibration instructions before moving the artwork to compensate.

Print a few labels, then check that:

• The text sits inside the cut edges and is easy to read.
• The product, date and batch details match the job.
• Any barcode scans with the equipment your team normally uses.
• The label sticks to the pack and the print holds up to normal handling.

Change one setting at a time if the result is wrong. Once you have a good print, save the settings with the template and keep an approved sample for future runs. If a fault keeps returning, use Soabar’s printer support and downloads as a starting point.

Should You Print Your Own Labels or Order Them?

In-house printing is useful when you need small batches quickly or regularly change dates, barcodes or product varieties. Ordering custom printed product labels may make more sense when you print large quantities of the same artwork or want a specialist finish.

You can also combine the two. A producer might order branded labels in bulk and print a separate batch or date label as each product is packed. Compare the options using a typical week’s work, including supplies, staff time and any labels wasted during set-up.

If you’re planning an in-house setup, contact Soabar with your artwork, packaging material and expected print volume. Those details will help the team discuss suitable printers, labels and supplies for your application.

Frequently Asked Questions

Can I print my own labels with a regular printer?

Yes, if the printer supports adhesive sheets made for that printing method. Use inkjet-compatible sheets in an inkjet printer and laser-compatible sheets in a laser printer. Check the printer’s media guidance before loading them.

Why do my labels line up at the top but drift towards the bottom?

That pattern often points to a mismatch between the sheet and the template or to automatic scaling. Check the sheet reference, paper size and print scale, then run another plain-paper proof before using a fresh label sheet.

Can I print water-resistant labels myself?

Yes, with a suitable combination of label material, adhesive and printing method. Test the finished label on the actual packaging under the conditions it will face. A water-resistant label material does not guarantee that the print or adhesive will hold up.