Postage and fulfilment
How to buy postage labels for online orders
A reliable postage-label workflow starts with the paid order and ends with tracking saved where the merchant and customer can find it.
Updated 12 July 2026
8 minute read
For UK small businesses
Buying postage online can remove repeated address entry, make service comparison easier and keep tracking connected to an order. The accuracy of the label still depends on the merchant supplying the correct parcel and delivery information.
This guide explains the UK ecommerce workflow from a confirmed order to a printed label. Available services, compensation, restrictions and collection options vary by carrier, destination and account, so always check the selected service before purchase.
The short answer
Wait until payment is confirmed, pack the order, weigh and measure the finished parcel, confirm the delivery address, compare eligible carrier services, choose the required speed and tracking, buy and print the label, then save the tracking number against the order. International parcels also require accurate customs information.
Step by step
01
Begin with a paid, confirmed order
Do not purchase postage merely because a checkout was started. Confirm that payment succeeded and that the order is ready to fulfil. Check the selected products, quantities, variants, delivery method and any customer note before packing.
02
Confirm the delivery address
Use the address supplied at checkout, including the recipient name, postcode and country. Correct obvious formatting carefully, but ask the customer before making a meaningful change. Keep the dispatch and return addresses current as carriers and labels may use them.
03
Pack before weighing and measuring
Carrier pricing and eligibility normally depend on the finished parcel, not the loose product. Include the box or mailer, padding, inserts and tape. Measure the longest points and record weight using suitable scales. Rounding down can lead to surcharges, delays or rejected parcels.
04
Check carrier restrictions
Confirm that the carrier accepts the contents and destination. Batteries, aerosols, perfume, alcohol, liquids and other goods can have restrictions or special packaging and declaration requirements. Product legality does not automatically mean every postal service will carry it.
05
Compare eligible services
Compare the total price, estimated delivery speed, tracking, compensation, signature options, collection or drop-off method and destination coverage. The lowest price is not always the lowest business cost if it creates avoidable support work or insufficient cover.
06
Buy the label using accurate details
Select the parcel, service and ship date, then review the recipient, weight, dimensions and declared contents before paying. Label purchases can be difficult or impossible to amend after creation, depending on the carrier and service.
07
Print and attach it clearly
Print at the size and quality specified by the service. A normal printer can often be used with an A4 layout, while a thermal label printer can save time at higher volume. Attach the label flat, keep every barcode visible and remove or cover old shipping labels.
08
Arrange collection or drop-off
Follow the service instructions for a collection, Post Office, parcel shop, locker, depot or other handover point. Keep proof of posting or collection. A printed label does not prove that the carrier received the parcel.
09
Save tracking and update the order
Store the carrier, service and tracking number with the order, then mark it shipped at the correct time. Send the customer a useful update and retain the label and proof needed to investigate loss, delay or damage.
10
Complete customs information for overseas parcels
Packages sent outside the UK require a customs declaration. Describe the goods and their value accurately and include any required documents. Do not label a commercial order as a gift. Check destination-specific restrictions and tax arrangements before offering international delivery.
What information determines the price?
Postage prices commonly depend on origin, destination, packed weight, parcel dimensions, service speed and optional cover or signature. Some services also apply remote-area, fuel, handling or other charges. Compare the final displayed cost rather than a headline rate.
Measure a representative packed parcel for each product or common order combination. Product-level weight and dimensions make quoting faster, but the final package should still be checked when multiple items or unusual packaging can change the parcel.
Should postage be bought from the order screen?
An integrated order workflow reduces retyping because the customer address and purchased products are already present. It can also keep the label, carrier and tracking number beside the payment and fulfilment history.
Powered by Casa lets an owner compare supported services from a paid order, purchase the selected label and retain tracking with that order. The merchant first saves dispatch information and accurate product or parcel measurements. Available services depend on the shipment details and connected shipping infrastructure.
Plan for returns before the first parcel
Decide which address receives returns, how customers request one and whether a return label will be supplied. The original dispatch address and return address may be different. Make both accurate and explain the process in the store's returns information.
Keep enough evidence to handle a carrier claim or customer question: order contents, packed weight, service, tracking, proof of posting and relevant photographs for higher-value or fragile items.
Before you continue
- Payment is confirmed and the order is ready to fulfil
- Recipient, dispatch and return addresses are accurate
- The finished parcel has been weighed and measured
- Contents are permitted by the carrier and service
- Speed, tracking, compensation and handover method are suitable
- The label is clear, flat and has no obstructed barcode
- Proof of posting or collection has been retained
- Tracking and shipped status have been saved to the order
- International customs information is complete and accurate
Common questions
Do I need a label printer to buy postage online?
Not always. Many services provide an A4 label that can be printed on a normal printer and attached securely. A thermal label printer becomes useful when parcel volume makes cutting and taping labels inefficient.
Should I weigh the product or the packaged parcel?
Use the completed parcel, including the box or mailer, padding, inserts and tape. Carrier eligibility and charges are based on what is actually handed over.
When should I mark an order as shipped?
Mark it shipped when the parcel has entered the dispatch process according to your stated workflow, not merely when a label is purchased. Retain proof that the carrier or handover point received it.
Do overseas parcels need a customs form?
Yes. GOV.UK states that packages sent to countries outside the UK require a customs declaration. The description, value and purpose must be accurate, and additional documents or restrictions may apply.
Sources and accuracy
Information was checked against the official sources below on 12 July 2026. Rules, services and prices can change, so confirm the current guidance for your products and circumstances.