One order. Eleven thousand labels. Three days. I learned the hard way that ordering Avery labels isn't just about picking a size and clicking 'buy.'
I'm a procurement manager for a mid-sized logistics company—about 80 people, $4,200 annual print supply budget. Over the past six years, I've tracked every invoice in our cost system. And I've made almost every mistake you can make with label orders.
This checklist is for anyone who buys Avery labels for their business—whether you're in facilities, operations, or just the person who got stuck with 'office supplies.' It's five steps. Follow them in order. Skip one, and you'll probably end up paying for a redo.
Step 1: Calculate Total Cost, Not Just Unit Price
The first time I ordered labels, I picked the cheapest vendor on a price comparison site. $0.03 per label vs. $0.05 per label. Obvious choice, right?
Wrong.
By the time I factored in shipping ($12.99) and the rush fee I needed because the 'standard 5–7 day delivery' was actually 9 days—I paid $0.07 per label. More than the 'expensive' option.
Your checklist for Step 1:
- Base price – Unit cost × quantity
- Shipping – Standard vs. expedited (and whether free shipping thresholds apply)
- Setup or handling fees – Some vendors add these for small orders
- Rush premium – If you need it in less than 3 business days
- Potential reprint cost – If the vendor's quality guarantee is weak and you have to reorder
Here's the thing I wish someone had told me early: the lowest-quoted vendor rarely has the lowest total cost. I built a simple spreadsheet after getting burned twice. It takes 10 minutes and saves hundreds.
Step 2: Match Your Template Number Exactly
Avery's numbering system is actually pretty logical—once you understand it. But 'close enough' isn't.
I once ordered Avery 5160 labels (30 per sheet, 2⅝" × 1"). Our team needed 5163 labels (10 per sheet, 2" × 4"). The difference? I didn't check because both said 'shipping label templates.' Stuck with 5160s that were too small. Had to reorder.
Your checklist for Step 2:
- Confirm the exact Avery number (e.g., 5263, 5160, 8160) from your order history or an existing template
- Check dimensions – Don't rely on the product name alone. Open the spec sheet.
- Verify compatibility with your printer type (inkjet, laser, or both—many Avery labels are universal, but some are specific)
- If using mail merge, make sure the Word or Google Docs template matches the Avery number exactly. Templates aren't interchangeable.
A quick tip I've learned: save a note in your procurement system with the Avery number AND the dimensions. When someone asks 'what did we order last time,' you have both.
Step 3: Prepare Your File Correctly (The 300 DPI Rule)
I'm not a graphic designer. I can't talk about color profiles or bleed settings. What I can tell you from a cost perspective is that bad files = expensive reprints.
Standard commercial print resolution is 300 DPI at final size. If your logo or text is at 72 DPI (common for web images), it will look blurry on a printed label. That means a redo.
Your checklist for Step 3:
- Check image resolution – 300 DPI minimum. If you're not sure, ask your design person to verify.
- Use Avery's free templates – Download the Word or Google Docs template for your exact label number. They handle the sizing and margins. Don't guess.
- Include at least 1/8" bleed if your design goes to the edge. Without bleed, you'll get white borders.
- Save as PDF – Most online printers prefer high-quality PDF over Word docs. Avoid saving as JPEG or PNG unless specified.
Never expected this, but the biggest source of reprint costs in my experience isn't the label quality—it's the file quality. Fix at the file stage.
Step 4: Choose the Right Material for Your Use Case
This is where most people ignore the checklist and just pick 'white matte' because that's what they did last time.
But if you're shipping products that go through a freezer? Or labels that sit in direct sunlight for months? Or labels that need to be removed cleanly? Material matters.
Your checklist for Step 4:
- Test one sheet first – Order a sample pack or single sheet if available. Verify adhesion, durability, and printer compatibility.
- Think about the environment – Cold, heat, moisture, UV exposure. Avery has specific materials for each.
- Ask about removability – Permanent labels don't always need to be permanent. 'Removable' labels exist and cost roughly the same.
- Consider the substrate – Labels stick differently to cardboard, plastic, metal, and glass. A label that works fine on a corrugated box might peel off a poly bag.
Part of me wants to say 'just pick the standard material and save time.' But I've seen the $450 reprint cost from labels that wouldn't stick. Test first. It's worth the 20 minutes.
Step 5: Order with a Double-Check (and a Backup)
Even after following all the steps, I still second-guess myself. I hit 'place order' and immediately wonder: did I select the right quantity? The right shipping method? The right address?
Your checklist for Step 5:
- Double-check the Avery number – It's the most common error.
- Confirm delivery address – Sounds obvious, but I've shipped to our old office by accident.
- Verify shipping speed vs. your deadline – 'Standard shipping' might be 5–7 business days. If you need it in 3, pay for expedited or find a faster vendor.
- Order 10–15% extra – Not for waste—for future reorders. If you need 1,000 labels, order 1,100. The cost per label drops, and you have spares for mistakes.
- Keep a backup vendor on file – I maintain relationships with two vendors. Our primary covers 80% of orders. The backup is for emergencies when the primary is out of stock.
After tracking 60+ orders in our system, I found that 23% of our 'budget overruns' came from rush shipping on reorders. The solution wasn't a better price. It was ordering enough quantity upfront and having a backup.
3 Things Most People Get Wrong
These aren't in the checklist, but they're worth remembering.
1. Underestimating lead time. 'Standard turnaround' doesn't include weekends in many cases. Check the business-day calendar. I learned this when I expected a Friday delivery and got a Tuesday one.
2. Forgetting the 'use by' date. Labels have a shelf life. Not a hard expiry, but adhesive performance degrades after about 18–24 months in uncontrolled storage. Don't order 3 years' worth at once.
3. Not buying a test sheet. Most online printers sell single sheets or small packs for testing. Skip this step and you risk 11,000 labels that don't stick properly.
This checklist works for standard label orders. If you're ordering custom shapes, metallic materials, or high-volume industrial rolls, you'll need a different approach—that gets into specialty territory which isn't my procurement domain. For 80% of business label needs, this will get you through without the reprint scramble.
