Printing export labels: How to choose the right printer to avoid the risk of being rejected by customs?

The economic context in the first 6 months of 2025 witnessed a strong recovery in export orders, especially in the textile, agricultural and electronics industries. However, behind the good news is a potential risk: according to statistics from logistics units, it is estimated that up to 5% of shipments have problems at customs clearance due to label errors. Labels that are peeling, smudged, and cannot be scanned can cause thousands of dollars in losses for each container and damage reputation with international partners.

Báo Cần Thơ•24/06/2025

To clarify the problem and provide a solution, we had a discussion with an expert from Barcode World , the leading barcode solution consulting unit in Vietnam.

Many businesses have the habit of using office printers to print labels for their packages. What is the biggest risk of this when applied to exported goods?

This is a serious mistake, with great potential risks due to the fundamental differences in technology and materials. The international transportation environment is very harsh. Inkjet ink will smudge when exposed to moisture, while laser ink easily peels off when rubbed.

The immediate consequence is that the barcode cannot be scanned, leading to the shipment being held at customs, being rejected by partners, causing disruption to the supply chain. Financially, businesses may face storage fees, the risk of contract penalties due to late delivery , and a direct impact on cash flow. In the long run, it is a loss of reputation with demanding importers.

To ensure durable labels that meet international standards, what are the most important technical criteria when choosing a dedicated printer?

To invest effectively, businesses need to focus on four key technical factors:

1/ Printing technology - Thermal Transfer is mandatory : This is an uncompromising requirement. This technology melts ink from the ribbon onto the label surface, creating a print with high mechanical adhesion, resistance to friction and moisture, ensuring the barcode can always be scanned.

2/ Resolution - Should be 300 DPI : This is a small investment but brings absolute safety. 300 DPI resolution helps print complex 2D barcodes sharply, meeting automatic scanning standards at large logistics centers of Amazon, Walmart or demanding markets such as EU, Japan.

3/ Print Size - Minimum 4 inches : The standard international shipping label size (DHL, FedEx, UPS) is 4x6 inches. Therefore, the printer must have a minimum width of 4 inches to be compatible.

4/ Correct combination of materials : Good machines must go with suitable materials. The most effective combination for export goods is Paper Decal or PVC Decal (waterproof, tear-proof) with Wax Resin or Resin ink. This type of ink provides superior adhesion, good scratch and fade resistance.

The market has desktop and industrial lines. What should businesses base their decision on?

This decision depends on the production volume and working environment. Businesses should choose desktop machines for production volumes under 2,000 labels/day in clean environments. On the contrary, industrial machines are the mandatory choice for larger production volumes, continuous operation in harsh warehouse environments thanks to their durable metal construction and superior speed.

Can Barcode World suggest some typical, reliable printer models for each business size?

Based on the above criteria, we suggest some proven effective solutions :

● For small businesses : Durable desktop models like the GoDEX EZ520+ or RING 412PEI+ with high resolution of 300 DPI are the optimal choice.

● For medium-sized businesses : Semi-industrial lines are most suitable, typically Zebra ZT231 (metal frame, high speed) or GoDEX ZX430i+ (300 DPI print quality).

● For large businesses and factories : Industrial machines are required. Zebra ZT411, RING 4012PL+ are the standard for reliability. For larger label printing needs such as pallet labels, models such as GoDEX EZ6350i (6 inches), HD830i+ (8 inches) are the perfect solution.

Investing in the right label printer is not simply buying a piece of equipment, but investing in a risk management solution for your export operations.