How to send a prepaid shipping label… and why you should

Learn how to create and send prepaid shipping labels with USPS, UPS, FedEx & DHL. Simplify returns and save time with PitneyShip multi-carrier software.
SendTech Staff Writer Pitney Bowes
10/14/2025 Carrier News

How to create and send prepaid shipping labels: A step-by-step guide

Two things are certain in ecommerce: returns are inevitable, and the way you handle them can make or break the customer experience. A Pitney Bowes study found that 72% of online shoppers “love” it when a prepaid return label is included in their package. That simple step builds trust and increases the chances customers will shop with you again.

Instead of viewing returns as a setback, smart ecommerce businesses use them as an opportunity to strengthen brand loyalty. Many shoppers now buy multiple sizes or colors with the intent to send back what doesn’t work. That’s not dissatisfaction—it’s just how online shopping happens today. By making returns seamless with a prepaid label, you’re not just absorbing costs; you’re showing confidence in your products and delivering a customer-first experience that sets your brand apart.

Table of Content:

What is a prepaid shipping label?

A prepaid shipping label is a type of return label that already includes the sender and return address, prepaid postage, and a barcode that carriers can scan to quickly process the package. For ecommerce businesses, this takes the guesswork out of returns and ensures packages come back through trusted channels. Sellers keep control over carriers, costs, and service levels, while customers enjoy a hassle-free return with minimal effort. Modern return labels can be printed and placed in the box, or delivered digitally as a PDF email. Many carriers also offer scan-based return labels, which only incur charges once they’re used. With a shipping platform like PitneyShip®, creating and managing prepaid return labels becomes simple and automated—helping businesses handle returns with confidence and efficiency.

How do prepaid shipping labels work?

Despite the name, prepaid shipping labels aren’t paid for in bulk upfront—they’re only charged once they’re scanned into the mailstream by the shipping carrier. Creating one is straightforward: you choose the carrier and service level, enter the return address and product details, then generate the label for storage or distribution. Merchants can either include prepaid return labels in the box for convenience or send them digitally as a PDF or download link. Both methods give customers an easy way to send items back without extra steps. For sellers, this means predictable costs and better control over returns. Tools like PitneyShip® make it simple to create, track, and manage prepaid return labels, ensuring the process works smoothly for everyone involved.

Shipping carriers’ prepaid labels options

Most shipping carriers give merchants the ability to create prepaid labels so they can cover return shipping in advance. While the goal is the same—making returns simple for customers—each provider offers different features, from email-based return label delivery to QR codes and even scheduled pickups. The best option depends on your business needs, including customer preferences, return volume, and how much flexibility you want in managing returns.

USPS® prepaid return labels

The main tool for creating USPS prepaid return labels is USPS Click-N-Ship®. Merchants can either email the label to customers or handle label printing to include it in the original shipment. While USPS offers a simple and reliable way to process returns, it doesn’t currently support QR code generation or in-store printing for returns. For businesses, this makes USPS a good basic option, though it lacks the flexibility some other carriers provide.

UPS® prepaid return labels

UPS provides several flexible solutions for handling UPS Returns. Sellers can create a Print Return Label to include in the package or send it later on demand. An UPS Electronic Return Label can be emailed directly with return instructions. With UPS Returns Plus, merchants can schedule either one pickup attempt (with a label left if the customer isn’t available) or three attempts for higher convenience. Finally, UPS Print and Mail Return Label lets UPS handle label printing and delivery by mail, ideal for recalls or low-tech customers.

FedEx® prepaid return labels

FedEx offers a wide range of return solutions to fit different business needs. A FedEx Print Return Label can be preprinted and inserted into the package—especially helpful in industries like healthcare that need preprinted labels. For digital workflows, the FedEx Email Return Label provides a secure, password-protected link with barcode scanning at drop-off points. Sellers managing frequent returns can use FedEx Express Billable Stamps, which are pre-created with sender and service details. The FedEx Ground Package Returns Program lets businesses include labels in the box or email them upon request in the U.S. and Canada. Most FedEx options are billed only when used, adding cost efficiency.

DHL® prepaid return labels

DHL simplifies returns through its MyDHL+ platform, where businesses can generate a DHL prepaid label to include in the shipment or email to customers on demand. In some regions, DHL also supports QR code-based returns, allowing customers to retrieve and print labels at DHL Service Points. This flexibility makes DHL especially useful for international sellers or audiences with diverse tech preferences.

Creating Prepaid Shipping Labels Through Each Carrier’s Platform

Businesses can use each carrier’s own platform to generate prepaid shipping labels without third-party software. The overall process is similar—log in, enter shipment details, choose a service, and generate a prepaid return shipping label—but every carrier has unique requirements, options, and expiration rules. Understanding these differences helps ecommerce businesses control costs, manage returns effectively, and keep customers satisfied.

USPS® prepaid shipping label

With USPS Click-N-Ship®, you can create a USPS prepaid shipping label directly from your USPS account. Start a new shipment, enter sender and recipient details, then choose a USPS service like Priority Mail® or First Class Mail®. Add package weight and dimensions, select “Return Label” or “Prepaid Label,” complete payment, and download the label as a PDF for label printing or email it to the customer.

Details required include sender and recipient addresses, package specs, and any extras like insurance or tracking. While USPS prepaid labels don’t technically expire, they should be used within two to four weeks to ensure barcodes and rates remain valid. A USPS prepaid label or multiple USPS prepaid labels give merchants a reliable, simple way to include a return label in every package and streamline the process for customers.

UPS® prepaid shipping label

UPS makes it simple to create return-ready labels from your online account. Log in, navigate to “Shipping” > “Create a Shipment,” then enter sender and recipient addresses plus package weight and dimensions. You can generate different types of UPS return services, including a UPS return label (Print Return Label), an UPS electronic return label sent by email, or UPS Returns Plus, which offers one or three pickup attempts. After confirming details, generate, download, or email the UPS prepaid label.

Information required includes origin and destination addresses, package specs, and the preferred return option—print, email, or pickup. Expiration rules vary: Electronic Return Labels and Returns Plus usually expire after 30 days, while Print Return Labels should be used within 30 days. A UPS prepaid shipping label gives businesses flexibility to manage different return services without creating extra work for customers.

FedEx® prepaid shipping label

FedEx prepaid shipping labels are created through FedEx Ship Manager. Log in, choose “Create a Return Shipment,” and enter shipper and recipient details. Select a service such as FedEx Express or FedEx Ground, then pick a delivery format: a FedEx Print Return Label included in the box, a secure email return label with a barcode for drop-off, or FedEx Express Billable Stamps for recurring shipments.

Required details include addresses, package specs, and delivery preferences. Expiration varies: Email Return Labels are usually valid for 7–30 days, while printed labels or Billable Stamps are best used within two to four weeks. A FedEx return label, whether printed or electronic, ensures customers have a convenient option while sellers only pay when labels are actually used. This makes a FedEx prepaid shipping label especially cost-effective for frequent returns.

DHL® prepaid shipping label

DHL prepaid labels are created through MyDHL+. After logging in, select “Create a Shipment,” enter sender and recipient info, and choose a service type such as DHL Express Worldwide. Add package details, check “Return Shipment,” and select a delivery method: email, print, or QR code. Once paid, the DHL prepaid label or DHL prepaid shipping label is ready.

You’ll need the shipper and customer addresses, package weight, dimensions, and declared value. Standard prepaid labels remain valid up to 90 days, while QR code–based labels are usually redeemable within 7–14 days at DHL Service Points. For international businesses, DHL’s options offer convenience and flexibility across diverse markets.

How to create a prepaid shipping label with PitneyShip®

PitneyShip® prepaid label capabilities

PitneyShip® is designed to make prepaid labels simple, no matter which carrier you use. Instead of jumping between USPS®, UPS®, and FedEx® websites, you can manage everything from a single dashboard. This centralized approach saves time and eliminates errors, making it ideal for businesses that need to create a return label quickly or handle high volumes of return shipping. Whether on desktop or mobile, PitneyShip® gives you a straightforward way to generate prepaid shipping labels and keep the return process running smoothly.

Step-by-step: how to create a prepaid shipping label

  1. Log in to PitneyShip (web or mobile).
  2. Navigate to Ship and select Create a Label.
  3. Enter recipient details and choose your carrier.
  4. Under Label Options, select Prepaid or Return Label.
  5. Enter shipment specs: weight, dimensions, and preferred service (e.g., USPS Priority Mail®, UPS Ground). Add extras like insurance or delivery confirmation if needed.
  6. Choose how to send it: download as a PDF, email it directly to the customer, or print it.
  7. Review label and cost.
  8. Click Create Label to finalize.

This process makes it easy to generate prepaid labels or prepaid electronic shipping labels without friction.

Why businesses choose PitneyShip®

Beyond label creation, PitneyShip® helps ecommerce teams gain control over returns. With multi-carrier access in one place, you can compare rates, automate repeat shipments, and track return labels from start to finish. Flexible delivery options mean you can print or email labels on demand. Plus, discounted shipping rates and built-in reporting tools help reduce costs and simplify return shipping. PitneyShip® streamlines prepaid labels so your business can deliver a better customer experience every time.