Industry Trends

The 5-Step Pre-Flight Checklist I Use Before Sending Any Print Job (After Costing My Company $1,200)

It Depends on What You're Actually Trying to Do

I'm going to be upfront: there's no single 'best' way to handle all your labeling and packaging needs. The conventional wisdom is that you just need 'a template' or 'a box,' but that ignores the fact that a shipping label, a name badge, and a handmade denim tote bag tag have almost nothing in common. After managing office supplies for a 200-person company across three locations, I've learned that your situation dictates your solution.

Let's break this into three distinct scenarios. Which one sounds like you?

Scenario A: The Digital Template Hunt (for Labels, Business Cards, and Index Cards)

This is the most common question I get: 'Where's the template?' The answer, frustratingly, is 'it depends on your platform.'

If you're using Microsoft Word

You're in luck. Avery's templates are deeply integrated here. The trick isn't finding a template—it's finding the right one. When I need an Avery 3x5 index card template (template 5388), I don't search the web. I go directly into Word: Mailings > Labels > Options > Avery A-Z. That's it. The 5160 and 8160 mailing labels are there, too. But here's a pitfall I see all the time: people choose '5160' thinking all 5160 products are the same. They aren't. A standard 5160 label and a clear 5160 label use the same template number, but you'll want to double-check your specific product pack for minor adjustments.

If you're using Google Docs or Canva

This is where the 'honest limitation' comes in. Avery templates for Google Docs are available through the Avery Label Merge add-on, but they're not as seamless as Word. I only believed this after ignoring the advice and spending an hour trying to manually format address labels in Docs. The add-on is good, but if you're doing a complex project like barcode labels or wine labels, word of warning: Canva has some great Avery templates, but they're easier if you're doing simple designs. For complex variable data? Stick to Word or a dedicated design tool.

When a template isn't the answer

For handmade denim tote bag tags or custom stickers, a standard Avery template might be too limiting. In that case, you're better off with Avery's blank sticker sheets and creating your own layout in design software. I've learned that pushing a template where it doesn't belong leads to more frustration than creativity.

Scenario B: The Physical Package (Labels and the Box Itself)

So you've got your Avery shipping label designed. Now you need a box. And maybe even a tote bag to put it in.

Picking the right box (and the right label for it)

If we're talking about packaging box cardboard, don't overthink it. A standard corrugated box is fine for most items. The real decision is about the label. An Avery address label is perfect for a cardboard box going through the mail. But a barcode label? You need a stronger adhesive. Avery's Permanent Identification labels are better for boxes that will get rough handling.

Now, about that handmade denim tote bag. This is a different beast. You can't just slap a standard mailing label on soft fabric. It'll peel off or look unprofessional. I've made this classic mistake. In my first year, I tried to use standard address labels for a fabric packaging. Cost me a $200 redo. The solution? Avery's fabric labels or a personalized sticker that's sewn or ironed on. The template for that isn't a standard 5160; it's a specific product like the Iron-On Tote Bag Kit.

The envelope design & the viral question

I have to address this one: 'What is the source of a viral envelope?' The phrase itself is a bit of a misnomer. An envelope doesn't go 'viral' in the digital sense. People are usually asking about:

• The artistic source: A famous painted or designed envelope from an artist (this is not a product-based question).
• The marketing source: An envelope design that was part of a successful direct mail campaign. Think a brightly colored, unique-shaped envelope that gets opened.
• The template source: 'Where can I find the template for that cool envelope?'

For us practical buyers, the last one is the most common. You can find modern, 'viral-worthy' envelope designs as templates on platforms like Etsy or Creative Market. The actual physical envelope you print onto is an Avery product (like a window envelope or a plain #10 envelope). The source of the design is the template marketplace; the source of the physical item is your office supplier.

Scenario C: One-Time Project vs. Recurring Need

This is the most critical distinction. I've covered the 'what,' but you also need to think about the 'how often.'

For a one-time project (like 50 tote bags for a weekend market)

Go simple. Use the Avery online template or a Canva template. Don't invest in creating a custom database or a complex barcode system. The time you save by not over-engineering is worth it. I'd recommend a small pack of Avery adhesive sheets and a standard inkjet printer. If you're using an Avery 3x5 index card for a simple sign, just write on it with a sharpie. It's fine.

For a recurring need (like shipping 60 orders a month)

Here's where you need to systematize. Use Avery Design & Print for your barcode labels. Invest in a dedicated printer for your shipping labels. And definitely use the Avery 5160 or 8160 template in Word, connected to an Excel spreadsheet for your addresses. That system, once set up, saves me about 6 hours a month compared to manual typing. The upfront cost of a good label printer is returned in the first quarter.

How to Know Which Scenario You're In

Ask yourself these three questions:

1. Is this a digital design problem or a physical material problem? If you're looking for a 'viral envelope' design, that's a design problem. If you're looking for the cardboard box to ship it, that's a material problem. Different solutions.
2. Is the item going on a flat cardboard box or a textured fabric bag? This determines the adhesive strength and label type. For boxes: standard labeling. For fabric: specialty labels.
3. Will I do this again next month? If yes, create a system. If no, just get it done.

That's it. There's no magic bullet. There's just the right tool for the specific job. A lot of people get tripped up by looking for a 'universal' solution when they should be looking for the specific one that matches their current situation. I've been there. As of January 2025, this approach has saved our department from at least one big mistake per quarter.