How to Label Your Shelves Correctly? Shelf Labels for Small Warehouses in 3 Steps (2026)

Are you standing in front of your shelf searching for that one specific Gira switch again? Is your warehouse a chaos of post-its, faded marker notes, and makeshift labels that blow away at the first breeze?

Thousands of tradespeople, small online retailers, and workshop operators know this problem: Without proper shelf labels, you waste valuable time every day searching, order items twice, and lose track of your inventory.

The good news: Professional shelf labels for small warehouses are neither expensive nor complicated. With the right software, suitable material, and a well-thought-out but simple numbering system, you can bring order to your warehouse in just 30 minutes.

Whether you call it shelf labeling, warehouse labeling, or bin location labeling: it always means the same system of uniquely named storage locations and matching labels.

Who is this guide for?

This guide is aimed at small warehouses with fixed storage locations. The recommendations that follow come from hands-on experience and don't claim to represent a binding standard.

Typical scenario:

• M6 screws are always at bin location 01-01-01
• Cable clamps always at location 02-03-04
• Rearranging happens 1-2 times per year (or never)

Not suitable for:

• E-commerce with daily changing items or fulfillment centers with flexible storage

In this guide you'll learn:

• Which label material suits your business and the environment of your warehouse
• Whether you need one or two labels per item/bin location
• Which 4 free tools you can use immediately
• How to build a unique numbering system
• How to use QR codes and barcodes correctly

Time required: 30 minutes | Costs: Under $20 | Time saved: 10-30 minutes daily

Let's get started.

What Label Material Do I Need for My Warehouse?

My recommendation for 90% of small warehouses: Order paper labels from Avery. Cost almost nothing, can be printed with any laser printer, and are perfectly fine for dry indoor spaces.

But not every label works everywhere. So here's a decision guide for you:

1. Humid environment (basement, workshop with splash water)?
   • Then: Film labels, because waterproof, tear-resistant, durable
   • Example: Avery Zweckform L4773 (63.5×29.6mm, polyester)
2. Frequently rearranging or seasonal items?
   • Then: Magnetic labels without adhesive residue, reusable
   • Example: Magnetic warehouse labeling (100×50mm)
3. Only dry indoor space + rarely any changes?
   • Then: Paper labels, because cheapest option and completely sufficient
   • Example: Avery Zweckform 70x36-R (70×36mm, 1200 labels for ~EUR 20, often cheaper on Amazon)

One or Two Labels? What Fits Your Warehouse?

In practice, two approaches have proven successful:

Option 1: Only Combo Label (simple, cheap to set up)

Here's what a minimalist combo label can look like:

One label contains all important information such as:

1. Bin location: 01-01-01
2. Item name: Socket Head Cap Screw DIN 912 M6 × 40 mm
3. Optional: Barcode/QR code, internal item number, supplier name, photo, storage unit, etc.

Advantages:

1. Quick and cheap (one label per location)
2. Clear with few shelves
3. Less printing effort

Downside: The bin location and the item sit on the same label. If you want to slot a third item (C) in between items A and B, then B and every item after it shifts one position over - and their bin-location number no longer matches. You then reprint the whole row, not just one label for C. If the bin location were on its own fixed label on the shelf, a single reprint would do.

In short: Option 1 is cheap to set up, expensive to change.

Option 2: Separate Bin Location Label + Combo Label

A few examples of how you can design bin location labels: large aisle labels with a directional arrow, alongside compact variants with a barcode, QR code, or just the bin location ID.

Two labels side by side:

1. Separate bin location label (e.g., 100×50mm), label should ideally be as tall as your shelf level allows.
   • Only "01-01-01" in large font
   • Readable from 10-13 feet away
   • For quick orientation in the aisle
2. Combo label next to it (e.g., 70×35mm) without the bin location! Label should ideally be as tall as your shelf level allows.
   • Item: Socket Head Cap Screw DIN 912...
   • Barcode: WHS-0001
   • Minimum stock: 100
   • Further individual details

Advantages:

• Bin location recognizable from a distance (e.g., from the tool cart)
• Clear separation: Where is it vs. What is it
• The bin-location number stays fixed on the shelf, so every insert or re-sort costs you just one new item label instead of the whole row

With movable containers (bins, boxes), the bin-location ID belongs on the container itself too, not just on the shelf. If someone puts a box back in the wrong slot, its ID sits visibly next to a different one on the shelf: the mistake shows up right away instead of only at the next stock count.

In short: Option 2 costs a bit more to set up than Option 1, but is cheaper to change.

Decision guide:

My recommendation: Do it right from the start and separate the two - bin location on the fixed shelf label, item on the movable one. The slightly higher setup effort pays off the first time you insert or re-sort, because you reprint just one label instead of the whole row. Only if your warehouse stays truly stable and you almost never rearrange is a combo label enough.

Already started with a combo label?

If you or your team are searching too long - the apprentice keeps asking "Where is 03-01-02?" - that's the moment to switch to the separated setup.

How Do I Name and Mark My Bin Locations?

Before printing labels, you need a unique system for your bin locations, which is why we'll briefly address the topic here.

The Shelf-Level-Bin System

Standard format: Shelf - Level - Bin

Example:

• 01-01-01 = Shelf 1, Level 1, Bin 1
• 02-03-02 = Shelf 2, Level 2, Bin 3

Important: Always number levels from bottom to top and bins within a level from left to right

How Do I Number My Shelves?

Important: Every Bin Location Needs a UNIQUE ID!

Why?

• You can assign items to unique bin locations
• Helpful for communication with colleagues (Wago connector can be found at 01-03-04)
• Creates the foundation for your entire warehouse organization.
• Enrich your master data or item data in your warehouse software with it. Saves search time, because you find things faster and have to search less.

Which Software Is Suitable for Shelf Labels?

You don't need expensive programs. Here are 4 free tools you can start with immediately, plus the option straight out of your warehouse software:

Tool 1: Avery Design & Print - our test winner for beginners ⭐⭐⭐

Why Avery?

• Completely free, no registration
• Works directly in the browser
• Excel import with automatic mail merge
• Perfectly matched to Avery label sheets
• With serial barcode generation or conversion of data to Code-128 barcode

Here's how in 5 minutes:

1. Buy label sheets
   • Search on Amazon for: Avery Zweckform 70x36-R (70×36mm, cost: ~$20 for 1200 labels)
2. Prepare Excel list
   • Download our free Excel template for shelf labels or export your items from an existing app as CSV/Excel file
3. Open Avery website
   • avery-zweckform.com/design-print
   • Enter product number of your chosen sheets. In our example: 70x36-R
4. Upload Excel
   • Select "Mail merge"
   • Upload Excel file
   • Check preview: Everything correct?
5. Print
   • Export PDF
   • Laser printer (no inkjet printer!)
   • First 1 test sheet on regular paper!

Practical tip: Print test sheet on regular paper, hold it over label sheet and check against the light. Does everything fit? Then print all labels.

Tool 2: Labeljoy For Power Users (Windows) ⭐⭐

Why Labeljoy?

• Start is free, but with watermark, later paid
• Automatic sequential numbering
• Barcode AND QR code generator
• CSV/Excel import for mass printing

Here's how:

1. Download: labeljoy.com → Free Version
2. Select label size: "New Label" → Select Avery 70x36-R
3. Set up sequential numbering or select column from Excel
   • "Insert Text" → Enter "A"
   • "Insert Counter" → Start value: WHS-0001, Increment: +1
   • Result: WHS-0001, WHS-0002, WHS-0003 ... automatically!
4. Optional: Add barcode
   • "Insert Barcode" → Type: "Code 128" or "QR Code"
   • Link with Counter → each label unique
5. Print: Check preview → Print on label sheet

Tool 3: Canva For nicer designs ⭐

Why Canva?

• Free version is completely sufficient
• Professional design templates
• QR code and barcode generator integrated
• Drag-and-drop editor for text fields and barcodes

Here's how:

1. Search template
   • Open Canva → Search "Label" → Filter "Free" + 70×35mm
2. Customize
   • Change text: "01-01-01", "Socket Head Cap Screw DIN 912 - M6 x 40 mm - Steel 10.9 galv. zinc plated"
   • Insert QR code or barcode: Apps → "QR Code" → Enter "WHS-0001"
   • Adjust colors (e.g., red for hazardous materials, blue for office supplies)
3. Export
   • Export as PDF
   • Print on Avery sheet

Disadvantage: No automatic Excel import in the free version, each label must be created separately, which is very time-consuming
Advantage: Your labels look professionally made

Tool 4: repleno Label Generator For starting right now ⭐⭐⭐

Why the generator?

• Runs in your browser, no installation, no sign-up
• No email address, no newsletter, no spam
• CSV import for bulk printing, including a template to download
• Code 128 and QR code
• Zweckform 3422, Zweckform 3657, full-page A4, or your own A4 grid
• Your data stays in the browser, nothing gets uploaded

How it works:

1. Open the label generator and download the CSV template
2. Enter your items: item name, storage location, optional barcode and two free fields
3. Upload the CSV: columns and required fields are checked automatically
4. Pick a format or enter your own sheet dimensions
5. Create the PDF and print it on your label sheet

Downside: Fewer sheet formats than Avery, and you rebuild the item list on every run
Upside: You build your layout once, save it as a file and load it again for the next print run

Tool 5: repleno Label Designer When the data is already in the system ⭐⭐

• Labels come straight from your stock, no Excel export
• 68 sheet formats including Avery 70×36-R, plus Code 128, EAN-13 and QR code
• PDF export for any standard laser printer

Difference from the generator above: The label generator prints the sheet from a CSV you put together every time. In the Label Designer, item name, number and storage location come from your master data. That pays off as soon as you reprint regularly. The free plan (25 active items) lets you check beforehand whether it fits your warehouse.

Which Tool Fits Me?

My recommendation: Start with our label generator. CSV in, PDF out, no account and no email address. For shelf labels on a standard sheet that's enough. If you need an exotic sheet format or a free-form layout, create an account for Avery Design & Print. And if your items already live in warehouse software, skip the list building altogether.

Learn more about efficient warehouse management for trade businesses in our comprehensive guide.

What Is Warehouse Labeling?

Every storage location, shelf, and item gets a unique, readable ID, through markings, labels, or barcodes. That way, everyone on the team instantly finds the right spot, whether they know the warehouse layout or are new. The shelf labeling in this guide is the manual foundation; barcodes make it machine-readable on top.

How Do I Set Up a Barcode System for My Warehouse?

Now you have:

1. ✅ Defined bin location IDs (e.g., 01-01-01)
2. ✅ Selected software (e.g., Avery, Excel, Labeljoy, Canva, etc.)

Barcodes turn that manual basis into something you can scan, not just read.

Why Barcodes on Labels?

Barcodes make bin locations or items uniquely identifiable, so people and software always refer to the same object. They replace error-prone reading and typing with a quick scan. In software and apps, you link barcodes to inventory, items, and minimum quantities: you record withdrawals instantly and trigger reorders reliably.

Without barcode:

• Type bin location 01-01-01 in app → typo possible
• With 100 items: lots of manual work → waste of time

With barcode:

• Scan via app or barcode scanner → automatically captures correct ID
• Postings within seconds

The most important rule: One unique barcode = One bin location!

Example using the ID twice, WRONG:

Barcode "WHS-0001" for 01-01-01
Barcode "WHS-0001" for 02-02-02  ❌ NOT unique! Good software won't allow duplicate assignments or will flag them.

Example with sequential numbers, CORRECT:

Barcode "WHS-0001" → 01-01-01
Barcode "WHS-0002" → 01-01-01
Barcode "WHS-0003" → 01-01-02
Barcode "WHS-0004" → 02-02-02

Important: Multiple items and barcodes can also be assigned to one bin location. This is the case in practice when dividers separate a container into compartments for low-volume items (ferrules, etc.).

Can I Combine Item Name AND Barcode?

YES! This is even recommended:

||||||||||||||||||
[Barcode WHS-0001]
Socket Head Cap Screw DIN 912 M6 × 40 mm
01-01-01

Printed out, a combo label can look like this, generated directly from the repleno label designer, with product photo, min/max stock and bin location code:

Why both?

• Barcode → for fast scanning via app. For software, orders, inventory postings and stocktaking
• Item name → for quick finding without scanner

Important: The barcode stores ONLY an ID (e.g., "WHS-0001"). The ID is married to an item in the software and can be assigned and posted through it. A barcode does NOT store the item name. The name is only visually printed on the label.

How Do I Plan My Label System Correctly?

Step 1: Analyze Warehouse Layout

Take 10 minutes and sketch your warehouse by answering the following questions:

• Which shelves are most frequently accessed?
• Where do you need larger labels (visible from a distance)?
• Which areas need color codes (e.g., hazardous materials)?

Tip: Take a photo of each shelf. Then you'll know exactly how many labels you need later.

Step 2: Define Numbering System

Standard (one room without aisles):
Each bin location is uniquely described by Shelf, Level, Bin, all numeric. Within a shelf, numbering is consistently from left to right and from bottom to top, so every location remains logically findable.

Shelf - Level - Bin
01-01-01 (Shelf 01, Level 01, Bin 01)
01-02-03 (Shelf 01, Level 02, Bin 03)
02-01-05 (Shelf 02, Level 01, Bin 05)

With aisles (larger warehouses, multiple halls):
Once one room isn't enough, put an aisle letter in front: Aisle-Shelf-Level-Bin. Everything else stays the same.

Aisle - Shelf - Level - Bin
A-01-01-01 (Aisle A, Shelf 01, Level 01, Bin 01)
A-02-02-03 (Aisle A, Shelf 02, Level 02, Bin 03)
B-01-01-05 (Aisle B, Shelf 01, Level 01, Bin 05)

Important: Once defined, DON'T change anymore! Otherwise your records won't match.

Step 3: Define Color Codes (optional)

Colors help quickly distinguish areas:

Which Printer to Use and How to Apply Labels Correctly?

Which Printer Is Best for Labels?

1. Commercial Laser Printer (Recommended):

• ✅ Waterproof, smudge-proof
• ✅ Sharp, even with small font
• ✅ Cheap to maintain

2. Inkjet Printer (Not recommended):

• Smears when exposed to moisture
• Fades faster
• More expensive due to cartridges

3. Label Printer (for professionals):

• Brother P-Touch Cube (around $60) Bluetooth, app control
• DYMO LabelWriter 450 (around $95) Thermal printing, no toner needed

Positioning and Adhesion

Where to apply?

• Always at eye level (4.6-5.2 feet)
• For tall shelves: Labels on the front edge of each shelf level
• Additionally: Large number on the shelf side (visible from a distance)

Before sticking:

1. Wipe shelves with alcohol or cleaner
2. Let dry (2 minutes)
3. Press label firmly

Tip: For rough surfaces (wood, concrete), use magnetic labels or clear sleeves with cable ties

Which Mistakes Should I Avoid When Printing Labels?

Mistake 1: Font Size Too Small

• Wrong: 8pt font, not readable from 6 feet
• Right: At least 18pt for shelf numbers, 12pt for details

Mistake 2: Duplicate QR/Barcodes

• Wrong: Code "WHS-0001" used multiple times in warehouse
• Right: Code "WHS-0001" only 1x, linked to Socket Head Cap Screw DIN 912 - M6 x 40 mm - Steel 10.9 galv. zinc plated

Mistake 3: Crooked Application

• Wrong: Labels crooked, unprofessional
• Right: Use shelf edge as orientation

Mistake 4: Inkjet Printer for Workshop

• Wrong: Ink printing smears when exposed to moisture
• Right: Use laser printer or film labels

Mistake 5: Too Many Color Codes

• Wrong: 10 different colors, nobody understands
• Right: Maximum 5 colors, clearly defined, otherwise just leave white!

Sustainable and Reusable Label Solutions

Environmentally Friendly Materials

Paper labels from recycled material:

• FSC-certified (e.g., Avery Recycled line)
• Biodegradable adhesives
• Cheap and perfectly fine for indoor spaces

Reusable magnetic labels:

• No adhesive, no residue
• Multiple labeling (with wipeable marker)
• Perfect for seasonal items

Wipeable plastic labels:

• Label with foil pen
• Wipe off with alcohol and relabel
• More durable than paper

How Do I Keep My Label System Efficient Long-term?

A good label system thrives on maintenance. So here are three points on how to succeed:

1. Regular Control

• Every 3 months: Check labels for readability
• After each rearrangement: Update labeling
• When damaged replace immediately (otherwise chaos creeps in)

2. Inventory-friendly Structure

Number systematically from left to right, bottom to top:

Level 3: R01-E03-F01   R01-E03-F02   R01-E03-F03
Level 2: R01-E02-F01   R01-E02-F02   R01-E02-F03
Level 1: R01-E01-F01   R01-E01-F02   R01-E01-F03
Level 0: R01-E00-F01   R01-E00-F02   R01-E00-F03

without letters:

Level 3: 01-03-01   01-03-02   01-03-03
Level 2: 01-02-01   01-02-02   01-02-03
Level 1: 01-01-01   01-01-02   01-01-03
Level 0: 01-00-01   01-00-02   01-00-03

This way you can simply count through during annual inventory without jumping back and forth.

3. Employee Training

Invest 15 minutes per new employee:

• Explain the numbering system
• Show the color codes
• Demonstrate scanning (if QR codes/barcodes are used)

Checklist as notice:

✅ Item removed? Track in software/APP/Excel
✅ New item? → Print new label
✅ Damaged label? → Reprint immediately

4. Documentation

Record your system in writing:

• What do which color codes mean?
• How is the numbering structured?
• Where are label blanks and printers?

Digital Warehouse Management: The Next Step

You now have a functioning label system. Great!

When your warehouse grows (50+ items), it's worth connecting with warehouse management software (WMS):

• JTL-Wawi (free for small shops)
• Lexware Warehouse Management (from $25 per month)
• repleno (especially for small businesses, automated reordering: try for free)

These systems can often automatically generate labels with barcodes/QR codes and track inventory in real-time.

But: That's a separate topic. For the start, Excel + labels via the Avery web tool is completely sufficient.

Free Templates and Tools for Download

You don't need design skills! Get ready-made templates:

• repleno Label Generator: CSV template to download, finished PDF without signing up
• Canva: Search "warehouse label" → Hundreds of free templates
• Avery Zweckform: Filter by product number
• Herma Design Software: Free desktop software

Summary: Your Checklist

✅ Get material: Avery 70x36-R labels + commercial laser printer
✅ Choose software: Avery Design & Print (beginners), our label generator (no account) or Labeljoy (power users)
✅ Numbering system: 01-01-01, with aisles A-01-01-01
✅ Optional color codes: Max. 5 colors, clearly defined
✅ QR codes/Barcodes: Only with unique bin location ID (not product name!)
✅ Test print: First on paper, then on labels
✅ Application: Eye level, clean surface, press firmly
✅ Documentation: Excel list with all bin locations
✅ Scaling: Use specialized software later

Next Step: Get Started Now!

You now know everything you need:

• 1 free tool
• Unique numbering system
• Concrete product recommendation for application
• Step-by-step instructions for implementation

Time required: 30 minutes for your first labels.
Costs: Under $20 for labels.
Time saved per day: 10-30 minutes that you no longer have to search.

Once you've established your labeling system, the next step is overall warehouse organization. Read our comprehensive guide: How to organize your warehouse in the trades: Efficient storage & digital tools.

Good luck!