In this article, we discuss:

Desktop Printers

Desktop printers are ideal for use in environments where space is limited but you still need high-quality, reliable printing. Often used in offices, retail stores, and warehouses, desktop printers offer cost-effective and convenient label printing without compromising on quality. From budget label printers to smart printers featuring cutting-edge functionality, there’s a desktop solution to nearly all print requirements.

Mobile Printers

Ideal for label printing on the move, mobile or handheld printers boost productivity by enabling instant, on-the-spot printing in any environment, from retail stores and warehouses to field engineers and electricians. They make it easy to print barcode labels, receipts, or tickets quickly and efficiently whenever and wherever they’re needed.

Industrial Printers

Industrial printers (or mid-range printers as they are sometimes known) are the workhorse of the print industry, designed to cope with high-volume print requirements and offering unparalleled barcode, text and graphics print quality for labels, invoices and packing slips. Their heavy-duty construction ensures long-term reliability, reduced downtime and 24/7 print output.

Laser, inkjet, and thermal printing each have their strengths when it comes to labels. Depending on your printing needs - from speed, durability, colour and cost - each method has a clear advantage.

Laser Printing

Laser printing is a digital print technology using a laser to transfer and heat toner onto paper. The result is a sharp, precise, and fast print, especially good for high-volume tasks like documents, forms, or black-and-white graphics. While laser printing can be used to print labels, it’s not always ideal. This is because toner-based printing is only suitable for use on paper, can smudge easily, and quickly fades when exposed to moisture, heat, or friction.

Inkjet Printing

Inkjet printing works by spraying tiny droplets of liquid ink onto a surface. Typically used for producing high-resolution, full-colour prints, it is ideal for colourful paper labels. Unlike thermal printing, it doesn’t rely on heat-sensitive materials or ribbons, but the ink can be expensive, and prints need time to dry. They are also not as durable as thermal transfer labels and, therefore, not suited to all print applications.

Direct Thermal Printing

Direct thermal printing is the most common printing technology used for labelling applications. Requiring only labels, it is a simple and cost-effective method that relies on heat-sensitive material that blackens when it comes into contact with the printhead’s thermal elements to create the printed image.

While direct thermal printed labels offer a short-to-medium lifespan compared to other methods, they are well-suited for typical commercial uses such as shipping labels and barcode labels. Overall, direct thermal printing offers a more economical solution for many everyday labelling needs.

Thermal Transfer Printing

Thermal transfer printing, on the other hand, is a durable and high-quality printing method that requires both a ribbon and labels. The printhead’s thermal elements melt ink from the ribbon onto the label surface to create a long-lasting image. This technology is ideal when label longevity is important or where prints may be exposed to light, heat, and other conditions that can cause fading.

Although generally more expensive than direct thermal, thermal transfer is the go-to for labels that stand the test of time and can withstand harsh conditions. You can learn more about the differences between direct thermal and thermal transfer here.

The number of labels you need to print each day plays a major role in choosing the right label printer. To ensure a reliable, long-term solution that keeps pace with your operations, it’s important to match the printer’s capacity to your daily output.

The number of labels a printer can reliably produce each day varies greatly, not only by printer type, but also within each category. For example, entry-level desktop label printers are ideal for light-duty applications such as small office or retail environments and typically handle up to 500 labels per day. High-performance desktop printers, however, are built for more demanding print requirements, with output of between 2,000 and 5,000 labels per day without compromising quality.

If your business has high-volume label printing needs, an industrial label printer is a smarter investment. These robust machines are designed for continuous, 24/7 operation and can easily support multiple shifts in demanding manufacturing, logistics, and distribution environments.

The size of the labels you need is another key factor when choosing a label printer. Most label printers are available in 2”, 4”, and 6” print widths. Desktop printers typically support print widths up to 4”, which is perfect for standard shipping labels. However, if you need to print wider or larger labels, an industrial printer will be a better fit.

Before making a purchase, check that the printer’s minimum and maximum print widths meet your requirements. Also, consider the label length the printer can handle, as some models support continuous rolls, while others have fixed limits.

Understanding your label material requirements will help you choose the right printer. It's important when replacing an existing printer to ensure compatibility with your current labels, including material, roll diameter and core size. With labels in mind, you will also want to know whether the printer supports gap, notch, or black mark sensors for accurate label alignment and consistent printed output.

Print Speed and Quality

• 203 dpi is the most common resolution and perfectly suitable for many everyday applications such as shipping, inventory, and warehouse labels. It delivers clear, scannable barcodes that meet most operational requirements.
• 300 dpi provides sharper text and more defined graphics, making it ideal for retail product labels, cosmetic packaging, or branded items where presentation matters.
• 600 dpi is designed for high-precision printing, such as small barcodes, fine text, or premium branding, where intricate detail and accuracy are essential.

Your use case and environment play a major role in determining the best connectivity options for your label printer. Before choosing a model, consider where and how it will be used. Will it be in a fixed location, or do you need flexibility to print from mobile devices such as handhelds, tablets, or smartphones? When selecting a label printer, you might want to consider models that support multiple connectivity options to ensure flexibility and help future-proof your investment as your business or infrastructure evolves.

Ethernet (Wired Network)

Ethernet connectivity provides a stable and secure network connection, making it ideal for office environments where your label printer will remain in one place. It requires all connected devices to be on the same network, so if your printer needs to be moved regularly or used across different areas, you might find a wired connection too limiting.

Wi-Fi (Wireless Network)

Most ‘inside-the-four-walls’ applications, such as retail stores, warehouses, and offices, rely on Wi-Fi label printers for their convenience and easy setup. However, it’s worth assessing your network reliability. Weak signal, black spots, or inconsistent bandwidth can interrupt print jobs and slow down operations.

Bluetooth

Bluetooth label printers are ideal for mobile or on-the-spot printing, such as in retail, healthcare, or field service environments. Bluetooth standards have improved significantly in speed and range compared to older versions, but a limitation is that Bluetooth connections typically support only one active pairing at a time, making them best suited for direct printing from a single device.

NFC (Near Field Communication)

Many newer label printers now include built-in NFC technology, enabling quick, tap-to-pair functionality. This simplifies set-up, allowing users to instantly connect a smartphone or tablet to the printer. 

A low-cost printer might seem like the perfect fit for your label printing needs, but it’s important to look beyond the initial purchase price. The true expense lies in the total cost of ownership (TCO), including ongoing consumables, maintenance, and long-term reliability.

Different label printers come with varying costs. The price of labels, ribbons, and ink can differ significantly depending on the printer model and technology, and you should also factor in specialised components such as printheads, cutters, and platen rollers, which may need to be replaced over time.

Other considerations include the printer’s expected lifespan, available warranty coverage, and manufacturer support contracts. Investing in a higher-quality label printer with comprehensive support can reduce downtime, extend operational life, and save you money in the long run.

While a cheaper printer may appear more appealing, evaluating the total cost of ownership helps prevent unexpected expenses later. The goal is to strike a balance between reliability and ease of maintenance, ensuring your label printer supports your business efficiently and cost-effectively over time.

Think beyond hardware and consider software compatibility. Whether you’re integrating with existing business systems or using third-party label design software such as BarTender or LabelDirect, ensuring seamless communication between your printer and software is key to maintaining productivity.

Which systems and platforms your label printer needs to connect with will depend on your operations, but you may need it to integrate seamlessly with a POS system, a shipping and logistics platform, an ERP or a warehouse management system (WMS). Printers that support industry-standard drivers - such as ZPL or EPL - and provide open APIs, offer the highest degree of flexibility and compatibility. This makes it much easier to integrate with existing workflows and automate label printing directly from your business applications.

For small business users or those with straightforward labelling needs, many printers come with basic label design software or mobile apps included. Built-in tools are typically plug-and-play, providing simple templates that are easy to set up so you can start printing professional labels right away without needing advanced design software.

While buying a label printer can feel overwhelming with so many options on the market, it doesn’t have to be. The first step is to think about where you’ll be using the printer, whether it’s in a busy office, a warehouse, out in the field, or in a healthcare setting. Your environment will ultimately influence the type of printer you need.

Next, consider what labels you’ll be printing, for where and how many. You want to evaluate how many labels you’ll print each day and how long they need to last, as this affects the choice between short-term and durable printing technologies. Print volume, label type and size, as well as print quality and conditions, each narrow the list of suitable printers.
   
Connectivity is also important; will the printer connect via Wi-Fi, USB, or a network, and which devices will need access? By answering these questions, you’ll be able to narrow down the printers that best fit your specific needs and workflow.

When comparing leading label printer brands, each manufacturer brings unique strengths to the table. Aligning those with your business priorities will help ensure you invest in the best-fit label printing solution. Whether you’re upgrading an existing printer setup or exploring label printing for the first time, our expert team is here to help you choose a reliable, cost-effective label printer solution.