How Do You Choose Barcode Labels and Ribbons? Thermal Transfer vs Direct Thermal Media
In short
Match the media to how long the label must last. Direct thermal labels need no ribbon and suit short-life jobs such as shipping labels and receipts. Thermal transfer labels use a ribbon and last longer: wax for paper, wax/resin for tougher paper and matte synthetic labels, resin for synthetic labels in harsh conditions.
Labels and ribbons look like the cheap part of a barcode system. Yet the wrong combination gives faded barcodes, smudged prices and labels that fall off, and those problems usually show up at the checkout or in the warehouse.
This guide explains how to match labels and ribbons to the job. The media we supply is on our consumables page.
What is the difference between direct thermal and thermal transfer labels?
The difference is where the image comes from.
Direct thermal labels are coated with a heat-sensitive layer that blackens when it passes under the thermal printhead. There is no ribbon.
Thermal transfer labels are printed through a heated ribbon, which melts ink onto the label. Zebra says that with suitable media the image is impervious to heat and moisture and cannot be rubbed off.
Which one should you choose?
| Question | Direct thermal | Thermal transfer |
|---|---|---|
| How long must the label last? | Short term | Long term |
| Exposed to heat, sunlight or rubbing? | Avoid | Suitable with the right ribbon |
| Label materials | Direct thermal paper | Paper, polyester, polypropylene and more |
| Ribbon needed? | No | Yes |
| Typical uses | Shipping labels, receipts, tickets, visitor badges | Product labels, asset tags, inventory and permanent ID |
Source: Zebra.
If you are unsure, ask how long the label must stay readable. Days or weeks points to direct thermal. Months or years points to thermal transfer.
How do you choose a thermal transfer ribbon?
Ribbons come in three grades. Pick the grade by label material and by what the label will face.
| Ribbon | Label material | Environment | Print speed |
|---|---|---|---|
| Wax | Coated and uncoated paper | Little or no exposure to chemicals and abrasion | Supports higher speeds |
| Wax/resin | Select paper and matte synthetic materials | Moderate to extreme chemical exposure, moderate abrasion | Moderate |
| Resin | Synthetic materials | Harsh to extreme chemicals, excessive abrasion | Lower |
Source: Zebra.
Zebra calls wax the simplest and most economical ribbon, and resin the most durable. Most retail shelf and carton labels on paper print well with wax. Asset tags, chemical containers and outdoor labels usually need resin on a synthetic label.
What label types are there besides standard rolls?
- Laser labels: sheets for office laser printers and copiers, when you do not own a label printer.
- Hand labeler labels: for price guns, in various shapes, sizes, colours and pre-printed options.
- Linerless labels: no backing paper, so less waste.
- Destructible labels: tamper-evident labels that break into small pieces when removed, used for warranty seals and asset tracking.
- Pre-printed labels: logos or fixed text printed in advance, with variable data added later.
- Jewelry labels and tags: small tags for pricing and identifying jewellery.
- Thermal receipt paper: rolls for receipt printers, and sticky-backed paper for label use.
Why does label choice matter for scanning?
A barcode is only useful if it scans first time. Faded direct thermal labels in a sunny window, or wax-printed labels rubbing in a carton, become unreadable.
When labels fail to scan, staff type codes by hand, which is slow and error-prone. Choosing the right media is cheaper than fixing those errors later. For scanner choice, see how to choose a barcode scanner.
How do you match media to your printer?
Labels and ribbons must physically fit the printer. Before ordering, have these details ready:
- Printer brand and model.
- Label width, height and gap, and whether labels are on rolls or fan-fold.
- The core size the printer accepts.
- For thermal transfer: the ribbon width and which way the ribbon is wound for your printer.
If you are also choosing a printer, read which barcode printer you need. Our barcode printers page lists the models we supply.
How should you store labels and ribbons?
Media can go wrong before it is printed. Store rolls in their packaging, in a cool, dry place and out of direct sunlight.
This matters most for direct thermal labels, because their coating reacts to heat. Zebra notes that direct thermal labels are not well suited to heat or long periods of direct sunlight. A roll left beside a shop window can darken before it is ever used.
Rotate stock so older rolls are used first, and keep ribbons with the labels they were chosen for.
A quick checklist
- Shipping and courier labels: direct thermal paper.
- Retail price and shelf labels on paper: thermal transfer paper with a wax ribbon, or direct thermal for short promotions.
- Carton and pallet labels in a warehouse: thermal transfer with wax/resin for more durability.
- Asset tags and equipment labels: synthetic labels with a resin ribbon, or destructible labels for tamper evidence.
- Fresh-food scale labels: thermal labels that fit your scale. See our guide to label printing scales.
Not sure what you have now? Send us a photo of your current label and printer model, and we will match the media. If you would rather not print at all, our label printing service can produce the labels for you.
Frequently asked questions
Do I need a ribbon for my labels?
Only for thermal transfer printing. Direct thermal labels are heat-sensitive and darken under the printhead, so they need no ribbon.
Source: Zebra - What Is the Difference Between Direct Thermal and Thermal Transfer Printing?
How long do direct thermal labels last?
Zebra says direct thermal labels typically have a considerable shelf life but are not well suited to heat, long periods of direct sunlight or abrasion. For long-life labels, use thermal transfer.
Source: Zebra - What Is the Difference Between Direct Thermal and Thermal Transfer Printing?
Which ribbon should I use on paper labels?
Wax ribbons are designed for coated and uncoated paper where there is little or no exposure to chemicals and abrasion. For more durability on paper, use wax/resin.
Which ribbon should I use on polyester or polypropylene labels?
Resin ribbons are designed for synthetic materials and are the most durable grade. Wax/resin also works on some matte synthetic labels.
What are destructible labels?
They are tamper-evident security labels that break into small pieces when someone tries to remove them. They are used for warranty seals, asset tags and proof of authenticity.
Can you print labels for us instead?
Yes. Our label printing service produces volume runs of pricing, shipping or asset labels, using the same printers and consumables we sell.
