Michael Turner
Produce two durable adhesive ID labels per checked baggage: attach one externally on the handle and place a duplicate inside the main compartment. Use a 90×50 mm layout, set passenger name to 18–24 pt bold, booking reference to 12–14 pt, include cabin number if assigned, mobile number with country code, and the booking barcode or QR code when available.
Use a laser device at 300 dpi and matte waterproof label sheets (100–120 gsm or dedicated label stock). Set page scaling to 100% and print in portrait with no page borders. Export files as high-quality PDF or 300 dpi PNG, disable image compression, keep black text on white background, and ensure barcodes remain vector or high-resolution raster at least 0.5 inch in height for reliable scanning.
Protect produced identifiers with clear plastic pouches or lamination and secure them with nylon cable ties or vinyl straps; avoid thin string or cardboard loops that can break on conveyors. Trim excess material to prevent snags and use adhesive rated for outdoor conditions to resist moisture and abrasion. Place a business card with guest name and booking code inside the bag as a backup identifier.
Download the operator’s template from the booking page and paste the booking barcode onto each label; carry two external copies plus one internal spare. If unable to generate physical identifiers at home, request official ones at the terminal desk; many lines accept handwritten identifiers at check-in but machine-readable codes speed processing and reduce misrouting. Arrive to check-in with labels attached to expedite handling.
Create durable baggage labels at home ahead of arrival
Produce durable baggage labels at home using a laser printer on 200–250 gsm card stock; cut each label to 100×70 mm, laminate with 75–125 µm film or insert into transparent sleeves, then secure to the bag handle with a 4–6 mm nylon cable tie.
Create artwork as a single-page PDF at 300 dpi, 100% scale, CMYK, with 3 mm bleed and crop marks; reserve a 6 mm safety margin around text and barcodes. Include: SURNAME in UPPERCASE, booking/confirmation number, cabin number, departure date, passenger mobile with country code, number of pieces as a numeral. Add a human-readable Code128 barcode sized 60×12 mm with quiet zones of 2–3 mm.
If using pressure-sensitive labels choose permanent acrylic adhesive and test on sample fabric and zipper pulls. If using sleeves choose PVC-free polypropylene pockets with flap and adhesive strip; use two attachment points per label to reduce loss risk. Place each identifier on the main carry handle, not on side pockets or soft loops.
At the terminal the line typically issues on-site barcoded identifiers at self-service kiosks or bag drop desks; bring a paper copy of booking confirmation and passport ID to speed processing. If accepting on-site identifiers verify barcode scan with an agent and photograph every label attached to each piece.
Inkjet output should be overlaminated to prevent ink bleed. If using an external print shop request “heavy card, 300 dpi, lamination, cut to size” and request a sample prior to the full run.
Official bag label PDF – direct download location
Download the official PDF via the operator’s website: open your booking confirmation email, click “Manage Booking”, select your reservation ID, then open “Travel Documents” and download the “Baggage Identification” PDF.
Use the operator’s mobile app: sign in, tap “My Booking” > “Documents” > “Baggage Identification”. If no file appears, open the online check-in page 48–24 hours before sailing; the same PDF is attached to the boarding pass. Verify barcode and reservation code match before producing a copy.
Third-party and agent copies
If booking came through an agency or external portal, request the official PDF via the agent or download it directly from the operator’s website using your reservation code. Avoid unofficial templates; the operator-issued file includes machine-readable barcodes accepted at boarding. Need gear cleaning prior to departure? Consult article: best bargain pressure washer.
Enter full passenger name, reservation code and sailing date exactly as shown on travel documents
Enter the full legal name exactly as on the passport: SURNAME first, given names after; use ALL CAPS; remove accents and diacritics; limit each displayed line to 28–32 characters. Use a middle initial only if necessary.
Field rules
- Name – SURNAME then given name(s). If the surname exceeds the character limit, truncate at the end and append a single plus sign (example: ANDERSON-SM+).
- Reservation code – copy the code exactly as shown on the confirmation. Typical lengths: 6–8 alphanumeric characters. Remove spaces, dashes and special characters; use uppercase only.
- Sailing date – use day-month-year pattern: DD MMM YYYY (example: 05 JUN 2025). If space is tight, use DD/MM/YYYY (05/06/2025). Do not abbreviate the year to two digits.
- Optional fields – cabin number, ship name or contact phone may be included below the reservation code; keep these to one short line each and use the same uppercase rule.
Attachment and verification
- Assign one label per passenger; every checked bag must receive its own label matching that passenger’s printed name and reservation code.
- Use a sans-serif font (Arial, Helvetica); main text 12–14 pt, reservation code 14–16 pt bold to aid scanner readability.
- Perform a quick verification: scan barcode if present or type the reservation code into the operator’s booking lookup and confirm passenger name plus sailing date match exactly.
- Seal label with a plastic loop or durable zip tie; place on suitcase handle where barcode and text remain unobstructed.
Common mistakes to avoid:
- Using nicknames or omitting middle names when they appear on the passport.
- Adding titles (Mr, Ms, Dr) to the name field.
- Inserting spaces or hyphens inside the reservation code.
- Using decorative or script fonts, low contrast ink, or font sizes below 10 pt.
- Shortening year to two digits (use full four-digit year).
Printer settings and recommended label stock – paper size and quality
Set resolution to 600 dpi, choose Actual Size / 100% scaling and disable any Fit to Page or automatic scaling options; use the manual feed tray and single-sheet mode when running heavier stock.
Printer type: laser devices give sharper text and barcodes with toner adhesion on coated sheets; high-quality inkjet with pigment inks is acceptable when media setting is changed to Matte or Heavy Paper and prints are allowed to dry 30–60 seconds.
Label stock recommendations: adhesive sheets – matte white, 90–120 gsm (synthetic equivalents ~80–120 µm) for water resistance and minimal smudging; cardstock tags – 200–300 gsm (350 gsm acceptable for reinforced tags). For single-use identification choose 200 gsm; for reusable or laminated pieces choose 250–300 gsm.
Page sizes and layout: A4 (210×297 mm) and US Letter (8.5×11 in) supported templates; ensure template units match document (mm vs inches). Add a 3 mm bleed when design extends to edge, or enable borderless output if printer supports it. Verify alignment by doing a plain-paper test sheet at 100% before using final stock.
Print mode and color: select Black & White or Composite Gray when only text/barcodes required; choose Color and highest quality when logos or colored areas appear. Disable any internal color correction or “fit to page” ICC profiles supplied by the driver.
Feeding and handling: use manual feed or rear tray for thicker sheets, set paper type to Heavyweight or Cardstock, and print one sheet at a time to avoid jams and misalignment. Allow inkjet output to dry; avoid glossy finishes unless using pigment inks or a heat-set process.
Durability options: laminate printed pieces with a 75–125 µm clear film or choose polypropylene synthetic stock when moisture resistance is required. If installing a punched hole, use a 5–6 mm reinforced hole and keep printed elements at least 10 mm away from the hole edge.
Batch-export multiple baggage labels from the carrier PDF on Windows and macOS
Split the official PDF into single-page files, then assemble N‑up sheets (recommended 2×4 or 1×4 layouts) and send a single job to the printer device to produce copies in one pass.
Windows method
1) Install PDFtk or PDFsam Basic. 2) Split: pdftk booking.pdf burst output page_%03d.pdf. 3) Create N‑up: install TeX Live or MiKTeX then run pdfnup –nup 2×4 booking.pdf –outfile nup_booking.pdf. 4) Open nup_booking.pdf in Acrobat Reader and submit one print job to the printer device.
macOS method
Install Homebrew, then brew install poppler pdfjam. Split: pdfseparate booking.pdf page_%03d.pdf. N‑up: pdfnup –nup 2×4 booking.pdf –outfile nup_booking.pdf. To automate repeat runs, create an Automator workflow that runs the shell commands and then invokes the system printer-submission action to send one job.
| Tool | Platform | Quick command / step | Notes |
|---|---|---|---|
| pdftk | Windows, Linux | pdftk booking.pdf burst output page_%03d.pdf | Fast, lightweight split into individual pages. |
| pdfseparate + pdfnup (poppler + pdfjam) | macOS, Linux, Windows (via TeX) | pdfseparate booking.pdf page_%03d.pdf && pdfnup –nup 2×4 booking.pdf –outfile nup_booking.pdf | Creates multi-up layout with exact control over rows/columns. |
| PDFsam Basic | Windows, macOS | Use GUI Split then Merge/N‑up export | GUI alternative if command line not desired. |
| Adobe Acrobat Pro | Windows, macOS | Organize Pages → Extract single pages → Create combined N‑up PDF | Commercial, integrates extraction and N‑up creation in-app. |
| Automator (macOS) | macOS | Run Shell Script (pdfseparate/pdfnup) → system printer-submission action | Schedule or batch-run multiple PDFs without manual steps. |
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Attach and secure ID labels to checked baggage following carrier placement rules
External placement
Place one external ID label on the primary top handle using the label’s reinforced slot; thread the supplied strap or a 100–120 mm nylon cable tie through the slot and the handle anchor, tighten until the label sits flat and cannot rotate. Position the barcode and passenger name facing outward and upright, unobstructed by straps or fabric folds. Avoid fastening the label to wheel housings, decorative loops or thin elastic straps that can shear paper or tear plastic sleeves.
Internal duplicate and security steps
Insert an identical copy inside the main compartment, preferably in an internal pocket or a sealed plastic sleeve attached near the zipper. Remove any old travel identifiers and adhesive residue that could confuse scanning. Fasten zipper pulls together with a TSA-approved lock and tuck loose straps inside the case; trim excess cable-tie tails flush and file any sharp ends. If the external label is produced on plain paper, protect it with a clear pouch or a single strip of clear packing tape applied only to non-reflective areas to avoid scanner glare. Need a durable pouch, cable ties or travel locks? Visit best luggage shops in boston.
FAQ:
Where can I download the MSC luggage tag PDF and what steps should I follow to print it correctly?
After you complete MSC’s online check-in via the MSC website or mobile app, a luggage tag PDF becomes available in your booking documents. Open that file with a full-featured PDF reader (Adobe Acrobat Reader is recommended). Choose the correct paper size (A4 or US Letter depending on the PDF), set page scaling to 100% or “Actual size” (do not use “Fit” or “Scale to Fit”), and print using color if possible so the barcode and instructions are clear. Use a test page to confirm margins and orientation before printing all tags. If you cannot access a printer at home, the terminal usually provides printed tags at the check-in or bag drop desk; bring your booking confirmation and ID when you arrive.
What type of paper and protection should I use so the tags don’t tear or get ruined during handling?
Use sturdy cardstock (around 160–200 gsm) for best durability, or print on standard paper and place each tag in a plastic luggage tag sleeve or clear adhesive pouch. If you have a laminator, you can laminate the tag and punch a hole for a tie. Secure the tag to the handle with a strong cable tie, luggage strap, or looped string rather than thin tape so it won’t come off during loading.
My printed tags are coming out too small or the barcode is cut off. How do I fix layout and scaling problems on Windows and macOS?
Open the tag PDF in a full PDF viewer. On Windows with Adobe Reader: choose File → Print, set “Page Sizing & Handling” to “Actual size” or set “Custom scale” to 100%, ensure “Choose paper source by PDF page size” is correct, and confirm paper size (A4 vs Letter). Uncheck “Fit” and “Shrink oversized pages.” If fonts or graphics are missing, try “Print as Image” from the Advanced print options. On macOS using Preview: select Paper Size to match the PDF, set Scale to 100%, and disable “Scale to fit.” Always print a single test copy first and check the barcode with your phone scanner if possible. If problems persist, download the file again or open it with a different reader and update your printer drivers.
Can I use a photo of the luggage tag on my phone at the pier instead of a printed tag?
Some terminals and lines may accept a barcode shown on a smartphone, but policies vary and baggage handling staff generally prefer physical tags attached to each bag. Relying on a phone image can slow the drop-off process or lead to extra steps at the counter. If you don’t have access to a printer, plan to pick up printed tags at the terminal’s bag drop or guest services when you arrive so your bags leave with proper identification and routing information.
