Michael Turner
Produce bag identification labels at 300 DPI on 90–120 lb (220–325 gsm) cardstock, final trim size 4 x 6 inches (100 x 150 mm) with 0.125 in (3 mm) bleed; export as high‑quality PDF with embedded fonts and vector QR/barcode elements at 300 DPI minimum.
Use a monochrome laser printer when available: toner resists moisture and abrasion. If an inkjet is the only option, choose pigment inks, set paper type to heavy photo or cardstock, select highest quality, and allow 24 hours full drying. For commercial print shops request CMYK conversion and a proof copy at 100% scale before bulk production.
Barcode and QR guidance: QR modules should be at least 30 x 30 mm (1.2 in) with 10% quiet zone and 300 DPI raster; 1D barcodes should be 0.4–0.8 in (10–20 mm) tall and generated with Code128 at 300 DPI. Keep human‑readable booking codes in bold sans‑serif at 12–16 pt, guest names at 14–18 pt bold, and all crucial identifiers in black on white high‑contrast background.
Attachment and timing: complete label generation at least 24 hours prior to online check‑in closure and attach each label to the outer handle using a plastic loop or cable tie; punch a 4 mm hole 6 mm from the top‑left edge, thread loop, then overlay clear packing tape across seams to prevent tearing. Keep one spare printed label per bag in a sealed envelope inside carry‑on.
Generating Boarding Labels: Practical Steps
Primary recommendation: download the boarding-label PDF from the cruise operator’s online check-in and produce using a laser printer at 300 DPI onto 160–200 gsm cardstock or full-sheet adhesive; cut along indicated marks to roughly 3.5 × 5 inches; punch a hole and secure to each checked piece using a plastic loop or heavy-duty cable tie; place a duplicate inside carry-on.
Set printer to actual size (100% scale), single-sided output, highest image quality; select plain paper/laser or label stock setting depending on media; use laser toner or waterproof inkjet-compatible adhesive sheets to prevent smearing; ensure barcode contrast is high (near-solid black) and quiet the printer’s density setting if banding appears.
Include passenger name exactly as on reservation, reservation number, stateroom number when assigned, and emergency contact phone; make at least two physical copies: one attached outside each checked piece and one kept inside hand luggage; orient barcode to face outward and align horizontally to aid conveyor scanner reads; arrive at terminal curbside no later than two hours prior to sailing time to drop checked pieces at designated collection lanes; retain boarding pass and government ID until bag-drop receipt issued.
On-site Options
If home printing is unavailable, use the terminal’s self-service kiosks or the check-in desk – many terminals provide complimentary label issuance; bring reservation confirmation and government ID; staff can attach adhesive label or supply plastic loops upon request; anticipate longer queues on peak embarkation days and plan earlier arrival.
Quality Checks
Verify barcode scannability with a smartphone app before departure; inspect adhesive strength and edge cuts; carry three spare plastic loops and two spare printed copies per passenger; if barcode fails at drop-off, request a reissued label at the bag-drop desk and keep the reissue receipt until checked piece reaches the stateroom.
Deadline: labels must be attached prior to bag-drop cutoff – typically two hours before scheduled departure; confirm exact cutoff on the operator’s check-in page.
Locate and download bag labels on the cruise-line portal
Access the reservation’s Manage Booking page, open Online Check-In and go directly to the Documents or Travel Documents section; the bag-label PDF appears there with barcode, passenger name and stateroom number.
- Sign in to the account and select the upcoming sailing under My Trips or Manage Booking.
- Complete Online Check-In (passenger details, emergency contact, travel documents) – the label file is generated after check-in completion.
- Look for a PDF named like “Bag Labels”, “Baggage Labels” or “Guest Bag Labels” (typical file size 100–400 KB; contains 1–2 labels per guest and a barcode per piece).
- If the PDF opens in-browser, use the browser Save/Download option; rename the file to include the reservation number (example: 123456_BagLabels.pdf) for easy retrieval.
- Mobile app route: My Cruise → Documents or Check-In → Guest Documents; select the same PDF and use the app’s download/share feature to store locally or forward to an email address.
- If the label PDF is not present after check-in, confirm check-in status, verify passenger names exactly match reservation entries, then request the file again via the portal or contact customer support up to 48 hours before embarkation.
Store the downloaded PDF in an easily accessible folder (phone Files, Drive, or email attachment) and create duplicates: one in cloud storage and one on the device used at embarkation to avoid last-minute access issues.
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Confirm and correct passenger names, booking numbers and stateroom info
Verify legal names exactly as shown on passports or government IDs; mismatched spelling, swapped given and family names, omitted middle names, missing suffixes (Jr., Sr., II, III) or incorrect punctuation can result in denied boarding or boarding-delay procedures.
Exact-match checklist: include full given name(s), middle name or initial if present on the ID, family name, and any suffix. Preserve hyphens, apostrophes and diacritics when the operator accepts them; avoid nicknames. For recent name changes, attach certified documents (marriage certificate, court order) when submitting edits.
Confirmation/booking code verification: confirm the six-character alphanumeric reservation code against the email confirmation and the operator portal. Watch for common transcription errors: 0 vs O, 1 vs I, 5 vs S, 8 vs B. Record the code exactly as displayed and keep a screenshot or downloaded copy of the updated confirmation.
Stateroom assignment details: confirm cabin number, deck level, category name (Interior, Oceanview/Outside, Balcony, Suite), bed configuration (king/queen or two twins), and whether the cabin is connecting. For accessible cabins verify specific features (roll-in shower, grab bars, wider doorway) and that the accessibility request is logged on the reservation.
Correction routes and required documentation: use the operator’s Manage Reservations portal or mobile app when edits are permitted online. For ticketed changes, legal-name updates, or corrections that affect fare, contact the carrier’s reservations desk or the original travel agent. Prepare passport/ID scans and supporting documents before the call to expedite processing and to provide the exact reservation code, passenger full names, and cabin number.
Deadlines and confirmation: submit name or cabin edits at least 72 hours prior to scheduled departure; later changes often require manual handling and possible fees. After any correction, obtain a revised confirmation via email or portal, verify that all fields match the ID, and bring both the updated confirmation (digital or paper) and the original ID to the port check-in.
Group and split-cabin notes: for group bookings, verify that each passenger is assigned to the intended cabin and that the lead-booking contact details are correct. When reallocating passengers between cabins, reconfirm onboard account linkage so incidental charges post to the correct folio.
Set printer options and pick durable paper or adhesive label stock
Set printer resolution to at least 300 dpi; use 600 dpi for small text or dense barcodes. Choose Actual Size / 100% scale and match the page size to the PDF (common sizes: 4×6, 3.5×5, Letter). Disable Fit-to-Page and automatic scaling or rotation.
Select Quality = Best or Photo. For inkjet devices pick Photo‑Matte or High‑Quality Paper media; for laser devices choose Heavyweight or Labels media to increase fuser temperature handling. Use borderless output only when the source file includes bleed and the device supports full‑bleed.
Prefer pigment‑based inks or toner for moisture and abrasion resistance; dye inks deliver more vivid color but need sealing. Allow inkjet outputs to dry 10–20 minutes and perform a smudge test with a damp cloth before finishing. Consider a clear laminate overlay or thermal pouch for long trips.
Recommended stocks: matte/satin photo paper 180–250 gsm for sharp contrast; synthetic polyester/polypropylene 180–300 gsm for waterproof, tear‑resistant results; heavy cardstock 200–300 gsm for stiffness. For adhesive solutions use manufacturer‑specified label sheets (inkjet vs laser versions) or pre‑cut adhesive panels sized to the document.
Feed adhesive sheets from the manual or single‑sheet tray and set media thickness to prevent jams. Trim using a guillotine or rotary cutter using crop marks; add a reinforced hole and a metal grommet or clear laminate patch at attachment points to prevent tearing.
Always run a single plain‑sheet trial at 100% scale first: verify barcode readability with a scanner or smartphone app, confirm alignment against crop marks, check color and contrast, then proceed with the final stock once all parameters are correct.
Attach, trim and securely affix labels to suitcases prior to arrival
Immediate recommendation: trim each identifying label to a 3 mm (1/8 in) margin from the inked edge and round corners to 3–4 mm to prevent peeling and snagging.
Use a metal straightedge and a fresh utility blade or rotary cutter for razor-sharp edges; scissors often produce frayed corners. For a factory finish, cut pairs of identical pieces and stack them for simultaneous trimming.
Seal visual data with clear self-adhesive laminate film or two overlapped strips of transparent packing tape. If covering any machine-readable code, confirm scanability with a smartphone barcode app after sealing; if scan fails, leave barcode uncovered but protected by a clear, bubble-free sleeve.
Fastening methods: thread a 4–6 in (100–150 mm) cable tie or a coated wire loop through the label’s reinforced hole and the base of the primary top handle. Route the tie so the label cannot slide over the handle or into the wheel well, then trim excess to 3–5 mm and melt the tip or use a flush cutter to prevent catches. Add a second attachment on the side handle as redundancy.
Placement rules: position the label so text and any barcode are outward-facing and unobstructed; avoid mounting on telescopic handle channels, wheel housings or zipper pulls. If a plastic sleeve is used, orient the sleeve opening away from ground contact and secure sleeve edges with tamper-evident tape.
Redundancy and verification: tuck a duplicate copy inside an internal pocket or attached clothing item and capture a clear photo of the affixed label and reference number for records. For outdoor handling in sun or rain, use a best quality beach umbrella to shield adhesive and lamination while securing attachments; for pressurized equipment or inflatables packed with baggage, consult how to test an air ride compressor a step by step guide before stowing.
FAQ:
How can I print my Royal Caribbean luggage tags at home before my sailing?
Log into your Royal Caribbean account, open My Cruises, select your reservation and go to the Documents or Print section. The site usually provides a PDF with prefilled baggage tags. Download the PDF and print it at 100% scale on A4 or Letter paper (use the size the file was created for). Cut along the printed lines, fold if there is a perforated area, place the tag in a clear plastic sleeve if you have one, and attach it securely to the bag handle with a zip tie or twist tie. Keep the printed tags with you until check-in so port staff or baggage handlers can take the labeled pieces.
Which printer settings and paper type help ensure the barcode on the luggage tag will scan correctly?
Set the PDF viewer to print at actual size (100%), turn off any “fit to page” or scaling options, and choose the paper size that matches the PDF (Letter or A4). Use black ink and a standard white paper stock (plain 80–120 gsm works well). Select a higher print quality if your printer offers it, and allow the ink to dry before handling. Avoid glossy paper that can smudge. After printing, check the barcode with a phone barcode scanner app if possible to confirm it reads cleanly; do not fold or crease through the barcode area and keep it visible once attached to the bag.
What can I do if I forget to print my luggage tags at home—will the port staff print them for me?
Yes. Most terminals have check-in desks or kiosks where staff can print replacement luggage tags for guests who arrived without them. Bring your booking confirmation and a photo ID and expect lines, especially on the morning you board. Getting tags printed at the terminal is usually free, but allow extra time for check-in and baggage drop so you don’t miss your scheduled time.
Can I use my own adhesive address labels or tape a printed sheet to my suitcase instead of the official tag, and will that cause problems?
The official tag carries routing details and a barcode used by terminal staff and baggage handlers. Using your own labels can work if you reproduce the same information and barcode clearly, but there are risks: cheap labels can peel off, ink can smudge, or the barcode may not scan if it’s low contrast or distorted. If you must use custom labels, print the tag at full size, use strong adhesive labels or cover the barcode with clear packing tape (flat, without wrinkles), and attach the label where it will remain visible and protected. A better option is to use the official printed tag or ask the terminal to print a replacement to avoid misdirected or delayed luggage.
