Why companies label their equipment
Every company with more than a handful of laptops, monitors and phones eventually runs into the same problem. Someone leaves, and nobody is sure which laptop was theirs. An auditor asks for a fixed asset register, and the finance team cannot match the list to what is on the desks. A projector goes missing from a meeting room and there is no way to tell whether it was ever recorded. Asset tags solve most of this. A small label with a unique number and a barcode, stuck on each item, links the physical object to a record in your asset register or IT system.
Tamper-evident labels add a second layer. They show when someone has opened a device, removed a label, or broken a seal on a box or a cabinet. This guide covers the main types of asset tags and security labels, what each is good for, how to set up numbering and barcodes, and what to tell your printer so the first batch works with your scanners.
Types of asset tags
Asset tags vary mainly in material and adhesive. The right choice depends on what the label is stuck to and how much handling it gets.
| Type | Good for | Limits |
|---|---|---|
| Polyester (PET) labels with laminate | Laptops, monitors, office equipment in normal indoor use | Can be peeled off with effort |
| Destructible vinyl labels | Items where a label must not be moved to another device | Break into pieces if removed, so cannot be repositioned |
| Void or tamper-evident labels | Seals on devices, cabinets, cartons and document bags | Leave a visible pattern when lifted, cannot be reused |
| Anodised aluminium tags | Machinery, outdoor equipment, warehouse racking, vehicles | Higher cost, longer lead time |
| Foil or metallic look labels | Visible branding on client-facing equipment | Can interfere with some RFID or wireless signals if placed badly |
For a typical Singapore office, laminated polyester labels cover laptops, monitors, docking stations and furniture. Destructible or void labels go on items that are often borrowed or lent out, and on equipment sent to clients or contractors.
How tamper-evident labels work
Tamper-evident labels are made so that removing them leaves clear evidence. The two common kinds are:
- Void labels: when peeled, the top layer lifts away and leaves a pattern such as the word "VOID" on the surface. The label itself also shows the pattern, so it cannot be stuck back without the damage showing.
- Destructible labels: made of a brittle film that tears into small pieces when someone tries to peel it. They are hard to remove in one piece and impossible to move cleanly to another item.
Typical uses include sealing the screws on a laptop or server so you can see if it was opened, closing cartons of confidential documents during transport, sealing archive boxes, and marking warranty seals on equipment you supply to clients. If your company handles sensitive paper records, these labels fit well with the practices described in our guide to confidential document printing and secure handling.
A tamper-evident label does not stop anyone from opening something. It tells you afterwards that it happened. That is usually enough, combined with a log of who had the item.
Numbering and barcodes
The number on each tag is the part that matters most, and it is worth planning before you order.
Choose a numbering scheme
- Use a simple prefix plus a running number, for example a short company code followed by five or six digits.
- Do not encode too much meaning in the number, such as department or location. People and equipment move, and the tag stays.
- Start the range above anything already in your register, so new tags never clash with old ones.
- Keep a record of which number ranges have been printed and which have been issued.
Pick a barcode type
Most asset management systems and handheld scanners read Code 128 linear barcodes, and many also read QR codes or Data Matrix. A QR code can be scanned with a phone, which is handy for a small company without dedicated scanners. A linear barcode is faster with a laser scanner in a warehouse. Ask your IT team or asset software vendor what they support before choosing.
Printers produce sequential numbers and barcodes using variable data printing, the same process we describe for personalised corporate mailers. You supply the starting number, the quantity and the format, or a spreadsheet of exact values, and every label is printed with its own code.
Designing the tag
Asset tags are small, often around 50 by 20 mm or 40 by 15 mm for laptops, and larger for machinery. Keep the design simple:
- Company name or logo, small
- The asset number in plain, readable text
- The barcode or QR code with enough quiet space around it to scan
- Optionally, a short line such as "Property of" with the company name, or a phone number or email to return lost items
Before the full run, ask for a sample sheet and test it with your actual scanners or phones, under office lighting and on the curved or textured surfaces where the tags will go. A barcode that scans perfectly on a flat desk can fail on a rounded laptop lid.
Rolling out tags across the office
Labelling a whole office in one go is easier than it sounds if you plan it.
- Export your current asset list and decide which items get tags. Low-value items like keyboards and mice are often skipped.
- Assign numbers in your register first, then print, so the records and labels match.
- Put tags in a consistent place on each type of item, such as the bottom left of a laptop base or the back of a monitor.
- Tag new equipment when it arrives, before it goes to a desk.
- Tie tag numbers to staff records when equipment is issued, so returns at offboarding are simple. If you also issue staff passes, our article on staff ID cards and visitor passes covers that side.
Where asset labels fail
Most label problems show up a few months after the rollout. The usual causes are predictable:
- Cleaning products: alcohol wipes used on shared desks and meeting room equipment can lift the ink on unlaminated labels. Ask for an overlaminate on anything that gets wiped often.
- Heat: labels placed near laptop vents or on server racks can lose adhesion. Choose an adhesive rated for higher temperatures, or move the label to a cooler spot.
- Textured surfaces: powder-coated furniture and rubberised device casings give the adhesive little to grip. A stronger permanent adhesive or a slightly larger tag usually fixes this.
- Outdoor and warehouse use: sun and humidity in Singapore fade standard labels quickly. Use aluminium tags or UV-resistant polyester for anything outside or near loading bays.
Tell your printer where the tags will go and how they are cleaned, and test a few on real items for a week before ordering the full quantity.
Ordering asset tags and security labels from us
We print asset tags, void labels and destructible labels for Singapore companies, from a few hundred tags for a small office to larger runs for companies with several sites or warehouses. Every order can carry sequential numbers, Code 128 barcodes or QR codes, and we can supply sample sheets for testing before the full run. Our custom printing services also cover matching labels for cartons, archive boxes and equipment cases.
To get a quote, tell us roughly how many items you need to tag, what surfaces they go on, which barcode format your system reads, and the number range you want to start from. We will suggest materials and sizes and send a sample. Reach the team through our contact page.
