Click a button, wait a few hours and it shows up. It’s simple and easy. If you’re ordering a package online that’s what you’re conditioned to expect. But for those experienced in supply chain management, getting the right products to the right customer at the right time isn’t quite so straightforward. Although effective logistics tend to make this process appear effortless, it’s not, especially when you layer in products that require special handling like vaccines.

Today, proper vaccine handling and labeling are more important than ever. Measles, a disease that was declared eliminated in the U.S. in 2000, is making a comeback. As of mid-May 2025, there were more than 1,000 new cases of measles and three measles-related deaths in the U.S., surpassing the 285 cases reported for all of 2024, according to public health statistics. The consequences go beyond individual families. Outbreaks can strain public health systems, disrupt schools, and endanger vulnerable populations.

As these preventable diseases re-emerge, ensuring that vaccines are stored, tracked, and administered correctly is essential. A vaccine supply chain is an intertwined system of manufacturing, transportation, equipment, personnel, locations, and processes creating challenges that proper labeling and handling can solve. Use these vaccine labeling and handling best practices to ensure that vaccines retain their efficacy and are available when and where caregivers and patients need them.

Vaccine Labeling and Handling Best Practices

Implementing effective vaccine labeling and handling steps can mitigate a number of vaccine administration challenges. Although pharmaceutical manufacturers and healthcare distributors, where vaccines are often shipped first, are specialists in packaging and distributing vaccines, the variables increase once the shipment reaches the provider. Here are some of the complexities that make vaccine labeling and handling steps especially important.

  • Vaccine Shipments – Upon arrival at a hospital, outpatient clinic, or another facility where vaccinations will ultimately be administered, vaccines need to be tracked and monitored. Maintaining appropriate temperature controls is a must.
  • Vaccine Storage – Vaccines have different types of storage requirements. Some are frozen or refrigerated and many require other safeguards. Handling each vaccine properly ensures its efficacy.
  • Vaccine Inventory – Once vaccines are placed in the proper environment, locating the right vaccine saves time and reduces the potential for medication errors.
  • Managing Vaccine Expiration Dates – All vaccines and diluents have expiration dates that vary by type of vaccine or diluent and lot number. Once vaccines are in inventory, it is necessary to manage expiration and beyond-use dates.
  • Vaccine Reordering – Many providers order enough vaccines to last 60 days. Evaluating inventory each week helps to maintain a proper supply. Plus, when replenishing supplies, ordering in smaller quantities helps prevent over-ordering and the risk of expired, wasted vaccines.
  • Administering Vaccines – Similar to the five rights of medication administration, vaccinators follow specific procedures that ensure vaccines are administered properly. The seven rights of vaccine administration include:

Types Of Vaccine Labels

These labeling steps can improve the handling and administration of vaccines.

Temperature Indicating Labels

When the vaccine shipment arrives from the manufacturer or distributor, maintaining certain temperature levels is essential to retaining a vaccine’s efficacy. FreezeSafe and WarmMark labels enable temperature monitoring during shipment. They provide visual evidence if proper temperatures have been maintained allowing caregivers to identify those that don’t meet the proper guidelines.

Storage and Expiration Labels

Once the vaccines arrive at the storage area, they require the next phase of temperature control. Whether a vaccine requires refrigeration, is kept frozen or should remain at room temperature, storage requirements vary. And like all medications, they have expiration dates. Storage and expiration labels guide caregivers on the proper handling of vaccines.

Vaccine Inventory

Regardless of the inventory location, labeling containers, bins and shelves allow caregivers to locate the right vaccine saving time and reducing potential mix-ups. Plus, color-coding pediatric and adult vaccines makes it easier to distinguish between the two.

Do Not Unplug Labels

For those vaccines requiring refrigeration, there is another reason spoilage occurs. It’s because the refrigerator they were stored in was accidentally unplugged. A Do Not Unplug label wrapped around the refrigerator cord helps it stand out and prevents unintended power loss.

Multi-dose Vial

Vials used for vaccine administration are either single or multi-use. A multi-dose container that isn’t used in its entirety requires proper storage. It also must be used within a specific period of time. A multi-dose label identifies the medication and the beyond-use date.

Vaccine Syringe Labels

For both single and multi-use vials, vaccine syringe labels clearly identify the type of vaccine preventing mixups and ensuring it is administered safely.

Vaccine Time and Date Labels

In addition to preventing mixups, vaccine time and date labels include space for the expiration date and time to guard against using the vaccine after the beyond-use date. Always review expiration dates.

Medication Instruction Labels

Medication instruction labels help guide the proper storage and dispensing of vaccines.

Got Flu/COVID Shot

Leverage the power of persuasion! Once a vaccine is administered, especially for COVID or seasonal flu, a Flu 25-26 or Got Flu/COVID sticker informs staff, patients and visitors of the vaccine status and encourages vaccine compliance with others. In fact, it makes it more likely that individuals within that group who might not otherwise have been vaccinated will get a flu shot.

Talk to Us About Vaccinations

Misinformation about vaccines has contributed to a rise in measles cases and other preventable diseases. Encouraging patients to speak with a trusted healthcare professional is one of the most effective ways to address concerns and improve vaccination rates. A simple yet powerful tool to spark these conversations is a “Talk to Us About Vaccinations” sticker worn by physicians, nurses, or pharmacists. Displayed on a badge or uniform, it invites dialogue and helps create a welcoming environment for questions and education.

United Ad Label

United Ad Label produces stock and custom vaccine labels that assist in the safe administration of vaccines. Our catalog contains dozens of products designed to meet your vaccine labeling needs. Contact us to learn more.