Asset Label Sizes: How to Choose the Right Size
Asset label size is the physical dimension of the printed tag, and choosing it well is a trade-off between the space available on the asset and the distance the label needs to be scanned from. MapTrack asset labels come in three sizes, 35 x 17 mm, 25 x 50 mm and 35 x 65 mm, all printed on the same hard-laminated polycarbonate with a 3M industrial adhesive and rated for 5+ years outdoors. The right size keeps the QR code large enough for a phone to lock onto quickly from a safe standing position, while still fitting the asset without wasting material. As a rule, the bigger and further away the asset, the bigger the label and its QR code need to be: a small label suits hand tools and IT gear, a medium label suits plant and fleet vehicles, and a large label stays scannable on excavators, heavy plant and containers from a distance.
Key takeaways
- MapTrack labels come in three sizes, 35 x 17 mm, 25 x 50 mm and 35 x 65 mm, all on the same durable polycarbonate with the same 5+ year outdoor rating.
- Size is about fit and scan distance, not durability, so pick the size that fits the asset and scans from a safe standing position.
- The bigger and further away the asset, the bigger the QR code needs to be so a phone camera locks on quickly.
- Most teams standardise on two sizes, a small label for hand tools and IT and a larger one for plant and vehicles, to keep ordering simple.
- You can mix sizes across a single order, with per-label pricing dropping at the 300, 500, 1,000 and 2,000+ unit tiers.
What determines the right asset label size?
Two things decide the size: how much flat space the asset has for a label, and how far away the label needs to be scanned. The label has to fit the asset and still carry a QR code big enough for a phone to read from a safe standing position.
A label that is too small for the asset is easy to miss and forces a worker to crouch or reach in close to scan it, which is slow and sometimes unsafe on plant. A label that is too large wastes material and may not fit on a compact tool. The goal is the smallest label that still scans reliably from where a person will actually stand to scan it.
The deciding factor inside the label is the size of the QR code itself, and specifically the size of its smallest square (the module). A phone camera needs those modules to be large enough, and to have a clear quiet zone of blank space around the code, to lock on quickly. A bigger label allows a bigger QR code, which is what lets it scan from further away. That is why scan distance, not just the asset, drives the choice.
All three MapTrack sizes use the same hard-laminated polycarbonate, the same 3M industrial adhesive and the same 5+ year outdoor rating, so the size decision is purely about fit and scan distance. You never trade durability for a smaller or larger label.
The three MapTrack asset label sizes
MapTrack offers a 35 x 17 mm small label for hand tools and IT, a 25 x 50 mm medium label for plant and fleet, and a 35 x 65 mm large label for heavy plant and containers that need to scan from a distance.
Each size is built for a band of asset types and scan distances. The small label is the high-volume workhorse for tools and IT; the medium label suits the bulk of plant, machinery and fleet vehicles; the large label is for big, far-off assets where a worker should scan from several steps back rather than climbing onto the machine.
The scan distances below are a practical guide for a typical phone in good light, not a hard limit. Dirty codes, low light or older cameras shorten them, so when in doubt size up. If a specific asset or environment is borderline, order a sample and verify the scan distance in place before committing to a volume run.
| Size | Dimensions | Best for | Typical scan distance |
|---|---|---|---|
| Small | 35 x 17 mm | Hand tools, power tools, IT assets, test-and-tag items | Up to ~0.3 m |
| Medium | 25 x 50 mm | Plant, machinery, fleet vehicles, larger power tools | Up to ~0.6 m |
| Large | 35 x 65 mm | Excavators, heavy plant, containers, distant assets | Up to ~1 m+ |
Choosing a size by asset type
Match the size to the asset class: small for hand tools, power tools and IT; medium for plant, machinery and fleet vehicles; large for heavy plant, containers and anything scanned from a distance or a safe standing position.
The fastest way to choose is to group your register into a few asset classes and assign each a default size. Compact, high-volume items take the small label; mid-size mobile assets take the medium; large fixed or heavy assets take the large. This keeps decisions consistent and ordering simple, and it means a new asset just inherits the default for its class.
Where an asset sits on the boundary, let scan distance break the tie. If a worker will stand back to scan it, for safety or because it is large, size up so the code reads from there. If they will always handle the item to scan it, the smaller label is fine.
| Asset class | Suggested size |
|---|---|
| Hand tools, power tools | Small (35 x 17 mm) |
| IT and test-and-tag items | Small (35 x 17 mm) |
| Plant, machinery, fleet vehicles | Medium (25 x 50 mm) |
| Excavators, heavy plant, containers | Large (35 x 65 mm) |
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Scan distance and QR readability
A QR code scans reliably when its modules are large enough and surrounded by a clear quiet zone. A bigger label allows a bigger code, which scans from further away. Keep the area around the code clear and avoid placing it on tight curves.
Readability comes down to the size of the QR modules as the camera sees them and the contrast around the code. The further the scan, the larger the printed code needs to be, which is the whole reason the large label exists. The quiet zone, the margin of blank space around the code, matters too: crowding the code with text or placing it hard against an edge slows down the lock-on.
Surface shape affects it as well. A flat or gently curved surface scans best; a tight curve or a recessed spot can distort the code or hide part of it. On round or awkward assets, choose a flatter mounting spot and a size that leaves a comfortable quiet zone. When a placement is marginal, a quick sample test confirms it before a full rollout.
Placement and standardising on one or two sizes
Place labels where they are visible and protected, and standardise on one or two sizes across the fleet. Most teams use a small label for tools and IT and a larger one for plant and vehicles, which keeps reordering and training simple.
Put the label where a worker can see and scan it from a safe position, away from the worst abrasion, heat and moving parts, but not hidden under a panel where it will be forgotten. Consistent placement across similar assets means people know where to look, which speeds up every scan and every audit.
Standardising on a small set of sizes is the other half of the discipline. Two sizes cover almost every register, and limiting the options keeps stock simple, makes reordering predictable and removes per-asset deliberation. Design the label layout once in the free MapTrack label designer, preview it on the real sizes, and apply the same standard across the fleet.
Ordering: minimums, mixing sizes and pricing
Order from 100 labels per size, mix sizes across one order to suit different asset classes, and get a lower per-label price at the 300, 500, 1,000 and 2,000+ unit tiers. Every size shares the same construction and durability.
The minimum is 100 labels per size, which keeps custom printing economical. Because you can mix sizes in a single order, a typical first rollout might combine a few hundred small labels for tools with a smaller run of medium or large labels for plant, all priced at the relevant volume tier.
If you are unsure which size to commit to for a particular asset or environment, request a sample first and check the fit and scan distance in place. You can see current pricing and configure an order on the label store page, or design and preview your labels free before you order.
Related definitions
Asset Tagging
Asset tagging is the process of attaching a unique physical identifier, such as a barcode label, QR code, RFID tag, NFC tag, or engraved metal plate, to a physical asset so it can be individually identified, tracked, and managed throughout its lifecycle. The tag links the physical item to its digital record in an asset management system, enabling workers to scan the tag with a mobile device to instantly access the asset's details, service history, location, compliance status, and assigned documents. Asset tagging is the foundational step in establishing an asset register and is a prerequisite for effective asset tracking, maintenance management, stocktaking, and compliance auditing. The choice of tag technology depends on the operating environment (indoor versus outdoor, extreme temperatures, chemical exposure), the required read range, the value and mobility of the asset, and the budget. A well-planned asset tagging programme defines a consistent numbering scheme, selects tag materials appropriate to each environment, and establishes placement standards so tags are visible and accessible for scanning without interfering with the operation or safety of the equipment.
See definition →QR Code Tracking
QR code tracking uses Quick Response (QR) codes affixed to assets that can be scanned with a standard smartphone camera to retrieve or update asset information. Each QR code links to a unique digital record containing the asset’s identity, location history, service records, and compliance status. QR codes are durable, inexpensive, and do not require specialised scanning hardware.
See definition →Barcode Label
A barcode label is a printed, adhesive-backed identifier that encodes data in a machine-readable pattern of parallel lines (1D barcode) or a matrix of squares (2D barcode, such as a QR code). In asset management, barcode labels are affixed to physical assets such as equipment, tools, vehicles, IT hardware, and furniture to provide a unique, scannable identifier that links the physical item to its digital record. When a worker scans the barcode with a mobile device, handheld scanner, or smartphone camera, the system retrieves the asset's details, service history, location, and compliance status. Barcode labels are the most widely deployed asset identification technology due to their low cost, ease of printing, and compatibility with virtually all asset management software. Label materials range from standard paper for indoor use to polyester, vinyl, and metal-backed options for outdoor and industrial environments. Labels can be printed on demand using thermal transfer printers or ordered pre-printed from label suppliers, and most asset management platforms include a label designer that generates print-ready artwork with the barcode, asset number, and organisation branding.
See definition →FAQ
- What sizes do MapTrack asset labels come in?
- Three sizes: small (35 x 17 mm) for hand tools, power tools and IT; medium (25 x 50 mm) for plant, machinery and fleet vehicles; and large (35 x 65 mm) for heavy plant, containers and assets scanned from a distance. All three share the same polycarbonate construction and 5+ year outdoor rating.
- How do I choose the right asset label size?
- Match the size to the asset class and the scan distance. Compact, high-volume items take the small label; mid-size mobile assets take the medium; large or far-off assets take the large so the QR code reads from a safe standing position. When an asset is borderline, size up or test a sample in place.
- Can I mix different label sizes in one order?
- Yes. You can mix all three sizes across a single order to suit different asset classes, with a minimum of 100 labels per size. Per-label pricing drops at the 300, 500, 1,000 and 2,000+ unit tiers regardless of how you split the sizes.
- What is the smallest label that still scans reliably?
- The 35 x 17 mm small label scans reliably for hand tools, power tools and IT assets that a worker handles or stands close to. For anything scanned from further back, such as plant or containers, step up to the medium or large size so the QR code reads from a distance.
- Do larger labels scan from further away?
- Yes. A larger label carries a larger QR code, and a larger code scans from further away because the camera can resolve its modules at distance. That is why the large 35 x 65 mm label suits heavy plant and containers that should be scanned from a safe standing position rather than up close.
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