Fact Sheet
Handling Mail and Incoming Packages and Deliveries 
Mail and packages are delivered on at least a daily basis and sometimes several times a day. If the public entity is a large organization with offices covering many floors of a building, there may be a mail room, or a specific area in which mail is sorted before being delivered to the various floors.
Nature of the Hazard
The threat of terrorism has cast a heightened level of attention to how mail is handled and delivered. Suspicious packages are clearly a hazard, but more often, the genuine hazard is the potential for injuries caused by the careless handling of heavy or awkward packages.
Stacking incoming boxes and packages can be a hazard as well. Sacks of mail and mail carts can pose a tripping or falling hazard to workers, particularly if the mailroom is too small for the size of the operations.
Ensure that all employees and delivery people from the Postal Service, and other package delivery vendors are clearly identified and that vehicles are parked in the appropriate location for deliveries.
Mail Protocol
The receptionist and/or mail room staff should be briefed on the types of hazards posed by suspicious packages or letters. In particular, there should be a set of protocols put into place to deal with any letters or packages that appear suspicious. The most important protocol is to notify authorities immediately. Do not attempt to open or move the package. Depending on the location of the mailroom and the package, evacuating the building may be a prudent measure.
General Suspicious Mail Indicators
Be suspicious of any letter or package that:
- Has any powdery substance on the outside.
- Is unexpected or from someone unfamiliar to you.
- Has excessive postage, is handwritten or contains a poorly typed address, incorrect title or just a title with no name, or misspells common words.
- Is addressed to someone no longer with your organization or is otherwise outdated.
- Has no return address or one that can’t be verified as legitimate.
- Is of unusual weight, given its size, or is lopsided or oddly shaped.
- Has an unusual amount of tape on it.
- Is marked with restrictive endorsements, such as “Personal” or “Confidential.”
- Has strange odors, stains, or protruding wires.
Recommendations
- Be realistic about the amount of room that is needed to receive, sort and prepare mail and packages for delivery.
- Ensure that all staff members are trained in proper lifting methods, and provide carts, hand-trucks or dollies to move boxes and containers of mail.
- Evaluate on a regular basis the volume patterns of mail and package deliveries, and the types of supplies and materials that are delivered on regular basis. If the volume has grown significantly, consider adding more staff, or more equipment to assist staff in receiving, sorting and delivering mail, packages and deliveries in a safe manner. Don’t open any parcel until verified as safe. If you receive a suspicious letter or package:
- Handle with care. Don’t shake or bump. Don’t open, smell, touch or taste it. Isolate it immediately. Treat is as suspect. Call local law enforcement authorities.
Resources
Mail Center Security Guidelines (Table of Contents), Publication 166, USPS
Security Issues Checklist
Security of the Mail, Best Practices for Mail Center Security: Incoming and Outgoing Operations
Security of the Mail, Suspicious Mail Poster, USPS
