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6 Tips for Protecting Your Outgoing Commercial Mail

Protect commercial mail

If you run a business or own a commercial property, there’s a good chance that you deal with outgoing mail, especially if you advertise, ship, bill, or communicate with other businesses. And there’s a good chance that you’re worried about the safety of our outgoing mail.

Especially if you have a large business, outgoing mail can run into, or lead to, the following problems:

  • Getting lost or misplaced.
  • Theft of sensitive information, leading to a data breach.
  • Package theft or tampering.
  • Delays in sending out or shipping due to lack of space.
  • Identity theft.
  • Dissatisfied customers or broken trust between businesses.

Of course, you and your business don’t want any of these issues, so it’s vital that you protect your outgoing mail from these issues. Here are some tips on how you can protect you and your customers.

Tip #1: Create a mail room. A mail room for your business or complex can be a great way to keep mail and packages organized, both incoming and outgoing. For outgoing mail, mail rooms offer the opportunity to use accessories such as mail bins and outgoing mail slots, offering employees a way to easily send out mail without it getting lost. Bins simply collect mail, but if you’re dealing with sensitive information or other mail you want to keep extra safe, a mail slot leading into a locked area may be of more benefit. These slots drop mail into a bin on the other side, out of reach.

Another benefit to a mail room is that it can be secure or locked at any time, unless the USPS delivers directly to or picks up from the mail room. In that case, the mail room must be accessible at all times.

Mail hampers are another way to collect outgoing mail and can be used to transport mail and packages from a mail room to another location where USPS pickup occurs. They’re often found in larger mail rooms.

Larger businesses, college campuses, and commercial complexes can all make good use of mail rooms. Mail rooms can be paired with other measures to protect your mail.

Tip #2: Utilize public spaces. Thieves are less likely to attempt mail or package theft if the USPS or package pickup location is in an open, public area such as in front of a building, or in a busy lobby. Lighting is a must, and good natural and artificial lighting will also help to deter thieves and vandals. If outdoors, choose an area that’s not obstructed when police drive past, or an area that is monitored at all times.

Spaces such as this are also good places to install horizontal mailboxes for USPS or private delivery, and these mailboxes sometimes come with outgoing mail slots which are locking and keep the mail inside secure. Horizontal mailboxes may be a good option if your business doesn’t send out huge amounts of regular mail or a lot of packages.

Tip #3: Invest in letter locker collection mailboxes. If you handle a larger amount of mail, so much that you require mail bins or hampers to collect and move it, you’ll have the issue of getting it all to the post office. There may even be a wait before you can take it, or perhaps you don’t have the time to do so.

Letter locker collection mailboxes fit on pedestals and can hold plastic mail bins for post office pickup (and sometimes delivery if you opt for a double model.) They’re locking and secure, but if you choose to go this route, you’ll need to contact the post office for approval. However, you can also use them within your business or commercial complex, if a third party is accessing the units. Letter locker collection mailboxes are best used outdoors and are great for larger mail volumes, and for times when mail may be sitting in a location overnight or longer.

Tip #4: Use vertical collection mailboxes. Vertical collection mailboxes may be useful for smaller businesses, or for businesses with multiple departments or larger commercial properties. These mailboxes are USPS approved when they’re being used with regular vertical mailboxes. Do note that you won’t be able to use vertical mailboxes for a new installation if you want USPS delivery, as they’re being phased out in favor of horizontal mailboxes.

Collection mailboxes have a slot for outgoing mail, and a lock is used by the USPS when it is time to pick up the mail.

Tip #5: Post warnings. Did you know that mail theft and tampering is a federal crime with serious penalties? Warning everyone that all mail theft will be reported to the USPS postmaster will help to deter anyone looking to get ahold of sensitive information. It may also help to post warnings around your outgoing mail area, detailing the penalties for mail theft. Warnings that an area is under video surveillance may also be of good use.

Also post tips on what to do if your identity has been stolen. This crime can be reported to the USPS as well, and a business can assist with this issue should it arise.

Tip #6: Utilize package protector collection boxes. These locking package boxes are useful for private us, which means the USPS won’t pick up packages from them, but an employee or a third party can. This third party can then take a package to the USPS or another carrier.

These boxes may come in handy for valuable packages that are packed, but can’t be sent right away, or they may be useful if packages have to remain on site over a weekend, vacation, or a holiday.

If you need help, reach out. National Mailboxes is here to help you manage your outgoing mail while also keeping it safe. We have many accessories for your mailroom, as well as a large assortment of secure mail receptacles for incoming and outgoing mail. If you have questions, contact us today.