Sort promotional mail at shared-office reception
Reception staff in shared offices handle promotional mail for tenants they may barely know. A written sorting policy and clear tenant instructions prevent both pileups and unauthorized handling.
Building a sorting policy for reception
- At move-in, ask each tenant whether promotional mail should be held at reception or placed in their box, and record the authorized handling arrangement.
- Sort by addressee, and do not open or discard a promotional piece without written authorization from the person or company it is addressed to.
- Route mail addressed to the shared space itself to its authorized contact. For a former tenant, follow the office’s established forwarding arrangement and current USPS instructions; do not mark mail for current occupants as undeliverable.
- If a tenant wants help identifying a sender for removal, tell them to photograph and submit their own pieces.
Business mail and personal mail differ
In a shared office, some mail is addressed to a company and some to a person at that address. A company may have its own rules about who opens its mail, and mail addressed to an individual is more sensitive. Staff who handle mail without documented authority take on real risk. A short policy that tenants agree to when they sign a lease gives everyone the most protection.
Write the policy before the first mail run
Draft a one-page policy covering how promotional mail is sorted, who can authorize disposal, and what happens to mail for former tenants. Give a copy to every tenant and keep a signed one on file.
Keep personal records with the organization that handles them
Junk Mail Magic is for ordinary unwanted advertising. Use the official contact route in this guide for records, account changes or someone else’s correspondence.
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