Mailroom Operations Checklist
Ensure mailroom efficiency & compliance! Download our comprehensive Mailroom Operations Checklist - a vital tool for Facility Managers. Streamline mail handling, security, and more. Free checklist!
This Template was installed 2 times.
Mail Acceptance & Sorting
Tasks related to receiving incoming mail and packages, and initial sorting.
Time Mail Received
Number of Incoming Mailpieces
Number of Incoming Packages
Mail Carrier Type
Special Handling Required?
Notes on Incoming Mail (Damage, Unusual Items)
Delivery Point for Undeliverable Mail
Date of Receipt
Mail Distribution
Processes for delivering mail and packages to intended recipients within the facility.
Number of Mailboxes/Recipient Locations
Distribution Method (Manual/Automated)
Scheduled Distribution Time
Notes on unusual delivery instructions (e.g., specific access codes)
Key Drop-off Location (if applicable)
Confirmation of Delivery (Required?)
Departments Receiving Mail
Last Distribution Route Review Date
Outgoing Mail Processing
Tasks related to preparing and dispatching outgoing mail and packages.
Time Mail Prepared for Carrier
Number of Large Packages (over 10 lbs)
Total Number of Letters/Small Packages
Shipping Method Used (if applicable)
Specify 'Other' Shipping Method (if selected)
Postage Used (Total)
Confirmation/Tracking Used?
Receipt Image (if applicable)
Date Mail was Dispatched
Security & Access Control
Measures to ensure the security of mail and packages, and control access to the mailroom.
Mailroom Access Granted to?
Number of Authorized Personnel with Mailroom Access
Type of Access Control System Used?
Last Review of Access List
Summary of Security Incident Log (if any)
Procedure for Handling Suspicious Packages?
Security Camera Footage Review (if applicable)
Last perimeter check for mailroom area
Equipment Maintenance & Operation
Ensuring mailroom equipment (scales, postage machines, sorters) are functioning correctly.
Last Postage Machine Maintenance
Postage Machine Meter Reading
Notes from Postage Machine Maintenance (if applicable)
Scale Calibration Reading (Weight)
Last Scale Calibration Date
Sorter Operational Status
Description of Sorter Issues (if any)
Status of Shredder
Inventory Management & Supplies
Tracking and replenishment of mailroom supplies (envelopes, labels, postage).
Current Quantity of Standard Envelopes
Current Quantity of Legal Envelopes
Current Quantity of Bubble Mailers (Various Sizes)
Current Quantity of Shipping Labels
Current Quantity of Postage Stamps
Current Quantity of Moving Boxes (Small/Medium/Large)
Preferred Shipping Carrier (for supplies)
Date of Last Supply Order
Notes on Supply Levels or Upcoming Needs
Waste Disposal & Recycling
Proper disposal of mailroom waste, including confidential documents and packaging materials.
Quantity of Confidential Shredding Bags
Number of Cardboard Boxes Recycled
Weight of Recycled Paper (lbs/kg)
Recycling Bin Status (Full/Partial/Empty)
Confidential Waste Disposal Method
If 'Other' Disposal Method Selected, Please Explain
Last Waste/Recycling Pickup Date
Waste Disposal Manifest (if applicable)
Record Keeping & Documentation
Maintaining accurate records of mail volume, postage costs, and other relevant data.
Total Incoming Mail Volume (Daily)
Total Outgoing Mail Volume (Daily)
Postage Expenses (Daily)
Date of Mail Log Entry
Time of Mail Log Entry
Notes on Unusual Mail Events (e.g., damaged mail, security concerns)
Method of Postage Calculation (for auditing)
Scanned Copy of Postage Manifest (if applicable)
Description of Mail Retention Policy Adherence (if applicable)
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