MAILROOM OPERATIONS CHECKLIST

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--- MAIL ACCEPTANCE & SORTING ---
[ ] Time Mail Received
[ ] Number of Incoming Mailpieces
[ ] Number of Incoming Packages
[ ] Mail Carrier Type (USPS, FedEx, UPS, Other)
[ ] Special Handling Required? (Certified Mail, Registered Mail, Signature Required, None)
[ ] Notes on Incoming Mail (Damage, Unusual Items)
[ ] Delivery Point for Undeliverable Mail
[ ] Date of Receipt

--- MAIL DISTRIBUTION ---
[ ] Number of Mailboxes/Recipient Locations
[ ] Distribution Method (Manual/Automated) (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?) (Yes, No)
[ ] Departments Receiving Mail (Administration, Finance, HR, Sales, Engineering, Other)
[ ] Last Distribution Route Review Date

--- OUTGOING MAIL PROCESSING ---
[ ] Time Mail Prepared for Carrier
[ ] Number of Large Packages (over 10 lbs)
[ ] Total Number of Letters/Small Packages
[ ] Shipping Method Used (if applicable) (USPS Priority Mail, USPS Ground, FedEx Ground, FedEx Express, UPS Ground, UPS Express, Other (Specify in LONG_TEXT))
[ ] Specify 'Other' Shipping Method (if selected)
[ ] Postage Used (Total)
[ ] Confirmation/Tracking Used? (Signature Confirmation, Tracking Number, None)
[ ] Receipt Image (if applicable)
[ ] Date Mail was Dispatched

--- SECURITY & ACCESS CONTROL ---
[ ] Mailroom Access Granted to? (Authorized Personnel Only, Contractors (with escort), General Public (limited access))
[ ] Number of Authorized Personnel with Mailroom Access
[ ] Type of Access Control System Used? (Keyed Entry, Keycard/Fob, Biometric Scan, PIN Code)
[ ] Last Review of Access List
[ ] Summary of Security Incident Log (if any)
[ ] Procedure for Handling Suspicious Packages? (Contact Security, Isolate and Notify Supervisor, Follow established protocol (detailed in SOP))
[ ] Security Camera Footage Review (if applicable)
[ ] Last perimeter check for mailroom area

--- EQUIPMENT MAINTENANCE & OPERATION ---
[ ] 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 (Operational, Needs Repair, Out of Service)
[ ] Description of Sorter Issues (if any)
[ ] Status of Shredder (Operational, Needs Maintenance, Out of Service)

--- INVENTORY MANAGEMENT & SUPPLIES ---
[ ] 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) (USPS, UPS, FedEx, Other)
[ ] Date of Last Supply Order
[ ] Notes on Supply Levels or Upcoming Needs

--- WASTE DISPOSAL & RECYCLING ---
[ ] Quantity of Confidential Shredding Bags
[ ] Number of Cardboard Boxes Recycled
[ ] Weight of Recycled Paper (lbs/kg)
[ ] Recycling Bin Status (Full/Partial/Empty) (Full, Partial, Empty)
[ ] Confidential Waste Disposal Method (Shredding, Secure Incineration, Other (Specify in Long Text))
[ ] If 'Other' Disposal Method Selected, Please Explain
[ ] Last Waste/Recycling Pickup Date
[ ] Waste Disposal Manifest (if applicable)

--- RECORD KEEPING & DOCUMENTATION ---
[ ] 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) (Automated System, Manual Calculation)
[ ] Scanned Copy of Postage Manifest (if applicable)
[ ] Description of Mail Retention Policy Adherence (if applicable)

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