Give reception a check for invoice-shaped advertisements
Reception should not decide whether an invoice-shaped piece is junk. Give staff three questions and a named accounts payable contact: is this an approved purchase, is the vendor recognized, and who is authorized to verify it.
The three-question handoff
- Approved purchase: does it match an order or service the business approved?
- Recognized vendor: does the sender match a vendor on your approved list?
- Authorized verifier: if either answer is no or unsure, pass it to the named accounts payable contact without paying or discarding it.
- The verifier checks it against purchase records, not by calling a number printed on the piece.
Why uncertain items are not junk
The FTC lists fake invoices and unordered goods among the scams aimed at businesses and says to verify invoices against approved records before paying. A real bill can look like an advertisement, and a sales piece can look like a bill. Reception passes the question to the person who can check the records.
This card stays in the office. Do not photograph or upload invoices, payroll records, client documents or legal notices for this check.
Reception card
Example for your own use. Replace the bracketed details and review what you share.
Post it with a name
Print the card, keep it where mail is opened, and write the accounts payable verifier's name on it. Ask that person to go over the first few handoffs with reception so staff learn which answers count as unsure.
Official source
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.
Compare removal routes