Junk Mail Magic

Make a promotional-mail handoff for reception staff

Reception staff often do the first sort of incoming mail without authority to open or act on most of it. A clear handoff lets them route promotional mail quickly while private correspondence stays with the people authorized to handle it.

By Junk Mail Magic. Updated .

How to set up a promotional-mail handoff

  1. List the kinds of mail reception should set aside unopened. Anything that looks personal, financial, medical or legal goes to the addressee or to HR. Only obvious advertising, such as catalogs, flyers and unsolicited samples, goes into the promotional pile.
  2. Name the person or role who reviews that pile and decides which senders get a removal request. Reception should not photograph or submit requests without that person's direction.
  3. Have the reviewer photograph each piece to be removed so the sender and full delivery address are visible, and submit each as a separate request.
  4. Give reception a short written note on what belongs in each pile and whom to ask about unclear pieces. Update it whenever the decision-maker changes.

Who approves the request matters

A removal request acts on behalf of the address on the label. If reception submits requests without authorization, a department head or purchasing manager may lose mail they wanted. The person who submits each request should be the one with authority to decide the office no longer wants mail from that sender. If decision-makers differ by department, send catalogs and supplier mail to purchasing and general advertising to whoever manages office operations.

Review the process after the first month

After a few weeks, ask reception which pieces caused sorting questions. Use those answers to tighten the written note so the handoff runs without constant interruptions to the decision-maker.

Instructions for the next step

Review which supplier catalogs the office needsCheck a professional journal before requesting removalAt workAll practical mail guides

Have an unwanted advertisement ready?

Photograph one piece you are authorized to handle, with the sender and full mailing label visible. Review the details before submitting. The first request is free; the sender controls the response.

Try one request free