Mail & Package Handling

Purpose

Procedures for receiving, sorting, and routing incoming mail and packages at the Spartan office.

Daily — all incoming mail and packages must be processed.

Collect mail from the mailbox daily (or more frequently if high volume).

Sort by category:

- Invoices/bills: Route to billing/accounting.

- Checks/payments: Route to billing/accounting immediately — don't let checks sit.

- Permit documents: Route to the office manager for filing and job record updates.

- Legal/official correspondence: Route to Josh immediately.

- Marketing/junk mail: Recycle.

- Employee personal mail: Place in the designated area.

Date-stamp received items for tracking.

Urgent items (legal notices, time-sensitive documents) should be flagged and routed same-day.

Verify the package against outstanding orders (check Tradeshift POs).

Inspect for damage before signing for delivery.

If damaged, note it on the delivery receipt and photograph the damage.

Open and verify contents match the packing slip.

Route to the appropriate destination (shop inventory, specific tech, office).

Update the order status in Tradeshift.

Outgoing checks, correspondence, and packages are prepared by the relevant team.

Outgoing items are placed in the designated mail area by 3 PM for same-day pickup/drop-off.

Certified or tracked mail is logged with the tracking number.

Checks should be deposited within 24 hours of receipt.
Sensitive documents (tax forms, legal notices, financial statements) must be handled confidentially.
If a package arrives damaged, file a claim with the carrier promptly.
Keep the mail processing area organized — lost mail creates real problems.