What to Do With Mail from Previous Tenants: Guide for Landlords

Moving out can be a challenging period. Landlords need to arrange property inspections, return security deposits, and advertise the rental property to attract new tenants. One frequent issue landlords encounter after a tenant’s departure is the continued arrival of mail addressed to the former tenant.

Getting rid of mail from past tenants can be hazardous, whether it’s junk mail or deliveries. It can be really beneficial to know how to manage this kind of situation correctly. The professionals at TrueNest Property Management have put together this guide to help you. Learn the best ways to handle correspondence from past tenants by continuing to read.

Legal Considerations for Handling Mail from Previous Tenants

Understanding different municipal and state laws is essential for landlords, particularly when handling mail that is addressed to past tenants. Unauthorized opening or disposal of another person’s mail is a major legal offense that carries severe penalties.

Mail privacy is protected by federal law under United States Code, Title 18, Section 1702. This statute imposes heavy fines or up to five years in prison on anyone who willfully opens, destroys, or takes mail that is not theirs. It is also possible for the offender to face damages claims in civil lawsuits.

To avoid violating privacy and confidentiality laws, it’s essential for landlords to know how to handle mail for previous tenants correctly. Before exploring the best practices, let’s review actions you should never take with mail addressed to former tenants.

If a tenant moves out and you continue to receive their mail, avoid the following actions:

• Opening or Tampering with Mail: Without their express permission, never open or tamper with mail addressed to a former tenant. This is illegal in addition to being a privacy violation. To avoid any problems, reseal any such emails you unintentionally open and send them back to the sender.
• Ignoring the Mail: Ignoring the mail in hopes that it will eventually stop arriving is not advisable. Unclaimed mail can accumulate, causing logistical problems and potentially leading to the loss of important documents.
• Shredding or Disposing of Mail: Never remove or dispose of mail addressed to a previous tenant without permission, even if it’s ads or junk mail. This behavior is prohibited and may have dire repercussions.
• Recycling Mail: Recycling mail addressed to a former tenant may seem like a practical solution, but it’s considered tampering and is legally risky.

Best Practices for Handling Mail from Previous Tenants

Having covered what not to do, let’s discuss effective strategies for managing mail from former tenants.

Contact the Previous Tenants

Maintaining open communication with outgoing tenants is invaluable. Having their contact information allows you to address the mail issue more effectively. If you continue to receive their mail weeks or months after they’ve moved, reach out to them to arrange a pickup time or obtain their new address for forwarding.

You can request that they file a Change of Address form with the USPS to prevent further issues.

Forward Mail to the Tenants’ New Address

If you have the new address of your former tenants, you can forward their mail. Visit your local post office with the new address details, and the USPS will ensure the mail reaches the correct recipient. 

While this is a temporary solution, it helps until tenants update their address with relevant parties.

Create a Mail Collection System

Establish a precise time and location for the previous tenants to pick up their mail if they are unwilling to disclose their new address. Mail can pile up quickly, so set aside a spot to gather any letters addressed to past tenants.

Tell them you will keep their mail for a while, so they can pick it up or change their address with the appropriate parties.

Put Up a Sign

If the problem persists, placing a sign near the mailbox stating “[Former Tenant] no longer lives here” can be very effective. 

This clearly informs the mail carrier that the tenant has moved and may prompt them to stop leaving mail addressed to the previous tenant at your property. 

By taking this simple step, you can significantly reduce the volume of misdirected mail and minimize the inconvenience caused by handling mail for someone who no longer resides there.

Return or Contact the Sender

Put the words “Return to sender” clearly on any mail that has a return address before putting it back in your mailbox. The remainder will be handled by your mail carrier.

Get in touch with the sender if you find yourself receiving mail from them frequently and let them know that the previous tenant is no longer occupying your property. By being proactive, you can lessen the amount of unsolicited mail you receive.

Conclusion

Efficiently managing mail from previous tenants is a crucial aspect of responsible property management. Understanding the legal considerations and following best practices ensures you can address this issue promptly while remaining compliant with privacy laws. 

If you need assistance with handling mail from a former tenant, contact TrueNest Property Management. Our dedicated team of property managers and legal experts is ready to provide the support and guidance you need.