Sofia getting mail

Best Practices

5 Tips for Organizing Your Mailroom

Organization within a company doesn’t need to be complicated – Keep reading below for 5 tips on organizing your mailroom for growth.

It’s proven that organization enhances productivity in your workspace.

The way you organize your mailroom will determine how easy your day-to-day mail operations will be, while also saving you money, stress, and most importantly, the time to focus on other important work-related tasks. So, without further ado, let’s dive into the organization tips that we use every day to organize our mailrooms in our Coworking locations.

Here Are 5 Tips to Organize Your Mailroom & Boost Productivity

  1. Determine a mailbox organization system that works for you and your company.

    Figuring this out is the base of your mailroom operations. It’s key to your filing productivity time and pick-up mail delivery time. Would organizing by member name, company name, or personal mailbox number work better? Why these 3 deets? Well, the mail you’ll receive for your members will have either all of these, 2 of these, or 1 of these.


    Nothing screams organization as labeling. Create labels with the company name, renter name, and PMB number. Then put them in your filing.

  3. Keep an eye on your mailing supplies.

    Most mail carriers offer free mailing supplies (envelopes, boxes, padded envelopes, etc.). Take advantage of this and order what you need plus what you may need. Want to know what a well-stocked mailroom should have? Check out this article.

  4. If possible, take advantage of your vertical space.

    Get metal racks, add shelves to your walls, and do everything vertically to take advantage of your mailroom space. If you are vertically challenged, as we can’t all be 6 ft. tall, you can always get a little support from a step stool, but that’s preferred over losing prime mailroom space.

  5. Divide and Conquer

    Separate your envelopes, boxes, padded envelopes, etc., by the type of mail carrier. For example, store all your UPS boxes and envelopes together and do the same for every other carrier, such as FedEx, USPS, and/or your preferred mailing company.

Organization within a company doesn’t need to be complicated, instead, it should be a system that everyone in the team can follow and understand. So, take a step back, look at your mailroom, and think: How can I make this system more efficient? After you answer that question as a team, follow our steps to organize your mailroom in all the right ways!

About PilotoMail

PilotoMail is a mail management platform that creates recurring revenue streams for mailrooms through postal mail handling automation, and virtual mailboxes for the remote workforce. Property managers, coworking spaces, mail centers & registered agents can handle large volumes of mail efficiently, comply with all postal regulations, and increase revenue from their existing footprint effortlessly.

Don't put off the most sustainable path toward profitability. Request a Demo today with one of our mail experts below.