the tricky waters of handling mail for previous tenants with our comprehensive guide forLearn landlords how to. handle mail from previous tenants effectively and legally with our comprehensive guide for landlords.
Handling Mail from Previous Tenants: A Comprehensive Guide for Landlords
You may think that your landlord duties are over when a renter moves out and the property is vacated. But you can still face a new situation – a mail delivery for a tenant who ended the lease agreement. This can be an additional task for landlords to take care of when no forwarding address is given to USPS by the previous resident.
If you’re one of those landlords who finds themselves in this very situation, don’t worry as we at Keyrenter South Florida will guide you on resolving this issue. We’ll also provide tips to prevent this type of situation with future renters. Read the article to know how to deal with mail directed to former occupants of your rental property.
How to Stop Mail from Former Renters
Here are specific tips on mail arriving for former tenants:
Return the Mail
Return the tenant’s mail back to the postal carrier and write these messages on the envelope:
Return to sender
No longer at this address
A person has moved to a new address
The mail will be carried back to the post office where it came from. If a forwarding address was given, then it will be sent to the new address but if not, the mail will be placed back in the hands of the sender.
If an envelope bears a barcode, the post office will use an automated system that helps in sorting the mail by matching the code to the address where it will be delivered. So even if you scribbled a note, it will be ignored since the barcode directs the mail to the delivery address.
You have the option to mark the barcode and write “Not at this address” next to it. A marked barcode directs the post office system to label the mail as “undeliverable”.
Leave a Note in the Mailbox
Leave a friendly message inside the mailbox of the former tenant stating something along the lines of “Former Tenant (name) is no longer a resident of this address, please leave mail for Current Tenant (name) only.” When mail carriers see this, they’ll be able to make adjustments.
Maintain Clear Communication
Communicate in a friendly manner with the carrier if mail still shows up even after repeated messages of “Return to Sender”. If a mail carrier continues to overlook the note you left as a reminder, you can drop by the post office to properly inform the Postmaster.
Q&A About Receiving Past Tenants’ Mail
The following are some commonly asked questions:
Do I have to learn the new address of a former tenant?
Yes. Even if there’s no new mail delivered for renters who left, you’ll still need a forwarding address to send back the tenant’s security deposit. If you ever need to contact the former occupant due to a legal proceeding.
You’ll also need an address to send the letters and notices, per the requirement of a small claims court in case you’re attempting to collect past rental dues and filing a case against the former resident.
Is it okay to open, tear, or throw away the mail of a previous renter?
No, you must not read, shred, or discard a previous tenant’s mail. Doing so can subject you to a penalty of up to five years in prison. You might also face a large fine for opening mail that’s not intended for you as this is labeled as theft.
Is filling out a change of address form for a former renter allowed?
You can only complete the Change of Address form if you’re an executor, guardian, or authorized agent. Otherwise, you’re not authorized to do so and this constitutes a federal crime that can equate to imprisonment or paying a heavy fine.
What do I do if a tenant passed away and I still receive their mail?
When your renter is deceased and mail is still being delivered to your rental property, you can visit the Direct Marketing Association website and type the name of your deceased tenant. Updates can happen after around three months.
Another option is writing, “Deceased, Return to Sender” on the mail but you can also communicate to the carrier or the Postmaster in the post office immediately. Another option is to reach out to the companies sending the mail directly but can be a time-consuming task.
Is discarding mail from former renters permitted?
Landlords must not throw away or destroy the mail of a previous tenant. This is categorized as a federal offense. Even if you received junk mail, discarding it is still considered illegal.
On the other hand, landlords have a choice and aren’t restricted to holding on to an old tenant’s mail indefinitely. You can even ask for legal help if the previous resident refuses to complete a change of address form, thus leading you to keep the mail for an extended period.
How To Stop Receiving Mail from Previous Renters?
There are multiple ways for landlords to avoid hanging on to mail addressed to former residents. They can forward the mail to the new address by writing in the new address and leaving it in the mailbox. This requires additional effort from the landlord.
It can also be effective to jot a message like “Moved” or leave a note to the mail carrier informing them that the tenant has moved out so they will stop delivering mail addressed to the former resident.
How USPS Can Help
Though we’re not allowed to discard mail addressed to other people, USPS can receive back the letters with messages written “Not at this address,” and reroute them. Once it’s categorized as undeliverable, the USPS can legally discard the mail if endorsements aren’t provided on the mail.
Bottom Line
Landlords can’t control if mail meant for former tenants is delivered to their rental units. But following the tips cited above can help you avoid this situation. You can also work with a trusted property manager to help you run your rental property. Contact Keyrenter South Florida today to learn about our services!