CUMC logo
Mail Handling Policy

Information Sheet 11/2/01

This Update supersedes the Mail Handling Information Sheet originally posted 10/16/01. It incorporates the latest recommendations from the Centers for Disease Control and Prevention (CDC), the New York City Department of Health and other sources addressing the potential use of the mail for disseminating infectious or toxic agents.

While the risk of contracting any disease from an envelope or package is extremely low, awareness of one’s surroundings and suspicious mail is appropriate. Precautions for those who handle any mail include:

  • Wash hands with warm water and soap after handling mail.
  • Do not eat or drink while handling mail.
  In MAIL ROOMS (facilities that accept mail directly from the United States Postal Service -USPS)  

The first step is to recognize the characteristics of suspicious packages, which may include:

  Inappropriate or unusual labeling-
  • Excessive postage
  • Handwritten or poorly typed addresses
  • Incorrect titles or titles with no name
  • Misspellings of common words
  • Strange return address or no return address
  • Incorrect title or title without a name
  • Not addressed to a specific person
  • Marked with "Personal", "Private", "Confidential" or "do not X-ray"
  • Marked with threatening language
  • Postmark shows a different location from the return address

Appearance and other suspicious signs-

  • Powdery substance felt through or appearing on the package or envelope
  • Oily stains, discolorations or odor
  • Lopsided, empty or uneven envelope
  • Excessive packaging such as tape, string, etc.
  • Excessive weight
  • Ticking sound
  • Protruding wires or aluminum foil

If a package or envelope appears suspicious, DO NOT OPEN IT.

PROCEDURE TO HANDLE SUSPICIOUS PACKAGES OR ENVELOPES

  • Do not panic, stay calm.
  • Do not open, shake or empty the contents of any suspicious package or envelope.
  • Do not carry the package or envelope, show it to others or allow others to examine it.
  • Put the package or envelope down on a stable surface; do not sniff, touch, taste, or look closely at it or at any contents that may have spilled.
  • Alert others in the area about the suspicious package or envelope.
  • Leave the area, close any doors, and take actions to prevent others from entering the area. If possible, shut off the ventilation system.
  • WASH hands with soap and water to prevent spreading potentially infectious material to face or skin.
  • Notify a supervisor or call Security @ 305-7979.
  • A supervisor or Security should don gloves and carefully place the suspicious mail in a zip-lock bag or covered container.
  • In certain instances it may be appropriate to contact the addressee and ask that person to come to the mailroom and identify the package. This may apply in a residential facility where the majority of parcels may be of a personal nature and therefore have handwritten addresses.
  • Be prepared to identify all people in the room or area when the letter or package was first identified as suspicious.

IN LOCATIONS WHERE MAIL IS RECEIVED FROM A MAIL ROOM AND FURTHER SORTED (including some schools, departments, offices & laboratories…)

  • These recommendations apply to those areas that do not receive mail directly from the USPS but handle mail after it has been sorted by a Mail Room (see above). In some cases it is possible to determine if a package is totally unexpected. While this setting is more conducive to identifying unusual or suspicious return addresses than mailrooms, packages and envelopes should still be given increased scrutiny.
  • Use the criteria at the beginning of this document to determine if the letter or package should be deemed "suspicious"; if so, follow the Procedure to Handle Suspicious Packages or Envelopes.

IN AREAS WHERE MAIL IS OPENED (i.e. offices, residences and laboratories)

  • Use the criteria at the beginning of this document to determine if the letter or package should be deemed "suspicious". This setting is more conducive to identifying unusual or suspicious return addresses, than mailrooms.
  • If you become suspicious, follow the Procedure to Handle Suspicious Packages or Envelopes.
  • If an envelope or package is opened and you then become suspicious or an unidentifiable substance spills out:
    • Do not panic, stay calm
    • DO NOT attempt to clean up any spilled material.
    • Cover the spill with anything available, (clothing, paper, trash can).
    • Leave the area, close the door.
    • Prevent others from entering.
    • Wash hands and exposed skin (arms) with warm water and soap to prevent spreading.
    • Notify a supervisor or call SECURITY (212)305-7979.
    • If your clothing may have become contaminated, change as soon as possible; put any contaminated clothing in a plastic bag that can be sealed.
    • Shower with soap and water as soon as possible.
    • Be prepared to identify all people in the room or area when the letter or package was first identified as suspicious.
    • In certain instances it may be appropriate to contact the addressee and ask that person to come to the mailroom and identify the package. This may apply in a residential facility where the majority of parcels may be of a personal nature and therefore have handwritten addresses.

RECOMMENDATIONS ON THE USE OF PERSONAL PROTECTIVE EQUIPMENT FOR HANDLING MAIL

In Mail Rooms (facilities that accept mail directly from the USPS)

For personnel who work in Mail Rooms, additional measures have already been implemented.

In Locations Where Mail Is Received From The Mail Room And Further Sorted (for a school, department, office or laboratory…)

  • Nitrile or vinyl (not latex) gloves, if worn, should be used only when sorting the mail
  • Remove gloves prior to performing other tasks
  • Wash hands with warm water and soap after handling mail
  • Do not eat or drink while handling mail

In Areas Where Mail Is Opened (i.e. offices, residences and laboratories)

  • Wash hands with warm water and soap after handling mail
  • Do not eat or drink while handling mail

The information above is generic in nature. Individual situations must be assessed on a case-by-case basis using site or activity-specific information. The most important message is that of vigilance for the "unusual" followed by reporting suspicious events to the appropriate authorities.
Go to Top
Go to EH&S Home Page