Mail Handler Job Description [Updated for 2025]

In the age of digital communication, the significance of mail handlers has never been more pronounced.

As logistics and postal systems evolve, the demand for efficient individuals who can sort, dispatch, and manage our mail networks continues to grow.

But what really is expected from a mail handler?

Whether you are:

• A job seeker trying to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply interested in the inner workings of mail handling,

You’ve come to the right place.

Today, we present a customizable mail handler job description template, designed for easy posting on job boards or career sites.

Let’s delve into it.

Mail Handler Duties and Responsibilities

Mail Handlers perform a range of tasks related to the processing, distribution, and dispatching of mail.

They handle incoming, outgoing, and interdepartmental mail, employing both manual and automated methods to sort and distribute mail.

Mail Handlers are primarily responsible for ensuring the efficient and timely processing and distribution of mail, with daily duties and responsibilities including:

• Sort incoming mail for distribution and dispatch outgoing mail
• Handle parcels, packages, and large envelopes, ensuring they are properly sorted for delivery
• Operate and maintain machines that are used in the sorting and processing of mail
• Load and unload mail trucks, ensuring that they are properly stocked for delivery routes
• Inspect mail items for signs of damage or tampering
• Bundle, label, and route sorted mail to designated areas depending on destinations and according to established procedures and deadlines
• Record registered mail and ensure the proper documentation of mail handling activities
• Maintain cleanliness and orderliness of the mailroom, including ensuring proper disposal of waste materials and maintaining mail handling equipment
• Assist in the training of new staff on mail handling procedures and protocols

 

Mail Handler Job Description Template

Job Brief

We are looking for a reliable Mail Handler to join our team.

Mail Handlers are responsible for receiving, sorting, and distributing mail within an organization or postal facility.

Our ideal candidate is an organized individual who can manage large volumes of mail and packages efficiently and safely.

They should have excellent attention to detail, physical stamina, and the ability to work well in a team.

Ultimately, the role of the Mail Handler is to ensure that all mail is correctly sorted and delivered in a timely manner, adhering to postal regulations and standards.

 

Responsibilities

• Receive, sort, and deliver all incoming mail and packages
• Operate automated machines, mail sorters, or manual sorting to sort mail items
• Record registered mail and ensure that all mail items are signed for upon delivery
• Bundle, label, and route sorted mail to designated areas depending on destinations and according to established procedures and deadlines
• Maintain cleanliness and organization of the mail room
• Handle and distribute packages or important documents
• Report any suspicious mail or packages
• Unload mail from trucks and ensure it’s properly stored

 

Qualifications

• High School Diploma or equivalent
• Previous experience in mail handling or related field preferred
• Ability to stand for long periods and lift heavy loads
• Excellent organization skills and attention to detail
• Good communication and customer service skills
• Ability to work in a fast-paced environment

 

Benefits

• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Training and development opportunities

 

Additional Information

• Job Title: Mail Handler
• Work Environment: Mail room or postal facility. This role involves physical labor, including lifting heavy packages and standing for long periods.
• Reporting Structure: Reports to the Mail Room Supervisor or Facilities Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $31,645 minimum to $57,704 maximum
• Location: [City, State] (specify the location)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Mail Handler Do?

Mail Handlers work primarily for postal services, courier companies, or any organization that requires large-scale mail processing.

Their main duty is to receive, sort, and dispatch mail.

They organize mail according to their designated routes and addresses, preparing it for delivery.

In addition to sorting, they also load and unload mail trucks, ensuring that all packages are accounted for and in their correct delivery vehicle.

Mail Handlers often operate various mail machines, like sorting machines and postage meters.

They ensure that these machines are functioning correctly and troubleshoot any issues that may arise.

They also perform routine checks to ensure that all outgoing mail is correctly stamped and ready for delivery.

Some Mail Handlers may be tasked with delivering mail to specific routes, particularly in rural areas or small communities.

Overall, their role is to facilitate smooth and efficient mail operations within their organization.

 

Mail Handler Qualifications and Skills

A proficient mail handler should have the necessary skills and qualifications as per your job description, such as:

• Physical endurance and ability to lift heavy loads, as the role often requires moving packages and mail bags.
• Effective organizational skills for sorting and categorizing mail according to the specified system.
• Attention to detail to ensure that mail and packages are delivered to the correct addresses and that any inconsistencies or errors are swiftly identified and rectified.
• Time management skills to ensure that all mail and packages are sorted and delivered within the given deadlines.
• Communication skills to coordinate with other mail handlers, delivery drivers and to interact with customers when necessary.
• Basic math skills for weighing packages and calculating shipping costs.
• Ability to operate mail sorting machines and other related equipment.
• Knowledge of postal regulations and procedures to ensure compliance with all postal service standards and guidelines.

 

Mail Handler Experience Requirements

Mail Handlers are typically required to have a high school diploma or an equivalent qualification.

A formal education beyond this is not generally required as most of the training is done on the job.

However, relevant experience in mail handling or a related field, such as warehousing, is often beneficial.

For entry-level positions, no specific experience is typically necessary, but familiarity with postal operations can be advantageous.

Many Mail Handlers start their careers as Postal Service Clerks or Mail Carriers, gaining valuable experience in sorting and delivering mail, which prepares them for a Mail Handler role.

Candidates with more than two years of experience in mail handling or related fields are often considered for roles with more responsibilities, such as operating automated machines to sort mail or overseeing the loading and unloading of mail trucks.

Those with over five years of experience may have developed strong logistical skills and have experience in a supervisory role.

They may be considered for managerial positions within mail handling operations, such as Mail Room Supervisor or Mail Operations Manager.

 

Mail Handler Education and Training Requirements

Mail Handlers typically require a high school diploma or equivalent education.

This role does not necessarily need formal post-secondary education as many mail handlers gain their skills through on-the-job training.

Initial training usually involves learning about postal rules and regulations, safety procedures, and how to operate mail sorting and delivering equipment.

Trainees work closely with experienced mail handlers until they are capable of performing their duties on their own.

Although not necessary, mail handlers can benefit from courses or certification programs in logistics, operations management or related fields to advance their career in the postal service.

Certain positions may require mail handlers to obtain a driving license, especially if the job involves delivering mail.

Physical stamina and strength are also important as the job can involve lifting heavy packages.

Continuous training is often provided by the postal service to keep mail handlers updated with changes in postal regulations and technology.

 

Mail Handler Salary Expectations

A Mail Handler typically earns an average salary of $34,790 (USD) per year.

The actual earnings can vary depending on experience, work location, and the size of the postal facility where they are employed.

 

Mail Handler Job Description FAQs

What skills does a mail handler need?

Mail Handlers must have strong organizational skills due to the need to sort and categorize large volumes of mail accurately.

They should also have good physical strength and stamina as they often lift heavy mailbags and stand for long periods.

Attention to detail is necessary to ensure mail is not misplaced or misdirected.

Finally, they should have basic literacy and numeracy skills for reading addresses and postal codes.

 

Do mail handlers need specific qualifications?

A specific degree is not required to become a mail handler.

However, a high school diploma or equivalent is typically preferred by employers.

Most of the training for a mail handler role is on-the-job, where they learn how to operate mail sorting machinery and procedures for handling and dispatching mail.

 

What should you look for in a mail handler resume?

When reviewing a mail handler’s resume, look for previous experience in a mailroom or similar environment, as this will indicate familiarity with mail sorting machinery and processes.

Also, look for evidence of strong organizational skills, physical stamina, and attention to detail.

Any additional skills like a forklift license could be an added advantage.

 

What qualities make a good mail handler?

A good mail handler is reliable, punctual, and able to work under pressure, especially during peak mail periods.

They need to be able to work efficiently to ensure that mail is sorted and dispatched in a timely manner.

Strong attention to detail is also important to prevent misdirection of mail.

Good physical strength and stamina are also important due to the physical nature of the role.

 

Is it difficult to hire mail handlers?

The difficulty of hiring mail handlers can depend on the location and the specific demands of the job.

In general, since the role doesn’t require advanced qualifications and offers on-the-job training, there are often a good number of applicants.

However, finding candidates with the physical stamina and organizational skills needed for the role can sometimes be challenging.

 

Conclusion

And there you have it.

Today, we’ve gone behind the scenes to show you what it truly means to be a mail handler.

Surprise, surprise!

It’s not just about sorting mail.

It’s about ensuring the smooth delivery of communication, one letter at a time.

With our go-to mail handler job description template and real-world examples, you’re ready to make your next move.

But why halt your journey here?

Explore further with our job description generator. It’s your next step to creating precise job listings or refining your resume to perfection.

Remember:

Every letter handled is a part of a larger network.

Let’s make that connection. Together.

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