Hazardous Information Training Sheet

• 1 page
• For Official Use Only
• January 2011

Safe Mail Handling Procedures. It is important that every employee handling or receiving mail can identify a suspicious letter or parcel. Although occurrences are extremely rare, it is essential to know what to do when suspicious mail is received. All staff must remain alert for the tell-tale signs of potentially dangerous mail and packages.

How to Recognize Suspicious Packages and Mail

One indicator of a suspicious package or piece of mail includes inappropriate or unusual labeling, such as:

• Excessive postage
• Misspelled common words
• No return address or strange return address
• Unusual addressing, such as not being addressed to a specific person or the use of incorrect titles or titles with no name
• Restrictive markings, such as “personal,” “confidential,” or “do not x-ray”

Other indicators include an unusual or inappropriate appearance, including:

• Powdery substances felt through or appearing on the item
• Oily stains or discolorations on the exterior
• Strange odors
• Excessive packaging material, like tape or string
• Lopsided or bulky shape of envelopes or boxes
• Ticking sounds, protruding wires, or exposed aluminum foil

Procedures for Handling to Suspicious Packages and Mail

• Stay calm.
• Do not open the letter or package (or open any further), do not shake it, do not show it to others, or empty its contents.
• Leave the letter or package where it is or gently place it on the nearest flat surface.
• If possible, gently cover the letter (use a trash can, article of clothing, etc.).
• Shut off any fans or equipment in the area that may circulate the material.
• Alert others nearby to relocate to an area away from the site of the suspicious item.
• Take essential belongings, like cell phones, keys, purse, etc. with you in case return to your office is delayed.
• Contact the Federal Protective Service immediately at 1-877-437-7411.
• Leave and close the door to the space containing the suspicious letter or package, cover the threshold area under the door with a towel or a coat if possible, and section off the area (keep others away).
• To prevent spreading any powder or hazardous substance to your face, wash your hands thoroughly with soap and water.

Share this: