When your renters have changed addresses, you might think that all is settled. However, as a landlord, you may encounter another issue such as receiving mail for a previous tenant. It can sometimes happen that former renters forget to leave their landlords with forwarding addresses.
As an old or a new landlord, this issue can be minor but can also require effort on your part. This article by Sun-Pro Realty and Management provides you with steps on how to deal with mail addressed from a formerd tenant and the steps to avoid it. Keep reading to learn more!
Tips on Stopping the Receipt of Mail for Past Tenants
Hand the Mail to the Postal Carrier With Written Messages
When you continue to receive previous tenant's mail, you can write the following messages in the back envelope:
● Return to sender
● No longer at this address
● Moved
Once the mail carrier sees any of these messages, they will send the mail to a forwarding address but if this is unsuccessful, the mail carrier will route the mail back to the sender. Now, there may be instances when the mail contains a barcode.
The post office keeps things efficient through an automated system of sorting the mail and delivering it to the address that matches the bar code. Despite leaving several written messages, the system can fail to read them and continue to follow the barcode as it is programmed.
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The best thing to do is mark the barcode and scribble “not at this address” beside it. When the post office system encounters this, it will label the mail as undeliverable. It is advantageous when the post office sends the mail back to the sender, so the address can be updated, and the post office can document the address change.
Consider Writing a Note Inside the Mailbox of Your Former Renter
Another way to stop receiving mail from previous tenants is to write “Previous Tenant (name) has moved from this address, please leave mail for the Present Tenant (name) only.”
When the mail carriers get ahold of this information, they are bound to not leave the mail for the said person anymore. You can meet with the mail carrier in person if the mail continues to be sent for a previous tenant despite leaving a note of “Return to Sender” to signify that the previous tenant has since moved away.
Additionally, you can consider communicating with the Postmaster so all mail delivery for an old renter is stopped altogether.
Questions & Answers About Receiving Prior Renters’ Mail
Must a Landlord Have Information on a Former Resident’s New Address?
Yes, aside from redirecting mail sent to the renter’s former residence, having a previous tenant’s new address helps landlords immensely in documents. When a tenancy ends, you need to give back the security deposit of the renter and provide documentation as proof of the reimbursement.
If some legal matters need to be settled, you are likely to communicate with your old renter through mail. You cannot follow any of these procedures or even return the mail if you do not know the new address of your previous tenants.
Can I Open, Shred, or Discard a Previous Renter’s Mail?
No, as per the law, you are prohibited from opening, tearing, or getting rid of the mail of a previous resident. This includes junk mail. This is a federal crime and can be grounds for a 5-year imprisonment or payment of a hefty penalty, so avoid opening mail that is not addressed to you at all costs.
Is It Acceptable to Accomplish the Change of Address Form on Behalf of a Former Tenant?
Some landlords may think that completing the change of address form can resolve the issue. Under the law, no one is allowed to make changes to the address information, except executors, guardians, or authorized agents.
What to Do When a Renter Has Died and the Mail Keeps Arriving?
A good way to resolve this is by heading to the Direct Marketing Association website and typing the name of the deceased tenant on the listing. While it may take a bit of time, changes are likely to happen in three months.
You can also pen down the message “Deceased, Return to Sender” when mail arrives for a former tenant who has since departed. Another way to handle this situation is by speaking with the Postmaster. Also, you can reach out to the companies, so they know the recipient has gone.
Is It Okay to Discard Mail for Former Renters?
No, landlords must not throw away mail that is not addressed to them since this is categorized as a federal offense. No matter if it is junk mail, under the law, this is labeled as an illegal action.
Bottom Line
Besides the regular responsibilities of a landlord, these issues are fairly common. You can follow the steps cited above to stop mail for previous renters to be delivered to your property. And remember, never open, tear, or discard the letter of former renters to prevent future headaches.
Are you seeking a dedicated property manager to transform your rental space and attract high-quality renters? If yes, contact Sun-Pro Realty and Management today! Our team of experts can help you streamline the property management process, ensuring that you make the most out of your rental property.