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Postal Mail, Couriers & Suspicious Packages

Every organization has a receipt & dispatch section to deal with each day receipt, kind and dispatch of mail, messenger, courier, documents, packages and many others. However due to access control operations at most of the organization the postman, private courier and other delivery bays have their access till the security gate only. During off working hours, normally mails, packets and parcels are received at the security door. The security then delivers these to the respective departments / particular offices during working hours.

Process :- The following process should be followed:-

  • Receive mails, packets and parcels from postman / courier and deliver receipt.
  • Record details of packets, mails and parcels received in the courier register and mail.
  • Distribute mails, packets and parcels to the departments/ offices as required and take receipt on check in / register.
  • Keep record all transactions and display it to the security office.
  • Report to security officer approximately any suspected parcel being delivered detain courier and call police.

 A sample of maintenance of such mail and courier register is given.

Action on receiving suspicious mails and packages

There have been cases in the recent past, wherein against social components and terrorists have sent bombs hidden in a packet / parcel, thus causing setback / injury.

It's very important to a security guard to be careful and cautious, while accepting the packets, mail and parcels etc. for anybody.

A security guards should be cautious in noticing the following on the mails, packets and parcels :-

  • Mail, courier & parcel is unusually heavy.
  • Feel of a unusual item inside.
  • Oil stains clear on the cover, seemingly due to some explosive substance inside.
  • Some wires seen projecting outside.
  • Packet seems to have been opened before delivery / sealed.
  • Some unfamiliarly scent / smell from mails, packets & parcels.

Action on watching a suspicious package :-

  • Do not receive from the delivery man.
  • Detain the deliveryman and inform the superior.
  • Segregate the suspicious letter / parcel and do not let others contact / handle it.
  • Note down the names of all guards / persons who have touched the suspicious mail / courier / parcel and ask them to wash their hands with soap and sufficient water.
  • Basics concepts : Do not accept, segregate and document / report to superior.

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