Collective mailboxes that consolidate all units' mailboxes in one location at rental properties greatly contribute to improved delivery efficiency and enhanced security. However, improper management can lead to risks such as mail theft and personal information leaks. To achieve stress-free property management, proper management of collective mailboxes is essential.
This article comprehensively covers everything from the basic structure of collective mailboxes to lock selection, installation advantages and disadvantages, and specific security measures.
What Type of Facility Is a Collective Mailbox?
A collective mailbox is a facility that consolidates mailboxes for all units in one location near the entrance of an apartment or condominium. Delivery personnel can deposit mail for each room number in one place, significantly improving delivery efficiency.
Common Types of Mailboxes
Mail boxes are mainly divided into four types.
Wall-mounted types are standard types attached directly to exterior walls or gate posts, offering a wide variety of designs and colors. Independent pole types are attached to poles embedded in the ground, with functional poles combining nameplates and intercoms now available. Embedded types are installed within walls or gate posts, with the receiving box on the inside, making them effective for theft prevention. And collective mailboxes are types that consolidate all units together near the entrance of multi-unit housing.
Why Collective Mailboxes Are Installed in Rental Properties
In multi-unit housing, collective mailboxes are installed to reduce the burden on delivery personnel. Article 43, Paragraph 1 of the Postal Act stipulates that buildings with three or more floors must have mailboxes installed at or near the entrance. For rental properties with three or more floors, installation of collective mailboxes is legally mandated.
Difference Between Collective Mailboxes and Door Mailboxes
Without a collective mailbox, mail is deposited in door mailboxes attached to each unit's entrance door. Door mailboxes carry risks of being peeked into from outside or having locks opened by reaching inside, making security measures such as choosing types with boxes on the inside crucial.
Which Type of Lock Should You Choose for Collective Mailboxes?
To enhance security, lock selection is important. Choose a lock that suits your property's operation after understanding each type's characteristics.
Dial Locks
These lock and unlock using a passcode. While they don't require carrying keys and have no loss risk, note that forgetting the passcode prevents opening, and anyone who knows the number can unlock them.
Push Button Locks
Button-type locks that unlock by pressing number buttons. They're easy to operate and security can be enhanced by increasing digits, but there's a risk of the number being discovered if someone watches the input.
Variable Dial Locks / Variable Push Button Locks
Types that allow changing the passcode multiple times. Suitable for rental properties as the number can be changed with tenant turnover. Establish a management method, as repeated changes risk making the number unknown.
Cylinder Locks
Standard type using a dedicated key inserted into a keyhole. Easy to operate, but it's important to choose products with high security due to risks of key loss and picking.
Latch Locks
Spring-type fixtures used in combination with padlocks. While they have the advantage of allowing each tenant to use their own chosen lock, a separate lock must be purchased.
Recently, dial and push button types have become mainstream. Make selections based on comprehensive judgment of installation/replacement ease, security, and handling of lost keys.
What Are the Benefits of Installing Collective Mailboxes?
Installing collective mailboxes offers many advantages not only in delivery efficiency but also in security and cost aspects.
Reduced Burden on Delivery Personnel
Mail for all units can be deposited in one location, with greater effects for properties with more units or floors.
Improved Security
Prevents suspicious persons disguised as delivery personnel from entering the building, creating an environment where only residents and authorized persons can enter.
Low Installation Costs
The market price for a 4-unit system is approximately 20,000-40,000 yen. Once installed, no special maintenance is required, making it a highly cost-effective facility.
Integration with Parcel Delivery Boxes
Choosing collective mailboxes with parcel delivery boxes meets the needs of tenants who are out during the day or use online shopping, leading to property differentiation.
What Are the Disadvantages of Installing Collective Mailboxes?
While collective mailboxes have many benefits, management challenges also exist. Understand them in advance and implement countermeasures.
Effort Required to Retrieve Mail
For tenants who go out infrequently, the burden of making a special trip to the entrance arises.
Increased Advertising Flyers
Since flyers can be distributed to many households at once, unwanted advertisements tend to increase.
Difficulty Noticing Mail Theft
Because they're located away from units, there's a tendency for suspicious persons rummaging through mailboxes to go unnoticed.
What Troubles Can Occur with Collective Mailbox Installation?
Neglecting security measures risks leading to the following troubles. Early countermeasures are important.
Mailboxes Overflowing with Unwanted Advertisements
When large amounts of flyers and direct mail are deposited or tenants don't check and leave mailboxes unattended, risks of losing necessary mail and personal information leaks increase.
Mailboxes Being Blocked Without Permission
Cases occur where tenants block mail slots with tape, creating burden on delivery personnel who must deliver to each unit and damaging the mailboxes themselves.
Risk of Criminal Damage
Personal information leaks through mail theft, theft of purchased items, and even burglars using mailbox conditions to confirm absences. Caution is necessary as there's danger of occupancy status being determined from mailbox contents and accumulated mail.
Harassment Damage
Cases of garbage or filth being thrown into mailboxes due to neighbor disputes or stalking have been reported.
What Points Should Be Emphasized in Collective Mailbox Security Measures?
To create an environment where tenants can use mailboxes with peace of mind, implement the following security measures.
Install Collective Mailboxes Indoors
Installing outdoors allows anyone to approach the mailboxes. Installing inside the building makes it difficult for non-authorized persons to approach, significantly reducing criminal risk.
Add Locks to Collective Mailboxes
Locked mailboxes are difficult for criminals to search through and time-consuming, tending to avoid damage. When switching from unlocked mailboxes, consider introducing dial locks or installing aftermarket padlocks.
Install Security Cameras
Recording activity in front of mailboxes deters suspicious persons, and footage serves as evidence in case of damage.
Enforce Daily Security Habits
Security measures including tenant education are effective, such as always locking, setting passcodes difficult to guess, attaching privacy guards to mail slots, and frequently retrieving mail. Especially during long absences, request trusted persons to collect mail and temporarily stop newspaper delivery.
Frequently Asked Questions
For what types of properties is collective mailbox installation legally mandated?
According to Article 43, Paragraph 1 of the Postal Act, multi-unit housing with three or more floors is required to install mailboxes at or near the entrance. While there is no legal obligation for rental properties with two floors or less, many cases install them considering security and convenience.
What are the installation costs for collective mailboxes?
The market price for a 4-unit collective mailbox is approximately 20,000-40,000 yen. When requesting installation by contractors, separate construction costs apply, but once installed, special maintenance is generally unnecessary. Choosing integrated parcel delivery box types increases costs accordingly.
What type of lock is recommended for collective mailboxes?
For rental properties, "variable dial locks" or "variable push button locks" that can accommodate tenant turnover are recommended. Since passcodes can be changed, security can be maintained with each move-out and move-in.
Are there ways to reduce advertising flyers?
Posting "No Flyers" notices is basic, but complete prevention is difficult in reality. Encouraging tenants to check mailboxes frequently and landlords performing regular cleaning of unwanted flyers maintains mailbox area aesthetics and security.
How can mail theft be prevented?
Introducing locked mailboxes, installing security cameras, and attaching privacy guards to mail slots are effective. Tenants themselves should frequently retrieve mail and set passcodes difficult to guess, raising daily security awareness.
