MAILROOM & COURIER · CANADA-WIDE
Mailroom And Courier Services
Trained, vetted staff running your mailroom, with every delivery logged on arrival and tracked until somebody signs for it, run alongside the same front-of-house standard as our Reception & Front Desk Services and coordinated the same way across Explore Facility Management Services. Inbound mail, parcels, couriers and outbound dispatch handled as one function rather than four habits.
- Every delivery logged on arrival
- Vetted and insured staff
- Chain of custody to signature
Signed For, Not Left On A Counter
Chain of custody from the dock to the desk
ISO 9001
EcoLogo Certified
WSIB Insured
WHMIS Certified
GREENGUARD
IPC Member
THE ROLE, DEFINED
What A Managed Mailroom Does For A Building
A Plain Explanation Of The Function, And Why Buildings Outgrow Handling It Themselves.
A managed mailroom covers everything that arrives at or leaves your building by mail or courier: taking receipt at the dock or the front door, logging the item, sorting by tenant, floor or department, notifying the recipient, delivering or holding for collection, capturing a signature, and preparing outbound shipments, the same discipline applied across our Office Building Facility Management. Most organizations start out by having whoever is nearest deal with it. That works until volume grows, until a check goes missing, or until somebody asks who signed for a parcel three weeks ago and nobody can say. The function is not complicated. It is simply one that fails quietly, because an untracked delivery only becomes visible at the moment it matters.
Mail Handled By Whoever Is Free
- Deliveries left on a desk or in a lobby
- No record of what arrived or when
- Recipients find out by walking past
- Nobody accountable when something goes missing
A Managed Mailroom
- Deliveries logged and labeled on arrival
- Searchable record of every item received
- Recipients notified the same hour
- Signature captured at handover
THE PARCEL SURGE
Buildings Were Designed For Mail And Are Now Receiving Parcels.
The volume shift is the part most buildings have never adjusted for. A mail slot and a small sorting bench were sized for envelopes, and they are now absorbing personal e-commerce, IT equipment, marketing stock, sample shipments and food deliveries, several times a day, from carriers who each have their own drop-off habit. What follows is familiar: parcels stacked against a lobby wall, a courier who leaves without a signature because there was nobody to take one, and a monthly argument about a package the tracking says was delivered. The fix is rarely more space. It is a defined receiving point, coordinated with the same dock-level standards covered under Learn about our Parking Management Services, a log that records the item before it moves anywhere, a notification that reaches the recipient the same hour, and somewhere secure to hold it until they come down for it.
WHAT WE HANDLE
Our Mailroom And Courier Services
Everything Coming In On One Side, Everything Going Out On The Other.
INBOUND · RECEIVING
Mail, Parcels And Deliveries
Everything that arrives at your building, from a single envelope to a pallet at the dock.
- Mail receipt and sorting
- Parcel and courier receiving
- Delivery logging and tracking
- Recipient notification
- Secure holding and parcel lockers
- Loading dock and receiving coverage
OUTBOUND · ADMINISTRATION
Dispatch And Record Keeping
Shipments leaving the building, and the administration that sits behind all of it.
- Outbound mail preparation
- Courier booking and dispatch
- Interoffice mail runs
- Postage and shipping account administration
- Returns and collection coordination
- Confidential document handling and shredding
CHAIN OF CUSTODY
What Gets Logged And Tracked
Not Every Item Needs A Signature. The Ones That Do Are The Ones You Hear About Later.
Registered & Accountable Mail
Signature-Required Parcels
Legal & Court Documents
Cheques & Payment Items
Confidential HR Mail
Medical & Lab Specimens
IT Equipment & Devices
Keys & Access Cards
High-Value Deliveries
Perishable & Cold Items
Interoffice Envelopes
Returns & Outbound Pickups
The log matters least on the day it is created and most three weeks later, when somebody needs to know what happened to something. A law firm needs to prove when a document arrived. A finance team needs to account for a cheque. An IT department needs to know which floor a laptop went to. A clinic needs a specimen collected before it has been sitting too long, the same standard covered on See our Hospital & Healthcare Facility Management page, and perishable or cold items handled with the same care as our HVAC Maintenance Services solutions. Which categories require a signature, secure storage or priority handling is agreed with you at the start, so the desk is not deciding on the spot what looks important.
THE MAIL JOURNEY
How A Delivery Moves Through Your Building
1
Arrival And Receipt
Carriers deliver to one defined point rather than wherever a door happens to be open, and a member of staff takes receipt in person.
2
Logging
The item is recorded with carrier, recipient, time and tracking reference before it moves anywhere else in the building.
3
Sorting And Routing
Items are sorted by tenant, floor or department, and flagged where they need a signature, secure storage or priority handling.
4
Notification
The recipient is notified the same hour, so packages get collected rather than accumulating on a counter until somebody clears it.
5
Handover And Signature
The item is delivered or collected, a signature is captured against the log entry, and the record closes.
10+
Years in operation
500+
Buildings serviced
24/7
Emergency response
100%
Deliveries logged on arrival
WHY IT WORKS
Why Cleaning 365 Runs Your Mailroom Better
The Product Is Not Speed. It Is Being Able To Answer The Question Three Weeks Later.
Logged Before It Moves
Every item is recorded at the point of receipt, which is the only place a chain of custody can honestly start.
Vetted And Insured Staff
Mailroom personnel are screened and covered, which matters in a role handling cheques, legal documents and personal deliveries every day.
Cover Built Into The Contract
Absence is arranged for rather than improvised, because a mailroom with nobody in it becomes a pile in a lobby inside a day.
One Receiving Point
Carriers are directed to a single defined location, which ends the practice of parcels being left wherever a door was open at the time.
Sized To Your Volume
Full day, part day or peak coverage, matched to when deliveries actually arrive rather than to a standard shift pattern.
One Building Contract
The mailroom runs alongside reception, cleaning and security under a single point of contact, and the same personnel can cover a desk and a dock where the building suits it.
WHAT SHAPES YOUR PRICE
Mailroom Services Pricing
Priced Around Volume, The Hours Covered, And How Much The Role Includes.
Daily Volume
Items received and dispatched per day
Coverage Hours
Full day, part day or delivery peaks only
Scope Of Duties
Receiving only, or full inbound and outbound handling
Storage And Equipment
Counter holding, secure cage or parcel lockers
Get A Mailroom Quote In 30 Minutes
Tell us your daily delivery volume and the hours you need covered. We will send transparent pricing with no hidden fees.
FROM OUR CLIENTS
Trusted By Office And Property Managers
“We lost a cheque. Not stolen, just lost, somewhere between the front door and the finance floor. There was no record it had ever arrived. That was the week we outsourced it.”
Office Manager
Professional services firm, Toronto
“Our lobby had turned into a parcel depot and residents were digging through other people’s boxes to find their own. Logging everything and notifying people the same day cleared it in two weeks.”
Property Manager
Multi-unit residential, Vaughan
YOUR QUESTIONS
Mailroom Services, Answered
Receiving mail and parcels, logging them on arrival, sorting and routing, notifying recipients, secure holding, capturing signatures, and preparing outbound mail and courier shipments. The exact scope is agreed with you rather than fixed.
Every item is recorded on receipt with carrier, recipient, time and tracking reference, and the entry closes when a signature is captured at handover. The record stays searchable afterwards, which is the entire point of keeping it.
Yes. Dock receiving, carrier scheduling and inbound goods handling can sit inside the same role, which closes the common gap where mail is managed carefully and freight is not managed at all.
Yes. Courier booking, dispatch, postage and shipping account administration are handled as part of the service, using your carrier accounts or ours.
Cover is part of the contract, and cover staff are briefed on your building beforehand, so they are not learning your routing on the day they arrive.
Yes. Staff are vetted, handling procedures for confidential and personal items are agreed in advance, and any personal information encountered in the role is handled in line with Canadian privacy law.
Often, yes. In smaller buildings the two functions fit one post comfortably. Where the delivery volume does not allow it, we will say so rather than stretch one person across both and let the desk suffer.
Yes. Where lockers are installed we handle loading, notification and unclaimed item management. Where they are not, items are held securely and the collection is logged.
A Mailroom That Can Answer The Question
Every delivery logged on arrival, tracked to signature, and covered when your own staff are not there. Book a free consultation and get a fixed monthly quote.