Dealing with Incoming Mail

Any mail received that is addressed personally to young people residing at the home should be passed to the applicable young person, for them to open privately.

Staff may open the mail if given permission by the young person, or follow the procedure set out by the Placing Authority; this may be to vet all incoming mail, or to supervise the opening of mail. In exceptional circumstances where Staff feel there may be a safeguarding concern then Staff may withhold mail. Staff must document such concerns on relevant paperwork such as DPR’s and Chronological Reports and inform the Registered Manager of the home. The Registered Manager will then take appropriate action, liaising with the young person’s Social Worker if necessary. 

If mail received is addressed to Young People that no longer reside at the home then it is to be forwarded to the Head Office. Mail is to remain sealed and in no circumstances be opened.

Often mail received will be addressed to the Carer/Parent/Guardian of young people residing at the home. This mail can be opened by the staffing team. Mail opened must be detailed and documented on relevant paperwork and stored in the young person’s appropriate files. Any information obtained through the letters must also be shared throughout the staffing team to ensure effective communication.

Mail that is addressed to individual staff members is only to be opened by the staff member named. Any mail received that is marked private, confidential, or similar should be given to the recipient unopened. If the staff member is known to be away for a substantial period of time then the mail is to be put into the staff member’s pigeon hole at the Head Office. 

On occasion mail will be delivered that is addressed to unknown persons. In such circumstances all mail should be forwarded to the Head Office.

Mail that is classed as ‘junk mail’ is to be disposed of by Staff upon receipt.