Mail Clerk Job Description Template

The Mail Clerk job description template outlines the responsibilities, requirements, and qualifications expected of someone in this role. Mail Clerks are responsible for handling and sorting incoming and outgoing mail, as well as ensuring that it is delivered to the appropriate individuals or departments. This template is designed to help employers create an accurate and comprehensive job description for a Mail Clerk position.

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Job Overview

As a Mail Clerk, you will be responsible for handling all incoming and outgoing mail within the organization. You will sort, distribute and deliver mail items to different departments and individuals while maintaining accuracy and confidentiality.


  • Sort and distribute incoming mail to the correct department or individual
  • Prepare outgoing mail for pickup and delivery to post office or courier services
  • Maintain accurate records of all incoming and outgoing mail items
  • Provide timely and efficient delivery of mail to various locations within the organization
  • Complete regular inventory checks of mailroom supplies and equipment
  • Ensure that mailroom equipment is functioning properly and perform light maintenance when necessary
  • Handle sensitive and confidential mail items in accordance with company policies and regulations
  • Assist with additional administrative tasks as needed


  • High School Diploma or equivalent
  • Previous mailroom or clerical experience preferred
  • Good organizational and time-management skills
  • Strong attention to detail and accuracy
  • Excellent communication and interpersonal skills
  • Basic computer skills and knowledge of Microsoft Office programs
  • Able to lift up to 50 pounds and stand for extended periods of time


Mail clerks are responsible for handling incoming and outgoing mail, sorting and distributing it within an organization. They play a crucial role in ensuring that the communication flow is smooth and that sensitive information remains confidential. Recruiting the right mail clerk can be a challenging task, so here is a guide on how to create an effective mail clerk job posting.

Job Title and Overview

The job title should be clear and concise, such as “Mail Clerk” or “Mailroom Coordinator.” The overview should provide a brief summary of the role, including responsibilities and requirements. This section should be engaging enough to attract potential candidates but should also accurately reflect the position.


List the specific duties and responsibilities that the mail clerk will be expected to perform. This can involve handling incoming and outgoing mail, sorting and delivering letters and packages, and maintaining accurate records. Other possible responsibilities include managing mailroom supplies, communicating with external vendors, and ensuring the mailroom is clean and secure.

  • Receive and sort incoming mail
  • Distribute mail to the appropriate department or individual
  • Prepare outgoing mail and packages for delivery
  • Maintain accurate logs and records of all mailroom activities
  • Order and manage mailroom supplies
  • Communicate with external vendors, such as courier services
  • Ensure the mailroom is clean and secure
  • Qualifications and Skills

    List the required qualifications and skills that a successful candidate should possess. This includes educational requirements, such as a high school diploma or equivalent, and any relevant work experience. Other possible qualifications and skills include strong organizational skills, attention to detail, and excellent communication skills.

  • High school diploma or equivalent
  • 1-2 years of experience in a mailroom or similar setting
  • Strong organizational and time management skills
  • Attention to detail
  • Effective communication skills, both verbal and written
  • Working Conditions

    Provide a brief overview of the working conditions, such as the physical demands of the job, the work schedule, and any potential hazards or risks.

    How to Apply

    List the instructions for submitting an application, including contact information and any additional requirements, such as a cover letter or resume.


    Creating a job posting for a mail clerk can be challenging, but following this guide will ensure that your posting clearly and accurately represents the position. By attracting the right candidates, you can hire a mail clerk who will contribute to the smooth operation of your organization.

    What information should be included in a Mail Clerk job posting?

    A Mail Clerk job posting should include the following:

  • Job title and department
  • Job description, including key responsibilities and duties
  • Required qualifications, such as education, experience, and skills
  • Preferred qualifications, such as certifications or additional skills
  • Salary range and benefits, if applicable
  • Location and hours
  • Application instructions and deadline, as well as any other relevant information
  • How do I write an effective job description for a Mail Clerk position?

    To write an effective job description, consider the following tips:

  • Use clear and concise language and avoid jargon or technical terms that may not be familiar to all candidates
  • Include specific details about the role, such as key duties and responsibilities, required qualifications, and preferred qualifications
  • Emphasize the benefits of the job, including opportunities for growth and development, as well as any unique or appealing aspects of the role and organization
  • Be honest and transparent about what the job entails, including any challenges or requirements that may be involved
  • How do I attract qualified candidates for a Mail Clerk position?

    To attract qualified candidates, consider the following strategies:

  • Post the job on relevant job boards and social media platforms
  • Make sure the job posting includes clear and detailed information about the role and qualifications required
  • Use targeted keywords and language in the job posting to help it appear in relevant search results
  • Offer competitive salary and benefits packages
  • Consider providing bonuses or other incentives for candidates who meet or exceed performance expectations
  • How do I evaluate candidates for a Mail Clerk position?

    To evaluate candidates for a Mail Clerk position, consider the following factors:

  • Experience and qualifications that are directly relevant to the role
  • Ability to handle a fast-paced and demanding work environment
  • Attention to detail and focus on accuracy
  • Strong communication and interpersonal skills, as well as the ability to work well as part of a team
  • Willingness to learn new skills and adapt to changing systems and processes
  • Overall fit with the culture and values of the organization
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