How to hire a mail handler

How to hire a mail handler, step by step

Here's a step-by-step mail handler hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a mail handler job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new mail handler
• Step 8: Go through the hiring process checklist

What does a mail handler do?

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1. Identify your hiring needs

   Before you start hiring a mail handler, identify what type of worker you actually need. Certain positions might call for a full-time employee, while others can be done by a part-time worker or contractor.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A mail handler's background is also an important factor in determining whether they'll be a good fit for the position. For example, mail handlers from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of mail handler salaries for various roles:

   Type of Mail Handler	Description	Hourly rate
   Mail Handler		$10-26
   Insert Operator	An insert operator's job is to set up, maintain, and troubleshoot the insert machine to produce accurate work on a timely basis. The operator conducts quality checks and performs other tasks whenever needed as he/she works with one or more machines from time to time depending on workload and date of delivery (DOD)... Show more	$12-19
   Mail Processing	A mail processor is responsible for sorting mail and documents to ensure accurate delivery and distribution across the recipients. Mail processors manage route orders, send delivery information to the receivers, and update completed distributions on the database... Show more	$14-23

   Show more

2. Create an ideal candidate profile

   Common skills:

   • Mail Containers
   • Delivery Truck
   • Pallet Jack
   • Load Trucks
   • Mail Delivery
   • Mail Handling
   • Office Equipment
   • Postal Service
   • Copy Machines
   • USPS
   • Conveyor Belts
   • Rewrap
   • Processing Equipment
   • Unload Containers

   Check all skills

   Responsibilities:

   • Process mail with RF scanner.
   • Comply with FAA and FedEx rules and regulations.
   • Operate tug and dolly to the fedex plane so they can load them
   • Process mail with RF scanners, or weigh mail for proper postage for shipping
   • Replenish and replace the BMC carts when fill and escort carts to the loading dock.
   • Operate a DBCS, which is an automation machine used to sort mail by zip codes and states.

   More mail handler duties

3. Make a budget

   Including a salary range in your mail handler job description is one of the best ways to attract top talent. A mail handler can vary based on:

   • Location. For example, mail handlers' average salary in montana is 33% less than in district of columbia.
   • Seniority. Entry-level mail handlers 61% less than senior-level mail handlers.
   • Certifications. A mail handler with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a mail handler's salary.

   Average mail handler salary

   $35,851yearly

   $17.24 hourly rate

   ---

   Entry-level mail handler salary

   $22,000 yearly salary

   Updated December 14, 2025

   Average mail handler salary by state

   Rank	State	Avg. salary	Hourly rate
   1	Massachusetts	$48,237	$23
   2	Maryland	$47,824	$23
   3	Louisiana	$47,225	$23
   4	Connecticut	$46,557	$22
   5	Pennsylvania	$45,871	$22
   6	Rhode Island	$45,472	$22
   7	New York	$45,030	$22
   8	New Jersey	$43,289	$21
   9	Washington	$42,890	$21
   10	Delaware	$42,505	$20
   11	Virginia	$42,096	$20
   12	Ohio	$41,503	$20
   13	Michigan	$41,363	$20
   14	Oregon	$41,219	$20
   15	New Hampshire	$40,529	$19
   16	Iowa	$40,504	$19
   17	Hawaii	$40,421	$19
   18	Colorado	$40,019	$19
   19	Indiana	$39,427	$19
   20	North Dakota	$39,376	$19

   Average mail handler salary by company

   Company

   Rank	Company	Average salary	Hourly rate	Job openings
   1	State of Connecticut	$42,791	$20.57
   2	United Service Technologies	$38,790	$18.65	2
   3	Menzies Aviation	$34,502	$16.59	4
   4	TPI	$33,092	$15.91	11
   5	Adecco	$29,911	$14.38	57
   6	Signature Technicair	$29,843	$14.35
   7	Staffmark	$29,746	$14.30
   8	RRD	$29,729	$14.29	53
   9	Sheridan	$29,513	$14.19
   10	Randstad North America, Inc.	$28,980	$13.93	4

4. Writing a mail handler job description

   A mail handler job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a mail handler job description:

   Mail handler job description example

   Manufacturing --> Manufacturing
   
   Logan, UT
   
   * ID: 59097
   * Full-Time/Regular
   
   RR Donnelley is looking to add a Material Handler 1 (Mail Handler) in our Logan, UT Operations!
   
   RR Donnelley focuses on helping our customers connect to their customers through an array of various communications and marketing channels. We bring concepts to life with our expertise, execution and scale - all designed to enhance quality and elevate engagement across the full customer journey and for 155 years, RRD has been perfecting it!
   
   The Mail Handler is responsible to scanning, stacking, palletizing, wrapping, and loading mail into trailers all approved mail. The Mail Handler ensures that all approved mail is correctly and completely handled according to schedules and internal controls using multiple software applications and floor organization skills. The Mail Handler follows instructions and activities coordinated by the Mail Expeditors and Supervision to ensure that the mail is properly handled and prepared for USPS approval and delivery.
   
   * Scans mail containers to PostalOne! system released by the USPS representative and by Mail Expeditors, and Supervision's instructions.
   * Stacks scanned and banded mail containers on USPS pallets according to project information created by the PostalOne! system. Verifies that the strapping machine properly bands the scanned mail containers and ensures the finished mail pieces are secured within the mail container.
   * Palletizes the finished mail containers, separating them by project and manually stacking them according to USPS requirements. Labels each pallet or cage with the correct project information to maintain accuracy of pallet contents and ensures visibility of this information.
   * Wraps each completed pallet using automated stretch-wrapping equipment to ensure the integrity of the finished product. Stages completed mail in the Work In Process area in an organized manner for the final USPS representative approval and release.
   * Loads the scanned, wrapped, and approved mail into a USPS truck using a transporter or pallet jack. Ensures the trailer is loaded safely and according to USPS and RRD requirements. Ensures that a USPS representative seals the USPS truck before the truck is released.
   * Uploads and loads USPS Supplies Mail equipment to designated inline production areas to ensure the production equipment can run without stopping.
   * Assists the Mail Expeditor in the operation of the commingle equipment to maximize postage savings for First Class letters and flats.
   * May include other duties as assigned.
   
   Pay rate: $13.50/hr
   
   Shift Available:
   
   * Swing Shift - Mon - Fri 4pm -12am with a $1.25/hr shift differential
   
   RRD is an EEO/AA including Vets and Disabled Employer

   Copy this example

   

5. Post your job

   There are various strategies that you can use to find the right mail handler for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your mail handler job on Zippia to find and recruit mail handler candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   During your first interview to recruit mail handlers, engage with candidates to learn about their interest in the role and experience in the field. During the following interview, you'll be able to go into more detail about the company, the position, and the responsibilities.

   Remember to include a few questions that allow candidates to expand on their strengths in their own words. Asking about their unique skills might reveal things you'd miss otherwise. At this point, good candidates can move on to the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new mail handler

   Once you've selected the best mail handler candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's equally important to follow up with applicants who don't get the job with an email letting them know that the position has been filled.

   To prepare for the new employee's start date, you can create an onboarding schedule and complete any necessary paperwork, such as employee action forms and onboarding documents like I-9 forms, benefits enrollment, and federal and state tax forms. Human Resources should also ensure that a new employee file is created.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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How much does it cost to hire a mail handler?