Cluster Mailbox Repair in an HOA Community: Who is accountable?

Cluster mailboxes have become increasingly common in HOAs. They are an affordable option for multi-unit complexes and large communities – not to mention that delivering to a cluster box, rather than door-to-door, spares the post office a significant amount of expense in time, gas, and vehicle maintenance.

Residents depend on fully-functioning, well-maintained mailboxes to receive their mail consistently and in a timely manner. But when a cluster mailbox is vandalized, broken, or falls into disrepair, postal workers can’t deliver parcels; this affects many residents simultaneously.

In the event that a cluster mailbox is inoperable and mail delivery has come to a screeching halt, who is accountable? Well … that depends! Read on.

Post Office

Although in some individual cases, a post office has stepped in when asked to replace or repair a community’s mailbox, this is generally not the case. The Postal Service will likely not provide assistance in repairing a cluster mailbox; in fact, their official rule book states that the “purchase, installation, and maintenance of mail receptacles are the responsibility of the customer.”  So, while residents or an HOA board can appeal to their local office to fix the problem, it’s definitely not their best bet for a swift resolution.

HOA or Residents?

An HOA’s Covenants, Conditions, & Restrictions (CC&Rs) document will often state whether the responsibility and expense falls to the association, or to the homeowners, in the event that a cluster mailbox needs repair or replacement.

Associations whose documents do not make this distinction should add in clear terms not only who is accountable, but also to what extent and under what circumstances. Doing so will ensure that repairs can be made quickly and avoid unnecessary confrontation or possible legal action.

For board members with additional questions, contact your HOA management company for assistance with your specific situation. If you are unhappy with your current HOA management company, contact Spectrum Association Management today to learn more about what makes us refreshingly different and why our customers are so happy.

2019-04-26T07:14:15-05:00

3 Comments

  1. Paul March 15, 2019 at 2:34 pm - Reply

    Can aluminum, USPS HOA cluster mailboxes be spray painted and look new with satin bronze colored finish?

    • Chris Henson March 21, 2019 at 12:45 pm - Reply

      Hi Paul,

      The USPS would need to approve any changes made to the cluster mailboxes as this property of the USPS. The Board of Directors would also need to approve any changes made to ensure that funds are available.

      We hope this is helpful for you!

  2. Sheffield April 6, 2019 at 9:37 am - Reply

    Can a HOA legally a keep key to my mailbox?

Leave A Comment

Due to a system upgrade, some are experiencing issues registering an account or resetting their password. Note, it may take several hours to receive your email for your password reset. * * * Please do not press the "Forgot Password" button more than once in a 12 hour period. * * * To Pay A Balance By Phone Dial: 1-877-342-6233