Effective Ways to Organize Incoming Paper Mail

OK, we are not kidding anyone. We all know that not everyone looks at their paper mail on a daily basis. Some people may be traveling for work or just habitually process mail on Saturdays. We may only get a few pieces because we minimized our junk mail. Pinning them to a bulletin board can easily get cluttered and not sorted and will just add to your time when you do get around to it. Whatever your situation, the good news is, here are four ways to organize incoming paper mail until you can get to it. I also included label (Affiliate Link) suggestions to organize incoming paper mail categories you may need for your mail. Let's get rid of those stacks of paper.

Jump to:

• Option 1: Use Bins to Sort
• Option 2: Use wall-mount bins
• Option 3: Buy Bins with Lids to Hide Paper Clutter
• Option 4: Drawer Dividers for Large Kitchen Drawer
• Time-saving Tips to Organize Incoming Mail

Option 1: Use Bins to Sort

One option to organize incoming paper mail is to get a cabinet or sorter that can be placed on top of a kitchen counter in a central location! Note: A dining room table should not be your designated spot. It has its own purpose.

Label (Affiliate Link) each bin according to your categories. Some categories you could use are:

• To pay: This bin will hold all bills or charities you need to pay
• To read: This bin will hold all magazines, newspapers, and personal correspondence.
• To Do Right Now: This bin is for urgent tasks that must be completed immediately. Examples include past-due bills, responses from attorneys, and notices from your accountant/bookkeeper.
• To file: This bin will be for mail that needs to be filed directly. Open the envelope, remove the content, and leave only the paper in the "to file" bin. This will save time for later.
• To recycle: This bin will hold junk mail and advertisements. This could also be a recycle bin. Seeing the amount of junk mail in one place will also help you determine if you need to unsubscribe.
• To shred: This bin should be for things you know need to be shredded immediately, like credit card offers.
• Bins for each family member's mail: This bin could be for each family member so they can grab their mail when they have time.

If you feel you don't have enough space in a kitchen counter bin, you can get a file box and add file folders (Affiliate Link) to it.

This cabinet or bin may take some room. So, measure the space (length, depth, and height) and find something that will work for you.

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Option 2: Use wall-mount bins

The second option is wall-mount bins, which are great for smaller homes with little to no entryway or floor space.

Determine the right number of categories for you. See the list above. And then buy the right number of bins to match your categories.

Selecting the right designated space for these wall-mount bins is key (Affiliate Link). It can be hung on a wall near the main front door or entryway, garage (Affiliate Link), or kitchen door. The first wall you see when you enter the home is the best place for these wall-mount bins. These bins have a variety of colors, styles, and shapes. Stick with one seethrough bin style to help you not miss any paperwork that may fall to the bottom. Some of these bins will also have places to hold things like keys. Another reminder to help you stay on top of your paper mail and unpaid bills. Remember, when paper is out of site, it is out of mind.

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Option 3: Buy Bins with Lids to Hide Paper Clutter

The third option is to use bins with lids. This option also works for people who travel a lot and need to sort their paper mail less often. 

Years ago, I had a client who didn't want to see all the paper clutter loose or hanging over the bin in her hallway, and this solution really worked for her. She would get a good amount of mail, usually in larger envelopes. We pick shallow bins large enough to hold 10x14 envelopes.

Remember to determine the number of categories you have before buying your bins.

Labeling the top and side of the bin reminds the user which bin to grab when performing different tasks. For example, if you only have time to go through the bills, you would only grab the bin to pay the bills.

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Option 4: Drawer Dividers for Large Kitchen Drawer

Another option for organizing incoming paper mail is drawer dividers (Affiliate Link) and a large drawer to organize paper files. This option is great for people with extra space in a common area, like the kitchen.

The trick for this solution is to have enough room to hold the larger envelopes. If you have fully extendable drawers, you will never miss any papers because you can see the entire drawer inside. Consider using multiple drawers if you need to do so.

Remember to label (Affiliate Link) the drawers or sections of the drawer so everyone knows the incoming paper mail placement. This helps when you can not do a task and want to delegate it to someone else.

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Now that you have determined what type of sorter you want to use for your incoming paper mail, here are additional tips on organizing it to help save you time.

Time-saving Tips to Organize Incoming Mail

Determine what categories or piles you usually use when you review your mail and write a list.

As a reminder, I am going to recap the categories again. Here are the examples of categories: Pay, Read, Recycle, Do Right Now, Mail, or Shred.

If you have a business, there may be other categories you want to add:

• Pay bills for the business
• File business papers
• Give to a bookkeeper/accountant
• Outgoing Mail to give the paperwork to a virtual assistant
• Read business magazine

Use present-tense action words as labels (Affiliate Link) to remind you of what you must do, such as pay, file, give, read, etc.

Have a bin or box for each of those categories. 

Spending one minute sorting into these categories each day will help you on the day you sort all the mail. You may not need to do a lot, but sorting for a minute will give you an idea of what you need to do later.

Label the bins/boxes!

Whether you use open or covered bins, you can use a cute cutout and hang or tape it to the bin. Or you can write whatever works for you in the bin/box so you will remember the categories easily.

Find a creative place to store the bins.

Not everything needs to be out in the open. Storing these bins or the wall-mount sorters in a kitchen command center or foyer works well. I found that sorting it right when you enter the home makes it easier to keep up with the system you implement.

Home Office Doors can be used to store these bins

If you have a rule not to go into your office on the weekend, you can easily add the bins outside your home office door. When Monday rolls around, you can grab the stuff and enter your office with items already sorted and ready to deal with them.

Never Use the phrase "Miscellaneous Papers"

Incoming mail is never miscellaneous papers. They all can be assigned to a category. Using this title will make this bin become a catch-all for those lazy moments that we all have.

Waste Height Flat Surface is Key to Staying On Top of the Mail Clutter

You should always have your bins at a height that is easily accessible to you and your family. It should also be visible to everyone so no one forgets to review the mail piles.

Whatever bins you buy, store them near the entrance or in the main area where you usually review the mail. Tweaking the existing system will help you remember where to go and what to do. No more paper piles for you! Happy sorting!

Now it's your turn! Are there other methods you use to organize incoming paper mail? Please leave a comment below.

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If you are searching for more information on paper sorting, check out these articles from other experts.

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Please note these are affiliate links through Amazon, and at no additional cost to you, I will earn affiliate fees if you decide to make a purchase.