Paper mail still exists. Despite everything being online, physical letters arrive daily.
Here's how to handle it without the kitchen counter becoming a document landfill.
The Core Problem
Mail accumulates because there's no system for dealing with it.
You open it, think "I'll deal with this later," and put it somewhere. That somewhere multiplies into everywhere.
The Three-Location System
Mail only goes in three places.
Location 1: The Inbox (Unopened)
One physical location for all unopened mail.
What qualifies:
- Letter tray
- Box
- Drawer
- Basket
What doesn't qualify:
- Kitchen counter
- Dining table
- "That pile over there"
- Multiple locations
Pick one. Everything unopened goes there. Nothing else.
Location 2: The Action Folder (Opened, Needs Response)
Physical folder for mail requiring action.
Goes here:
- Bills to pay
- Forms to complete
- Letters needing response
- Documents to file
Doesn't go here:
- Things you'll "get to eventually"
- Things you're avoiding
- Things you might need
If it's been in the action folder for 30 days, you don't need to do it.
Location 3: The Bin (Everything Else)
Most mail goes here.
Shred bin for anything with personal information:
- Bank letters
- Anything with your address and name
- Credit card offers
- Medical correspondence
Recycle bin for general junk:
- Marketing mail
- Catalogs
- Generic newsletters
- Anything without personal info
Bins are locations too. Use them.
The Daily Processing Ritual
Every day. Same time. Two minutes maximum.
When You Collect the Mail
Right when you bring it inside:
-
Sort immediately (30 seconds)
- Obvious junk: Straight to bin
- Everything else: To inbox
-
Don't open yet
- Resist the urge
- It goes to inbox
- You'll process it properly later
This takes 30 seconds. Prevents the "dump on counter" habit.
Evening Processing (5 minutes)
Once per day. Same time. Not negotiable.
For each item in inbox:
Step 1: Open (5 seconds)
Step 2: Decide (10 seconds)
- Can I deal with this in under 2 minutes? → Do it now
- Does this need action? → Action folder
- Is this junk/marketing? → Bin
- Is this important to keep? → Scan and file
Step 3: Clear (5 seconds)
- Move to appropriate location
- Inbox item disappears
- Next item
Goal: Inbox completely empty every single day.
The Two-Minute Rule
If you can fully deal with something in under two minutes, do it immediately when opening.
Examples of two-minute actions:
- Scan a document on your phone
- Pay a bill online
- Make a phone call
- Reply to a simple letter
- Update a record
Don't put it in the action folder. Just do it.
If it takes longer than two minutes, it goes in the action folder for scheduled processing.
Weekly Action Folder Processing
Once per week. Sunday evening works well.
Set timer for 30 minutes. Process action folder:
For each item:
- Can I do this now? → Do it
- Do I need more information? → Set reminder to get info
- Has deadline passed? → Throw away
- Is this still relevant? → If no, bin it
Goal: Empty action folder or have clear next steps for everything.
If something has been in the action folder for a month, you're avoiding it. Either do it or acknowledge you won't and bin it.
Types of Mail and How to Handle Each
Bills
When opened:
- Check amount
- Check due date
- If due within 7 days: Pay immediately
- If due later: Note on calendar, action folder
After payment:
- Take screenshot/photo of confirmation
- Shred physical bill
- Remove from action folder
Official Letters (HMRC, DVLA, etc.)
When opened:
- Read fully
- Determine action needed
- Set calendar reminder if deadline exists
- Scan immediately on phone
- Original to action folder
After action complete:
- Verify completion
- Keep scanned copy
- Shred original
Bank Statements
When opened:
- Quickly scan for unexpected charges
- If all looks normal: Scan and shred
- If issues found: Action folder for investigation
After scanning:
- File in digital filing system
- Shred physical immediately
Don't keep physical bank statements. Digital copies are sufficient.
Marketing Mail
When opened:
- Immediately to recycling
- Don't even fully read it
- Exceptions: None
If you wanted what they're selling, you'd buy it without the mail.
Medical Letters
When opened:
- Read immediately
- Book appointments if needed
- Scan using phone
- Action folder if follow-up needed
After appointment booked:
- Add to calendar
- Note appointment reference
- Scan letter
- Shred original
Insurance Documents
When opened:
- Check dates
- Verify coverage
- Scan all pages
- Action folder if renewal approaching
After scanning:
- Keep digital copy permanently
- Shred physical after 30 days (keeps it during overlap period)
Receipts/Confirmations
When opened:
- Verify purchase happened
- Check against bank statement
- Scan if under warranty
- Shred if consumable purchase
Most receipts can be destroyed immediately.
The Scanning Process
Use your phone. Don't overthink it.
Simple phone scanning:
- Open Notes app (iOS) or Google Drive (Android)
- Create new note/scan
- Take photo of document
- Name following convention: YYYY-MM-DD_Type_Description
- Save to cloud storage
Takes 30 seconds per document.
Alternatively:
- Scanner app (Adobe Scan, Microsoft Lens)
- Physical scanner (if you already own one)
Don't buy a scanner specifically for this. Phone cameras are sufficient.
The Monthly Purge
First Sunday of each month. 10 minutes.
Review these three locations:
Inbox:
- Should be empty daily
- If not, ask why
- Fix the process blocking you
Action folder:
- Anything over 30 days gets dealt with or binned
- No exceptions
- No "I'll keep it a bit longer"
Shred bin:
- Shred everything
- Empty bin
- Fresh start
This prevents accumulation.
Special Cases
Mail for Previous Residents
When received:
- Write "Not at this address" on envelope
- Return to postbox
- Done
Don't open it. Don't investigate. Not your problem.
If it continues for same person after three returns, call Royal Mail to report.
Packages with Paperwork
When received:
- Separate packaging and paperwork
- Packaging: Recycle immediately
- Paperwork: Process like regular mail
- Delivery note: Bin (unless return possible)
Keep receipts for:
- Items under warranty
- High-value items
- Gifts (for potential returns)
Bin receipts for:
- Consumables
- Items you won't return
- Low-value purchases
Mail Arriving While on Holiday
Before leaving:
- Ask Royal Mail to hold mail
- They'll deliver all at once when you return
- Costs a few pounds
- Prevents overflowing mailbox
When you return:
- Collect held mail
- Process same day using normal system
- Might take 15 minutes instead of 5
- Gets you back to zero immediately
Joint Mail (Shared Household)
Two options:
Option 1: Designated processor
- One person handles all mail
- Opens, sorts, flags items for partner
- Partner reviews flagged items only
Option 2: Shared processing
- Both people process together
- Same time, same day
- Takes 5 minutes jointly
- Equal awareness of household mail
Pick what works for your household. Don't mix approaches.
What You Don't Need
You don't need:
- Filing cabinet for physical mail
- Complex organisation system
- Multiple inboxes by category
- Labels and colour coding
- Specialist mail organizers
You need:
- One inbox
- One action folder
- Phone for scanning
- Bin and shredder
That's it.
Common Objections
"But I might need it later"
Scan it. Digital copies work for almost everything.
Exceptions requiring physical copy are rare:
- Original birth certificates
- Property deeds
- Some legal documents
Everything else: Digital is fine.
"I don't have time to process mail daily"
It takes 5 minutes.
If you genuinely don't have 5 minutes, you have bigger problems than mail.
What you mean is: "I don't prioritise it."
Make it a habit. It takes less time than finding lost documents later.
"I need to discuss it with my partner first"
Action folder. Weekly review together.
Don't let indecision create clutter.
"Some mail is urgent"
Then deal with it immediately using the two-minute rule.
Don't let "some might be urgent" prevent you from processing everything.
Measuring Success
You'll know the system works when:
After 1 week:
- Inbox empties daily
- Kitchen counter is clear
- You know where everything is
After 1 month:
- Processing feels automatic
- Action folder stays manageable
- No mail-related stress
After 3 months:
- You can't imagine not processing daily
- Friends comment on your clear surfaces
- You spend zero time searching for documents
After 6 months:
- System is invisible
- Processing happens without thinking
- Mail is no longer a source of clutter
The Hard Truth
Most mail is junk. You will throw away 70-80% of what arrives.
The sooner you accept this, the faster processing becomes.
Stop treating all mail as important.
Marketing is junk. Most "official-looking" envelopes are marketing. Even letters from your bank are often marketing.
Open, assess, bin. Five seconds per item.
Implementation Plan
Today:
- Designate inbox location (2 minutes)
- Get action folder (1 minute)
- Position shred bin (1 minute)
- Process today's mail (5 minutes)
This week: 5. Process daily for 7 days (5 minutes per day) 6. Scan anything important (5 minutes total) 7. First weekly action folder review (30 minutes)
This month: 8. Continue daily processing (5 minutes per day) 9. Weekly action folder review (30 minutes per week) 10. First monthly purge (10 minutes)
Ongoing: 11. Daily processing (5 minutes) 12. Weekly review (30 minutes) 13. Monthly purge (10 minutes)
Total weekly time: 5 minutes × 7 days + 30 minutes = 65 minutes
Less time than you currently spend looking for documents or dealing with mail anxiety.
The Actual Reality
Real processing looks like this:
Arrive home with mail. 30 seconds:
- Three junk items → Recycle bin
- One bill → Inbox
- One bank statement → Inbox
Evening processing. 3 minutes:
- Open bill: £45, due in 10 days → Pay online now → Shred
- Open bank statement: Looks correct → Scan on phone → Shred
Done.
Counter is clear. Digital copies saved. Nothing pending.
Repeat tomorrow.
That's the system. Boring, simple, effective.