NSW: When relocating common property letterboxes, what does the owners corporation need to consider?

This article discusses what approvals are needed to relocate letterboxes in a NSW strata scheme.

Question: What approvals and practical steps does an owners corporation need to move letterboxes from outside to an internal lobby?

Our external letterboxes were destroyed in a car accident on Christmas Day, and the driver was uninsured. We are considering replacing them by relocating the letterboxes into our lobby, similar to what newer schemes have in places like Chatswood and the Sydney CBD.

What approvals does our owners corporation need to install internal lobby letterboxes, and what practical steps should we plan for, including suppliers and arranging Australia Post access? We also want to know whether internal mail areas typically reduce junk mail.

Should we include a parcel drop off area, recycling area, or delivery area for couriers, and what ongoing management issues can these areas create for the scheme?

Answer: You don’t need to solve everything immediately, but you do need a plan.

While I can address the approval requirements under the Strata Schemes Management Act 2015 (the Act), I am not an expert in matters relating to Australia Post. However, I enquired with Australia Post on your behalf and have collected the information below.

What approvals are required?

• Strata approval: Since the lobby is common property, relocating mailboxes is a change to the common property and requires a special resolution at a general meeting in accordance with section 108 of the Act.
• Australia Post compliance: Australia Post has technical standards for mailbox dimensions, placement and access: Australia Post Point of Delivery Policy Document

As long as the installation meets those standards, they don’t require a formal approval process.

Who manufactures the mailboxes and signage?

There are several service providers listed in search engines when you look for “multi unit letterboxes NSW”, custom joinery companies for integrated lobby mail walls and signage companies for unit numbering, directory boards, and parcel room signage.

These suppliers are familiar with strata and builders’ requirements. They can guide you on compliance and layout.

How does Australia Post get access?

Australia Post advised that you would have to contact Australia Post (13 13 18) with the specifics of your building. They will put you in touch with your local distribution centre to arrange access to your site.

Junk mail — does moving the mailboxes help?

Short answer: yes, significantly. Lobby mailboxes reduce junk mail because distributors often can’t access a secure building. It won’t eliminate it, but it becomes manageable.

Should you designate parcel drop‑off or recycling areas

Option A — Parcel lockers: Some schemes install smart lockers.

• Couriers deliver to lockers
• Residents get a code
• Cleaners don’t have to manage anything
• Higher upfront cost, but extremely effective

Option B — Parcel shelves or cages: A simple shelving system in the lobby.

• Cheap
• Cleaners tidy it
• Higher risk of theft or misdelivery

Option C — No parcel area: Couriers leave parcels at the front door or with residents directly.

• Zero cost
• Maximum chaos

6. Should you create a space for non‑AusPost parcels?

Realistically, yes, unless you want parcels left on the floor, in the garden or balanced on top of the new mailboxes. Couriers, not Australia Post, now deliver the majority of parcels. If you don’t plan for courier deliveries, they’ll improvise, and you won’t like the results.

Do you need to solve all of this at once?

You don’t need to solve everything immediately, but you do need a plan.

Here’s a practical approach:

Stage 1 — Replace the destroyed mailboxes

• Decide on lobby vs external – Contact Australia Post
• Get quotes
• Pass a special resolution
• Install compliant mailboxes

Stage 2 — Add parcel handling

• Start simple (shelves or a small parcel area)
• Upgrade later if needed (lockers)

Stage 3 — Tidy up the ecosystem

• Junk mail signage
• Recycling bins for packaging
• Cleaner instructions
• Courier access rules
• Signage for residents and delivery drivers

Jana Antelmann
Strata Life
E: jana@thestratalife.com.au
P: 02 9456 9917

This post appears in Strata News #780.

Have a question or something to add to the article? Leave a comment below.

Read next:

• NSW: Q&A Lockboxes and Key Safes for Access to Apartments
• NSW: How to Enforce Against Unauthorised Works
• NSW: Unattended Packages in Strata Foyers – Rubbish?

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