The last thing anyone wants to think about as they prepare for a hurricane is the mail. But putting such mundane tasks as the mail on the back burner while you attend to the more important issues such as stocking up supplies and protecting your home may also add stress to an already anxious time.

So having a plan in place and being aware of the process that the Cayman Islands Postal Service (CIPS) is mandated to do when a hurricane approaches will help the public take the steps required to secure their mail.

The first thing to be aware of is the best time to start collecting mail. Here is how the CIPS works when a hurricane approaches. Most residents may be aware of the three phases of notification National Hazard Management Council (NHMC) issues when a hurricane is approaching the Cayman Islands. In Phase 1, an alert is issued when hurricane conditions could begin to affect the Islands within 72 hours. Phase 2 is a watch, which means that within 48 hours, hurricane conditions could begin to affect the Islands. A warning is given when hurricane conditions are possible within 36 hours.

While it is okay to collect mail and parcels at any time during these phases as long as post offices are open, again the sooner the customer begins collecting their mail, the better. Once a warning is issued and the Deputy Governor gives permission for government buildings to close, Postal Service staff begin to pack away the mail for safe keeping.

This process involves securing all mail – envelopes, parcels, registered and EMS packages – in watertight storage containers because every piece of mail must be secured.

Postmaster General Sheena Glasgow explained the process: “We begin by rubber-banding the mail in each post box during the watch phase. But once government offices are advised to close, we start putting the mail in heavy-duty plastic bags. The bags are taped and stored in large plastic tubs, which are covered and sealed to provide further security.

“The important thing for the public to remember is that by the time government offices start to close, Post Office employees are putting away the mail for safekeeping, and it is then too late to collect your mail or parcels,” Ms. Glasgow emphasized.

Please note that once the “all clear” is given and post offices reopen for business, it takes a few hours to unpack all the mail and parcels.

Ms. Glasgow noted that another aspect of mail readiness is for customers to store their post-office keys in a safe place, along with important documents. Changing a post box lock because of lost keys costs CI$30.

PULL OUT

Step 1 – Once the National Hazard Management Council (NHMC) declares a hurricane watch, this is the time to start collecting your mail and packages.

Step 2 – Place your post box key in a secure place. Remember, there is a $30 charge to replace locks.

Step 3 – Once the “all clear” is given post offices will reopen but it will take a few hours for mail to be sorted in post boxes.