• Project Title:
  • Leased Facility Maintenance
  • Start Date:
  • Monday, August 5, 2019
  • Estimated Report Release Date:
  • February 2020

Landlords have a duty to ensure buildings they rent are in good condition. The responsibilities are usually outlined and agreed upon when a renter enters into a lease agreement. The Postal Service operates more than 20,000 post offices and processing plants at leased facilities. The cost of maintenance and repair totals millions of dollars; however, some of these costs are the responsibility of the landlord. The Postal Service must then recover from the landlord any payments made for those costs.

We are conducting this audit to determine if the Postal Service paid for maintenance and repair costs that are the landlord’s responsibility.

  • What should the Postal Service do to ensure landlords pay for all maintenance and repair costs that are their responsibility?
  • Are you aware of any needed repairs at leased Postal Service facilities that go unattended by landlords?
  • How can the Postal Service improve the process to ensure landlords address maintenance repair requests directly or pay for all expenses incurred by the Postal Service on their behalf?

Comments (40)

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  • anon

    South Orleans, MA is a leased facility. I have had mixed results in attempting to get repairs completed. I follow the procedure of calling FSO. Sometimes the building owners address the problem. The repair people they send usually do a satisfactory job on the repairs. The problem I have is when the owners do not respond to a problem and the issue is sent to lessor enforcement. The repair people who have been sent through lessor enforcement to do those repairs are terrible. I don't know how much they are getting paid, but I wouldn't give them a dime. There was a man here recently who was using a circular saw wearing flip flops. They come in an unmarked vehicle without any proper equipment or identification and do not introduce themselves or say what they are doing here. They just start tearing stuff apart. They think that calk and a few screws is going to fix a problem. I have been very frustrated with this process.

    Sep 26, 2019
  • anon

    Paul Sullivan is our landlord at 788 Main Street in Dennis, Ma. 02638. Every time I have called him he has responded within days to the issue, and has either repaired what was wrong or scheduled it to be fixed. Jeanne

    Sep 26, 2019
  • anon

    Many of these comments indicate that personnel are still not aware of the proper way to report a repair. Repairs should be called into the National Response Line or created online. Landlords should never be called directly by personnel to make a repair. Per the lease, LL's are required to be notified in writing of repairs and given a timeframe. The response line staff handles the lease review and letters.

    Sep 25, 2019
  • anon

    Previously the landlord for East Sandwich was unresponsive to FSO repair requests. In January 2019 landlord enforcement was enacted and mold repair work was done to multiple parts of the building. Since then, the landlord has been very responsive to FSO repair requests. Making requests through the FSO does increase the time it takes for the landlord to review and respond, but it creates a necessary log to show when our requests were created and what work was done to mitigate the issues. Creating a way to expedite these requests, such as requiring the landlord to have an email address on file, would get the request to the landlord much faster and possibly reduce the time it takes to get the repair work started.

    Sep 24, 2019
  • anon

    The lanlords for the West Barnstable facility are fantastic. They are extremely responsive. They come out and change our light bulbs, handle the yard maintenance, supply us with drinking water, change the timers on our outside lights, etc. The Cooperative Bank of Cape Cod handles our lease and their maintenance manager has given me his cell phone. I would say they come check on the building at least twice a month.

    Sep 24, 2019
  • anon

    I was fortunate to have a bad/good experience a few years ago in my lpo. A second floor of our single story building (multi use) was added by our landlord. Unfortunately his contractors used a 40 foot tarp for rain cover for a 60 foot roof span during inclement weather. Twice. We were flooded out and forced to move to a temporary location for two months. With strong legal help from our Colorado offices we were able to obtain a beautifully remodeled facility inside and out. Down to the smallest detail the landlord and his insurance company gave us everything we asked for (working thru our legal/enforcement department). New wiring, paint, lights (led) tiles, ceilings, you name it. All rooms were inspected for mold and air quality and repainted. I insisted the hvac vents be cleaned before use and anything else I could think of before we closed the project off. We (legal/enforcement) did offer to hold back rent as an incentive but there may have been other issues at play that I am not aware of that helped us along. With all the local flack about inconveniencing people the landlord was my new best work friend always stopping by to make sure we were all set and if we needed any thing. I can't thank the legal/enforcement team enough for all the work they did for us. My next lpo has been the same way, any problems are requested and taken care of as necessary, can't complain at all about them either. Lucky me.

    Sep 24, 2019
  • anon

    Owner/Landlord TRT LLC, Forestdale, MA has been very responsive to the LPO and Facilities Services. Lessor was the builder/contractor for the MPO facility, and has been the Lessor for last 24 years. Landlord provides direct phone line for tenants to the management office, and also personal cell phone for emergency contact. Depending on nature and seriousness of maintenance issues, responds within minutes for serious matters, and same day for everything else. Maintains a full-time skilled maintenance crew for lessor responsibilities, as well as independent licensed contractors for emergency electrical, plumbing, HVAC, Fire sprinkler System, and hydraulic scissor lift, and electric garage door maintenance repairs. Lessor also provides snow plowing and removal services for all shared common-use parking lot areas (lease provision). Business relationship with this lessor and his staff has been superior for more than two decades. Highest recommendation - Postmaster 02644

    Sep 23, 2019
  • anon

    Cumberland Farms is our slumlord and is by far the worst at ,not only, preventative maintenance, but property maintenance as well. it took nearly 3 years for them to replace a broken down gate that separated the retail lobby from the PO box section. the outside of the building was redone about 5-6 years ago and the whole building was painted the same color so nobody can find us anymore. about 6 months ago they tore down all the old signage on the façade of the building and still haven't replaced it with anything new. The landscaping is atrocious at best. they change snow removal companies every year and every year it seems to get worse. they always sand and shovel their store side fine, but then the plow buries in our vehicles out back and plows the snow from the lot up onto our sidewalk. any issue with the building is a chore to say the least, they are simply put, AWFUL!

    Sep 23, 2019
  • anon

    Our landlord in Allenhurst usually will get to us within a couple days. Things are done cheaply such as air conditioner. They tried to fix the air conditioner 3 times before the wires melted. They had to replace the air conditioner and the panel box. The parking lot was partially repaved due to customer tripping in the holes. They did not do the drive way behind the post office and there are large holes. Our building is old and needs to be updated. Customers complain that our post office needs to be updated.

    Sep 23, 2019
  • anon

    Hopefully we can resolve this behavior

    Sep 23, 2019
  • anon

    I am lucky at the Carrier Annex. My landlord responds to any repairs that FSO doesn't fix. Their response is immediate. I inquired about stained tiles and leaks, they had a plumber come out to check. There were no leaks and the stains on tiles were old. They did replace the ceiling tiles. Also, they changed all the lights in my building to LED with out us doing a workorder

    Sep 20, 2019
  • anon

    Landlord has been informed about side walk railing been broken and maintenance of landscaping. Trees in the left side of the building are not maintained on regular basis. We have reached out to the landlord few times and waiting on the work to be done. The postal service can implement some monthly checklist to be evaluated by both landlord and the facility manager. In that way both party can look into work needed and build working relationship between them.

    Sep 20, 2019
  • anon

    This is a leased space in a strip mall. Requested repairs are sent to landlord enforcement and ignored.

    Sep 19, 2019
  • anon

    1. Leaks in roof- costing us ceiling tiles $$ They cant seem to find leak 2. Bathrooms in carrier side get clogged . We hire the drain company to fix @ $500-600 $$ but the drain company says the pipes are no longer code 3. Parking Lot needs to be addressed especially in handicap area. 4. Parking Lot needs to be relined for spaces and Handicap need to be lined. 5. outside window in carrier room shattering and needs to be replaced

    Sep 18, 2019
  • anon

    My landlord is very prompt when a problem arises. I have no problems with him.

    Sep 18, 2019
  • anon

    The landlord at my office Taft, TN 38488 refuses to fix the problems and it seems to me that the Post Office Safety is allowing it. I filed a OSHA complaint 5 months ago because the roof leaked for years which caused mold in the ceiling tile the tiles began to fall from the ceiling and it was fixed just that area other tiles are falling this could fall on our heads because its where we dispatch our mail. The Postmaster saw the mold and so did I their is also asbestos throughout the building that is NOT contained which puts employees at risk and our customers. The Postal Service Eastern District contacted OSHA and said the problems had been fixed and I had 10 days to dispute their findings and I did its been over a month and nothing has been done. Also the parking lot is tearing up peoples cars because of the pot holes the bathroom stays out of order and I have to close the Post Office and go across the street to us the toilet. If the landlord refuses to fix the problems why put the employees at risk and hire someone and hold her rent payment.

    Sep 17, 2019
  • anon

    Yulee 32097 has a landlord who responds quickly and promptly to major issues and drags his feet on minor issues. For example, we have a septic tank for the post office and when something goes wrong, then he usually sends out a plumber within 1-2 hours for repairs. However, during an office visit by my MPOO he mentioned that the partitions in the men's bathroom needs to be replaced due to rusting. It was brought to the landlord's attention and he said that he should not be held accountable for replacing the partitions because that is a postal failure due to not cleaning properly. I think the postal service needs to send out a checklist quarterly to the local offices of the landlord's responsibility so we can hold them accountable. If we have a list of what the landlord's are supposed to be responsible for then we can follow up and make sure they are doing their jobs quarterly instead of waiting to the last minute.

    Sep 17, 2019
  • anon

    Landlord for Johnston SC 29832 address issues as soon as they referred to him.

    Sep 16, 2019
  • anon

    In our Midway office( 31320) the owner addresses our problems fairly quickly. However in our Riceboro office (31323) the building owner is very slow about addressing issues concerning the building and when he does its usually a botched up job that he has done and it looks a lot worse. Customers are constantly complaining about the condition of the building

    Sep 16, 2019
  • anon

    I have recently taken the position in Rentz, GA and have not had the opportunity to work with the landlord as of yet. From the appearance of the building and my knowledge of the past, the landlord appears to be upholding their end of the agreement at this time.

    Sep 16, 2019
  • anon

    The landlord tends to run behind on grass cutting.

    Sep 16, 2019
  • anon

    Mount Vernon Post Office 30445 owner/manager is a little slow in getting response on issues that need fixing. Uvalda Post Office 30473 is very hard to get items fixed properly and maintance on facility is in bad shape. I am getting ready to do a full write up on everything wrong to see about getting it all fixed or asking for new facility. Ailey Post Office 30410 is very proud of their office and is very quick to get things fixed.

    Sep 16, 2019
  • anon

    Inglis and Yankeetown have very pro-active landlords. Every time I've had an issue, they were both quick to respond.

    Sep 13, 2019
  • anon

    Landlord for Ellaville Post Office is the local BOC and the county manager is always quick to respond to any issue. Usually has repairs made the same day he is called. He has a maintenance schedule and does repairs before they are needed. Within the past year we have had new roof, new ceilings on the workroom floor, new outside lights in the rear of the building, new bathroom fixtures, and the lobbies have new paint. No complaints here.

    Sep 13, 2019
  • anon

    I initially reported a roof leak at the back dock overhang back on November 9, 2018. The portion of roof has broken away from the overhang and causes water to pour onto the ramp lift were the driver unloads and loads the equipment whenever it rains. We've experienced a increase of rainfall this year. So over the last 10 months the leak has gotten to were pieces of the roof overhang have fallen onto the dock. I have contacted FSO on numerous occasions requesting updates. Every time I get the same answer there waiting on estimates. Granted there have been companies out to quote the job but seem to be unqualified for the dock overhang rebuild. As an organization it just seems that we drag our feet on situations until someone gets hurt. I've expressed my safety concerns to FSO on a couple of occasions. I just want the damage repaired before someone gets hurt.

    Sep 12, 2019
  • anon

    Homosassa Post Office is very Lucky to have a landlord that is very cooperative and when something needs fixing he has it done.

    Sep 12, 2019
  • anon

    This is a leased facility but we are responsible for our own maintenance. The landlord was responsible when there was damage from Hurricane Ivan and the previous Postmaster said that they took care of everything with no issues. They were also responsible when a car drove into this building after I came here. They did take care of the repairs but we were in a mobile unit for four months. They said there were issues with the insurance company but the length of time was detrimental to our business. It happened on December 3, 2007, and our Christmas Season that year was greatly impacted. After that, we had to rebuild our customer base. A lot of our previous customers had seen the building boarded up and thought that the office had been closed. I have not had any issues that they were responsible for since that time.

    Sep 11, 2019
  • anon

    Morriston Post Office is very fortunate, we have a landlord that is very cooperative and always responds promptly.

    Sep 11, 2019
  • anon

    The landlord does the minimum of what is required and takes his time in completing any work. I am currently waiting for the building to be painted per the contract. He came in to tell me he would look into my recent issue but that it would be several weeks. We should start billing the landlord for the time it takes to complete the job, maybe that would get there attention. it took 8 months to fix holes in both the employee and customer parking lots.

    Sep 11, 2019
  • anon

    Landlord here at the Pace facility 32571 which is Alyssa's has been instrumental since my arrival on 7/5/2019. she as fixed all and any addressed issues I have had.

    Sep 11, 2019
  • anon

    Almost annually, my customer parking lot develops pot holes. The building is in a warm weather climate. The pot holes develop as water pools in lower lying areas of the parking lot. As soon as a depression of twelve inches or more forms, I notify Facilities. This now begins a minimum of a three month process waiting for repairs. The Landlord does not make these repairs timely. In most cases, USPS pays for the repairs and invoices the Landlord. This results in these small depressions becoming large and deep pot holes, that my customers have to navigate to exit this facility. They are a hazard, as these holes will fill with water, making them harder to see. Also, it is unsightly, truly not the image I want to present to our customers and to our community. There should be a way to withhold leasing fees until repairs are made.

    Sep 11, 2019
  • anon

    You should look into our office. It’s a leased building and every time we have requested repairs, they have been sent to “landlord enforcement”. I’ve been able to see the work orders and what has been paid out to contractors who have performed the work and you would be amazed and the exorbitant charges for things that were never even done. Contact me via email and I could provide a lot more details. I’m glad I saw this because I had already thought about contacting the OIG when I saw some of the invoices.

    Sep 11, 2019
  • anon

    The Montmorenci SC offices landlord is very prompt with any repairs. I am very satisfied.

    Sep 11, 2019
  • anon

    I have recently become Postmaster at a leased postal facility. One of the first things I did was try and get the facility to NOT look like an abandoned building. The appearance of our postal facilities is extremely important to our brand and our customers outlook on us as a service. I followed the chains and submitted all the work that was the landlord's responsibility. It was all approved in facilities and turned over to the contract lease coordinators. It has been almost a year now and NONE of these repairs have been completed by the landlord. I have made several attempts to contact the servicing coordinator with them giving me the same response, they can't or wont make the landlord fix these serious repairs. I have even went as far as turning them into safety to see if they could assist in getting the repairs complete. They also had no support from the lease coordinators. We pay an extremely high rate to rent these facilities. I almost think we are gouged because we are the postal service. I know my facility alone has almost had no repair or upkeep in nearly 30 years. 1. If the landlord does not take responsibility, instead of just taking the rent money, and perform up keep and repairs we should STOP paying the rent and notify them that the money will be put in an escrow account until the repairs are complete. We also need competent leasing coordinators to follow through pushing to get the work done. NOT just sitting back saying there is nothing they can do to get these serious repairs complete. 2. I am aware of almost all the leased buildings needing more from the landlords when it comes to upkeep and repair of the leased buildings. This is including my facility in Wewahitchka Florida. I have an endless trail of paperwork where I have been trying to get my landlord to make dire repairs to my facility. These repairs stem from asbestos in my flooring and the floors need to be replace because they are breaking and in very poor condition to the lobby doors are falling off the frame to painting the outside and inside of the facility . Most of the repair request are a huge safety concern that is being neglected by the landlord. This is putting the postal service at a liability if one of our customers or employees were to be injured. 3. We can make sure that we have competent employees handling the process when the repairs come in. We need to be able to act on the urgency of these repairs. We need to make sure they are tracked and have an SOP for the process from start of the call to the finish of the repair. We need to make sure the SOP is being followed. We need follow up and follow thru consistently. We need to make sure the case managers don't drop the ball on getting the services complete. WE NEED TO HOLD THE LANDLORDS ACCOUNTABLE TO GET THE REAPAIR AND MAINTENANCE COMPLETE.

    Sep 11, 2019
  • anon

    I contacted the facilities page about a roof repair I needed. They replied back that it was a land lord issue. They were supposed to contact the landlord to enforce the lease agreement. They did not. The land lord came in about 3 weeks later and I asked her if she had heard from facilities and she said no. She had someone out the same day to repair my roof leak.

    Sep 11, 2019
  • anon

    I have a spreadsheet of all Landlord repairs back to 2014 that have not been completed. Please contact me and I can send them to Inspector General's office. My department covers over 1,000 offices most of which are leased buildings.

    Sep 11, 2019
  • anon

    There is an old post office building that is a banded in Ingleside Tx, I called the Nationwide Postal Management in New York about buying the building they said the building is for sale but didn't like my offer of six thousand. He said the building was worth more and his attitude was a little ruff I asked what he would want for the building and he acted like he could care less if I was on the phone or not. The building is completely boarded up and the grass and weeds have taken over, it was severely damaged during the hurricane so its in pretty bad shape, how do I at least get them to make the place look descent is there someone in government that cares about anything.

    Sep 18, 2019
  • anon

    I never hear from my landlord until it is time to renew the lease. Also the postal service should require landlords make updates to older buildings to meet the demands of the new technology.

    Sep 11, 2019
  • anon

    our landlord is very responsive to our needs he fixes things in little wait time . Jeffersonville APO Ga 31044 and the Allentown RMPO owned by the city of Allentown 31003 does a great job also .

    Sep 11, 2019
  • anon

    I work at the USPS Wichita Customer Care Center in Wichita, Kansas, and we have had issues with our landlord since we moved into the building. We were supposed to have a functioning backup generator but the landlord refused to purchase the batteries to make it functional. Numerous items have either went unrepaired or the repair was really slow and partial in nature. The parking lot has huge cracks in it and the landlord uses a small, local contractor for the repair. This "contractor' is an old family friend of the landlord and has done little repair over the past 3 years and also leaves their big equipment in the parking lot creating an eyesore and a hazard. On the west side of the building, a huge hole is in the wall covered by a piece of wood and has been there for over a year. This is near our facility IT hub, just inside the wall. This is not just an infrastructure hazard but also a safety hazard. There are often lights out in the parking lot that are not maintained and takes forever to get repaired. The bathroom ventilation system has been disabled and the landlord refuses to repair it. The upstairs of the building (2 stories) should be cleaned but since USPS moved in on the first floor and only leases the first floor, the second floor has went uncleaned now for 5 years. USPS Facilities seem to have little influence over this landlord, even though issues have been reported multiple times by local management. I feel that when this building was chosen by facilities, they did a very poor job in researching this landlord's maintenance history, which by reputation is very poor in the community. USPS Facilities also fails to act right away when they are notified of issues involving the landlord and often dismisses local management's concerns. The landlord's strategy is to see how long he can wait to make repairs so that he doesn't have to pay for the repairs, even though he has been paid to do so through lease agreement. Often, Management is forced to address and pay for maintenance issues because the landlord is so slow or often non-responsive and Management is forced to act due to grievances over health and safety issues related to the landlord's lack of response. USPS management needs a local ombusman to address issues with local landlords and to hold landlords accountable to their contracts. Often, local Management doesn't have the time to deal with troublesome landlords and will just pay for repairs to mitigate safety and grievance activities.

    Sep 10, 2019