Rent Drop Box Theft Prevention

We are seeing a dramatic increase in theft of checks and money orders from rent drop boxes in some of our submarkets. The theives are accessing the checks from the drop slot. Can someone recommend and provide details on a theft-proof drop box or other suggestions?

Where are the boxes located? We have a mail slot on the bottom of our office door just high enough off the ground that someone from the outside is unable to reach them. We removed the box years ago because of fear of theft and we have not had an issue.

The slots are about in the middle of the door. The theives are using devices to reach and grab the checks and/or using some sort of adhesive so that they will stick to whatever their using to reach in with.

I would purchase a chute ... it angles the checks into place and you can cut a hole in a regular card board box so the checks will go into the box... good luck getting checks out with anything as the checks are in the box at an angle... We did that at one of our properties as a quick remedy and it actually worked. It's nothing long-term of course but it did help there and when we stopped using the box surprisingly the theft stopped as well. You can also make a chute out of aluminum as well. There are also boxes you can actually buy that you attach to the door but I can't guarantee they are theft proof.

Sounds like a serious concern... I'm surprised the drop box is still in use, given it's security problems. But I suppose the apartment still needs a way to collect payments when the office is closed, right?

An indirect solution would be to implement and promote an online payment option at your community. Many of the renters who use the drop box likely do so because they need to put their payment in after hours, often to avoid late fees. But with online payments, renters can pay any time. This may be a more convenient option for renters (since they won't have to write a check and walk to the office drop box) and it is certainly a safer option.

If you're having serious security concerns, online payments can help solve this problem... assuming you choose a reliable payment processor. One thing you should always find out before choosing a payment service is if they are PCI and SAS 70 Compliant. This ensures the company meets all standards of network security and takes all measures to keep card data secure while mitigating fraud and risk for the property. It's an annual audit that secure payment processors (such as RentPayment.com) pass annually.

I've heard about rent drop box theft issues from so many apartment managers that I still find it surprising that they are still in use. With the prevalence of theft and identity fraud rent drop boxes are such an insecure way to accept rent. Not to mention it directly endangers your residents.

I’d say if you HAVE to use a drop box, make sure it also dark colored and that it is not next to a door with windows, so that check information is not at all visible. Then you could proceed with the angled chutes, small slots and extra deep box maneuvers that others try to implement.
But I must say that the best way to correct this drop box theft issue is to move to an online or phone based rent collection service. If you decide to move forward with one of the rent collection/ payment companies look into their eCheck or ACH acceptance options. It is very inexpensive and replaces the check and drop box issue entirely.

This is a great solution but what do you do with the people who dont want to pay online and can only pay by money order? These are the ones who are being targeted anyway.

We and several other management companies with properties in the Northern Virginia area experienced the same sort of theft at several communities earlier this year. The police informed us that organized crime rings hire addicts to steal checks and money orders. They have figured out how to alter those documents, especially the money orders, so they can cash them.

We were able to modify the drop box slots with a piece of metal to make the slots just large enough for an envelope, check, or money order to be inserted. The tools used by theives to reach through the normal-sized slots won't fit in and it would be virtually impossible to pull something back through and out again.

So far, we have had no other incidences since modifying the drop boxes as mentioned above.

We are installing a new box that has a chute, like a mailbox at the post office that once closed, does not give anyone access to anything else in it. We were also able to install a video monitoring system at the front door to see if anyone is there and what they are doing if not just dropping off a money order or check. It cost about $1500 for all of the equipment and a new box

Hi Tracy - Can you please tell us where you got the slot that is like the Post Office one. That sounds like the solution we need at our community.

We went through the same ordeal this summer. I found a great box at www.factory-express.com . It is called Protex WDD-180, $205. We also added additional cameras to cover the outside of the box as well as inside the office covering the interior door of the box. It's worked great. Hope this helps.

Tracie,
Can you tell me where you purchased your drop boxes from. We are having issues with theft as well.

Thanks,
Katie

It looks like you can order directly on the website. You might also try a local safe vendor to see what they might have.


www.factory-express.com/Drop_Safes-574.htm

TAKE THEM OUT COMPLETELY OR GET THE ONES THAT ARE MOUNTED IN THE WALL WITH A DRAW THAT HAS THE SERATED END IF THEY TRY TO TAKE EM IT WILL GET RIPPED UP COMING OUT.

Hi, Tracy,

Can you give me some information on the type of box that you used? Maybe the name of it and where you pruchased it.

Thank you so much,

Patsy Bagwell

Please do not be fooled by the rent drops that have the anti-aging device, the ones that have the serrated edge. We purchased one of these for $750 and felt "safe" enough to let our residents use it again only to have more money orders stolen. I would recommend to take them out all together.

We are required to have a drop box so residents can pay rent 24/7. When I first came to my property, it was a standard mail slot in the door, with a drop box on the inside. I have fairly skinny arms, so I could easily reach through the slot to the bottom of the box. And if I could, so could someone else! So we installed a metal bracket inside to make the slot just wide enough for papers to fit through. I don't see how someone could use a tool to put in and pull payments out, and we haven't had an issue at my location, but I know of several other communities that have had issues with money order theft.

What we have done is instituted an online payment system. Residents can use a checking account, debit card, or credit card. They can make individual one time payments or set up recurring payments.

For residents without online accounts or those that want to pay cash, we have a program called WIPS- Walk in Payment Systems. They can pay in person instantly at the grocery store at a check cashing place. www.checkfreepay.com

We must be lucky..We've never had any issues with our drop box. Ours is mounted to the outside of our community center. I think we ordered it from PeachTree. It locks, and when the slot is opened to put a check inside, you only have about an inch of clearance. If there was a theft issue, I think I would just take down the box and residents would have to pay in person, through the mail, or online. As a resident, I think I would prefer the peace of mind knowing my payment wasn't going to be stolen, over the slight inconvenience of having to drop off during office hours.

Do not use drop boxes.
Use electronic fund transfer.
Just set it up with your bank.
Get your tenant to sign an agreement and provide a void cheque or their bank info.
Once set up monthly withdrawal is automatic.

We are a Midwest contractor and have seen a significant jump in this recently especially in B & C properties. We do some fabrication work as well and are actually doing a test with a box we designed per one of our customers request for help. The box lets envelopes pass through but guards against them being pulled back up and actually helps snag the wires and strings with the adhesive that thief's are using. This is a brand new box that we've designed that we feel confident will dramatically reduce this type of theft.