Condominium mailboxes: installation and cost sharing

Mailboxes placed in the entrance hall or shared entrance are a common part under Article 1117 of the Italian Civil Code, and their installation or replacement is normally shared according to the general ownership thousandths (millesimi) set out in Article 1123, first paragraph, because they serve all owners equally. The decision rests with the owners' meeting when the cost is appreciable or involves an aesthetic change; the manager handles minor ordinary maintenance independently.

Mailboxes are a common part

The bank of mailboxes installed in a shared room or wall serves the delivery of mail for all units and falls among the things intended for common use. Even though each owner has exclusive use of their own box, the structure, the anchoring wall and the space housing them remain common. It follows that the cost of renewing the entire bank is shared among everyone according to the criterion proportional to property values.

Who decides on installation and replacement

Replacing an old bank, installing new boxes or moving them affects the building's appearance and involves a cost: they therefore fall among the decisions of the meeting under Article 1135 of the Italian Civil Code when the amount is significant. Repairing a lock or a door, by contrast, is ordinary maintenance that the manager may arrange within the duties of Article 1130.

If the installation responds to needs of uniformity and appearance, it must be assessed in light of Articles 1120 and 1122, which protect the architectural look of common parts: a uniform model, colour and position prevent later disputes.

Technical requirements and mail delivery

To ensure regular delivery, mailboxes must be accessible to the postal operator, fitted with an adequate slot and legibly show the holder's identification. It is good practice to place them in a well-lit spot sheltered from the weather. Correct identification avoids delivery mix-ups and reduces complaints from owners about mail delivered to the wrong address.

• Clear numbering or identification of each box.
• A slot suitable for envelopes and small parcels.
• A working lock with keys given to each holder.
• A position accessible to the postal operator and well lit.

Names on mailboxes and privacy

Showing the surname on the mailbox is lawful and functional to delivery: in itself it is not a breach of EU Regulation 2016/679 on data protection, because the data is minimal and serves a concrete purpose. Those who prefer may ask to show only the unit number or an initial, but the manager cannot impose further data or display sensitive information. Consistency between nameplates, intercom and mailboxes makes condominium life easier without exposing unnecessary data.

Cost sharing in special cases

If the mailboxes serve only the units of one staircase or building block, the cost is charged solely to the owners of that part, applying the differentiated-use criterion of Article 1123, third paragraph. Likewise, adding a single box for a new unit created by subdivision is borne by the owner concerned, unless otherwise agreed. The general rule of sharing by thousandths applies instead when the bank serves the whole building without distinction.

Keeping order over estimates and splits

Even a small job like mailboxes requires estimates, a clear resolution and a correct split among owners. Management software such as AmministraPro lets you attach estimates, record the meeting's decision and share the cost according to the correct thousandths table, with a history available at any time. The available features are shown on the /funzioni page and the plans with their costs are on /prezzi.