Replace Key to HOA Owned Cluster Mailbox

Started by JeffB21 • 13 replies • 193 views

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JeffB21 (Washington)
Posts: 22

Posted:

I'm a board member of our HOA. Our HOA owns our cluster mailboxes. One of our members lost one of their two keys to their mailbox. They'd like to get another key made from the one they have. They've come to the board asking for help. We've been told that since the CMB's are owned by the HOA, it's the HOA's problem (read: board) and not USPS's problem. We're hoping we don't have to requests a new lock from the USPS and that there's some way to copy their key (even though it's clearly marked not to do so). TIA.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Option 1:
You contact the post office and request a copy.
The post office will charge your for this.

Option 2:
Replace the lock

Regardless of what option is chosen, I would have the owner pay for it.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Additionally, if you don't have a policy resolution regarding keys and locks on the cluster mailboxes, I would strongly suggest adopting one.

JeffB21 (Washington)
Posts: 22

Posted:

Thanks Andy for your reply. Unfortunately our PO says it not their problem as we own the CMB's. I'll call back to confirm.

JeffB21 (Washington)
Posts: 22

Posted:

Quote:

Posted By JeffB21 on 10/09/2025 10:46 AM
Thanks Tim for your reply. Unfortunately our PO says it not their problem as we own the CMB's. I'll call back to confirm.

SheliaH (Indiana)
Posts: 6,964

Posted:

What Tim said. The owner has another key, so it's not like he or she doesn't have access at all. 8 suspect paying for a replacement won't break the bank.

Since the key does say it can't be copied, ask the post office for suggestions on how to resolve this (you already know they won't provide a replacement) and forward that to the owner.

If it is not right do not do it; if it is not true do not say it. Marcus Aurelius

MarkM19 (Texas)
Posts: 1,459

Posted:

Jeff,
Home depot or Lowes both sell the same locks that are used to replace the mailbox key. They have a few different sizes. All they need to do is use the remaining key to open the mailbox and take the locking unit off and bring it to the stores above and get the exact same size. It is a very simple replacement. Almost anyone can do it if they have a pair of plyers. They are usually located by the Keys in the stores if they ask for help should be easy. The is not a board issue but it helps if you can point them in the right direction. I haven't bought one in years but it is probably less than $10.00

Where it is complicated is when they have no key to open their own box and the PS has to get involved.

TimB4 (Tennessee)
Posts: 21,059

Posted:

Quote:

Posted By JeffB21 on 10/09/2025 10:47 AM

Posted By JeffB21 on 10/09/2025 10:46 AM
Thanks Tim for your reply. Unfortunately our PO says it not their problem as we own the CMB's. I'll call back to confirm.

Jeff,

I understand it's the HOA's box. I'm saying you should contact the post office to see if they will make the key at your expense.

MarkM19 (Texas)
Posts: 1,459

Posted:

Jeff,
The only thing the USPS handles regarding keys is the Master lox that opens the door that gives them access to the entire cluster.

If you live in a New development the Post Office does give the keys out to new owners with proof of sale of the property. That's it, ones they give the keys to the owner it is the owners responsibility.

ElleN (Idaho)
Posts: 1,334

Posted:

Quote:

Posted By MarkM19 on 10/09/2025 1:15 PM
Jeff,
Home depot or Lowes both sell the same locks that are used to replace the mailbox key. They have a few different sizes. All they need to do is use the remaining key to open the mailbox and take the locking unit off and bring it to the stores above and get the exact same size. It is a very simple replacement. Almost anyone can do it if they have a pair of plyers. They are usually located by the Keys in the stores if they ask for help should be easy. The is not a board issue but it helps if you can point them in the right direction. I haven't bought one in years but it is probably less than $10.00

Where it is complicated is when they have no key to open their own box and the PS has to get involved.

Ditto all of the above.

Googling for ten seconds would have given the same answer.

LetA (Nevada)
Posts: 2,679

Posted:

Have the resident go to a hardware store and have a new key made from their remaining key. It is a standard key blank that
any hardware store or locksmith would have.

BryonW (Massachusetts)
Posts: 55

Posted:

Hi Jeff, the Post Office and other posters are correct when they say that the keys to individual mail boxes are not the responsibility of the post office.

IF - your mailboxes are the newer kind with a horizontal rectangular shaped box (the post office calls these "STD-4C" mailboxes, see example photo here):
https://www.florencemailboxes.com/product/std-4c-mailboxes/

THEN - the style of lock that you or the homeowner needs to buy is called a UPSP L-1172 lock. It is made by a company called CompX locks. Readily available on Amazon around $20:
https://www.amazon.com/CompX-USPS-L-1172C-National-Mailbox-C9100/dp/B01CEUXCQC

It is a 5-minute project to change the lock, instruction here:
https://youtu.be/IzDKptwAZb8?si=apAp3fxVOkxZNyVc&t=143

And finally - I would recommend that you make each homeowner responsible for managing their mailbox lock and key - not the HOA. Just like how the homeowner is responsible for the lock and key on the front door of their unit...

PS, the "do not copy" stamp on the existing key means nothing, and will be ignored by every locksmith out there. Your homeowner could easily get a copy of that key at any ACE, Home depot, etc.

MarkM19 (Texas)
Posts: 1,459

Posted:

Bryon,
Thanks, you gave a lot of great information here.

Got me thinking of all of the people who buy used homes and get the keys from the previous owners. I am sure most are law abiding citizens, but it seems like a good idea to change the mailbox locks just as we should change the keys to your home after a Sale.

I have been meaning to add that now with the automatic key machines installed at many hardware store as well as big box stores the Do Not Duplicate keys are virtually not a thing anymore.

JulieH4
Posts: 75

Posted:

Just to clarify — while the HOA provides the mailboxes, it's the homeowner's responsibility to keep track of their key and handle any necessary lock changes. This isn’t something the HOA is responsible for. If the key is lost, USPS can replace the lock for about $35 (at least here in Texas). It’s definitely a good idea for homeowners to keep their keys in a safe place to avoid that expense.

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