Incoming Mail Policies and Procedures

Note: the following mail policies and procedures apply to mail being sent directly to individuals in custody.

Individuals in custody may receive correspondence, privileged mail, and publications in accordance with Department policies and procedures.

All incoming and outgoing correspondence, including privileged mail, is opened and inspected for contraband. Contraband refers to items proscribed by criminal law, Department or facility rules, or posted notices for which an individual in custody shall not possess within a facility. Privileged mail is open and inspected for contraband in the presence of the individual in custody to whom it is addressed.

Non-Privileged Incoming Mail

Mailroom staff will process incoming non-privileged mail, including letters, greeting cards, and photographs, by:

• Scanning in color, the front and back of the envelope and each item within and digitally distributing it to the individual in custody by uploading it to their electronic device or physically distributing it by printing a copy and delivering it to the individual, or
• Photocopying in color, the front and back of the envelope and each item within and distributing the copies to the individual in custody.

More information about the Department's new processes for non-privileged incoming mail is available here.

The following items are not scanned or photocopied: 

• Publications.
• Photos sent directly from photo printing service companies.
• Official documents, including but not limited to birth certificates and Social Security Cards, mailed from a government entity. 
• Correspondence sent to an individual in custody through inter-office mail by the Department’s Assistant Director, Chiefs and Deputy Directors, or Department attorneys, PREA Coordinator, or American with Disabilities Act Coordinator.   
• Any mail received that is identified as “unauthorized mail” in accordance with IDOC’s incoming mail policies and procedures.
• Any envelope or paper larger than 8.5 x 14 in.

Recommendations for Mailing Correspondence to Individuals in Custody

• IDOC strongly recommends loved ones write in black ink. The use of light-colored inks or pencils may result in a reduced image quality when viewing the correspondence on a tablet.
• Using glue, glitter, paint, crayon, adhesives, ribbon, cloth, or string on correspondence is discouraged as it could damage the scanners and therefore may not be able to be processed.

Privileged Mail

Incoming privileged mail shall be opened in the presence of the individual in custody to whom it is addressed to inspect for contraband, to verify the identity of the sender, and to determine that nothing other than legal or official matter is enclosed.

Privileged Mail is mail sent to an individual in custody by:

• The Director
• Assistant Director, Chiefs, and Deputy Directors of the Department
• Department attorneys
• The Department Prison Rape Elimination Act (PREA) coordinator
• The Department American with Disabilities Act coordinator
• Members of the Administrative Review Board
• Members of the Prisoner Review Board
• The Governor of Illinois
• A Foreign Consular
• Federal or Illinois legislators
• The Federal Bureau of Investigation, the Drug Enforcement Administration, the Criminal Division of the Department of Justice, the United States Customs Service, the Secret Service, the Illinois State Police, and Sheriff's Offices and Police Departments in the State of Illinois
• The Office of the Illinois Inspector General
• John Howard Association
• A rape crisis center that has executed a memorandum of understanding
• with the facility
• Registered Attorneys who provide legal representation to individuals in custody
• State's Attorneys
• The United States Department of Justice and Offices of the United States Attorneys
• The Office of the Illinois Attorney General
• Judges or magistrates of any court or the Illinois Court of Claims Judges
• Any organization that provides direct legal representation to individuals in custody, but not including organizations that provide referrals to attorneys, such as bar associations

Beginning July 1, 2026, the Department shall utilize a multi-factor authentication (MFA) system that allows the Department to confirm the identity of the sender of a piece of privileged mail. If multi-factor authentication is unable to confirm the identity of the sender, the Department shall conduct further review to confirm the identity of the sender. More information about the Department’s MFA mail system is available here.

Publications

Individuals in custody may receive new or used publications, including but not limited to any hard or soft-covered book, booklet, magazine, newsletter, or newspaper that is mailed directly to them by a publisher.  

A publisher includes any publisher, book club, or bookstore, any other book, magazine, or newspaper distributor, a religious organization or ministry, an educational institution, or a unit of government conducting mail order business or otherwise delivering publications to readers.

All publications shall be delivered promptly if they are free of contraband and do not violate the standards set forth by Department Rule.  Section 525.220 Standards for Publications can be found here.

Individual in Custody Notification of Unauthorized Mail

If unauthorized mail items are received for an individual in custody, these items will not be delivered to the individual and a notice of the unauthorized mail will be sent to the sender and the individual in custody.  Pursuant to Section 525.140 Incoming Mail, the sender of the unauthorized mail will receive notification and the opportunity to appeal IDOC’s decision to not deliver the unauthorized mail. An individual in custody may utilize the grievance procedures in accordance with 20 Ill. Adm. Code 504 Subpart F to address the proposed rejection. This process is implemented to enhance the safety and security of IDOC facilities.

The following list includes items not authorized to be mailed to individuals in custody. This list is not exhaustive. 

Unauthorized Mail

Policies and Regulations

IDOC Administrative Directive 04.01.108 - Publication Review

IDOC Administrative Directive 05.02.151 - Mail Procedures for Individuals in Custody

Illinois Administrative Code Title 20, Part 525 Rights and Privileges