Tennessee prison mail is going digital: how to address letters, what happens to physical mail, and what you can send

TDOC's mail process relies on machine-reading the inmate's TDOC ID number. That number has to be written clearly and formatted correctly on the envelope. Mail without a legible TDOC ID simply won't be delivered.

Addressing

• ✓ Use the inmate’s committed name.
• ✓ Write the inmate’s number with the prefix exactly like this: TDOC ID# 123456.
• ✓ Make sure the TDOC ID is included and clearly written. If the TDOC ID number is not included and is not clearly written, it will not be delivered.

Put your full name and mailing address on the outside of the envelope as the return address. If something can't be delivered for any reason, a return address is what gets the letter back to you instead of it being held up or discarded.

With scanned mail, the paper you send doesn't stay with the inmate. The physical copy is kept by the scanning facility for up to 90 days, then destroyed. Your loved one can still read everything you wrote. They'll have access to the electronic version of the mail for the duration of their incarceration.

Under TDOC's current mail FAQ, mail sent to the TDOC P.O. Box is delivered to inmates within 1 to 3 business days after it arrives at the P.O. Box. You may also come across older policy language that describes mail being delivered within 24 hours of receipt (excluding weekends and holidays) once it reaches an institution's mail room. If timing matters for a specific facility, confirm the current process with TDOC or the facility directly before mailing anything time-sensitive.

Prohibited Photos

• ✓ Expect incoming inmate privileged mail to be screened for contraband before it leaves the mail room.
• ✓ Expect staff mail to be screened for contraband before it leaves the mail room.
• ✓ Expect packages to be screened for contraband before they leave the mail room.

Packages work differently from regular letters. TDOC policy limits packages so they may only be received directly from approved contract vendor(s). If you're on the inmate's approved visitor list, you may be able to purchase items or packages through those approved contract vendor(s). Everything ordered has to meet the specifications on the Inmate Personal Property List.

If a package arrives for someone who has paroled or discharged, the facility holds it for 30 days and notifies the inmate to retrieve it or arrange shipment. Packages addressed to deceased inmates are also held for 30 days, and next of kin is notified to make arrangements for retrieval.

The timeline most families will see referenced now is: delivered within 1 to 3 business days after receipt at the TDOC P.O. Box. Some legacy policy language describes a different internal timeline, delivery within 24 hours of receipt at the institution's mail room (excluding weekends and holidays). Both can be accurate depending on where your letter is in the pipeline (central receipt versus local delivery). If you're trying to estimate when something will arrive, use the 1 to 3 business day window as your baseline, then add extra time for weekends, holidays, and any screening delays.

Quick Checklist

• ✓ Write the inmate’s committed name and include their number exactly as: TDOC ID# (then the number). Make sure it is clear, or the mail will not be delivered.
• ✓ Put your full return name and return address on the envelope.
• ✓ Remember the paper letter is kept by the scanning facility for up to 90 days, then destroyed. Your loved one can view the electronic version during their incarceration.
• ✓ For packages, only use approved contract vendor(s). If you are on the inmate’s approved visitor list, you may be able to purchase through those approved vendors, and items must meet the Inmate Personal Property List specifications.