Why Your Letter or Photo Might Be Rejected at Ottawa County and How to Avoid It

Ottawa County's mail review process has two layers. First, ICSolutions receives and scans your mail into its system, then forwards it to the Ottawa County Sheriff's Office. Staff there review the content and make the final call on whether to approve or reject it.

Ottawa County lists several clear examples of content that triggers a rejection. Vulgar references, including sexual or abusive language, will get your letter turned away. The same goes for references to illegal activity, with drug abuse specifically called out. Anything that could disrupt the facility or affect an inmate's mental well-being is also flagged. That category can feel broad, but the takeaway is simple: keep your message steady and supportive. Avoid content that stirs up conflict, panic, or chaos. Photos are a common trouble spot. Ottawa County's examples include pictures where subjects are not fully dressed. They also prohibit sexual poses and any pictures of drugs or drug use.

For photos, think "family-friendly" every time. Ottawa County's published examples are straightforward: photos can be rejected if subjects are not fully dressed, if they include sexual poses, or if they show drugs or drug use. If you have any doubt about an outfit, a pose, or what's in the background, choose a different picture.

• ✓ Pick photos where everyone is fully dressed
• ✓ Avoid sexual or provocative poses
• ✓ Do not include pictures of drugs or drug use
• ✓ Watch the background too (anything that suggests illegal activity can raise a flag)
• ✓ Skip images that could disrupt the facility or harm an inmate’s mental well-being

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• ✓ Re-read your letter for sexual, vulgar, or abusive language and remove it
• ✓ Cut any references to illegal activity (especially drugs)
• ✓ Keep the tone calm and steady, avoid content that could disrupt the facility or an inmate’s mental well-being
• ✓ Review every photo as if a stranger is screening it, swap out anything borderline (not fully dressed, sexual pose, drugs or drug use)
• ✓ Address the envelope using the facility’s required format and PO Box

Ottawa County publishes a specific mailing format for accepted items: Ottawa County Detention Center, Inmate Name, Inmate Identifier, PO Box 247, Phoenix, MD 21131. Use the inmate's full name and identifier. The PO Box format is part of what they list as the proper way to send mail.

If something is rejected, it does not get forwarded to the person in custody. As described above, ICSolutions scans received mail into its system, sends it to the Ottawa County Sheriff's Office, and staff approve or reject it from there. One more thing that affects expectations: Ottawa County states that effective May 27, 2024, their correctional facilities will no longer accept mail or packages except legal processes. That means even perfectly written letters and appropriate photos may not be accepted if they don't fall under what the facility considers legal processes.

1. Confirm what you sent falls under what the facility accepts - Ottawa County states that, effective May 27, 2024, they only accept legal processes, so start there.
2. Review your content against the rejection examples - remove vulgar or abusive language, drug references, and anything that could disrupt the facility or an inmate’s mental well-being.
3. Replace problem photos and resend only if allowed - choose images with fully dressed subjects, no sexual poses, and no drugs or drug use. If the item must go through legal processes, follow that route.