How to document suspicious contacts for adult protective services workers in 2026

Q: Is Postal Buddy free for older people?

Postal Buddy says the senior's side is free forever. Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins.

A step by step way for adult protective services workers to record suspicious contacts, what to capture, and tools that can help.

By CleverDings · 2026-10-13

CleverDings is published by the makers of Benefit Buddy, Postal Buddy and Packing Buddy, which are compared here alongside other apps.

Record the contact details, keep the original message or letter, note why it seems suspicious, and track what action was taken. A tool can help organize information, but records should still include the facts that matter for the case.

Option	What it does	Cost
Postal Buddy	Tells an older person, in big print and out loud, what each letter they photograph is. ^[1]	The senior's side is free forever; Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins. ^[1]
Agency records system	Not published here; check what records and files it supports.	Not published
Camera or scanner	Not published here; check workplace rules for capturing and storing documents.	Not published

What you need before you start

Most of the work is gathering facts. Having the details in one place makes it easier to create a clear record.

Contact details. Record the date, time, sender, caller, address shown, phone number, and any other identifying information.
The contact itself. Keep the letter, message, screenshot, or notes from a call. Do not change the original wording when making notes.
Why it raised concern. Write the specific details that stood out, such as a request for payment, unusual instructions, or pressure to act quickly.
The response. Note who was contacted, what was said, and what follow-up is needed.
Related records. Keep case notes, documents, and any permission or referral information connected to the contact.

Step by step

Start with the basic facts. Write who made contact, when it happened, and how the contact arrived.

Save the source material. Keep the original letter, message, image, or call notes with the case record. Add a note if something cannot be preserved.

Separate facts from concerns. Write what happened first, then explain why the contact may need review. This keeps the record clear.

Capture requests and instructions. Record what the person was asked to do, what information was requested, and any deadlines or warnings given.

Document actions taken. Note referrals, calls, reports, and any follow-up steps. Include dates and the people involved.

Review the record. Check that another worker could understand what happened without needing missing context.

Store the information carefully. Follow workplace rules for case records and keep sensitive information in approved systems.

Tools that can do it

Case notes or document systems. Existing workplace tools can be used to store contact details, notes, and related files. Check the rules for the system used by the agency.

A scanner or camera. A device can help capture paper letters or other physical documents for record keeping. Check local procedures for storing images.

Postal Buddy. Postal Buddy is made by the team that publishes this site. Postal Buddy is an app that tells an older person, in big print and out loud, what each letter they photograph is. ^[1] You take a photo of each letter you get, and Postal Buddy tells you, in big print and out loud, what it is. ^[1] The app can read its explanation of a letter out loud. ^[1] For a bill, it shows the sender, the amount and the due date. ^[1] For a suspected scam, it says not to pay or call the number on it; Postal Buddy says it never calls a letter safe. ^[1] Its web scam check is free and needs no account; Postal Buddy tells you what looks wrong and says nothing is kept. ^[1]

A shared review process. Some teams may use a second person to review notes before they are finalized. Check agency procedures for when review is needed.

Common mistakes to avoid

Writing conclusions without details. Record the facts that led to a concern instead of only writing a label.
Leaving out the original contact. Keep the letter, message, or notes so the record shows what happened.
Mixing facts and guesses. Separate what was observed from what is suspected.
Forgetting follow-up. A note should show what happened after the contact was reviewed.
Adding unnecessary personal information. Keep records focused on the contact and the case needs.

Frequently asked questions

Can Postal Buddy help explain letters for adult protective services cases?

Postal Buddy can tell an older person, in big print and out loud, what each letter they photograph is. ^[1] It can help explain the contents of a letter, while case records still need the facts required by the worker's process.

Can Postal Buddy identify a suspicious letter?

For a suspected scam, Postal Buddy says not to pay or call the number on it; Postal Buddy says it never calls a letter safe. ^[1] A worker should still record the details of the contact and follow agency procedures.

Can Postal Buddy show bill details from a letter?

For a bill, Postal Buddy shows the sender, the amount and the due date. ^[1] These details can be part of the information a worker records when reviewing a contact.

Is Postal Buddy free for older people?

Postal Buddy says the senior's side is free forever. ^[1] Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins. ^[1]

Can Postal Buddy send updates about letters?

Plus adds a Monday email on what needs doing, what was caught and what changed; on the free plan, one family member gets a Monday email with how many letters came. ^[1] Plus includes alerts for a scam asking for money, a bill about to go overdue, a government letter, or a bill that jumped. ^[1]

Postal Buddy says the senior's side is free forever; Plus costs $9.99 a month or $79 a year, with a 30-day Plus trial and no card needed when the first helper joins. ^[1]

Try Postal Buddy

Sources

Postal Buddy's own description of itself (the product of this site's publisher)