The following suggested checklist will help ensure a successful mailing:
▢ Call Your Postal Service Election Mail Coordinator
▢ Discuss the specific purpose for the mailing (e.g., information, ballots, and voter registration)
▢ Discuss when you intend to present the mail to the Postal Service
▢ Discuss your delivery date requirements
▢ Determine if the mailing must go as First-Class Mail – USPS recommends the use of First- Class Mail postage on all outbound absentee or vote by mail ballots
▢ Determine where and when the mail pieces must be presented to the Postal Service to meet your desired delivery dates
▢ Determine the size of the mailings
▢ Determine the best method of receiving return mail (e.g., P.O. box or Caller Service)
▢ Determine the best time to pick up the mail each day
▢ Determine the latest time when an election official can pick up returns
▢ Determine the final date for receiving return mail
▢ Determine the necessary postal equipment and supplies needed
▢ Determine payment method
▢ Determine what forms are needed for mailing and for postage payment
▢ Determine if the mailing must meet address or Move Update requirements
▢ Determine if the mailing needs to have an ancillary service endorsement (e.g., Return Service Requested)
▢ Determine if the mailing needs any Extra Services (e.g., Certified Mail, Registered Mail)
▢ Determine if the mailing needs to include a reply piece
▢ Decide if you plan to use Business Reply Mail or Courtesy Reply Mail
▢ Decide if it is cost effective to use QBRM
▢ Prepare your address list
▢ Decide who should receive the mail pieces
▢ Compile your address list
▢ Ensure proper address list hygiene
▢ Validate physical address accuracy
▢ Validate that you meet the Move Update standard, if applicable
▢ File required forms for postage discounts and other mailing services (if needed)
▢ PS Form 3615, Mailing Permit Application and Customer Profile (for Permit Imprint and Business Reply Mail permits)
▢ PS Form 3624, Application to Mail at Nonprofit Standard Mail Prices
▢ PS Form 3623, Request for Confirmation of Authorization (or Pending Application) to Mail at Nonprofit Standard Mail Prices
▢ PS Form 1093, Application for Post Office Box Service
▢ PS Form 1093-C, How to Apply for Post Office Caller Service
▢ PS Form 6805, Qualified Business Reply Mail (QBRM) Application
▢ Mailpiece Design – Work with a Mailpiece Design Analyst to ensure mailpiece compliance
Mailpiece Design Analysts (MDA) are trained to:
- PS Form 3624, Application to Mail at Nonprofit Standard Mail Prices
- Provide pre-mailing pieces design consultation
- Provide technical assistance to printers, graphic designers, and envelope manufacturers
- Offer guidance regarding automation rate qualification
- Review mailpieces for adherence to USPS standards
- Test paper and mail samples for thickness, color, flexibility, and barcode tolerances
- Analyze readability of actual mailpieces
- Provide assistance with mailpiece design evaluations of Political Mail and Official Election Mail
- Verify ZIP 4 & Barcode
- Logo placement
- Endorsements
- Size, shape, weight
- Barcode clearances
- Review samples before printing
Before artwork is sent to printer:
- Finalize design with MDA Official Election Mail Logo
- Barcode
- FIM
- Return address Legend if needed
- Submit pre-production proof
▢ Postal Service Recommendations
- Voter communication is an essential component of preventing late ballots
- Election Officials should consider including a voter notification in the ballot material packet to ensure the timely delivery of ballots
- Return by mail date guidance based on state/local laws
- Use letter-size reply envelopes
- Board of Elections should use First-Class Mail postage on all outbound absentee or vote by mail ballots
- Design reply envelopes to contain:
- Use the Official Election Mail Logo on all Official Election Mail
- Use IMb Tracing® a service which provides near real-time tracking information for your automation-compatible letters and flats
- Use Tag 191 on all Domestic and International Ballot mailings
▢ Consider appropriate colors, weight limitations, proper wording, placement of postal markings, etc.
▢ Obtain an evaluation of the final mailpiece design before printing
▢ Prepare and present the mailing
▢ Print mailing in time for preparation and delivery to Post Office
▢ Affix Tag 191 for Domestic and International Ballots
▢ Obtain postal supplies and equipment (e.g., carts, trays, stickers, rubber bands, tags)
▢ Prepare mailing for delivery to Post Office
▢ Obtain and complete postage statements to be presented with mailing:
- If using Bulk First-Class Mail, you will need to use one or more forms in the 3600 series
- If using Standard Mail, you will need to use one or more forms in the 3602 series
▢ Present mailing, postage statement, and check (payment) for postage account, if needed
Note: The following are trademarks of the United States Postal Service: ACS™, AEC II®, Business Reply Mail®, CASS™, Certified Mail®, Courtesy Reply Mail™, DMM®, DPV®, Express Mail®, First-Class Mail®, NCOALINK®, Official Election Mail®, Post Office™, Postal Explorer®, Postal Service™, Standard Mail®, USPS®, usps.com®, ZIP 4®.