November 6, 2012, is the date of the next presidential election. In addition to the race for the presidency, there will be big races for the House, the Senate, and state governors — and other state and local elections.
Elections generate both Political Campaign Mail and Official Election Mail, including vote-by-mail ballots. Twenty-seven states plus the District of Columbia allow no-excuse voting by mail. Another 21 states allow excuse-only absentee voting, and Oregon and Washington are vote-by-mail only states.
We expect greater than usual volume of Official Election Mail and Political Campaign Mail this year. Therefore, we need to be especially cognizant about the proper handling of this mail — including ballot mail — and of any concerns by election officials, secretaries of states, elected officials, candidates, the news media, and the general public regarding possible changes in service standards and how these changes might affect this mail.
It is crucial that we communicate that we are taking steps to ensure the smooth processing and timely delivery of Official Election Mail, Political Campaign Mail, and ballot mail — both inbound and outbound.
This initial Official Election Mail and Political Campaign Mail publicity kit is designed to help you communicate with employees, customers, and the news media about Official Election Mail, Political Campaign Mail, and military ballots.
Refer any inquiries from city, state, or federal officials concerning the handling of Official Election Mail, Political Campaign Mail, and ballot mail to Government Relations and Public Policy, and direct all media inquiries to Corporate Communications.
Key Employee Message
Election Mail Is Everyone’s Responsibility — From the letter carrier who delivers a ballot to the Business Mail Acceptance clerk who accepts and enters a bulk mailing, every Postal Service™ employee has a role and responsibility to understand and implement consistent regulations on identifying and processing Official Election Mail and Political Campaign Mail. It’s vital to the nation, and an important revenue stream for the Postal Service.
Key Messages (for external audiences)
n Mail is an increasingly important part of the U.S. election, and we are confident in the dependable and timely delivery of Official Election Mail and Political Campaign Mail.
n Due to the volume of high-priority mail predicted for the election as well as the holiday mailing seasons, no consolidating activities will be conducted from September through December 2012.
n Any planned consolidations will have no impact on the delivery of Official Election Mail or Political Campaign Mail for the November elections.
n Nearly all consolidating activities in 2012 will occur in August and will be somewhat modest in nature due to the recently concluded moratorium and a 90-day employee notification process.
n The timely processing and delivery of Political Campaign Mail promoting candidates and causes is essential for the success of this election mailing season. Training and stand-up talks are planned for employees.
n For all remaining primary elections of this election cycle, the U.S. Postal Service® is instituting a state-by-state outreach program to ensure election boards, political candidates, and mailers are aware of the deadlines for the election mail process.
n Local Postal Service officials continue to be in contact with the offices of registrars of voters to ensure that election mail and completed ballots are handled efficiently and processed in accordance with established procedures.
n We are proud of mail’s popularity as an efficient and effective means for citizens to participate in the voting process. The changes we are seeking to make will ensure affordable mail service, which will support the democratic process for years to come.
Definitions
Official Election Mail is any mailpiece created by an authorized voting registration official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process. It includes:
n Mail-in ballots.
n Ballot materials.
n Voter registration cards.
n Absentee applications.
n Polling place notifications.
Official Election Mail does not include Political Campaign Mail.
Free Absentee Ballots are balloting materials consisting of postcard applications, ballots, voting instructions, and envelopes that may be sent through the mail without prepayment of postage. The absentee ballot provisions in Mailing Standards of the United States Postal Service, Domestic Mail Manual (DMM®) 703.8.0 for mailing without postage are for federal elections including special elections of a federal nature. They are not for local elections. Free absentee balloting materials may be sent to and from state and local election officials and sent to enable persons in the following categories to apply for registration and vote by absentee ballot:
a. Members of the Armed Forces in active service, and their spouses and dependents.
b. Members of the U.S. Merchant Marine, and their spouses and dependents.
c. U.S. citizens residing outside the territorial limits of the United States and the District of Columbia, and their spouses and dependents residing with or accompanying them.
All other types of ballots and balloting materials must bear postage using a permit imprint, postage meter, adhesive stamp, or other acceptable method of postage payment.
Tag 191, Domestic and International Mail-In Ballots, is a container tag that is green in color and has been in use since November 2007. Election officials may use the tag to identify trays and sacks of their ballot mail destined for either domestic or international addresses. The tag provides greater visibility to ballot mail during Postal Service handling.
Tag 57 Change: Effective June 26, 2012
In an effort to improve internal tracking of political message mail, the U.S. Postal Service is expanding the use of Tag 57 to include political message mailings from Political Action Committees (PACs), Super-PACs, or other organizations engaging in issue advocacy or voter mobilization. The Postal Service wants to ensure that this volume receives visibility within the mailstream.
The expanded use of Tag 57 is only an operational change. The DMM and eligibility rules remain unchanged.
Use of Tag 57
The following can use Tag 57 for any political campaign mailing:
n Registered political candidate.
n Campaign committee.
n Committee of a political party.
n Political Action Committee (PAC), Super-PAC, or other organization engaging in issue advocacy or voter mobilization that is conducting a political message mailing.
Tag 57 is a red container tag designed to provide visibility to Political Campaign Mail while it’s in the mailstream.
Specific responsibilities for handling political campaign mailings are detailed in Postal Operations Manual (POM) 492. See also Publication 632, State and Local Election Mail — User’s Guide, for more information:
n http://about.usps.com/publications/pub632.pdf
n http://about.usps.com/publications/pub632/welcome.htm
Military Ballots and APO/FPO Mail Messages
n Even in times of war, we have delivered the most fundamental symbol of democracy — a ballot. One of the efforts of which we’re proudest is our contribution to seeing that the brave men and women of our armed forces serving abroad, including in Iraq and Afghanistan, can vote.
n All American voters living overseas, whether civilian or military, have the opportunity to mail their completed ballots back home free of charge by using either the APO/FPO Post Office or by hand-delivering their ballots to the nearest American embassy or consulate.
n The U.S. Postal Service and the Military Postal Service Agency again have joined forces to expedite the delivery of absentee ballots to overseas military personnel. There are special procedures for APO/FPO absentee ballots for the 2012 presidential general election. These procedures are in effect between January 1, 2012, and the end of the election cycle.
n Ideally, election officials should mail absentee ballots at least 30–45 days before the November 6 election.
n Trays or containers of absentee ballot mail may be identified using Tag 191, clearly labeling the mail as containing ballots.
n APO/FPO-destined absentee ballots will be sent from local Post Offices to the nearest processing and distribution center for further processing.
n Overseas U.S. military personnel will be returning their absentee ballots via the Military Postal Service (APO/FPO), and civilian citizens via American embassies or consulate offices or the international mail system.
n The ballots will arrive by international transportation at one of the USPS® gateway offices for Customs clearance and initial processing at select designated offices (ISC/P&DC).
n At these facilities, the mail is processed in an initial domestic primary sort for distribution throughout the United States.
n The proposed legislation provides only an alternative for how completed ballots are returned to the United States, and the Postal Service will continue to be a mailing option.
n Military men and women serving overseas can mail their ballots free of charge. FedEx would charge as much as $23.50 for a ballot to be returned to the United States — within 1 to 5 days. There is no guarantee by FedEx that the ballot will be delivered overnight.
n While problems are rare, they usually involve incorrect or bad addresses and the late entry of ballots into the mail system by state elections officials. Poor quality barcodes also can be an issue.
n The Military Postal Service Agency (MPSA) will standardize APO/FPO addresses before the November election. State election officials provide address files to MPSA. MPSA alerts state officials of incorrect addresses. States that do not provide files will not have updated change-of-address (COA) information. Responsibility lies with the state, not with MPSA or USPS.
n Our experience tells us voting by mail works and that the Postal Service can be trusted and counted on to deliver ballots in a timely manner. In June 2006, USPS was honored by a resolution in both the Louisiana House of Representatives and the Louisiana Senate for “exemplary service,” when, following hurricanes Katrina and Rita, the state held its largest vote-by-mail effort.
n The men and women of our military are risking their lives in support of the democratic principles of our nation. We owe it to them to make sure that their votes — each and every one of them — is counted. This means that every process must be well-thought-out, thoroughly tested, and leave no room for error. We have been delivering mail for military members for more than 200 years.
Talking Points
n Mail is an increasingly important part of the U.S. election, and we are confident in the dependable and timely delivery of election mail.
n The U.S. Postal Service handled 22 million ballots in 2008 and 10.5 million in 2010. We expect to handle more than 25 million ballots in 2012.
n No consolidating activities will be conducted from September through December 2012.
n We are proud of mail’s popularity as an efficient and effective means for citizens to participate in the voting process.
Service-Related Q&A
1. Will the Postal Service’s network consolidations affect delivery of political or election mail?
No. Due to the volume of high-priority mail predicted for the election as well as the holiday mailing seasons, no consolidating activities will be conducted from September through December 2012.
Any planned consolidations will have no impact on the delivery of election-related or political mail for the November elections.
Nearly all consolidating activities in 2012 will occur in August and will be somewhat modest in nature.
2. Registrars of voters generally sweep Postal Service facilities to pick up completed ballots that arrive close to the voting deadline on Election Day. Will these pick-up activities be impacted by network consolidations?
No. Postal Service officials at the district level are in regular communications with the registrars of voters and will coordinate the handling of completed ballots on Election Day.
Political Campaign Mail Q&A
1. What is Political Campaign Mail?
Political Campaign Mail is defined as materials mailed at commercial First-Class Mail or Standard Mail prices for political campaign purposes by a registered political candidate, campaign committee, or committee of a political party. This includes any public election — partisan or nonpartisan — for which there is a ballot.
2. A lot of mail looks like Political Campaign Mail. What kinds of pieces are not considered to be Political Campaign Mail?
Mail from organizations, such as labor unions, religious groups, retiree associations, and others that endorse specific candidates or political issues is not Political Campaign Mail. However, this mail is considered “political message mail” and can be identified with Tag 57 for processing.
3. What is Tag 57?
Tag 57, Political Campaign Mailing, is a red container tag designed to provide visibility to political campaign mail while it’s in the mailstream.
4. What kind of mail can Tag 57 be used for?
Tag 57 can be used for any political campaign mailing by a registered political candidate, campaign committee, or committee of a political party. A program change for this year now allows and encourages use of Tag 57 on political message mailings by Political Action Committees (PACs), Super-PACs, or other organizations engaged in issue advocacy or voter mobilization.
5. Will the DMM or eligibility rules for Political Campaign Mail change?
No. The DMM will not change, nor will eligibility rules. The expanded use of Tag 57 is only an operational change.
6. Why is the Postal Service expanding use of Tag 57?
The Postal Service is expanding use of Tag 57 to improve visibility of political message mail in the network so that we can more efficiently track revenue and volume. This also will help the Postal Service better plan for the next election cycle.
7. Is the use of Tag 57 required on all containers of Political Campaign Mail?
No. The use of Tag 57 is optional, but the Postal Service does encourage mailers to use the tag to identify trays and sacks of Political Campaign Mail and political message mail while it’s in the mailstream.
8. Is Tag 57 reusable?
Yes. Once containers of Political Campaign Mail and political message mail have been emptied, Tag 57 should be removed from the trays and sacks and retained by Postal Service employees for reuse.
9. How do Post Offices get a supply of Tag 57?
Post Offices can order Tag 57 from the Material Distribution Center (MDC) using normal ordering procedures. Post Offices should maintain a sufficient supply of Tag 57 to meet their local needs.
10. Are the handling procedures for partisan and nonpartisan Political Campaign Mail different?
No. Nonpartisan political campaign mailings must receive the same treatment as partisan political campaign mailings.
11. Where can I find the Postal Service procedures for handling Political Campaign Mail?
Specific responsibilities for handling political campaign mailings are detailed in Postal Operations Manual (POM) 492.
Official Election Mail Q&A
1. What is Official Election Mail?
Official Election Mail is any mailpiece created by an authorized voting registration official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process. It includes mail-in ballots, absentee ballots, balloting materials, voter registration cards, absentee applications, and polling place notifications.
2. Is political mail sent by candidates running for elected offices considered to be Official Election Mail?
No. Official Election Mail does not include Political Campaign Mail.
3. What is Tag 191?
Tag 191, Domestic and International Mail-In Ballots, is a green container tag used since November 2007. It may be used by elections officials to identify trays and sacks of their ballot mail destined for either domestic or international addresses. The tag provides greater visibility to ballot mail during Postal Service handling.
4. Can Tag 191 be used on any mailpiece that displays the Official Election Mail logo?
No. The green Tag 191, Domestic and International Mail-In Ballots, may be used only to identify ballots addressed for domestic or international delivery. The tag is not to be used to identify containers of other types of Official Election Mail, such as polling place notices, voter registration notices, or other ballot-related materials. Tag 191 also may not be used by organizations or individuals to send materials that promote political candidates, referendums, or political campaigns. To identify Political Campaign Mail, registered campaign mailers may continue to use the red Tag 57, Political Campaign Mailing.
5. Is Tag 191 required to be on containers of Official Election Mail?
No. The use of Tag 191 is recommended, but not required.
6. Is Tag 191 reusable?
Yes. Once containers of Official Election Mail have been emptied, Tag 191 should be removed from the trays and sacks and retained by Postal Service employees for reuse.
7. Since election officials are not supposed to use Tag 191 on nonballot mail such as polling place notices and voter registration forms, can they use Tag 57 to identify their mailing containers?
No. Tag 57, Political Campaign Mailing, is only to be used to identify trays and sacks of Political Campaign Mail sent by a registered political candidate, campaign committee, or committee of a political party to promote political candidates, referendums, or political campaigns (partisan or nonpartisan). New this year: Tag 57 also can be used to identify political message mail.
8. How do Post Offices get a supply of Tag 191?
Post Offices can order Tag 191 from the Material Distribution Center (MDC) using normal ordering procedures. Post Offices should maintain a sufficient supply of Tag 191 to meet the needs of their local election officials.
9. What is the Official Election Mail logo?
The Official Election Mail logo is a registered trademark image that may only be used by elections officials. The logo design features an interpretation of the stars and stripes of the American flag and the words “Official Election Mail” and “Authorized by the U.S. Postal Service.” The design, color, and placement specifications for the logo are detailed in Publication 631, Official Election Mail Graphic Guidelines and Logos, which is available online at http://about.usps.com/publications/pub631.pdf.
10. Why was the Official Election Mail logo created?
The logo was created by the Postal Service in cooperation with the Joint Election Official Liaison Committee to help federal, state, and local elections officials carry out their responsibilities under the National Voter Registration Act of 1993.
11. Who can use the Official Election Mail logo?
The Official Election Mail logo can be used on any mailpiece created by an elections official that is mailed to or from a citizen of the United States for the purpose of participating in the voting process. Official Election Mail includes balloting materials, voter registration cards, absentee applications, polling place notifications, and voter reply mail. Use of the logo must comply with the design specifications in Publication 631.
12. Are elections officials required to use the Official Election Mail logo?
No. Use of the logo is not required, but the Postal Service does encourage election officials to use the logo on their Official Election Mail materials. Use of the Official Election Mail logo helps recipients recognize a mailpiece as important and distinct from other mail. The logo also serves to identify Official Election Mail to Postal Service workers and distinguish it from the thousands of other mailpieces that are processed daily.
13. Does use of the Official Election Mail logo provide upgraded service for Official Election Mail during Postal Service processing?
No. Use of the logo is not intended to upgrade the level of service paid for or substitute for required postage.
14. Are there any Postal Service publications to help elections officials with preparing their mail?
Yes. Publication 632, State and Local Election Mail User’s Guide, is designed to help elections officials make decisions involving the design of their mailpiece, address list cleansing, class of mail, options for reply mail, and obtaining postage discounts. Publication 632 recommends that elections officials consult with the local mailpiece design analyst (MDA) before mailing, and includes a checklist that elections officials can follow to help them achieve a successful mailing. Quick Service Guides (series 240 for Standard Mail® letters and 340 for Standard Mail flats), available at http://pe.usps.com, are also helpful for mail preparation guidelines.
15. Can all ballots be mailed free of postage?
No. Only balloting materials consisting of postcard applications, ballots, voting instructions, and envelopes may be sent through the mail without prepayment of postage to enable persons in the following categories to apply for registration and vote by absentee ballot (in federal elections only) when absent from the place of voting residence and otherwise eligible to vote as an absentee:
a. Members of the Armed Forces in active service, and their spouses and dependents.
b. Members of the U.S. Merchant Marine, and their spouses and dependents.
c. U.S. citizens residing outside the territorial limits of the United States and the District of Columbia, and their spouses and dependents residing with or accompanying them.
All other types of ballots and balloting materials must bear postage using a permit imprint, postage meter, adhesive stamp, or other acceptable method of postage payment prior to mailing.
However, short-paid and unpaid absentee balloting materials must never be returned to the voter for additional postage. Postage is collected from the election office upon delivery or at a later date.
16. Are there requirements for mailpieces prepared as free absentee ballots?
Yes. To be mailable without prepayment of postage, mailpieces must bear the “Postage Paid 39 USC 3406” format under DMM 703.8.0. In addition, these balloting materials must be deposited at a U.S. Post Office, an overseas U.S. military post office, or an American embassy or American consulate.
17. When I see the indicia that reads, “U.S. Postage Paid, 39 USC 3406,” does that mean the mailpiece only has 39-cent postage?
No. That statement refers to Title 39 of the United States Code, which is a federal statute requiring the Postal Service to provide free mail service for absentee balloting materials for active military, merchant marines, U.S. citizens living overseas, and eligible spouses and dependents (see DMM 703.8.0). These mailpieces are not short-paid, and no additional postage is needed.
18. Are there mailpiece design requirements for free absentee ballots?
Yes. Qualifying mailpieces must be formatted to meet the design requirements in DMM 703.8.2.
19. Can absentee ballots for state or local elections be mailed free?
No. The provisions in DMM 703.8.0 for mailing free absentee balloting materials only apply to ballot materials for federal elections.
20. If ballots are found in the mailstream without postage or with insufficient postage, should the normal procedures for short-paid mail be followed?
No. Short-paid and unpaid absentee balloting materials must never be returned to the voter for additional postage. Postage is collected from the election office upon delivery or at a later date. Do not delay delivery of balloting materials. Uniformed (military) and overseas absentee ballots bearing an indicia “U.S. Postage Paid 39 USC 3406” are not short-paid, and no additional postage is needed. DMM 703.8.0
21. Do all ballot mailings bear an address correction service request endorsement? If so, how is this handled?
There is no requirement for election mail to bear an address correction service request endorsement. Election offices may use one, if desired, to obtain a notice that a voter has submitted a change of address for the purpose of mail forwarding. This would allow the election office to contact the voter to determine if they have actually moved or if they are simply having mail forwarded for a reason not related to a move.
If the election office does not request an address correction service, then they may not learn that a voter may have moved for as much as 1 year after the move, during which time the Postal Service forwards the mail to a new address.
22. The local elections office asked our Post Office if they could place one of their ballot collection receptacles in our lobby. The ballots dropped into the receptacle would not have postage affixed and would not enter the mailstream. The elections official would retrieve the receptacle on Election Day. Can we allow the elections office to place their ballot collection receptacle in our lobby as a convenience to voters?
No. Postal Service policy does not permit placement of an elections office ballot collection receptacle in a Post Office lobby.
23. What election-related materials are allowed to be placed in Postal Service lobbies?
Postal Service policy does not permit placement of election-related materials in Post Office lobbies or anywhere on Postal Service property.
24. Is there a website where elections officials can get information on mailing?
Yes. Direct election officials to the Elections Officials’ Mailing Resource site at www.usps.com/electionmail
.
Letter to the Editor
(Use Only For Reactive Purposes)
Postal employees remain steadfast in our commitment to deliver election-related or political mail in a timely manner.
Consolidations at mail processing locations this summer will reduce operating costs and help return the Postal Service to financial stability. This cost-cutting measure will help ensure affordable mail service.
The first phase of postal consolidation activities will be completed before the November election period and the holiday mailing season.
Any American voter living overseas, civilian or military, can mail a completed ballot back home free of charge.
In order to ensure ballots are received by November 6, Americans overseas, including service members of the U.S. Armed Services, should plan on mailing ballots back according to the recommended mailing schedule at www.usps.com/gov-services/gov-services.htm, or by contacting a local Army Post Office/Fleet Post Office (APO/FPO) or an American embassy, for guidance to determine the actual cut-off date specific to the overseas location.
The U.S. Mail serves as a secure, efficient, and effective means for citizens and campaigns to participate in the electoral process. The Postal Service is committed to delivering for the American public during this year’s presidential election.
Sincerely,
[U.S. POSTAL SERVICE OFFICIAL NAME & TITLE]
Sample News Release
FOR IMMEDIATE RELEASE Contact: [NAME]
[DATE] XXX-XXX-XXXX
XXXXXXXX@usps.gov
www.usps.com/news
Release No. 12-xxx
U.S. Postal Service Encourages Voters to Mail Early —
Recommended mailing dates for overseas military members fast approaching
[CITY]—With more than 25 million ballots expected to be mailed this fall, the U.S. Postal Service is encouraging voters to mail early this election season.
To ensure the timely delivery of mailed ballots, voters in the contiguous United States are asked to mail completed absentee ballots at least three days before the November 6 date of the federal general election — or November 3. Ballots mailed from the contiguous states to Alaska, Hawaii, Puerto Rico, or the U.S. Virgin Islands and vice versa must be mailed at least five days prior to the election date — or November 1. Voters should also consider the time of day when dropping their vote in a collection box to be sure it’s not past the pick-up time for the particular collection box.
Americans overseas, including service members of the U.S. Armed Services, should plan on mailing ballots according to the mailing schedule at www.usps.com/gov-services/gov-services.htm, or by contacting a local Army Post Office/Fleet Post Office (APO/FPO) or American embassy, for guidance in determining the actual cut-off date specific to the overseas location.
“Mail is an increasingly important part of U.S. elections, and we are confident in the dependable and timely delivery of election mail,” said [COMPLETE NAME AND TITLE]. “All American voters living overseas, whether civilian or military, have the opportunity to mail their completed ballots back home free of charge using the APO/FPO or by hand-delivering their ballots to the nearest American embassy or consulate.”
The Postal Service plays no role in how elections are carried out in the United States. A nonpartisan Elections Officials Mailing Resources site is available at www.usps.com/electionmail to inform election officials about Postal Service mailing options for election and political mail. Postal Service employees with expertise in designing election mail pieces long have been providing reliable, trusted guidance to election officials across the country. The Postal Service works with election officials and secretaries of states to ensure election mail meets standards for efficient processing and timely delivery.
Tips for voters using mail ballots:
n Visit state websites to ascertain election office locations and Vote by Mail rules.
n Check with the local election office for rules governing mail ballots.
n Place completed ballots inside their window envelopes correctly.
n Ensure proper postage and stamp placement on upper right-hand corner of envelope.
The Postal Service receives no tax dollars for operating expenses and relies on the sale of postage, products and services to fund its operations.
# # #
Note: For broadcast quality video and audio, photo stills and other media resources, visit the USPS Newsroom at http://about.usps.com/news/welcome.htm.
For reporters interested in speaking with a regional Postal Service public relations professional, go to http://about.usps.com/news/media-contacts/usps-local-media-contacts.pdf.
A self-supporting government enterprise, the U.S. Postal Service is the only delivery service that reaches every address in the nation — 151 million residences, businesses and Post Office Boxes. The Postal Service receives no tax dollars for operating expenses, and relies on the sale of postage, products and services to fund its operations. With 32,000 retail locations and the most frequently visited website in the federal government, USPS.com, the Postal Service has annual revenue of more than $65 billion and delivers nearly 40 percent of the world’s mail. If it were a private sector company, the U.S. Postal Service would rank 35th in the 2011 Fortune 500. In 2011, Oxford Strategic Consulting ranked the U.S. Postal Service number one in overall service performance of the posts in the top 20 wealthiest nations in the world. Black Enterprise and Hispanic Business magazines ranked the Postal Service as a leader in workforce diversity. The Postal Service has been named the Most Trusted Government Agency for six years and the sixth Most Trusted Business in the nation by the Ponemon Institute.
Follow the Postal Service at www.twitter.com/USPS and at www.facebook.com/USPS.
Sample Audio News Release
FOR IMMEDIATE RELEASE Contact: [NAME]
[DATE] XXX-XXX-XXXX
XXXXXXXX@usps.gov
www.usps.com/news
The Postal Service Encourages Voters to Mail Early
Intro
With more than 25 million ballots expected to be mailed this fall, the U.S. Postal Service is encouraging voters to mail early this election season. Voters in the contiguous United States should mail completed absentee ballots at least three days before they are due, according to Postal Service [TITLE, NAME].
U.S. Postal Service Soundbite
Mail is an increasingly important part of U.S. elections, and mailing ballots back at least three days before they are due will ensure dependable and timely delivery of ballot mail. American voters outside the contiguous United States or living overseas, whether civilian or military, should check USPS.com for suggested ballot mail-back dates. These Americans can mail their completed ballots back home free of charge by using either the APO/FPO Post Office or by hand-delivering their ballots to the nearest American embassy or consulate.
Close
The Postal Service has been working with local election officials and secretaries of states for almost two years to make sure election mail is created in a way that allows for efficient processing and delivery. Voters can do their part by making sure their ballot is placed correctly inside the envelope so the mailing address can be clearly seen and that the proper postage is placed in the upper right-hand corner on the front of the envelope.
Preceding audio courtesy of U.S. Postal Service.
Sample Speech for External Audiences
Good [MORNING/AFTERNOON/EVENING]. Thank you for that kind introduction, and thank you for inviting me to join you today.
I appreciate this opportunity to discuss the important role the U.S. Postal Service plays in elections in our country.
I’m also eager to discuss some of the changes the Postal Service is making — and what these changes will mean for voters, election officials, candidates, and campaigns.
If anyone has questions after my presentation, I’ll be happy to answer them.
Let me begin by saying the Postal Service has been a big part of the electoral process since the dawning of our democracy.
In the 1790s, Congress established postage rates for newspapers because early American lawmakers knew it was important to keep ideas and information flowing to the electorate.
And in the election of 1860, when Abraham Lincoln defeated Stephen Douglas, the Postal Service once again came through for the American people.
On the day after Lincoln’s victory, a rider in the Postal Service’s Pony Express dashed out of the Nebraska Territory to deliver the news to the West.
California’s newspapers received word of Lincoln’s election 7 days and 17 hours later — an unrivaled feat at the time.
Today, the Postal Service remains a vital player in the electoral process.
We have two main responsibilities:
First, we offer a secure, efficient, and effective means to process election mail pieces.
These pieces include voter registration cards, polling place notifications, and ballot applications, as well as ballots themselves.
Now, as some in this audience may know, mail-in ballots are used for a variety of reasons.
Military personnel who are serving our country overseas rely on absentee ballots to cast votes back home.
Absentee ballots are also popular with senior citizens, travelers, and others who may have challenges getting to the polls on Election Day.
For decades, the Postal Service has been delivering these ballots — safely, securely, and on time — even during times of war.
Voting by mail can also be a matter of convenience.
27 states, plus the District of Columbia, allow what is known as “no excuse” voting by mail.
This means just what the name implies: Voters who request absentee ballots are provided one, no questions asked, no reasons needed.
And in the states of Oregon and Washington, all voting is done by mail.
So no matter how you look at it, mail is an important part of elections in our country.
Almost 24 million ballots — or 17 percent of all votes — were cast by mail in 2008. Those numbers will only increase in coming years.
Now, everything I’ve just described falls under the category of “election mail.” It’s the first of the two major responsibilities the Postal Service has at election time.
Second, we’re also responsible for delivering “political mail.” This is the term used to describe the brochures, direct mail pieces, and other materials that candidates and campaigns send to their constituents.
These mailings are important, too, because they allow candidates and campaigns to communicate directly with voters.
At the Postal Service, we take great pride in our work to deliver absentee ballots and other election mail, as well as campaign brochures and other political mail.
We want everyone to know we’re going to keep delivering for the American people, this election year and every election year.
But as many of you know, the Postal Service is also dealing with some serious challenges.
You probably hear a lot about it in the news.
We’re losing billions of dollars each year as a result of declining First-Class Mail volumes and other economic factors.
One of these factors is a law that requires us to set aside money each year to pay for the health care costs of our future retirees.
The Postal Service is working hard to strengthen its financial standing — but first, we’ve got to change the way we do business.
This includes consolidating facilities, including a number of mail processing facilities across the country.
We’re also shortening hours at a number of low-activity Post Offices, another measure that will help us cut costs.
You may be wondering how consolidation may affect our ability to deliver election mail and political mail for this year’s elections.
Let me be clear: It won’t be affected.
The Postal Service is taking several steps toward this end.
For example, although we began consolidating mail processing facilities in the summer, we will suspend these activities during election season.
No consolidations will take place from late August through early November, during the volume increase in election season mail.
Placing consolidations on hold during election season will help us ensure the delivery of absentee ballots mailed by Americans abroad, including our military personnel.
My colleagues and I take great pride in helping the members of our Armed Forces mail completed ballots back home, free of charge.
These brave men and women deserve the peace of mind that comes with knowing their ballots will be delivered on time.
In the same spirit, we’re not going to overlook the needs of voters who live in areas where the local Post Office may close or may have its hours shortened.
Voters will still have several options to deposit their mail.
For example, most people will be able to deposit their mail with their letter carrier.
Many will also be able to visit supermarkets, pharmacies, or other retail outlets where the Postal Service has opened in-store branches.
In other cases, voters will be able to deposit mail at a collection box or another nearby Post Office.
And under current plans, Post Offices will not be closed if none of these options are available to a community.
The Postal Service is taking other steps to ensure the timely delivery of election-related mail.
We’re training employees to ensure they know how to keep mailed absentee ballots moving efficiently through our system.
In addition, we’re reaching out to election officials across the country, as well as the public, to make sure they have the information they need this election season.
For example, we’re encouraging voters to mail their completed absentee ballots a few days before the general election, just to be extra safe.
We’re also urging voters to check with their local elections office for rules on requesting and completing absentee ballots.
In addition, the Postal Service offers a lot of information online for local and state election officials. There are special Election Mail pages on our website at www.usps.com/electionmail.
You can find a full range of resources there, including how to contact USPS election mail coordinators in your area.
USPS election mail coordinators are located across the country. They’re eager to work with local and state officials to ensure they have whatever they may need from the Postal Service this election year.
Ultimately, that’s what this is all about.
We must all work together to make sure every vote counts, this year and every election year.
The United States Postal Service has played an important role in the democratic process since the earliest days of our country.
Even in times of war, we’ve delivered the most enduring symbol of our democracy — the ballot.
We’re committed to upholding this tradition, and making sure citizens continue voting by mail.
Working together, we’re going to keep delivering for the American people, this election year and beyond.
Thank you.
— Public Relations, Corporate Communications, 7-26-12
