Leading up to November 4, 2014, millions will use the mail to vote for their chosen candidate. From digitally optimized campaign mailers to voter mobilization leaflets or sample ballots and registration cards — the mail remains an increasingly important part of our democratic electoral process.
This 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.
We expect higher election and campaign mail volume for the mid-term election cycle 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 state, 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 have several exciting new enhancements this election season to ensure the smooth processing and timely delivery of Official Election Mail, Political Campaign Mail, and ballot mail — both inbound and outbound. Election season is a vital time to the nation and an important revenue stream for the Postal Service™. We’re committed to upholding this tradition and making sure citizens continue voting by mail.
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. Working together, we’re going to keep delivering for the American people, this election year and beyond.
Included in this kit are elements that can be used to communicate externally about election and political mail:
n Sample public relations plan.
n Sample news release.
n Election Mail messages.
n Election Mail talking points.
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.
Election mail does not include Political Campaign Mail.
Political Campaign Mail is political message mailings from political action committees (PACs), super-PACs, or other organizations engaging in issue advocacy or voter mobilization.
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 the 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 only be sent to and from persons in the following categories when they are 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.
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. 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.
Tag 57, Political Campaign Mailing, is a red container tag designed to provide visibility to political mail while it’s in the mailstream. It can be used for any political campaign mailing by a registered political candidate, campaign committee, and committee of a political party, or political message mailing by a political action committee (PAC), super-PACs, or other organizations engaging in issue advocacy or voter mobilization.
Specific responsibilities for handling Political Campaign Mailings are detailed in Postal Operations Manual (POM) 492.
Election Season 2014 Improvements
n Revised Mailing Standards for Balloting Material Postage
Effective October 7, 2013, the Postal Service revised balloting mailing postage standards in the Domestic Mail Manual (DMM®) 703.8. The rule requires that election officials prominently mark the postage required on all returned ballot materials. This measure is to prevent election mail being returned through the mail with insufficient postage.
n Election Mail Checkbox in Postal One
Effective January 26, 2014, the Postal Service enabled an Election Mail Checkbox in PostalOne!, and in Postage Statements: 3602-R, 3602-N, 3600-PM, and 3600-FCM. The purpose of this change is to provide USPS® visibility of all Official Election Mail entered into the mailstream. This change enables the organization to better tabulate election mail volume by entry point to help with current and future planning.
n National Cancellation Improvement
Effective March 20, 2014, the Postal Service enabled cancellation of all mail processed on USPS Letter Automation Compatible Postage Cancellation Systems. This change will have a variety of uses, including identifying the date of ballot materials, voter registration cards, absentee applications, and polling place notifications and tax filing submissions.
Sample Public Relations Plan
The Story
The U.S. Postal Service® recognizes elections for political offices as the bedrock of our system of government. Election season permits citizens to voluntarily participate in the democratic voting process by which many millions use the mail. As such, mail remains an important part of U.S. elections and we are confident in the dependable and timely delivery of election and political mail.
Tactical Objectives
1. Generate additional awareness and educate the public about the critical role of the U.S. Mail in the American electoral process.
2. Continue to reinforce our confidence in the dependable and timely delivery of election and political mail.
3. Drive consideration among electioneers to use the mail in the electoral process.
Strategies
n Educate and inform the public on proper mail handling, key dates, and general election mail tips.
n Proactively pitch local newspapers in hot-issue states on new processes in place to alleviate previous mail concerns and reinforce key messages of our timely mail delivery and processing.
n Continue to reinforce message that the Postal Service can be trusted and counted on to deliver ballots in a timely manner.
Key Messages
n Mail is an efficient and effective means for citizens to participate in the voting process and we are confident in the dependable and timely delivery of election mail and political mail.
n The Postal Service implemented multiple improvements to streamline mail processing and handling of election season materials.
n Voters can be confident that the Postal Service will process and deliver their election mail items in accordance with our stated delivery standards and give each piece equal care and attention.
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.
Talking Points (for external audiences)
General
n We are proud of mail’s popularity as an efficient and effective means for citizens to participate in the voting process.
n The U.S. Postal Service implemented a national enhancement to apply a cancellation mark to more types of mail to include: mail-in ballots; ballot materials; voter registration cards; absentee applications; and polling place notifications.
n The timely processing and delivery of Political Campaign Mail promoting candidates and causes is essential for the success of this election mailing season. Our employees receive thorough training to ensure accurate and timely handling of campaign mailings.
n The Postal Service implemented multiple improvements to streamline our process and handling of election mail.
n The Federal Register Notice titled “U.S. Postal Service Revised Balloting Materials Postage Standards”, published October 7, 2013, includes changes made for the 2014 election.
n Per the Federal Register Notice, the Postal Service now requires election officials to prominently indicate in the ballot materials the postage required for the return ballot via U.S. Mail.
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.
Military Ballots and APO/FPO/Talking Points
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 2014 midterm elections.
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 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 While problems are rare, they usually involve incorrect or bad addresses and the late entry of ballots into the mail systems by state elections officials. Poor quality barcodes also can be an issue.
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 — are counted. We have been delivering mail for military members for more than 200 years.
FOR IMMEDIATE RELEASE Contact: [Insert your name]
[Insert Date] [Insert your phone number]
Internet: www.usps.com
Release No. 13-XXX
U.S. Postal Service Reminds Voters to ‘Mail Early’
Recommended mailing dates for overseas military members fast approaching
WASHINGTON — With more than 19 million ballots expected to be mailed this election season, the U.S. Postal Service reminds voters to “mail early” and is providing helpful tips for customers to make it easy and convenient to vote.
“We understand election season is a very busy and important time of year and our customers expect timely, reliable and accurate mail delivery,” said Postmaster X. “Voters can be confident that we will process and deliver their election mail items in accordance with our delivery standards and give each piece equal care and attention.”
Postmaster X shares the following tips to help consumers prepare for the election season:
n To ensure the timely delivery of mailed ballots, [list out the local area] voters are asked to mail completed ballots by November 1, 2014 — three days before the November 4, 2014, date for the federal mid-term election. 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 October 30, 2014.
n Voters should also consider the time of day when dropping their absentee votes in a collection box to be sure it’s not past the last pickup time of the day for the particular collection box.
n Americans overseas, including members of the U.S. Armed Services, should plan on mailing ballots according to the mailing schedule at http://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.
n Voters should make sure to use proper postage and that the stamp appears in the upper right hand corner on the front of the envelope. The completed ballot should be placed inside the envelope correctly. Most return envelopes for ballots have windows on the front so the mailing address can be clearly seen.
n Those who need absentee ballots should check with local election offices for rules on requesting and completing them. Visit the state’s website to find out where election offices are located and to get information governing voting by mail.
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.
The Postal Service plays no role in how elections are carried out in the United States, although it is fully authorized to inform and educate elections officials about available Postal Service products and services. The non-partisan “Elections Officials Mailing Resources” site is available at http://usps.com/electionmail. A well-trained sales force, mail acceptance employees and employees with expertise in designing election mailpieces have been providing reliable, trusted expertise to elections officials across the country.
The Postal Service continually works with local elections officials and secretaries of state to ensure that election mail meets USPS standards, so that it can be processed and delivered efficiently, accurately, and on time.
The Postal Service receives no tax dollars for operating expenses, and relies on the sale of postage, products, and services to fund its operations.
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Please 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, please go to http://about.usps.com/news/media-contacts/usps-local-media-contacts.pdf.
Follow the Postal Service on Twitter @USPS and at http://Facebook.com/usps.
Stock Speech
Election and Political Mail
Intended 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 Postal Service plays in elections in our country.
I’m also eager to discuss how the Postal Service continues to improve mail processing for election season to make it easy and convenient for voters, elections officials (like you), candidates, and campaigns.
After my presentation, if anyone has questions, I’ll be happy to answer them.
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 important election mailpieces.
These pieces include voter registration cards, polling place notifications, and ballot applications, as well as ballots themselves.
Now, as (many/some) in this audience know, mail-in ballots are used for a variety of reasons.
Many military personnel who are serving our country overseas rely on absentee ballots to cast votes back home.
Absentee ballots are also popular with the elderly, travelers, and others who have trouble making it 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.
(As this audience knows,) This means just what the name implies: Citizens who request an absentee ballot are given one, no questions asked.
And in Oregon, Colorado, and Washington state, 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 25 million ballots were cast by mail in 2012. Those numbers will only get bigger in the years to come.
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.
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 out.
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.
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 of knowing their ballots will always be delivered on time.
In the same spirit, we’re not going to overlook the needs of citizens who live in remote areas.
Citizens have several options to deposit their mail.
For example, most people will be able to deposit their mail with their carrier.
Many will also be able to visit one of the supermarkets, pharmacies, or other retail outlets where the Postal Service has opened in-store branches called Village Post Offices.
In other cases, these citizens will be able to deposit their mail at a collection box or another nearby Post Office.
The Postal Service is taking other steps to ensure the timely delivery of election-related mail.
We’re working with our employees, giving them training to make sure they know how to keep these pieces moving efficiently through our system.
In addition, we’re reaching out to elections officials (like you) 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 they are due, just to be extra safe.
We also launched a major improvement to apply a cancellation mark to more types of mail to include: mail-in ballots; ballot materials; voter registration cards; absentee applications; and polling place notifications.
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 (like you). There are special Election Mail pages on our website at http://usps.com.
You can find a full range of resources there — including how to contact USPS election mail coordinators in your area.
These coordinators are located across the country. They’re eager to work with local and state officials to make sure they (or you) have what they (or you) need this election year.
Because ultimately, that’s what this is all about.
Everyone needs to 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.
Election Mail Frequently Asked Questions
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. 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.
3. Has the Postal Service expanded postmarks for more mail types?
Yes. Effective March 10, 2014, the U.S. Postal Service implemented a national enhancement to apply a cancellation mark to more types of mail. This improvement will now provide a legible date stamp on: mail-in ballots; ballot materials; voter registration cards; absentee applications; and polling place notifications. Business Reply, Permit Reply, PC Postage, and Print on Demand Postage are also included.
4. How does this improvement help with voting?
This change will give elections officials a receipt date for election mail items.
5. Which states are likely to benefit from this improvement?
The enhancement most applies to the 14 states that require a postmark for election mail (See Absentee Ballot chart).
6. Are there any changes in how postage is handled for ballot materials?
Yes. The Postal Service now requires balloting materials for all types of ballots — hardcopy or electronic — indicate the correct amount of postage that must be paid. This information must be included in the balloting materials (i.e., on the ballot, ballot instructions, mailing instructions, or the envelope) with the marking “First-Class Mail postage must be applied.”
7. How does the Postal Service handle election mail without postage or with insufficient postage?
Postal Service employees are instructed that 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. Overseas absentee ballots bearing the phrase “U.S. Postage Paid 39 USC 3406” are not short-paid, and no additional postage is needed.
8. Will the Postal Service’s load-leveling changes affect delivery of Official Election Mail?
It only affects delivery for Election Officials who will use Standard Mail. For mail entered on Friday or Saturday, the revised service standard will reflect a 4-day delivery expectation. The Standard Mail service change is one step the Postal Service is taking to increase operational efficiency in its processing plants and delivery operations.
9. How are mailers notified of the change?
The Postal Service published a notice in the Federal Register announcing this change was effective on April 3, 2014.
10. Is there a website where the public can learn more about election season mailing?
Yes. Consumers can visit our dedicated website for election mail at http://usps.com.
Absentee Ballot Deadline by State*
*Sourced from Long Distance Voter Organization
— Public Relations, Corporate Communications, 6-12-14
