State and Local Election Mail — User’s Guide

State and Local Election Mail — User’s Guide

How to Use This Guide

Section I. Determining the Appropriate Class of Mail to Use

What You Are Mailing

How Your Mailpieces Are Designed

How Quickly You Need the Pieces Delivered

How Many Pieces You Are Sending

Whether You Want Free Forwarding and Return

If You Need Extra Services

Section II. Using Reply Mail and Sending Mail to Armed Forces Personnel and Overseas Voters

Section Ill. Preparing Your Address List

Address Hygiene Tools

Physical Address Hygiene and Quality

Move Update Options

More Addressing Tips for Election Mailers

Addressing Official Election Mail to Persons Overseas and in the Military

Section IV. Consulting with a Postal Service Manager of Customer Relations to Plan the Mailing

Consult with Your Local Postal Service Manager of Customer Relations

Section V. Required Forms for Postage Discounts and Other Mailing Services

For Postage Discounts, Use PS Form 3615

For Authorization for Nonprofit Status, Use PS Form 3624

For Business Reply Mail, Use PS Forms 3615 and 6805

Section VI. Working with a Mailpiece Design Analyst to Ensure Compliance with Postal Service Standards

Consult with a Mailpiece Design Analyst Before Printing Your Envelopes

More Design Tips for Election Mailers

Design Resources

Section VlI. Preparing and Presenting the Mailing

At Least 2 Weeks Before Election Day (and Preferably Earlier), Finalize Your Plans

Section VIll: Election Mail Checklist

Step 1. Call your Postal Service Area and District Customer Relations Coordinators.

Step 2. Determine if the mailing needs to include a reply piece (See Section II).

Step 3. Prepare your address list (See Section III).

Step 4. File required forms for postage discounts and other mailing services (if needed) (See Section V).

Step 5. Review mailpiece design.

Step 6. Inform voters what to expect if they choose to use the mail to vote.

Step 7. Prepare and present the mailing (See Section VII).