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).
