Kit 600: Your 2024 Official Election Mail

Your 2024

Official Election Mail

Kit 600

January 2024

The Postal Service has a long and proud history of supporting our country’s electoral system

and we take seriously our clear and dened role to process, transport, and deliver the nation’s

Election Mail, including ballots. We continually reassess our capabilities to improve the operational

effectiveness of our critical Election Mail service.

Since the launch in March 2021 of our 10-year Delivering for America (DFA) strategic plan

to modernize and revitalize the Postal Service, we have created a permanent Election and

Government Mail Services structure. This full-time team is trained to educate postal employees

and election ofcials on policies and procedures for the proper handling of Election Mail, and to

monitor related activity to resolve issues as they arise.

The Postal Service provides many common-sense mailing recommendations to help voters and

election ofcials use the mail successfully when policymakers decide to use mail as part of their

election administration. We recommend that both voters and election ofcials follow any guidance

provided by their state, consider the time required for both legs of mail delivery, and keep in mind

any applicable Postal Service mailing recommendations. Sharing the Postal Service’s mailing

recommendations with your voters can better help them decide which method of participation in

the electoral process is right for them.

Important Reminder for the 2024 Election Cycle:

Election ofcials should use all available tools to improve the visibility of their Election Mail

within the postal network. In particular, the Postal Service strongly recommends the use of

Service Type IDentiers (STIDs), especially for ballots to improve Ballot Mail visibility within the

automation environment.

The Postal Service makes available specic STIDs for use by election ofcials on Ballot Mail, which

is any piece of ofcial Election Mail that contains a live ballot. These Ballot Mail STIDs may be used

only on Ballot Mail and may not be used on other ofcial Election Mail, such as sample ballots, voter

registration cards, polling place notications, etc. Election ofcials and mail service providers should

be aware that discounts are available for ballot mailings that use a Full-Service Ballot Mail STID.

For other types of Election Mail, refer to pages 2 and 4 of the STID Table on PostalPro at

https://postalpro.usps.com/mailing/service-type-identiers to determine which STID to use

based on the mail class, address correction option, and other desired services.

(continued on back)

475 L’Enfant PLaza SW

aShington DC 20260-3100

iSit uS @ uSPS.Com

Page 2

475 L’Enfant PLaza SW

aShington DC 20260-3100

iSit uS @ uSPS.Com

(continued)

The Postal Service has prepared the 2024 Ofcial Election Mail Kit to help in the planning and preparation

of election-related mail. The kit is part of our continued commitment to provide you with the tools

necessary to use the U.S. Mail

™

as a secure, efcient, and effective way to help facilitate the election

process. For added security and peace of mind, all mail, including Election Mail and specically balloting

materials and ballots, is protected by the United States Postal Inspection Service

, the oldest federal law

enforcement agency in the nation. Election Ofcials should consider the Inspection Service as a valuable

resource in efforts to protect ballot materials.

Included in your 2024 Ofcial Election Mail Kit (Kit 600) are the following fact sheets and publications:

Election Mail Key Recommendations — Outline of the Postal Service’s key recommendations that

should be considered to help ensure you have the tools you need to successfully use the mail.

Ofcial Election Mail Resources — Overview of the many resources available to election ofcials to

effectively use the mail.

Steps to Creating Your Intelligent Mail Barcode — Learn how to create your own serialized IMb to

track Election Mail while in the mailstream and more.

Service Type IDentier for Ballot Mail — Understand how the three-digit code is improving the

identication and tracking of ballot mailpieces.

Informed Visibility

Mail Tracking and Reporting — Learn about this service that provides near-real-time

mail tracking data for letters and at pieces, bundles, handling units (trays, tubs, and sacks), and containers.

Tag 191, Domestic and International Ballots — Information and guidelines to help your Ballot Mail get

higher visibility upon entry.

Business Reply Mail or Qualied Business Reply Mail with Intelligent Mail Barcode Accounting

(IMbA

)— Description of the First-Class Mail® service and a step-by-step guide to completing a BRM

and QBRM application.

Special Procedures: APO/FPO/DPO and Overseas Citizens Absentee Ballots — Tips to ensure

absentee ballots reach military personnel and citizens who are overseas.

Informed Delivery — Discover the benets associated with creating an Informed Delivery campaign in

your electoral jurisdiction.

Mailing Standards of the United States Postal Service, Domestic Mail Manual— Includes many of

the Postal Service’s regulations about balloting materials.

USPS Election Mail Checkbox — Use the Election Mail Checkbox in the PostalOne!

processing

system to ensure USPS® visibility of all Election Mail entered into the mailstream.

USPS Postmarking Guidelines — An explanation of the Postal Service’s policy concerning the

postmarking of ballots returned by voters.

Next Steps — Ready to get started? Follow a few simple steps for expert advice on how to create,

handle, and send Election Mail.

Publication 631, Ofcial Election Mail—Graphic Guidelines and Logos — Learn proper usage of

the Ofcial Election Mail logo for inclusion on mailpieces.

Publication 632, State and Local Election Mail—User’s Guide — Contains information that election

ofcials must consider before mailing Election Mail.

Page 3

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 4

Election Mail Key Recommendations

Fact Sheet for Election Mail

This fact sheet includes many of the Postal Service’s

recommendations for Election Mail. Following these

recommendations will help increase the visibility of ballots

as they move through the postal network and will generally

improve processing and enhance customers’ experience.

MAILING RECOMMENDATIONS

When making decisions about mailing ballots (and other

time-sensitive Election Mail), election ofcials should rst

consider their state and local rules, requirements and

recommendations. Secondly, you should choose whether

you want to outsource printing and utilize mail service

providers or not. It is also important to consider print and

production times. Additionally, make sure to consider

mailing logistics such as mail induction point locations

and be sure to avoid comingling outbound ballot mailings

with other mailpieces.

Along with any guidance from the state or locality,

the Postal Service recommends that election ofcials

consider providing any applicable Postal Service mailing

recommendations in their voter communications. Sharing

the Postal Service’s mailing recommendations will help

ensure that individuals who wish to use the mail to vote

know how to do so successfully.

The Postal Service’s mailing recommendations for

voters include:

In jurisdictions that require eligible voters to

request a ballot to receive one through the mail:

We recommend that domestic, nonmilitary voters

request their ballot as early as their jurisdiction allows.

Note: not all voters need to request a ballot to receive

one; check your local and state voting requirements.

For domestic, non-military voters who choose

to use the mail to return their completed ballot:

The Postal Service recommends that they mail their

completed ballot before election day, and at least one

week before the deadline by which their completed

ballot must be received by their local election ofcial.

Some states may recommend allowing even more

time for mailing completed ballots.

All voters should keep in mind the time required for

both legs of mail delivery—to the voter and back to

election ofcials—when deciding how to participate in

an election.

MAIL CLASS

The Postal Service continues to recommend that election

ofcials use First-Class Mail

for their outbound ballot

mailings to voters. Using First-Class Mail allows for

faster service while providing high visibility as the ballot

mailpiece moves through the mailstream (when used

with USPS

visibility tools, like serialized Intelligent Mail

barcodes). Nevertheless, the Postal Service has long

engaged in several practices to prioritize ballots that are

entered as Marketing Mail, regardless of the paid class,

when capacity permits and mailpieces are identiable as

ballots by the Ofcial Election Mail logo or other Postal

Service visibility indicia.

The Postal Service will continue to process and deliver

expeditiously, as we have done in past elections, with

the result that Ballot Mail commonly receives delivery

timeframes equivalent to First-Class Mail even when

mailed as Marketing Mail.

MAILPIECE DESIGN REVIEW

The Postal Service strongly recommends that all Election

Mail envelopes, including previously approved designs,

be reviewed by a Mailpiece Design Analyst (MDA) each

year prior to mail printing. MDAs can provide guidance

on envelopes that meet the Postal Service’s processing

requirements, answer questions about mailpiece design,

give advice on evaluating mailpieces for automation

discounts, provide technical assistance on the Postal

Service’s envelope standards, and help construct mailing

plans.

For more information, connect with an MDA via email

at [email protected] or by calling 877-672-0007 (select

option 2 for mailing and shipping, then option 2 for MDA).

Hours of operation are Monday through Friday, 7 a.m. to

7 p.m. Central Time (closed federal holidays).

(continued on back)

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 5

MAIL VISIBILITY

Election Mail visibility refers to the range of tools available

to provide increased insight and trackability for your

mailpiece within the postal network. In some cases,

these tools can allow election ofcials to track their mail

through the entire network.

Election ofcials should use all available tools to improve

the visibility of their Election Mail within the postal

network. The Postal Service strongly recommends the

use of green Tag 191, dedicated Service Type IDentiers

(STIDs), and serialized Intelligent Mail barcodes for

ballots. In addition, the Ofcial Election Mail

logo and the

Election Mail Checkbox should be used for all Election

Mail, including ballots.

④

Tag 191

– The Postal Service recommends the use of green

Tag 191, Domestic and International Ballots, to

identify trays and sacks that contain Ballot Mail.

– Although use of the tag is optional, it provides

greater visibility to Ballot Mail at mail entry.

④

Service Type IDentier

– The Postal Service strongly recommends the use

of customized Service Type IDentiers (STIDs),

specically for ballots to improve Ballot Mail visibility

within the automation environment.

– These STIDs have proven instrumental in identifying

and tracking Ballot Mail.

– Be sure to use the latest STIDs for each election

cycle mailing.

④

Uniquely Serialized Intelligent Mail Barcode

– A uniquely serialized Intelligent Mail barcode, or IMb,

is a Postal Service barcode that provides the ability

to track the delivery and return of individual ballots—

increasing your visibility of this important mail within

the postal network.

– Because of the central role a uniquely serialized

IMb plays in identication, tracking, sorting, and

payment, we strongly recommend the use of a

uniquely serialized IMb on Election Mail.

④

Ofcial Election Mail Logo

– When the Ofcial Election Mail logo appears on

a qualifying mailpiece, voters recognize the mail

as important and distinct from partisan political

mailings.

– Additionally, the logo serves to identify ofcial

Election Mail for Postal Service workers and

distinguishes it from the millions of other mailpieces

that are processed daily.

④

Election Mail Checkbox

– The Postal Service uses the Election Mail Checkbox

in PostalOne!

processing and our Postage

Statement forms to get increased visibility of

Election Mail in the mailstream.

For more information on any of these visibility tools,

please review their fact sheets included in this KIT.

QUICK LINKS

④

Election Mail Toolkit: https://about.usps.com/election-

mail/election-mail-resources.htm

④

Publication 631 Ofcial Election Mail – Graphic

Guidelines and Logos: https://about.usps.com/

publications/pub631.pdf

④

Publication 632 State and Local Election Mail - User

Guide: https://about.usps.com/publications/pub632.pdf

④

Business Customer Gateway: https://gateway.usps.com

④

Find Certied Vendors and Providers: https://postalpro.

usps.com/certiedmsps

④

Election Mail Permit-Based Solutions: https://postalpro.

usps.com/mailing/election-political-mail/permit-solutions

④

Service Type IDentiers (STIDs): https://postalpro.usps.

com/mailing/service-type-identiers

④

Intelligent Mail Barcode Technical Resource Guide:

https://postalpro.usps.com/node/221

(Election Mail Key Recommendations continued)

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 6

Ofcial Election Mail Resources

Fact Sheet for Election Mail

U.S. Postal Service Resources for Election Ofcials

The U.S. Postal Service

is proud to provide a secure, efcient, and effective way for citizens

to participate in elections when policymakers decide to use mail as part of their election

administration. Every federal election cycle, we make efforts across the nation to inform local

and state election ofcials about mailing procedures, our operational standards, and our

recommended best practices for using the mail. We provide training, tools, and resources,

to help you and your staff get started. We’ll even help you plan your mailings, improve the

quality and accuracy of your address les, and design smart, cost-effective mailpieces. The

information below introduces you to the services and assistance we provide.

LEARNING

The Postal Service™ has developed

resources to help election ofcials learn

how to prepare, induct, and track mail sent

to voters and returned to election ofcials.

Postal Service Managers of Customer

Relations (MCRs) are also available to help

you throughout the mailing process and

answer any questions. Please review the

contact list on the guidance and resource tab

at https://about.usps.com/what/government-

services/election-mail/welcome.htm to nd

and contact your MCR.

PLANNING

Planning your mailing in advance will help

ensure that it goes out in a timely, efcient

manner, which is vital during election season.

Our team of MCRs can help you:

Determine the appropriate class of mail.

Choose the best postage payment options

for outgoing and return mailpieces.

Identify any extra services that may

be needed.

Provide information on lead time for

mailings to armed forces personnel and

overseas voters.

ADDRESSING

Address quality is critical to the timely and

efcient delivery of your mail. Your address

lists should be up-to-date, accurate, and

complete. To assist you with this, the Postal

Service offers several products and services,

including software, to help you improve the

accuracy of your mailings. For information

about address quality, go to: https://

postalpro.usps.com/address-quality.

DESIGNING

Mailpiece Design Analysts (MDAs) can help

you greatly improve the effectiveness of

your mailings and reduce postage costs.

Consulting with Postal Service MDAs will

help ensure mailpiece quality and assist

you in choosing a layout that meets

Postal Service guidelines and regulations.

Customers may connect with an MDA via

email at [email protected] or by calling

877-672-0007 (select option 2 for mailing

and shipping, then option 2 for MDA).

Hours of operation are Monday through

Friday, 7 a.m. to 7 p.m. Central Time

(closed federal holidays). Visit https://

pe.usps.com for more information.

(continued on back)

For

information

on preparing

and sending

mail, visit

our election

ofcials’

mailing

resources

site at

https://

usps.com/

electionmail.

You’ll

also nd

resources

to help

you plan,

address,

and design

Election Mail.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 7

(Ofcial Election Mail Resources continued)

IDENTIFYING

Display the Ofcial Election Mail logo on your mailpiece to

indicate your mail is from a federal, state, or local election

ofcial. When the Ofcial Election Mail logo appears on

a mailpiece, voters recognize the mail as important and

as distinct from partisan political mailings. Additionally,

the logo serves to identify ofcial Election Mail for Postal

Service workers and distinguishes it from the millions of

other mailpieces that are processed daily.

For more details on how to comply with the requirements

for its use, review Publication 631, Ofcial Election Mail

— Graphic Guidelines and Logos.

Steps to Creating Your Intelligent Mail Barcode

Fact Sheet for Election Mail

The serialized Intelligent Mail

barcode (IMb

) is a 65-bar

Postal Service™ barcode used to sort and track individual

letters and ats. The barcode simplies data – gathering by

consolidating information for multiple Postal Service

identiers into one comprehensive location. Using a

serialized IMb also expands mailers’ ability to track individual

mailpieces and gain greater mailstream visibility.

Uniquely serialized IMbs facilitate the tracking of individual

ballots to and from individual voters. For example, a single

household may have multiple individual voters residing at

the same address. If the IMb on the ballot envelopes to

and from those individual voters have not been uniquely

serialized, they cannot be tracked as they move through

the mailstream. Election ofcials will need to maintain the

relationship of the serial number to the specic voter.

A uniquely serialized IMb can be applied to all automation

compatible letters and ats and is critical for using Informed

Visibility

Mail Tracking and Reporting (IV

-MTR) service.

The IV-MTR application provides information about when

and where the Postal Service sorts a mailpiece on mail-

processing equipment. A uniquely serialized IMb can also

be used for address correction services: manual address

correction notices, Address Change Service (ACS

™

OneCode ACS

, and Intelligent Mail Full-Service ACS

™

PostalPro Resources

The IV-MTR User Guide can be found under the IV-MTR

User Guides and Training section at https://postalpro.usps.

com/InformedVisibility.

For guidance on address quality, please visit https://

postalpro.usps.com/address-quality.

Additional information on the Intelligent Mail program can

be found at https://postalpro.usps.com/mailing/intelligent-

mail-barcode.

STEP 1: DOWNLOAD AND INSTALL THE

ENCODER AND FONT

An IMb consists of a 20-digit tracking code eld [Barcode

Identier, Service Type IDentier (STID), Mailer ID (MID), and

Serial Number] and a Routing Code (ZIPCode

™

) eld of up

to 11 digits. An encoder is required to convert the numeric

digits into a 65-character string representing the bars of the

IMb and a special font is required to convert the 65 alpha-

character string into the IMb bars. Users can download the

fonts and computer source code at https://postalpro.usps.

com/mailing/encoder-software-and-fonts.

STEP 2: APPLY FOR A MID

A MID is required for the IMb tracking code. New MIDs are

assigned through centralized USPS

processes, generally

through the MID system at https://gateway.usps.com/

eAdmin/view/signin (Business Customer Gateway).

STEP 3: POPULATE THE BARCODE FIELDS

The ve IMb elds are the Barcode Identier, the STID, the MID,

the Serial Number, and the Routing Code (ZIP Code). Each

eld has its own unique set of standards, explained below:

The Barcode Identier eld should be “00” (zero-zero)

with one exception: automation-price eligible at mail

bearing a printed optional endorsement line (OEL). When

mailers prepare at-size pieces using IMb tracking codes

to meet automation-price eligibility requirements, the

IMb tracking codes on any pieces bearing printed OELs

must contain the Barcode Identier corresponding to the

printed OEL used. See the Barcode ID Reference Table on

PostalPro to determine the correct Barcode IDentier.

Once the encoder and font are installed, verify the

print quality by producing samples, as instructed in the

encoder package. The Intelligent Mail Barcode 4-State

Specication USPS-B-3200 and the Intelligent Mail

Barcode Technical Resource Guide on PostalPro provide

extensive technical information about IMbs.

The attributes that determine which STID should appear

in an IMb tracking code are the class of mail, the ACS

service selected, and whether IV-MTR service is desired.

See the Service Type IDentier for Ballot Mail fact sheet

included in this kit or visit PostalPro at https://postalpro.

usps.com/mailing/service-type-identiers for more

information about STIDS.

The MID is explained in Step 2, above. IMbs must contain a

valid MID.

The Serial Number, in conjunction with the MID and class

of mail, can uniquely identify the mailpiece. Although Serial

Number uniqueness is not required to qualify for basic

automation prices, barcoding mailpieces with unique serial

numbers enables visibility of individual pieces. If an individual

mailpiece or ballot mailpiece does not have a unique

identier, it cannot be tracked through IMb. The Postal

Service strongly recommends utilizing Full-Service Intelligent

(continued on back)

Page 8

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 9

(Steps to creating your Intelligent Mail Barcode continued)

Mail instead of Basic Intelligent Mail. Full-Service Intelligent

Mail requires that mailpieces be uniquely identied, and the

tracking code cannot be reused for a period of 45 days.

Depending on the length of the MID, the Serial Number is

either a nine- or six-digit number.

The Routing Code can contain a 5-digit ZIP Code, 9-digit

ZIP+4

code, or 11-digit delivery-point code. To obtain

automation discounts, a Delivery-Point ZIP Code from

CASS™-certied (Coding Accuracy Support System)

software is required. Mailers may opt not to populate the

ZIP Code and use the IMb tracking code only for tracking

the mailpiece. If populated, it must never be padded with

leading or trailing zeros that are not part of a valid 5-, 9-, or

11-digit ZIP Code. The IMb concatenates the ve elds in

this way:

Six-Digit Mailer ID

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Barcode

[2N]

Service

Type ID

[3N]

Mailer ID

[6N]

Serial Number

[9N]

Routing Code (ZIP Code)

[none, 5, 9, or 11N]

Nine-Digit Mailer ID

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Barcode

[2N]

Service

Type ID

[3N]

Mailer ID

[9N]

Serial Number

[6N]

Routing Code (ZIP Code)

[none, 5, 9, or 11N]

STEP 4: PUT EVERYTHING TOGETHER

Once mailers have selected service(s), received a MID,

and devised a unique serial number strategy, they are

ready to put the ve elds together to form the 20- to

31-digit string, encode it to 65 characters, and convert the

65-character string using the IMb font to form the 65-bar

IMb as in the example below. On letters, the IMb can be

placed in the address block or in the barcode clear zone.

On ats, it can be placed on the address side at least 1/8

inch from the edge of the piece.

Learn more about the IMb at

https://postalpro.usps.com

EXAMPLE: STID of 270 (First-Class Mail®, Intelligent Mail Full-Service option, with IMb IV service, no address

correction), MID 123456, uniquely identied by Serial Number 200800001, going to ZIP Code 98765-4321(01), is

encoded like this:

Digit String: 0027012345620080000198765432101

IMb encoder Encoded string (T=Tracker, F=Full Bar, A=Ascender, D=Descender):

TTFAFDADTFFFADTAFAFTTDATDFAAFTDAFDFDFDATFDFTDDDDFADFFDADDTDDTTDAT

IMb font IMb:

To learn about certied mail service providers (MSPs), please visit https://postalpro.usps.com/node/3816.

The latest version of the MSP — Full-Service Certied Mailers contact list can be found on this web page under

Featured Resources.

Service Type IDentier for Ballot Mail

Fact Sheet for Ballot Mail

A Service Type IDentier (STID) is a unique three-

digit code that indicates the service type for an individual

mailpiece. The service code denotes the mail class,

address correction option, and whether Informed

Visibility

Mail Tracking and Reporting (IV

-MTR) is

being used.

As part of the Intelligent Mail

barcode (IMb

), STIDs

offer mailers near-real-time tracking visibility on both

outbound and return Ballot Mail. STIDs also provide

the Postal Service

™

with enhanced tracking capabilities

that allow us to quickly identify and process on-hand

ballots throughout the mail network. This helps the

Postal Service ensure the expeditious processing

and delivery of Ballot Mail.

Use of the appropriate STIDs allows for IV-MTR to identify

mailpieces, with all expected service combinations, during

mail processing. These STIDs are for use only on Ballot

Mail. Ballot Mail consists of any mailpiece sent to or from

an authorized election ofcial containing a live ballot that

may be used to cast a vote in an election.

For other Election Mail (e.g., voter registration applications,

polling place locations, absentee applications, and sample

ballots), use the appropriate STID for the mail class, ACS

™

and IV

-MTR services desired that are identied for First-

Class Mail

or USPS Marketing Mail

on the STID Table on

PostalPro. The Election Mail attribute in eDoc (electronic

documentation) should be used to identify a mailing that

contains any type of Election Mail.

NEW THIS YEAR

As part of the Postal Service’s continued effort to provide

visibility tools to all election ofcials, the Ballot Mail STID

Table has been revised to better instruct election ofcials

on STID selection for their mailings. Two STIDs requiring

hardcopy address correction notice options for Full-

Service mailers were retired on July 9, 2023.

On January 21, 2024, ve Ballot Mail Change Service

Requested STIDs will be retired. This includes First-Class

Mail STIDs 719 and 724 as well as Marketing Mail STIDs

739, 745, and 740. Therefore, we do not recommend

using these STIDs for Ballot Mail.

As always, election ofcials should contact their mail

service provider or the ACS Help Desk for additional

guidance about Ballot Mail STIDs.

RESOURCES:

1. Consult the Service Type IDentier Table for Ballot Mail

on page 12 of this KIT to determine the correct STID or

visit https://postalpro.usps.com/mailing/service-type-

identiers.

2. Detailed descriptions of the various Ballot Mail STIDs

can be found in Appendix A at https://postalpro.usps.

com/node/461.

3. For additional support, contact the ACS Help Desk

via email at [email protected] or by phone at

877-640-0724, Option 1.

HOW TO DETERMINE THE RIGHT STID

1. What direction is the ballot going?

There are two directions the ballot may be mailed:

a. Outbound: From the election ofcials to

the voter.

b. Return (or inbound): From the voter to

the election ofcials.

2. Which class of mail is being used?

Ballot Mail STIDs differ depending on whether the

ballots are mailed as First-Class Mail

or USPS

Marketing Mail

. We strongly recommend the use

of First-Class Mail for all ballots.

3. Determine whether you want to receive Address

Change Service (ACS™) information on the voter.

ACS is a post-mailing service that provides the

Postal Service with instructions on how to handle

Undeliverable as Addressed (UAA) mail and provides

you with electronic Change of Address (COA)

information or the reason for non-delivery.

a. If you do not want to receive ACS data,

use No Address Corrections- No Printed

Endorsement.

b. If you do want to receive ACS data, decide

how you want to receive the data:

• Manual Notice: Physical address correction

notice PS Form 3547, Notice to Mailer of

Correction in Address, will be provided to you

with the voter’s correct address information.

(continued on back)

Page 10

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 11

• Electronic Notice:

i. OneCode ACS

allows you to receive

electronic or automated address corrections

through the use of the IMb when mailing a

ballot using First-Class Mail or USPS Marketing

Mail. More information can be found on https://

postalpro.usps.com/mailing-and-shipping-

services/onecode-acs

ii. Full-Service ACS provides an additional

benet for mail using the Intelligent Mail

barcode that qualies for Full-Service discount

postage prices. Full-Service discounts and

the resulting Full-Service ACS benets are

available at https://postalpro.usps.com/

node/2788.

iii. Traditional ACS allows you to receive address

corrections in an electronic format when

mailing a ballot in a letter or at sized envelope.

In addition to the IMb, your mailpieces will

be identied with a Postal-supplied seven-

character alpha identier known as the ACS

participant code and an optional keyline. A

keyline is a unique code that allows you to

either incorporate existing voter identiers or

create a new system that assists in locating the

voter in your database. Additional information

is available at https://postalpro.usps.com/

address-quality-solutions/traditional-acs.

4. Do you want UAA Ballot Mail to be forwarded (if

possible), or returned to you?

a. Forward

• Address Service Requested Option 1: Mail is

forwarded if possible, or returned if forwarding

is not possible. A manual or electronic notice

with the voter’s new address information is

provided for forwarded pieces and the address

correction fee is charged. First-Class Mail is

forwarded or returned at no charge. USPS

Marketing Mail is charged an additional

weighted fee for mail that must be returned.

• Address Service Requested Option 2: Mail is

forwarded if possible, or returned if forwarding

is not possible. An electronic notice is issued

for either result. For First-Class Mail, the piece

will be returned to you with reason for non-delivery

attached to it without charge; however, a separate

notice with the reason for non-delivery will be

provided for a fee. Marketing Mail is charged

an additional weighted fee for mail that must

be returned.

b. Return

• Return Service Requested Option 2: The

mailpiece is returned to you with the new address or

reason for non-delivery. First-Class Mail is returned

at no charge. USPS Marketing Mail is returned at

either the single-piece First-Class Mail or Priority

Mail price, depending on the weight of the piece.

5. Do you meet the requirements to be a

Full-Service Mailer?

The qualications to be a Full-Service Mailer can be found

on PostalPro at https://postalpro.usps.com/certications/

standard-full-service-certication-mailers.

a. If yes, Full-Service with IV-MTR STIDs will match

your mailing goals.

b. If no, Basic / Non-Automation with IV-MTR STIDs

will match your mailing goals.

IMPORTANT NOTE:

Understand the postage and/or fees, if any, that will be

associated with the use of each STID.

If you are using USPS Marketing Mail or manual address

corrections, please be aware that, in order to have your

mailpiece forwarded or returned to you, the mailpiece

must contain the associated printed text ancillary service

endorsement. This comes at an additional cost.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 12

Service Type IDentier Table

Ballot Mail (Effective January 21, 2024)

Class of

Mail

Address Correction Option

Basic or

Nonautomation

with IV

-MTR*

Full-Service

with

-MTR*

Elections Ofcials to Voters (Outbound)

First-Class

Mail

No Address Corrections – No Printed Endorsement 715 720

Manual Address Corrections ** 716

OneCode ACS

Forward Ballot- Address Service Requested Opt 1 717

Forward Ballot- Address Service Requested Opt 2 718

Return Ballot- Return Service Requested Opt 2 713

Full Service ACS

™

Forward Ballot- Address Service Requested Opt 1 722

Forward Ballot- Address Service Requested Opt 2 723

Return Ballot- Return Service Requested Opt 2 725

USPS

Marketing

Mail

No Address Corrections – No Printed Endorsement 735 741

Manual Address Corrections ** 736

OneCode ACS

Forward Ballot- Address Service Requested Opt 1 ** $ 737

Forward Ballot- Address Service Requested Opt 2 ** $ 738

Return Ballot- Return Service Requested Opt 2 ** $ 714

Full Service ACS

™

Forward Ballot- Address Service Requested Opt 1 ** $ 743

Forward Ballot- Address Service Requested Opt 2 ** $ 744

Return Ballot- Return Service Requested Opt 2 ** $ 746

Traditional ACS

™

Return Ballot- Return Service Requested Opt 2 ** $ 726

Voter to Election Ofcials (Return or Inbound)

First-Class

Mail

***

First-Class Mail Reply 777

Business Reply Mail 778

Permit Reply Mail 779

UOCAVA 780

Uniformed and Overseas Citizens Absentee Voting Act (UOCAVA) voters use only. Absent overseas uniformed services voters, as dened in 52 U.S.C.§ 20304(d),

may return absentee ballots from the following locations by using Priority Mail Express Label 11-DOD without prepaying postage: Overseas APO/FPO military

locations; DPO locations; or Department of State (DOS) locations.

$ Postage and fees are charged for undeliverable mail that is returned to sender.

* Informed Visibility® Mail Tracking & Reporting https://postalpro.usps.com/InformedVisibility.

** Requires the printed text ancillary service endorsement. The option selected must not be printed with the endorsement.

*** Return Ballot Mail (i.e., ballots that voters return to election ofcials) is sent as First-Class Mail at First-Class Mail prices, unless a voter opts to pay for a premium

service.

IMPORTANT NOTE: The Address Correction Option identied by the STID requesting ACS in the IMb on Ballot Mail will take precedence over a printed

endorsement if there is a conict. When a printed endorsement is required to receive ACS, as is for USPS Marketing Mail, “ELECTRONIC SERVICE REQUESTED”

must be printed.

KEY RESOURCES: Detailed descriptions of the various Ballot Mail STIDs can be found in Appendix A at https://postalpro.usps.com/node/461.

For other types of Election Mail refer to pages 2 and 4 of the STID Table on PostalPro at https://postalpro.usps.com/mailing/service-type-identiers.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 13

Informed Visibility Mail Tracking and Reporting

Fact Sheet for Election Mail

The Informed Visibility

Mail Tracking and Reporting

(IV

-MTR) application provides election ofcials with

near-real-time tracking and enhanced visibility of

uniquely barcoded mailpieces as they move through

the mailstream. IV-MTR is exible, so you receive data

when and how you want. It is also powerful, enabling

you to better plan Election Mail mailings and resources,

measure success of each mailing, staff efciently, and

instill condence in voters that use vote-by-mail.

IV-MTR expands visibility beyond physical scans of

mailpieces by leveraging the intelligence of Full-Service

Intelligent Mail

and nesting associations. The application

creates assumed handling events for nested mail

whenever the mail aggregate containing the nested mail

is scanned. For example, the scan of a pallet creates

assumed events for the trays and pieces that are

associated with that pallet.

Barcoding mailpieces with unique serial numbers enables

visibility of individual pieces. To make the most of IV-

MTR, abide by proper mail preparation and barcoding

requirements. Full-service requirements and Intelligent Mail

barcode (IMb) guidance are available on PostalPro.

HOW DOES IV-MTR HELP ELECTION

OFFICIALS?

For outgoing mail, IV-MTR data allows you to:

Obtain near-real-time notication when your mail

receives its last processing scan.

Identify mail delivery trends and anticipated

delivery dates.

Know when mailpieces reach their destination so you

can better manage election activities.

For incoming reply mail, IV-MTR data helps you to:

Obtain near-real-time notication when your return mail

enters the mailstream by utilizing a serialized IMb.

Know when voters’ return items are on the way and

where they are in the Postal Service

™

network.

HOW DO I GET STARTED WITH IV-MTR?

To get started with IV-MTR, you need to register for

a Business Customer Gateway account, enable the

IV-MTR service, and set up your Election Mail data feeds.

Step-by-step instructions are available in the Applying

for Access presentation on the IV-MTR PostalPro page,

https://postalpro.usps.com/InformedVisibility, under IV-

MTR User Guides and Training.

LEARN MORE:

https://postalpro.usps.com/InformedVisibility

GET

ASSISTANCE:

Solutions Center

[email protected]

1-800-238-3150, Option #2

Monday through Friday (closed federal holidays)

To learn about certied mail service providers (MSPs), please visit https://postalpro.usps.com/node/3816.

The latest version of MSP - Full-Service Certied Mailers contact list can be found on this page under

Featured Resources.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 14

This page is intentionally left blank

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 15

Tag 191, Domestic and International Ballots

Fact Sheet for Ballot Mail

The Postal Service™ recommends the use of green Tag

191, Domestic and International Ballots, to identify

trays and sacks that contain Ballot Mail. Although use

of the tag is optional, it provides greater visibility to

containers of Ballot Mail as they enter Postal Service

processing and distribution operations.

Tag 191 may only be used to identify Ballot Mail

addressed for domestic or international delivery. The

tag cannot be used to identify containers of other types

of Election Mail such as polling place notices, voter

registration applications, absentee applications, or

sample ballots.

Non-strapped Letter Trays: For trays permitted to

be tendered without strapping, attach Tag 191 to the

tray with a rubber band that is double-looped through

the tray handhold at the end that bears the tray label.

Sacks and Flat Trays with Flat-Size Mail:

Depending on the type of sack, attach Tag 191 to

either the strap or label holder on the sack.

Tags are available at your local Post Ofce™ or your

Business Mail Entry Unit, which can be found at https://

postalpro.usps.com/node/1623. The tags can also be

ordered online at https://about.usps.com/forms/ps1910.

pdf.

AFFIX TAG 191 TO THE MAIL CONTAINER

AS FOLLOWS:

Strapped Letter Trays: Using a plastic twist tie,

attach Tag 191 to the strap at the end of the tray that

bears the tray label.

Tag 191 is used to identify your

outgoing Ballot Mail only. Tags

are available at your local Post

Ofce

™

or can be ordered online

at https://about.usps.com/gov-

services/election-mail/.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 16

This page is intentionally left blank

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 17

Business Reply Mail or Qualied Business Reply

Mail with Intelligent Mail Barcode Accounting

Fact Sheet for Election Mail

Business Reply Mail

(BRM) and Qualied Business Reply

Mail

™

(QBRM

™

) are First-Class Mail

services that enable

you to pay the return postage (including a per-piece fee),

for ballots that are mailed to your election ofce. You can

distribute BRM or QBRM Election Mail and have it returned

to you at any Post Ofce

™

The mailpieces you distribute must conform to a specic

format, including use of a unique ZIP+4

assigned by the

Postal Service

™

. Proofs for QBRM must be approved by

a Postal Service Mailpiece Design Analyst (MDA) and bear

an Intelligent Mail

barcode (IMb

). QBRM can be used

only on automation-compatible cards and letter-size mail

weighing up to and including 2ounces.

Once you are an approved QBRM mailer, you can enhance

your Election Mail processing capability with Intelligent Mail

barcode Accounting (IMbA

). IMbA is an automated solution

for the counting, rating, invoicing, and billing processes.

Using the IMbA on the mailpiece, the mail processing

equipment counts destinations approved and assigned to

you. Then invoicing is sent daily, directly to PostalOne!

For more information on BRM and QBRM, see Quick

Service Guide 505 and Mailing Standards of the United

States Postal Service, Domestic Mail Manual (DMM

)

505.1.1 and 1.6 available on Postal Explorer at https://

pe.usps.com.

HOW DOES IMbA ENHANCE THE MAILING

PROCESS?

Processes like scanning, sorting, and rating are

automated to get your reply mail to you quicker, which is

great for High-Volume reply mail.

After processing, invoices are automatically created and

uploaded to PostalOne!.

The increase in speed creates a more consistent ow of

mail and makes more timely mail pickups possible.

USPS makes constant updates to improve services

and will update the IMbA system with future reporting

enhancements.

IMbA is provided to QRBM customers at no extra cost.

Using a unique IMb with ZIP+4 increases mailpiece

visibility and tracking.

Prepaid postage facilitates easy voting for citizens.

HOW DO I GET STARTED WITH BRM OR QBRM

WITH IMbA?

1. Discuss your BRM/QBRM needs with a mailing

requirements clerk. Contact the Mailing and Shipping

Solutions Center (MSSC) by emailing MSSCAdmin@

usps.gov or calling 877-672-0007 (select option 2 for

mailing and shipping, then option 1 to be connected

to a mailing requirements clerk). Hours of operation are

Monday through Friday, 7 a.m. to 7 p.m. Central Time

(closed federal holidays).

2. Complete Part A of PS Form 3615, Mailing Permit

Application and Customer Prole, to establish a BRM

permit. Then ll out section 1 of PS Form 6805, BRM/

QBRM Application for ZIP+4 Code Assignment/

Validation and QBRM Approval, to request a unique

ZIP+4 for the BRM address. Both forms must be

submitted via email to the MSSC – Mailing Requirements

Department at [email protected] for processing.

3. Set up a Mailer ID (MID) by visiting https://gateway.

usps.com/eAdmin/view/signin and creating a Business

Customer Gateway (BCG) account.

4. Request a unique IMb from your MDA after your BRM

account is created on the BCG, a unique ZIP+4 has

been assigned, and your MID is provided. Connect with

an MDA by emailing [email protected]

or calling 877-672-

0007 (select option 2 for mailing and shipping, then

option 2 for MDA). For more information on creating an

IMb for Election Mail, see the Steps to Creating Your

IMb Fact Sheet included in this kit on page 8.

5. Design a new BRM/QBRM return ballot envelope with

advice from an MDA. Submit an electronic copy of

the BRM/QBRM proof in PDF le with crop marks/

borders at 100% (no scaling) to an MDA for review and

feedback prior to printing. Physical samples should also

be submitted because they are required for reectance,

barcode quality, print/contrast ratio, and QBRM

approval. Connect with an MDA by emailing MDA@

usps.gov

or calling 877-672-0007 (select option 2 for

mailing and shipping, then option 2 for MDA).

(continued on back)

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 18

(Business Reply Mail and Qualied Business Reply Mail continued)

Mailpiece designs must comply with the

following directives:

■

Publication 631 — Ofcial Election Mail — Graphic

Guidelines and Logos.

■

Publication 632 — State and Local Election Mail –

User’s Guide.

■

Kit 600 — Your 2024 Ofcial Election Mail.

■

DMM 201, 202, 204, 505, and 703.8.0.

6. Return PS Form 6805, BRM/QBRM Application

for ZIP+4 Code Assignment/Validation and QBRM

Approval, with 10 physical samples or paper mockups

to ensure compliance with Postal Service regulations

and processing systems. The application and 10

samples must be submitted to the Post Ofce where

the BRM/QBRM will be returned. That Post Ofce will

initiate a help desk ticket with the MDA and will work

with you to nalize the approval process. Connect with

an MDA by emailing [email protected] or calling 877-

672-0007 (select option 2 for mailing and shipping,

then option 2 for MDA).

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 19

Special Procedures: APO/FPO/DPO and

Overseas Citizens Absentee Ballots

Fact Sheet for Election Mail

SEPTEMBER 1, 2024 – NOVEMBER 30, 2024

The United States Postal Service

and the Military Postal Service

Agency have again joined forces to expedite delivery of federal

absentee ballots to overseas military personnel. We recognize the

important role that mail plays in the election process and are committed

to ensuring that everyone who chooses to vote by mail experiences

a smooth, well-organized process — one that provides them with the

highest level of trust and condence.

Program Summary:

All military ballots mailed by election ofcials will be subject to special

handling procedures. Election ofcials should mail absentee ballots at

least 45 days prior to the November 5, 2024, general elections.

Local election ofces are requested to segregate military absentee

ballots into bundles for the Chicago and Miami International Service

Centers (ISCs), which serve as the gateways for the military. At the

ISCs, absentee ballots receive special handling.

Trays or containers of Ballot Mail destined for APO/FPO/DPO (Army

and Air Force Post Ofce/Fleet Post Ofce/Diplomatic Post Ofce)

addresses and overseas citizens may be identied using Tag 191,

Domestic and International Ballots, and presented to the Post Ofce

™

APO/FPO/DPO absentee ballots will be sent from local Post Ofce

locations to the nearest Processing and Distribution Center for

further processing.

Facing slips are used to presort loose ballots, based on bundle size,

that are destined to pass through the two ISC military gateways. The

facing slips are pictured on the right side of this fact sheet.

ELECTION OFFICIALS: Separate military absentee ballots by preparing

bundles for the two ISC military gateways: Chicago and Miami.

Directions for Marking the Bundles:

ISC Name ISC State Abbreviation ISC ZIP Code™ Range

Chicago AE 090–099

Chicago AP 962–966

Miami AA 340

If fewer than ve (5) pieces will be in a separate bundle, a mixed bundle

may be prepared. This bundle must have the facing slip marked, “APO/

FPO/DPO MIXED – Absentee Ballots.”

Figures 1, 2, 3, and 4

APO/FPO/DPO and MIXED Facing Slips

APO/FPO/DPO

MIXED

Absentee Ballots

APO/FPO/DPO

090 AE IL 62109

Absentee Ballots 090–099

APO/FPO/DPO

ADC MIAMI FL 331

Absentee Ballots 340

APO/FPO/DPO

962 AP IL 62196

Absentee Ballots 962–966

(continued on back)

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 20

(Special Procedures continued)

UNIFORMED AND OVERSEAS CITIZENS

ABSENTEE VOTING ACT (UOCAVA)

As mandated by law, election ofcials are expected to send

absentee ballots to military personnel, their eligible family

members, and overseas citizens at least 45 days prior

to a federal election. The Postal Service

™

is committed

to helping election ofcials meet their obligations with

proactive planning and mailpiece preparation.

Get started by doing the following:

Contact the local Postal Service

Manager of Customer Relations.

Discuss the timeline and known deadlines.

Review address les for military and overseas voters

and perform any necessary address maintenance.

Consult Publication 632, State and Local Election

Mail- User’s Guide, or Postal Explorer for tips on how

to properly address internationally bound mailpieces at

https://pe.usps.com/text/imm/immc1_008.htm.

Determine if the mailpiece meets the postage

exemption criteria with postage paid as authorized

by the Uniformed and Overseas Citizens Absentee

Voting Act.

Obtain and then afx Tag 191, Domestic and

International Ballots, to your outbound sacks and trays

of Ballot Mail.

For more information, please review Mailing Standards of

the United States Postal Service, Domestic Mail Manual

(DMM

) 703.8.2, Pub 632, State and Local Election Mail

- User’s Guide, or visit the Federal Voting Assistance

Program at https://www.fvap.gov/vao/overview.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 21

Informed Delivery

Fact Sheet for Election Mail

Informed Delivery® is a secure, free, and optional feature

that can help election ofcials connect with voters by

providing eligible residential, business, and P.O. Box

consumers with a digital preview of their household’s

incoming mail and the ability to manage their packages all

from one location.

Users can view grayscale images of the exterior (address

side) of automation-processed, letter-sized mailpieces

via email, USPS Mobile® App or an online dashboard.

Nearly 60M users are already signed up with an average

email open rate exceeding 60 percent. The Postal

Service’s Informed Delivery feature continues to deliver

on its value proposition to election ofcials by providing

the opportunity to reach more voters, target and increase

interaction with users, encourage responses to voter

engagement campaigns, reach customers digitally from

their physical address, and gain more returns on Election

Mail campaigns.

Election Ofcial Benets

✔

Increased Interaction. Generate multiple

impressions to increase awareness of voter

registration forms, absentee ballot requests, or voted

ballot return deadlines through synchronized physical

and digital touchpoints.

✔

Faster Responses. Use interactive content and clear

call-to-actions to help encourage voter response.

✔

Gain Insights. Informed Delivery Interactive

Campaigns provide election ofcials the ability to

gain insights from reporting.

Voter Benets

✔

Convenience. Preview incoming Election Mail via

email notications, an online dashboard, or USPS

Mobile App.

✔

Visibility and Security. Check what’s arriving and

have peace of mind that Election Mail will be delivered.

✔

Call-to-Action. Easily respond to the election

ofcial’s call-to-action by virtually interacting with

them before the mailpiece physically arrives.

Get Started with Informed Delivery

1. Choose Your Submission Method.

An Informed Delivery mailing campaign can be

created in either PostalOne!

, Mailer Campaigns

Portal, or via Application Programming Interface

(API). Consider using PostalOne! or the API for

your complex mailings, especially mailings that

have several different treatments.

2. Dene Your Voter List.

Decide if one treatment will work for all recipients or

if you need to have segments within the mailing for

specic ZIP Codes

™

or counties.

The full ZIP 11 is required for recipients. If you need

to segment your mailing, segregate the groups within

your mailing list prior to printing or assigning the

Intelligent Mail® barcode (IMb

3. Determine Mailer ID (MID) and/or IMb Serial

Number Range. Identify the MID used for the

mailing. Ensure your MID is valid and included in the

IMb on the physical mailpieces. Lastly, determine your

serial number ranges in the IMb. Your mail service

provider (e.g., printer, ad agency) will generally have

this information.

4. Produce Your Creative Content. Design the “ride-

along” image that will appear in your campaign.

Determine your target URL, as well as the call-to-action

(i.e., “Register to Vote”). The more compelling your call-

to-action is, the more likely a recipient is to respond.

Lastly, decide whether you will use the grayscale

image provided by the Postal Service

™

or use a color

representative image.

5. Select a Timeline. You need to consider where

the mail is being entered for your Informed Delivery

mailing schedule.

6. Submit Campaign. Submit your mailing using your

selected submission method from Step 1.

7. Analyze Results. See how your mailing campaign

worked! Download your Post-Campaign Reports

(Summary and Detailed level) directly from the Mailer

Campaign Portal or get a copy of your Post-Campaign

Summary report via email by contacting us at

[email protected].

Want more information? Visit https://www.usps.com/

business/informed-delivery.htm or contact your Postal

Service sales representative.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 22

Mailing Standards of the United States Postal

Service, Domestic Mail Manual

Fact Sheet for Election Mail

Each election cycle presents new parameters for ballot

creation, causing return mailpieces to be different sizes

and weights. As a result, many voters do not know the

correct amount of postage required to return their ballots

by mail.

Balloting materials provided to voters for any

election, whether disseminated in hardcopy or

electronically, must indicate in a prominent location

the proper amount of First-Class Mail® postage

that must be applied on return mailings, except

in certain circumstances for balloting materials

for military and overseas voters or where postage

is prepaid. This information must be included in the

balloting materials (i.e., on the ballot, ballot instructions,

mailing instructions, or on the envelope) with the marking

“First-Class Mail postage must be applied.” Alternatively,

the marking “Apply First-Class Mail postage here” may

be printed in the upper-right corner of the address side

of the envelope used by the voter to return the marked

ballot to election ofcials. The Postal Service

™

will also

accept approved variations of these indicia.

The marking requirements will not apply to balloting

materials that meet one of the following exceptions:

The balloting materials fall under the special

exemptions for military and overseas voting.

The ballot is returned under Business Reply Mail

(BRM) service.

Return postage is guaranteed through a postage

due account.

Postage on the ballot is prepaid by stamps, meter,

or Permit Reply Mail.

For some of these exceptions, such as BRM, return

postage and Permit Reply Mail, the mailpiece will bear the

indicia “NO POSTAGE NECESSARY IF MAILED IN THE

UNITED STATES” in the upper right-hand corner where

postage is typically applied.

Election ofcials should consult with Postal Service ofcials

to assist with mailpiece design and barcode placement

as well as to determine the proper amount of postage

required for mailing ballots to voters and the return of

marked ballots to election ofcials. For more information,

please see the Mailing Standards of the United States

Postal Service, Domestic Mail Manual (DMM

) 703.8.0

available on Postal Explorer at https://pe.usps.com.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 23

This page is intentionally left blank

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 24

USPS Election Mail Checkbox

Fact Sheet for Election Mail

The Postal Service™ is committed to providing a secure,

efcient, and effective way for citizens to participate when

policymakers decide to use mail as part of their elections. In

furtherance of that commitment, the Postal Service uses the

Election Mail Checkbox in eDoc, Mail.Dat, Mail.XML, Postal

Wizard, and Intelligent Mail for Small Business (IMsb) tool to

get increased visibility of Election Mail in the mailstream.

Effective January 28, 2024, the Postal Service is

discontinuing the use of hardcopy postage statements

to improve efciency by expediting the acceptance of

commercial mail. Except for Electronic Verication System

(eVS®) mailings, all domestic commercial mailings must

use an approved electronic method to transmit a postage

statement to the PostalOne!® system.

The Postal Service provides free means of electronic

postage statement submission through the IMsb tool

and Postal Wizard. There are also approved third-party

software options available on PostalPro at https://

postalpro.usps.com.

Examples of the Election Mail Checkbox are illustrated

below.

PS Form 3600-FCM, Postage Statement—First-Class Mail and First-Class Package Service

Please check the “This is Ofcial Election Mail” box for

each mailing presented for acceptance. This provides the

Postal Service with important insight into Election Mail

volume by entry point that may help with future Postal

Service capacity planning.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 25

HOW DO I GET STARTED WITH ELECTRONIC

DOCUMENTATION?

1. For assistance with selecting appropriate electronic

documentation submission method, please discuss

your mailing needs with a mailing requirements clerk.

Contact the Mailing and Shipping Solutions Center

(MSSC) by emailing [email protected] or

calling 877-672-0007 (select option 2 for mailing and

shipping, then option 1 to be connected to a mailing

requirements clerk). Hours of operation are Monday

through Friday, 7 a.m. to 7 p.m. Central Time (closed

federal holidays).

2. Set up a Mailer ID (MID) by visiting https://gateway.

usps.com/eAdmin/view/signin and creating a Business

Customer Gateway (BCG) account.

The Election Mail checkbox facilitates inclusion in internal

operational reporting, which is leveraged by the Postal

Service to identify any bottlenecks or service impacts—

and drives actions to address them and improve service.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 26

USPS Postmarking Guidelines

Fact Sheet for Ballot Mail

The Postal Service

™

recognizes that elections are

essential to our system of government. We are proud

of our role in the election process as well as the

relationships we have with election ofcials.

Each state establishes by law the rules and requirements

for ballot submission, including ballot-submission deadlines

and the role, if any, that postmarks play in determining

whether a ballot was timely. In the normal course of

operations, the Postal Service does not postmark, or

“cancel” every piece of mail in the system. The primary

purpose of cancellation is to ensure that postage cannot

be reused, and some categories of postage are pre-

canceled before they enter the mailstream.

In recognition of the importance that the election laws in

some states place on postmarks, it has been the long-

standing policy of the Postal Service to try to ensure that

every return ballot mailed by voters receives a postmark,

whether the return ballot is mailed with postage pre-paid

by election ofcials or with a stamp afxed by the voter.

A voter can ensure that a postmark is applied to his or

her return ballot by visiting a Postal Service retail ofce

and requesting a postmark from a retail associate when

dropping off the ballot.

Figures 1, 2, and 3

Sample Postmarks (Images not to scale)

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 27

This page is intentionally left blank

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 28

Next Steps

Fact Sheet for Election Mail

1. Familiarize yourself with the content of Kit 600,

Your 2024 Ofcial Election Mail Kit.

For your convenience, we have also made Kit 600

available at https://about.usps.com/election-mail/

election-mail-resources.htm.

2. Consult with your Manager of Customer Relations.

The Managers of Customer Relations (MCRs) are

designated Postal Service

™

employees who will help

you coordinate with the Postal Service for best results.

MCRs are available to provide you with resources for

designing, preparing, and sending Election Mail as well

as ordering Postal Service labels and tags to identify

Election Mail.

A list of contact information for each MCR is available

for election ofcials on the Resources tab at about.

usps.com/what/government-services/election-mail/

welcome.htm.

3. Work with a Mailpiece Design Analyst (MDA).

The Postal Service recommends that election ofcials

have all Ballot Mail envelope designs reviewed each

year by an MDA prior to printing, even if the designs

have been previously approved. MDAs are experts

on Postal Service mailpiece design standards and

can ensure that all mailings are compliant with current

Postal Service regulations as well as postage and

automation requirements.

To take advantage of this free service, customers may

contact an MDA via email at [email protected] or by

calling 877-672-0007 (select option 2 for mailing and

shipping, then option 2 for MDA). Hours of operation

are Monday through Friday, 7 a.m. to 7 p.m. Central

Time (closed federal holidays). Also, mailpiece design

information is available online at https://postalpro.

usps.com/mailing/mailpiece-design-analyst-mda-

customer-service-help-desk.

4. If you are interested in contracting with a mail

service provider (MSP), consider consulting with

a Full-Service certied mailer.

An MSP offers a variety of solutions to mail owners

seeking assistance with the preparation and

presentation of Full-Service presort mailings.

There are many advantages of using an MSP to

prepare Election Mail. An MSP can:

■

Provide/manage your address list.

■

Print and/or presort your mailing.

■

Ensure your mailing receives the greatest

discounts available.

■

Manage mailing feedback, such as address

correction service data.

■

Monitor mail quality reports.

To get started, contact your MCR and MDA before

viewing the most recent list of MSPs at https://postalpro.

usps.com/certiedmsps.

The Eagle Logo is among the many trademarks of the U.S. Postal Service

Page 29

This page is intentionally left blank

January 2024

The Eagle Logo is among the many trademarks of the U.S. Postal Service.®