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Election Officials

Vote By Mail

More voters are using mail ballots across the country, and it is an essential part of the elections process for citizens away from home, such as our military and overseas voters. The Election Assistance Commission (EAC), the Federal Voting Assistance Program (FVAP) and the United States Postal Service (USPS) continue to work together to ensure the entire vote-by-mail process works smoothly and efficiently. Below are resources to help election officials identify procedures, strategies, and policies for ensuring mail ballots get cast and counted, and all election-related materials that help citizens cast these ballots are delivered in a timely manner.

USPS Resources

Note: Tell voters to assume one week for USPS delivery! This message should be consistently communicated to voters who use mail ballots.

About Election Mail: This provides an overview of election mail, which includes any item mailed to or from authorized elections officials that enables citizens to vote, such as ballot materials, voter registration cards, absentee ballot applications and polling place notifications.

Election Mail Kit: Resources for everything election officials need to prepare, design, and send election mail.

Election Mail Checklist: Quick steps and links for election officials related to the election mail process.

Creating Election Mail: Guidance for election officials on creating a properly designed mailpiece.

Service Alerts: Provides information about postal facility service disruptions due to weather-related and other natural disasters or events. Resolve Mail Ballot Issues Directly and Immediately with USPS is ongoing project of Democracy Works. It was initially launched with funding from a 2015 Democracy Fund Network Grant in conjunction with the Bipartisan Policy Center. The website is designed to provide election administrators with information about common election mail problems and an easy way to report any problems they encounter.


EAC Resources

2018 Election Cycle Preparation: Tips for State and Local Election Officials

Webisode: How to Make Sure Your Vote by Mail Ballots Count (Full Video)

Webisode Clip (3-minute Video)


FVAP Resources

Overview on Sending Ballots to UOCAVA Voters

Tips on Preparing Election Mail and Sending Ballots

UOCAVA Address Maintenance for Local Election Officials


State and Local Resources

Colorado Secretary of State

Mail Ballot Plan (Election Policy Manual, Chapter 4: Mail Ballot Elections)

Ballot Processing (Election Policy Manual, Chapter 8: Ballot Processing and Voter Intent)


City and County of Denver, Colorado

Life Cycle of the Mail Ballot


Ohio Secretary of State

Election Office Manual (Chapter 5, Absentee Voting)


Please submit additional best practices and other vote-by-mail resources to Nichelle Williams at



Election Officials