1 UNITED STATES POSTAL SERVICE WELCOME! TAMI KOENIG MAILPIECE DESIGN ANALYST BOISE ID

2 MAILPIECE DESIGN ANALYST (MDA): Tami Koenig, MDA for Southern Idaho ZIP Codes 832, 833, 834, 836 & S Cole Rd, Boise ID (208) Fax: (208) Jerry Crispin, MDA in Spokane for Northern Idaho ZIP Codes 835 & S Spotted Rd, Spokane WA (509) Fax: (509) Assist with address & design information, review layouts before printing, provide artwork for reply mailpieces and provide free design publications & templates. POSTAL SERVICE UNITED STATES

3 SOURCES OF INFORMATION : Latest information, Postal Bulletin, ZIP+4 lookup, rates, forms & pubs available for downloading, lots of stuff! : Domestic & International Mail Manuals, Mailpiece Design & Postal Addressing Standards Election Officials’ Mailing Resources : Assist election officials to use the mail for sending official election materials to voters. POSTAL SERVICE UNITED STATES

4 UNITED STATES POSTAL SERVICE MAILPIECE DESIGN AGENDA: OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS NON-OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS USPS OFFICIAL ELECTION LOGO & ELECTION OFFICIALS’ MAILING RESOURCES WEBSITE ADDRESSING & MAILPIECE DIMENSIONS (Time permitting).

5 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS Domestic Mail Manual (DMM) Absentee Balloting Materials (pe.usps.com) Balloting materials, consisting of postcard applications, ballots, voting instructions, and envelopes, may be sent through the mail without prepayment of postage to enable persons in specific categories to apply for registration and vote by absentee ballot when absent from the place of voting residence and otherwise eligible to vote as an absentee.

6 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS The specific categories are: 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. Ballots must be deposited at a US Post Office, an overseas US Military Post Office, or an American Embassy or American Consulate.

7 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS Official Balloting materials may be mailed between state and local election officials, individually or in bulk, without prepayment of postage. Packages of materials mailed in bulk must bear an address label as described in DMM (see slide of Exhibits 8.2.). Materials may be for any general election of electors for President and Vice President, or of senators and representatives in Congress, and other general, primary, and special elections.

8 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS The envelope used to send Official Balloting Material and the envelope supplied for return of the ballots must have printed across the face the words "Official Absentee Balloting Material— First-Class Mail" (or similar language required by state law) in a rectangular box. Immediately below this box, the words "No Postage Necessary in the U.S. Mail—DMM " must be printed.

9 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS Envelopes previously approved with the citation "DMM E080“, instead of DMM can be used until a new supply is printed. In the upper right corner of the envelope, in a rectangular box, the words "U.S. Postage Paid, 39 USC 3406" must be printed. An appropriate inscription or blank spaces for the return address of the sender must be shown in the upper left corner (see DMM Exhibit and next slide)Exhibit 8.2.1

10 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS DMM Exhibit Balloting Material Format for preaddressed Balloting Material Mailpieces and Voter Registration Postcard

11 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS Counties that are not preprinting the address and a POSTNET barcode for their address, will have a different pattern of 6 long bars, called a FIM (Facing Identification Mark), in the upper right corner of the mailpiece (previous slide includes FIM C). The FIM lets our postage detection equipment know the type of mailpiece and whether there should be postage attached to the mailpiece. The FIM also tells our equipment whether the mailpiece is prebarcoded so that it can do an initial separation.

12 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS FIM C (illustrated in Exhibit 8.2.1) is for preaddressed & prebarcoded (62 bar Delivery Point POSTNET Barcode) Official Balloting Material. FIM B is for Official Balloting Material where the address & barcode are not preprinted on the mailpiece. The USPS will apply a barcode when the pieces go through our Mail Processing system. See FIM B in next slide. These 2 types of FIM’s let our equipment know that postage is not required for these mailpieces. The USPS Mailpiece Design Analyst can work with your printer to insure the correct FIM pattern is used.

13 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS DMM Exhibit Balloting Material Format (FIM B) for Balloting Material Mailpieces & Voter Registration Postcards that are not preaddressed & barcoded.

14 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS The Exhibit design must be printed on the address side of the federal voting registration postcard application and envelopes used to send balloting material when they do not include a preprinted address & barcode. For voter registration, the postcard size must always be 5 inches high by 8 inches long. USPS requires the thickness to be at least.009” uniformly.

15 US POSTAL SERVICE – NON -OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS On regular Balloting Material mailpieces (when voter does not fall into the 3 categories), the outbound envelope that includes the balloting material or the registration postcard cannot include any of the Official Balloting Material format elements. The county will be paying for the postage on the mailpiece when it is sent to the voter and the voter will be applying postage to the reply envelope or postcard on return.

16 US POSTAL SERVICE – NON -OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS When the counties address is preprinted on the reply (returning) envelope or postcard we recommend that a FIM A and 62 bar Delivery Point barcode for that county also be preprinted. This is highly recommended and sometimes required for efficient mail processing. The USPS can provide you with the appropriate camera ready artwork for these reply pieces free-of-charge (see illustration on next slide). FIM A indicates to our equipment that postage must be applied to the mailpiece. For those counties that do not preprint the address side of a reply envelope or postcard for return to their specific county address, FIM A or any other FIM pattern and barcode canNOT be used.

17 US POSTAL SERVICE – NON -OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS Illustration of prebarcoded return mailpiece including FIM A, address, and 62 bar Delivery Point Barcode for the address.

18 US POSTAL SERVICE - BALLOTING MAILPIECE FORMAT REQUIREMENTS - SUMMARY: Official Balloting Material with preprinted address & barcode (usually for purposes of return), use FIM C and Delivery Point Barcode along with all other required elements (Exhibit 8.2.1) Official Balloting Material without preprinted address & barcode, ( for both return mailpieces & mail going out from counties to specific voters ) use FIM B along with all other required elements (Exhibit 8.2.2) Non-Official Balloting Material with preprinted address & barcode (for purpose of return), use FIM A and Delivery Point Barcode. Postage is required. Non-Official Balloting Material without preprinted address & barcode (for both return mailpieces & mail going out from counties to voters), no FIM or barcode can be used. Postage is required.

19 US POSTAL SERVICE - OFFICIAL ELECTION MAIL LOGO As part of their partnership with the Joint Election Official Liaison Committee, the USPS developed a unique trademarked logo to be incorporated in the design of Official Election Mail. The purpose of this symbol is to have a icon that federal, state, and local government election officials can use on their mailings that are identified as “Official Election Mail” materials. The symbol identifies the mail as it moves through the USPS system. The intent is to place it on the mailing in accordance with our regulations so the mail can be worked in an efficient and cost-effective operation.

20 US POSTAL SERVICE - OFFICIAL ELECTION MAIL LOGO In order to use this logo, the mailpiece must contain materials specific to an election such as a balloting material, voter registration, absentee application or polling place notification. In other words, mail created by an Election Official that is sent to or from a voter for the purpose of participating in an election. This includes Official Balloting Materials and Non-Official Balloting Materials. The Election Mail Users Guide & Logo can be downloaded from: Since this logo is trademarked, please see the requirements for it’s utilization at the above website. This website also includes information to assist with Planning & Addressing Election Mail.

21 DELIVERY ADDRESS RECOMMENDATIONS for ALL Mail – Pub. 28, Postal Addressing Stds. MACHINE PRINT COMPLETE ADDRESSES USE ALL CAPS & OMIT PUNCTUATION USE 10 OR 12 POINT TYPE SIZE SINGLE SPACING BETWEEN LINES USE BLOCK STYLE - LEFT JUSTIFY USE SIMPLE SANS-SERIF FONT SYTLE, i.e. ARIEL, CENTURY GOTHIC WINDOW ENVELOPES: Address always visible with 1/8” clear space between it & window

22 DIMENSIONS 5” 11-1/2” Maximum 3-1/2 ” 6-1/8”. LETTER SIZE Thicknes s Minimum. 007”* 1/4”(.25”) Maximum Minimum Length is dimension parallel to delivery address. Pieces weighing over 1 oz. may require additional postage. *Pieces larger than 4-1/4” x 6”- minimum thick.009”

23 FIRST-CLASS MAIL POSTCARD SIZE DIMENSIONS ThicknessMinimum.007”*.016” Maximum 5” 6” 3- 1/2” 4-1/4” Minimum Maximum *Oversized cards larger than 4-1/4 x 6” - minimum thickness goes up to.009” & postage is letter-rate.

24 DIMENSIONS LETTERS (DMM ) Length ÷ Height = 1.3 to Example: 59.0 Acceptable with NO surcharge. 9” 5” If Aspect ratio (length divided by height) of letter-size mail is less than 1.3 or more than 2.5, additional surcharge applies unless mailed at postcard rate Acceptable only WITH surcharge 5” 4”

25 US POSTAL SERVICE - OFFICIAL BALLOTING MAILPIECE FORMAT REQUIREMENTS DMM Exhibit Balloting Material Format for preaddressed Balloting Material Mailpieces and Voter Registration Postcard Exhibit not drawn to scale. This barcode (lower right corner) not for use on an actual mailpiece. The Barcode must represent the address printed on the piece.

26 US POSTAL SERVICE - OFFICIAL ELECTION MAIL LOGO This illustration is not drawn to scale. Please refer to Official Election Mail Guidelines & Conditions of Use on our website at