Postal Notices — Notify Voters by Mailing a Postcard

For voters that do not have electronic contact information, you can have Electionbuddy send postal notices to those voters. The postal notice is in the form of a postcard, and contains all the same information that an electronic notice would contain: election details, voting instructions, and an access link. This postcard can also contain an optional QR code, which voters can scan to be taken directly to the ballot. Otherwise, typing the access link into a web browser's URL bar will take them to a screen that will prompt them to enter their access key. You will have to provide the voters' mailing addresses in your voter list.

As per Electionbuddy's pricing guidelines, postal notices are a feature only available to elections at a minimum $299.00 cost. There is also an additional cost for postage, please contact us with the number of voters in your voter list and we can quote you a price!

To set up postal notices:

  • In stage 3 of your election setup, the "Notice" stage, select "Postal notices" from the list of available notice types.
  • Select "Include a QR code" to include a QR code in the postal notice. The voter can scan the QR code to be taken directly to the ballot.
  • You can delay the postal ballot delivery for up to a certain number of days. 
    • If you are running a multi-channel election (i.e. you're notifying voters to vote in a combination of methods), check this option and insert a delay that is appropriate, based on the length of your election. 
    • This delay determines how many days Electionbuddy waits before sending the voter notice information to our printing company. 
    • If any of your voters vote before that delay is over, they are automatically removed from the list of voters who will be mailed a postcard. This saves you money, so we don't just recommend that you do this - we would think you're crazy if you didn't!
    • However, once that delay is over and the information is sent to the printing company, you will be charged for all postcards that were sent to the printer, even if a voter does not use the mailed notice specifically to vote. 

  • You can also include the return address (typically your organization mailing address) so notices are returned to you if the voter has moved to help prevent unauthorized ballot submissions from individuals outside of your organization.

Here is how Electionbuddy will require you to set up your postal addresses for your voter list:

Electionbuddy will require each piece of the address to be in its' own column, as you see in the image above. Please see our article on  the proper format for mailing addresses to review requirements and character limits for mailing addresses. 

Something to consider: postal notices are less effective the shorter your election duration is. They take time to reach your voters, whereas an electronic notification method is much more instantaneous. If your election is only running for a few days, or even a few weeks, you will not be allowing for enough time for your voters to receive their notice and take the time to vote, and your voter turnout will be poor. As a general recommendation, whenever possible, utilize a multi-channel strategy if you would like to notify your voters via mail.

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