Annual Meeting and Secret Ballot Mailings

Getting Started

Sending out secret ballot mailings through LetterStream is simple when you follow this step-by-step guide. This process walks you through preparing your documents, selecting the correct envelope options, and customizing return envelopes if needed.

In This Article

• Before You Begin
• Creating Your Secret Ballot Mailing
• Adding Secret Ballot and Return Envelopes
• Customizing the #9 Return Envelope
• Final Steps and Proof Review

Before You Begin

Create a Free LetterStream Account

• If you don’t already have one, sign up for a free account on the LetterStream website.

Prepare Your Files

• Documents should be saved as PDFs.
• Address list must be saved as a CSV file.

Creating Your Secret Ballot Mailing

1. Log in and click Send Letter(s). Follow these selections:

• Name your mailing
• Recipient section: Select Address List
• Mail type: Select USPS First-Class Mail
• Click Continue

2. On the Address Mapping screen:

• Map your address fields accordingly
• Click Continue

3. On the Return Address page:

• Enter your return address

4. Click Continue Job on the Inserts Review page:

• Upload the PDF documents in the order to be inserted

Adding Secret Ballot and Return Envelopes

1. On the Inserts Review screen, click Add An Envelope

• Select the #8 Secret Ballot Envelope (used to seal individual ballots)

2. Click Add An Envelope again

• Select the desires #9 Return Envelope from our various options
• This #9 envelope will hold the sealed #8 secret ballot envelope and be returned to your designated return address.

Customizing the #9 Return Envelope

If you need to add custom text (e.g., “SECRET BALLOT ENCLOSED”) or require a signature on the #9 return envelope:

1. Download a Template and edit in a PDF editor:

• custom verbiage only
• signature required only
• custom verbiage and signature required

Do not move text boxes, change font settings, or exceed 25 characters.

2. On the Inserts Review screen:

• Click Add An Envelope
• Scroll to Upload a New Custom Envelope or Overlay (PDF file only)
• Attach your edited PDF

3. Select the correct envelope size

• For standard #9, choose 100% Client Provided Artwork #9 Envelope

4. Click Upload and Add to Mailing

Final Steps and Proof Review

1. Click Continue to Recipient Review

• Review the proofs carefully to ensure accuracy
• Click Continue to add the job to your shopping cart

2. Complete payment to start processing your mailing