Many Options for Managing Business Mail
Ballot and Proxy Mail
Fast, Accurate, and Reliable Mail
Trust your important business mail will be processed effectively with 95% sent by the next business day.
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Annual Meeting Notices
Annual Meetings, homeowner elections, special elections. Whatever your need, we probably have a way to assist you with your election mailings.
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Annual Meeting Packets
We can assemble annual meeting packets with board member biographies, prior annual meeting minutes, budgets for approval, ballots, special return envelopes and/or other documents.
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Standard #10 Envelope
Often we can get everything into a standard #10-sized business envelope, but if we need to use something larger we can insert into 9" × 12" envelopes or even 10" × 13" flat-sized envelopes.
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Accuracy
Community ballots and proxy mailings not only require a high level of accuracy, but often have legal ramifications associated with the timing of the mailing. Coordinate your next mailing with us for quality and timely delivery.
Customers may access the tracking information within their account. No green forms to fill out or potentially lose. Gone are the days of tedious forms, supply management and time-consuming processes.
Ballot and Proxy Mailings
Organizations often have different legal and contractual requirements for how secret a ballot should be treated.
We have identified three levels of secrecy that you can choose from when using our ballot process.
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Open
An Open Ballot allows ballot counters to see the name and address of the voter. With this process it is easy to see and account for each ballot and is probably the least costly. The downside is that homeowners or voters may not be too comfortable with their name tied to how they are voting, especially if other community members are counting the votes.
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Private
This method is a little more private and is accomplished by putting the homeowner or voter’s name and/or account number on the outside of the return ballot envelope. When the envelope with the ballot inside is received, the voter can be accounted for. The internal ballot contains nothing to identify the voter.
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Secret
This method is the most secure, and if executed properly removes any association of the voter with the ballot, while still allowing an accounting of voters. This process is similar to the Private ballot but contains an additional Ballot envelope which contains nothing to identify the voter.
You have the option of simplex (single-sided) or duplex (double-sided) printing and can choose from a variety of colored paper, including pre-perforated sheets. Decide whether you want black or full color printing; easily add return or remittance envelopes to your mailing with or without a pre-applied postage stamp; add an eye-catching message to the outside of the letter; our letter tools were designed to handle most business letter mailings.
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Annual Meeting Packets
Coupon Booklet Mail as Low as $3.00 Each
Annual Meetings, homeowner elections, special elections. Whatever your need, we probably have a way to assist you with your election mailings.
You can add pre-stamped return envelopes, secret ballot envelopes and color paper options all with a few clicks of the mouse.
Whether your annual meeting mailing needs one sheet of paper or twenty, we can eliminate the headaches and get your mailing out on time, helping you comply with even the most complex bylaws. Your mailing history and tracking are kept in your account. Accounts are free (including multi-user accounts).
Read more about how we can help with these complex mailings.
Frequently Asked Questions
What are ballot and proxy mailings?
Ballot and proxy mailings are usually annual-meeting documents sent to members or homeowners so they can vote on association business. LetterStream prints and mails these documents for you, including the ballot/proxy pieces and any supporting documents, so you can meet bylaw and timeline requirements without assembling packets manually.
What’s included in a typical annual meeting (ballot/proxy) packet?
Most packets include an annual meeting notice or agenda, a proxy form, a ballot (often a secret ballot), and any additional inserts like budgets, candidate bios, or policy updates. With LetterStream you can include multiple documents into one coordinated mailing.
Can LetterStream handle thick annual meeting packets?
Yes. Annual meeting mailings often include many pages, and LetterStream supports thick packet/large-envelope “Flats” style mailings when your packet is too large for a standard letter.
Can I include a pre-stamped return envelope?
Yes. Ballot/proxy mailings can include pre-stamped return envelopes so members can mail votes back easily. You choose this during setup.
Do you provide secret ballot envelopes?
Yes. Secret ballot envelopes are available as an add-on for ballot/proxy jobs to support private voting workflows.
Can I print ballots and proxies on different colored paper?
Yes. For annual meeting mailings you can select color paper options and even put the proxy on one color and the ballot on another to reduce confusion for voters.
How do I send ballots and proxies through LetterStream?
Log in and click Send Letter(s) to get started. Upload your address list, upload your PDFs (ballot, proxy, notice, etc.), add any return and secret ballot envelopes, review your proofs to ensure accuracy, and approve!
Can I send mail to lots of recipients in a single CSV list?
Absolutely, and that goes for all mailings (not just ballot mailings). Upload a single CSV with all of the recipients that need to be included in that particular mailing.
