Fax & Email Guidelines

Whenever possible, FVAP recommends that you reach voters directly by fax or email

General Instructions When Faxing or Emailing Directly to a Voter:

  • Include all appropriate absentee balloting materials (e.g. affirmation/signature form, voted ballot return instructions, etc.).
  • Include contact information for your office: email address, phone/fax numbers and mailing address.
  • Some governmental email addresses (i.e., .mil) have security settings that do not allow for the inclusion of an attachment. Therefore, if a link can be created that leads the voter to an attachment, this can assist with getting your message through Department of Defense securities. Or, if a personal email address can be obtained for military and overseas voters, this alternative does not have these restrictions.

Additional Fax Instructions:

Additional Email Instructions:

  • Ensure that the file name of the attached ballot does not contain any spaces or special characters except hyphen (-) and underscore (_).
  • Note: The most commonly available file format for email attachments is Portable Document Format (PDF).

Electronic Transmission Service

Our Electronic Transmission Service (ETS) enables local election officials to transmit and receive election materials via toll-free fax to/from Uniformed Services members, their eligible family members and overseas citizens. ETS also provides a fax to email conversion when the voter only has email.

ETS LEO Transmittal Sheet-Out Bound to Voters

Election Officials should use the ETS transmittal sheet as a cover sheet when faxing or emailing election materials to voters.

ETS Voter Transmittal Sheet-In Bound From Voters

Voters should use this Voter Cover Sheet as a cover sheet when faxing or emailing election materials back to their local election office.

ETS Instruction Manual

A complete ETS Instruction Manual for Local Election Officials is available in Acrobat and Rich Text Format. The manual has been updated as of September 19, 2012.