Fax & Email Guidelines

Whenever possible, we recommend that you reach out to voters directly by fax or email.

General Instructions When Faxing or Emailing 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. If you can get a personal email address for military and overseas voters, you should not have this problem.

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) allows election officials to transmit and receive election materials via toll-free fax to/from Service members, their eligible family members and overseas citizens. ETS also provides an email-to-fax 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.

DISCLAIMER: The Federal Voting Assistance Program (FVAP) provides an Electronic Transmission Service (ETS) to assist you with transmitting your election materials. FVAP does not guarantee the acceptance or processing of your materials by your election official. As a user of this service, we encourage you to contact your election official directly to verify whether your information was received timely.