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Voting by mail

Elections conducted by mail are more complicated than those conducted in-person and, as a result, there is a greater chance of encountering problems that can adversely affect the election process. For example, mailing lists are frequently inaccurate, deliveries are sometimes slow, and elections of this type lend themselves to fraud and manipulation more easily than do other kinds of elections.

Nevertheless, there are some locals with membership spread over such a large geographical area that mail votes are almost the only practical method of providing every member with “a reasonable opportunity to vote.” Because of the complexity and potential for manipulation of mail ballot elections, it is extremely important that proper procedures, as spelled out in this section of the manual, are followed.

If elections are to be conducted by mail, the following procedures must be followed:

  1. The mailing to each member should contain:
    1. A ballot.
    2. A plain envelope (or one with the word “ballot” printed on it).
    3. A stamped envelope addressed to the point to which ballots are to be returned, with a place for the member to write the member’s name on the outside (or, if possible, with the member’s name already on it).
    4. A set of instructions, which may be printed on the ballot itself.
  2. The member should be instructed to:
    1. Mark the ballot.
    2. Place it in the plain envelope (or the one marked “Ballot”) and seal it.
    3. Place the envelope in the other envelope, seal it, write the member’s name on the outside, and mail it in time to be received no later than a specified date.
  3. The election committee should carefully supervise the mailing to the members. Official observers designated by the candidates are entitled to be present during the addressing, stuffing and mailing of the ballots.
  4. The return envelopes should be addressed to a neutral address, not to the union office or to someone’s home. The best way is to have them returned to a Post Office Box requiring two keys to open. One of these keys should be retained by the chairperson of the election committee and the second by another committee member.
  5. The election committee should allow at least 20 days between the mailing of the ballots and the opening of the box. If this amount of time is allowed, it is not necessary to do a separate mailing of an “Election Notice” 15 days in advance; the ballot itself constitutes notice.
  6. The box should be opened on the specified date, with the observers invited to be present.
  7. The names on the envelopes should be checked against the membership list, and as each is verified, the envelope should be opened and the inner envelope containing the ballot should be dropped in a ballot box.
  8. When the verification process is completed, the plain envelopes should be opened, and the ballots removed.
  9. The ballots are then tabulated and the report made in the same manner as for any other kind of election.

There are at least two temptations that must be avoided:

  1. The temptation to save money by not putting stamps or postage on the return envelopes. The local may not require a member to purchase a stamp and put it on the return envelope as the price for voting.
  2. The temptation to save money by mailing only to those members located in outlying areas and requiring those working or living in nearby areas to vote at a polling place. Everyone votes by mail or no one votes by mail.
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