In addition to the membership lists, the AAA's client provides the mailing labels. The mailing labels are typically pre-formatted and occasionally the addresses are not structured pursuant to postal regulations. Improperly structured labels could lead to delay in mail delivery of the ballot packets and increases in bulk postage rate. The AAA now encourages its clients to provide membership lists and addresses on a computer diskette. Utilizing the diskette enables the AAA's printers to manipulate the addresses to meet postal requirements, guaranteeing lower postage rates and delivery within two days.
Timing is everything when it comes to mail ballot elections.
It is imperative that the voting member receives a ballot packet in a timely fashion with ample opportunity to cast his or her vote. In some elections, nominations are made immediately prior to the election. When that happens, names of new candidates usually have to be added to the ballot within a very short period of time. To avoid delay in producing a new ballot, the AAA uses laptop computers programmed with various pre-formatted templates of the ballot.