Last Updated: 12/12/2023

Undeliverable Mail

To access: VOTER REGISTRATION > Record Undeliverable Mail > {date returned} > {voter}

Use the Undeliverable Mail dialog to record the receipt of:

Mail sent to a voter that was returned by the Postal Service as undeliverable.
A change of address from an NCOA vendor.
An HSMV list of voters who have surrendered their Florida driver license to another state.
A jury notice indicating a change of address for the voter.

See Process Undeliverable Mail and Third-Party Address Changes for more information.

Fields and Controls on this Dialog

Find	Opens the Find a Voter dialog where you can search for another voter.
View Voter Audit	Opens the voter's audit log, listing transactions against the voter's record. This is the same information that is displayed on the Audit tab in the voter record.
Office Note	Opens the Office Note dialog to add a comment to the voter's record for the undeliverable mail. All changes to voter records are audited (that is, recorded in the database along with the name of the user who made the change and when), so creating an office note helps explain why a change was made. You can access the note later from the Audit tab in the voter record.
Mail Type This pane can be displayed in two different views: Voter Mail Types Classic Mail Types The display is controlled with the Classic Mail Types/Voter Mail Types button below the Mail Types pane.	The default view—Voter Mail Types—lists any notices that have been sent to the voter along with the date they were mailed. This makes it easy to select a specific mail piece should it be returned by the USPS as undeliverable. Notices sent out by your office remain in the Mail Type pane for eight weeks after the mail date; after eight weeks, they no longer appear. Notices remain in the list for the eight week period, even if the voter responds to a notice, in case the elections office decides to resend an undeliverable mail piece to a different address. The Voter Mail Types pane also lists the three third-party address change sources (NCOA Process, HSMV List, and Jury Notice) as these address changes are processed as undeliverable mail. The alternative view—Classic Mail Types—is intended for use when none of the options shown under Voter Mail Types is suitable for the undeliverable mail piece. This can occur after a data conversion from another voter registration system to Voter Focus. The options shown in the Classic Mail Types pane are: Voter ID Card—Highlight if the undelivered mail is a voter information card. Address Confirmation Request—Highlight if the undelivered mail is an address confirmation request. Address Change Notice—Highlight if the undelivered mail is an address change notice or a combo card. Final Notice—Highlight if the undelivered mail is a final notice. Other Mail—Highlight if the undelivered mail item does not fall into one of the above categories. Select this option for undeliverable Vote-By-Mail ballots that are returned with a USPS change-of-address notice.
Process undeliverable mail	Click the appropriate button depending on whether the item was returned with an address change: No Address Change—If the Postal Service or other third party did not provide a new address for the voter, select to complete processing of the item. This schedules a Final Notice for the voter and records the undeliverable mail on the voter's Comms tab. Forwarding Address—Select if the item shows a change of address for the voter. If the voter doesn't have a mailing address, the Residence Address Entry dialog appears. If the voter has a mailing address, the Enter Forwarding Address dialog appears. This schedules a Final Notice for the voter. If the new mailing address is out of state, click Update as Mailing to insert it in the Mailing Address fields. A Cancelled Request notice and a Final Notice to the mailing address will be scheduled. All future absentee requests will be cancelled. Absentee status will be updated to Cancelled.
Change Status to "Address Update Required"	Select to change the status of an Active voter to 18(A)—Address Update Required. The note Address Update Required will appear with the voter's name in precinct registers until the voter confirms their residential address.
Change Date	Opens the Voter Management dialog, where you can change the date the mail item was returned to the elections office.