3 strategies to improve vote-by-mail signature forms
What simple changes can election officials implement to create more successful voting by mail experiences so fewer mail-in ballots are rejected?
In this research, Sean Isamu Johnson explored how applying the principles of plain language to vote-by-mail envelopes can improve readability and simplify content.
2020 was a big year for vote-by-mail. As we worked with states and counties across the country as they scaled-up voting by mail for the general election, we set out to learn more about signature forms on ballot envelopes.
As part of the process of voting by mail, voters sign a legal statement that often has complicated language and a confusing layout.
We reviewed the information and signature forms on mail-in ballot envelopes from 26 states and conducted a readability and content analysis to understand whether the voter statement—including all the text of the legal statement—is easy enough for voters to read that they are more likely to successfully complete and return their ballot.
This work builds on previous research with election forms to identify strategies that election administrators can follow to make their ballot envelopes more accessible to voters. Some strategies can be applied immediately, while others require updates to election codes for a better voter experience.
Strategy 1: Use layout for clarity
Who can do this? In most states, election officials can make small changes to the layout without a change in the election code. They can:
- Add bullets to separate clauses in the voter statement
- Use a conventional form field layout instead of interspersing blanks in a paragraph (mad libs-style)
- Call attention to the signature area
In the following example, we added bullets to Oklahoma’s oath in order to make it easier to read but didn’t change any of the text. This means the change can be implemented immediately while keeping the text consistent with the current law.
| Before | After |
|---|---|
| I swear or affirm that I am qualified to vote in the election or elections in County, Oklahoma, to be held on, for which ballots are enclosed; I have marked the ballots myself; and I have not shown these marked ballots to any other person. | I swear or affirm that
|
| Readability: Post-graduate | Readability: Early primary |
Strategy 2: Make the text easier to read
Who can do this? Some states can immediately make these changes if the election code allows for flexibility in the language on the envelope. Others will need to wait until the election code changes before they return to this strategy. States that allow for it can:
- Minimize the number of complex words and overall length of the text
- Write instructions following plain language best practices
- Include checklists for packing the envelope accurately
In our analysis, we found a wide range in how states presented eligibility requirements to voters. Colorado, with a simple declaration, and North Carolina, which asks voters to agree to a long list of individual requirements, represent two extremes:
| Purpose | Excerpts from oath |
|---|---|
| A single blanket statement that they are qualified to vote (Colorado) |
“I am an eligible elector” |
| A complete list of requirements for voter registration (North Carolina) |
|
If the state election code allows, the complicated list of requirements as seen in North Carolina and other states can be collapsed to a general declaration, like the one from Colorado’s form. Keep in mind that those who are voting by mail have already agreed to all of these requirements when they registered to vote. Consolidating this complete list into one blanket statement simply acknowledges that voters have already legally signed off on these requirements.
Strategy 3: Update state policies and regulation
Who can do this? All states should think about updates to policies and regulations. If a state’s election code does not allow any flexibility in the oath, this is the place to start.
Longer-term, there are opportunities for both election officials and legislatures to make more permanent changes which:
- Allow for text and layout to be edited for clarity and plain language as long as it substantially meets the goals of the current policy
- Update the election code to simplify the language of the statements for plain language, readability, and legibility
- Rethink policies and requirements to be sure they support election integrity while making it easier for voters to have their ballots counted.
The report includes a complete step-by-step guide on how to improve your state’s form, as well as a more detailed dive into other strategies that can be deployed to improve readability and simplify content in vote-by-mail envelope design.
About the work
This article is based on research by Sean Isamu Johnson and Whitney Quesenbery.