Leeds City Council
PIN has consistently delivered successful outcomes for Leeds City Council across multiple election cycles.
The Client:
PIN has worked with Leeds City Council since 2004 and has delivered electoral printing and mailing services under the current framework contract since 2013. The contract covers all statutory elections, by‑elections and referendums administered by the authority, and operates to strict legislative, security and statutory standards.
Leeds City Council is one of the UK’s largest metropolitan authorities, responsible for elections serving more than 600,000 registered electors. Elections in Leeds frequently operate under complex combined poll conditions, often requiring coordination with neighbouring local authorities and the management of cross‑boundary electoral data.
PIN delivers high‑volume, time‑critical direct mail campaigns for Leeds, including poll cards, ballot papers and Postal Vote packs, often under compressed and overlapping election timetables.
The Project/Challenge:
The delivery of electoral direct mail for Leeds City Council presents a unique set of challenges due to scale, complexity and statutory governance requirements.
Key challenges included:
- Very high volumes of personalised, security‑critical printed materials
- Strict and immovable statutory timetables governed by electoral law
- Overlapping elections, referendums and by‑elections running concurrently
- Combined polls involving multiple contests and cross‑boundary elector data
- Zero tolerance for error in ballot papers, postal vote packs or poll cards
A particular challenge is the delivery of high‑volume Postal Vote mailings, which are both data‑critical and highly sensitive. Postal Vote packs must be accurately personalised, securely matched and dispatched within narrow windows, as any delay or error risks disenfranchising voters and breaching statutory deadlines.
Given the public scrutiny, legal obligations and reputational implications associated with electoral delivery, Leeds City Council requires an experienced direct mail partner able to reliably manage complex data sources, mixed materials and high‑pressure production schedules.
Solution:
PIN delivers a fully managed electoral direct mail service for Leeds City Council, encompassing print, pack and mail delivery at scale.
PIN produces and mails a wide range of electoral materials, including:
- Poll cards
- Ballot papers
- Postal Vote packs
- Election guidance and statutory information
These mailings frequently involve mixed pack configurations, combining multiple printed items that must be accurately matched to individual electors using complex data files.
PIN manages multiple data sources provided by Leeds City Council, including:
- Live electoral register extracts
- Postal Voter entitlement files
- Candidate and contest‑specific data
- Combined poll datasets involving neighbouring authorities
Data files are validated on receipt, checked against expected elector volumes and assessed for anomalies before entering production. This ensures full data integrity and reduces the risk of late-stage corrections and proofing delays.
PIN operates a structured, risk‑managed production methodology supported by our Imprint MIS and specialist teams. The model comprises three controlled phases:
- Pre‑Production:
Planning, data validation, schedule alignment and formal risk assessment - Live Production:
Secure printing, automated matching, pack assembly and postal despatch - Post‑Production Review:
Reconciliation, audit reporting and continuous improvement review
Each phase aligns fully with Electoral Commission timetables and incorporates defined control points to manage risk during live electoral events.
PIN’s scheduling model is designed to handle multiple concurrent and overlapping election events. During peak periods, PIN applies a priority matrix approach to production and mailing to ensure statutory deadlines are met across all campaigns.
“We have always received the highest level of service. The team goes above and beyond to ensure everything we require is achieved. Their proactive nature gives us confidence and peace of mind. The quality of products and deliveries is excellent. I would highly recommend PIN Communications.”
— Susanna Benton, Electoral Services Manager
Results
PIN has consistently delivered successful outcomes for Leeds City Council across multiple election cycles.
During the 2023 Local and Parliamentary by‑elections, PIN delivered multiple concurrent print and mail campaigns, producing more than 1.2 million individual items within a ten‑day window. This included:
- Over 134,000 Postal Vote packs
- Multiple contests processed and delivered simultaneously
- Poll cards, ballot papers and voting packs issued on time
Using PIN’s priority matrix scheduling model, the programme achieved a 100% on‑time despatch rate, exceeding Leeds City Council’s contractual KPIs during one of the most intense operational periods. Across high‑volume, security‑critical mailings, PIN delivered with zero tolerance for error, ensuring accuracy, confidentiality and compliance with electoral regulations.
In partnership with Leeds City Council, PIN has implemented a range of improvements over the life of the contract, including:
- Reviewing and optimising print processes
- Trialling alternative formats to reduce production costs
- Introducing batching strategies to improve efficiency
- Developing a Poll Pack concept for ballot book delivery
- Completing a full review of postage profiles
- Maximising available postage discounts and savings
These initiatives have delivered improved efficiency, cost control and clearer voter communications without compromising quality or compliance.
Summary
PIN’s work with Leeds City Council demonstrates extensive experience in delivering large scale, complex direct mail campaigns involving mixed materials, sensitive data sources and immovable statutory deadlines. The longevity of the contract, running until 2028, reflects PIN’s consistent performance, operational resilience and ability to deliver critical print, pack and mail services under intense public and regulatory scrutiny.
Trusted partnerships. Real results.
When you partner with PIN Communications, the proof is in the pudding with our results. Our business strives to deliver nothing short of exceptional results.
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