ASC-NSC-Revisions to Self-Response Contact Materials 09-15-2023

Request for Non-substantive Change to the
American Community Survey
Revisions to Self-Response Contact Materials in the United States and Puerto Rico
OMB Control No. 0607-0810
U.S. Department of Commerce
U.S. Census Bureau

Purpose
The American Community Survey (ACS) is an ongoing monthly survey that collects detailed
housing and socioeconomic data from a sample of about 3.5 million addresses in the United
States and about 36,000 addresses in Puerto Rico each year. The ACS allows the U.S. Census
Bureau to provide timely and relevant housing and socioeconomic statistics, even for low levels
of geography. The current ACS information collection was approved on June 6, 2022, for three
years, with an expiration date of May 31, 2026.
The purpose of this non-substantive change request (NSC) is to revise certain ACS Housing Unit
mailing envelopes, letters, postcards, and questionnaires. This NSC implements results from a
2021 field test, which showed these changes could improve self-response rates.

Background
The changes for this OMB package could reduce the number of times the Census Bureau has to
contact households by improving respondents’ likelihood to respond to earlier mailings. The
ACS sends up to five mailings to sampled address in the United States. Self-response occurs
when a household completes the survey online, by telephone, or a completed questionnaire is
received by the Census Bureau. The Census Bureau does not send additional mailings when a
completed survey is received and processed. Each ACS mail material design and change to the
text undergoes scientific testing to encourage self-response, reduce mailings, and reduce
spending.
ACS Mail Materials and the ACS Mail Methodology
This section describes the mail material in the context of the mail methodology. There are no
changes to the mail methodology.
The first ACS mailing is an initial mailing letter (Attachment A). This letter informs the
household of their inclusion in the ACS and instructs the respondent to complete the survey
online. A unique ACS user identification number and the ACS internet landing page are
prominently printed on the letter. The letter assures the respondent a paper questionnaire will
be sent if they cannot complete the ACS online. We utilize a pressure seal mailer for this letter.
This letter is sent in Spanish (Attachment B) for respondents who call the Telephone
Questionnaire Assistance (TQA) phone number printed on the mailing. Changes to these mail
materials are in the “General Changes” section of this document.
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The second mailing is a follow-up letter (Attachment C) to remind respondents to complete the
survey online and expresses appreciation if they have already submitted their response. The
letter informs the respondent a paper questionnaire will be sent if we do not receive their
response. We utilize a pressure seal mailer for this letter. Changes to these mail materials are
in the “General Changes” and “Specific Changes” sections of this document.
The third mailing is the American Community Survey Questionnaire Package (Attachment D),
which we send only to addresses that have not completed the survey over the past two weeks.
The package contains: an ACS follow-up letter, a paper copy of the ACS questionnaire, and prepaid business reply envelope. The follow-up letter introduces the questionnaire, reinforms the
importance of the ACS, and offers a telephone number for assistance. The ACS Questionnaire
Package in Spanish (Attachment E) is mailed when a respondent previously calls (or previously
called) TQA. Changes to these mail materials are in the “General Changes” and “Specific
Changes” sections of this document.
The fourth mailing is an additional reminder postcard (Attachment F) that reminds
respondents that “now is the time to complete the survey.” The postcard reinforces the
importance of the ACS and states an interviewer may contact them if they do not complete the
ACS. The postcard in Spanish (Attachment G) is mailed when a respondent previously calls (or
previously called) TQA. Changes to these mail materials are in the “General Changes” section
of this document.
The fifth mailing (Attachment H) is sent to only respondents who have not completed the
survey within five weeks. This mailing reminds the respondent to complete the survey by the
due date printed on this letter and expresses appreciation if they have done so. This letter
includes clear login instructions and displays the user identification number. The letter in
Spanish version of the postcard (Attachment I) is mailed when a respondent previously calls (or
previously called) TQA. Changes to these mail materials are in the “General Changes” and
“Specific Changes” sections of this document.
If a respondent starts to answer the survey online and provides an e-mail address but does not
complete the survey, an e-mail (Attachment J) will be sent to the respondent to remind them to
return to the survey to complete their online questionnaire. This e-mail includes a link to the
online survey, clear instructions to log in, including an explicit reference to the user
identification number. This e-mail is sent only once to a respondent, either prior to the third
mailing or prior to the fifth mailing depending on when they started filling out the online
survey.
PRCS Mail Materials and the PRCS Mail Methodology
The ACS mails two questionnaires (Attachments K and L) to all eligible address in Puerto Rico.
There are no changes to the mail methodology. Changes to these mail materials are in the
“General Changes” sections of this document.

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General Changes
The Census Bureau conducted a field test of ACS mail materials in 2021, which evidenced
improved self-response rates. This non-substantial change request implements plain-language
test results to improve respondent accessibility and readability. Respondents can more easily
locate, understand, and respond to the ACS. The changes that are not solely formatting are as
follows:
•

ACS materials displaying a toll-free number omit the words “our toll free”. Unnecessary
text is removed to clean appearance and locate the telephone assistance line.

•

TTY is omitted from questionnaires because the TTY line is no longer operational due to
it being an outdated service, individuals who are deaf or hard of hearing use a relay
service for interacting with our call center staff.

•

The self-response URL has “https” omitted. This change enhances accessibility.

•

The ACS web link “census.gov/acs” replaces “census.gov” in the letter to direct
respondents to the ACS website.

•

The PRCS web link “census.gov/prcs” replaces “census.gov” on the ACS-1PR and ACS1PR(SP) to direct respondents to the PRCS Website.

Table 1 displays each English mail material in this NSC and denotes what change have been
applied.
Table 1. Non-substantive Changes to ACS/PRCS Mailing Materials - English
Change
First
Second
Third
Questionnaire Business
Mailing
Mailing
Mailing
Reply
Envelope
ACSACSACSACS-1
6385-47
13PS
20PS
14(L)
ACS-1PR
Omit “Our Toll
•
•
•
•
Free”
Omit TTY
•
Omit “https”
•
•
•
•
Census.gov/acs
•
•
•
Census.gov/prcs
•
Mail Address Text
•

Email
Reminder

•

*The “census.gov/prcs” is applied only to the ACS-1PR.

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Like Table 1, Table 2 displays each Spanish mail material in this NSC and indicates what above
changes have been applied.
Table 2. Non-substantive Changes to ACS/PRCS Mailing Materials - Spanish
Change
First Mailing
Third Mailing
ACS-13PS(SP)
ACS-14(L)(SP)
Omit “a nuestro número gratis”
Omit TTY
Omit “https”
Census.gov/acs
Census.gov/prcs
Mail Address Text

•

•

•
•

•
•

Questionnaire
ACS-1(SP)
ACS-1PR(SP)
•
•
•
•

*The “census.gov/prcs” is applied only to the ACS-1PR(SP).

Specific Changes
Second Mailing
The second mailing is still a pressure sealed letter but underwent a complete re-design to use
as few words as possible to convey the most important information needed to respond to the
ACS. It maintains a government look and feel with no color or graphics. Implementation of this
design will increase response rates and thus diminish future mailings. Key updates include, but
are not limited to, the following:
•

The opening salutation is removed to clean the letter’s appearance.

•

This sentence was removed because the information is in the first mailing: “Local
communities depend on information from this survey to decide where schools,
highways, hospitals, and other important services are needed.”

•

The online self-response box is simplified with two instructional bullets to go online and
enter your user ID.

Third Mailing
Follow-up Letter
The ACS-14(L) Follow-up Letter has two changes to encourage self-response.
•

A sentence in the third paragraph was modified for a comprehensive audience:
“Because you will be providing important information on behalf of your community, it is
vital that you complete this survey to help meet critical needs in your area – like
deciding where to build new schools, health clinics, and fire stations.”

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•

An italicized Spanish note was added at the bottom, so respondents know Spanish
guidance on the other side of the letter: “Nota: Vea al otro lado para responder en
español.”

Business Reply Envelope
Respondents mail their completed questionnaire in a postage-paid Business Reply Envelope,
which always mails to the National Processing Center. The envelope has two changes to avoid
confusion, increase trust, and reflect the complete form is going to the National Processing
Center.
•

The word “Director” is replaced with “U.S. Census Bureau” because a Director does not
receive completed forms and is not located in Jeffersonville, IN.

•

The words “National Processing Center” are printed in the address to clarify the return
address location.

Fifth Mailing
The fifth mailing has two changes to achieve consistency and implement plain language. The
Spanish guidance at the bottom of the letter has changed to match earlier mailings.

Burden

The burden of the 2024 ACS is unchanged by this update.

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Attachments
2024 Data Collection Materials
A

American Community Survey Housing Unit (HU) First Mailing – Standard (English):
•

B

American Community Survey Housing Unit (HU) First Mailing – Alternate (Spanish):
•

C

ACS-29(2024) (04-27-2023), ACS Additional Reminder Postcard

American Community Survey HU Fourth Mailing – Alternative (Spanish):

•
H

ACS-14(L)(SP)(2024) (05-23-2023), ACS Follow-up Letter Spanish
ACS-1(SP)(2024) (05-15-2023), ACS Questionnaire Spanish
6385-47(2024) (05-05-2023), ACS Business Reply Envelope
ACS-46(SP)(2024) (05-15-2023), ACS Outgoing Envelope Spanish

American Community Survey HU Fourth Mailing – Standard (English):

•
G

ACS-14(L)(2024) (05-23-2023), ACS Follow-up Letter
ACS-1(2024) (05-15-2023), ACS Questionnaire
6385-47(2024) (05-05-2023), ACS Business Reply Envelope
ACS-46(2024) (03-220230), ACS Outgoing Envelope

American Community Survey HU Third Mailing – Alternative (Spanish):

•
•
•
•
F

ACS-20PS(2024) (05-23-2023), Reminder Mailing Letter

American Community Survey HU Third Mailing – Standard (English):
•
•
•
•

E

ACS-13PS(SP)(2024) (07-19-2023), ACS Initial Mailing Letter - Spanish

American Community Survey HU Second Mailing:
•

D

ACS-13PS(2024) (05-23-2023), ACS Initial Mailing Letter

ACS-29(SP)(2024) (04-27-2023), ACS Additional Reminder Postcard Spanish

American Community Survey HU Fifth Mailing- Standard (English):

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•
I

ACS-23PS(2024) (05-23-2023), ACS Due Date Letter

American Community Survey HU Fifth Mailing – Alternative (Spanish):

•

ACS-23PS(SP)(2024) (05-23-2023), ACS Due Date Letter Spanish

J

American Community Survey Email Reminder:

K

Puerto Rico Community Survey Questionnaire:

•
L

ACS-1PR(SP)(2024) (06-06-2023), PRCS Questionnaire Spanish

Puerto Rico Community Survey Questionnaire – Alternative (English):

•

ACS-1PR(2024) (06-06-2023), PRCS Questionnaire English

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Attachment A – ACS-13PS(2024) (05-23-2023), ACS Initial Mailing Letter
Front

8

Attachment A – ACS-13PS(2024) (05-23-2023), ACS Initial Mailing Letter
Back

9

Attachment B – ACS-13PS(SP)(2024) (07-19-2023), ACS Initial Mailing Letter - Spanish
Front Cover

10

Attachment B – ACS-13PS(SP)(2024) (07-19-2023), ACS Initial Mailing Letter - Spanish
Back

11

Attachment C – ACS-20PS(2024) (05-23-2023), Reminder Mailing Letter
Front

12

Attachment C – ACS-20PS(2024) (05-23-2023), Reminder Mailing Letter
Back

13

Attachment D – ACS-14(L)(2024) (05-23-2023), ACS Follow-up Letter
Front

14

Attachment D – ACS-14(L)(2024) (05-23-2023), ACS Follow-up Letter
Back

15

Attachment D – ACS-1(2024) (05-15-2023), ACS Questionnaire
Cover (only)

16

Attachment D – 6385-47(2024) (05-05-2023), ACS Business Reply Envelope
Front (only)

17

Attachment D – ACS-46(2024) (03-220230), ACS Outgoing Envelope
Front (no changes)

18

Attachment D – ACS-46(2024) (03-220230), ACS Outgoing Envelope
Back (no changes)

19

Attachment E – ACS-14(L)(SP)(2024) (05-23-2023), ACS Follow-up Letter Spanish
Front

20

Attachment E – ACS-14(L)(SP)(2024) (05-23-2023), ACS Follow-up Letter Spanish
Back

21

Attachment E – ACS-1(SP)(2024) (05-15-2023), ACS Questionnaire Spanish
Cover (only)

22

Attachment E – ACS-46(SP)(2024) (05-15-2023), ACS Outgoing Envelope Spanish

23

Attachment F – ACS-29(2024) (04-27-2023), ACS Additional Reminder Postcard
Front

24

Attachment F – ACS-29(2024) (04-27-2023), ACS Additional Reminder Postcard
Back

25

Attachment G – ACS-29(SP)(2024) (04-27-2023), ACS Additional Reminder Postcard Spanish
Front

26

Attachment G – ACS-29(SP)(2024) (04-27-2023), ACS Additional Reminder Postcard Spanish
Back

27

Attachment H – ACS-23PS(2024) (05-23-2023), ACS Due Date Letter
Front

28

Attachment H – ACS-23PS(2024) (05-23-2023), ACS Due Date Letter
Back

29

Attachment I – ACS-23PS(SP)(2024) (05-23-2023), ACS Due Date Letter Spanish
Front

30

Attachment I – ACS-23PS(SP)(2024) (05-23-2023), ACS Due Date Letter Spanish
Back

31

Attachment J – Email Reminder

32

Attachment K – ACS-1PR(SP)(2024) (06-06-2023), PRCS Questionnaire Spanish
Cover (only)

33

Attachment L – ACS-1PR(2024) (06-06-2023), PRCS Questionnaire English
Cover (only)

34