POSTAL BALLOT PAPER.

POSTAL BALLOT PAPER

New Instructions after General Elections to WBLA 2016

Amendment to the Conduct of Elections Rules, 1961 regarding e-Postal Ballot Papers for Service Electors (ECI instruction No. 52/ECI/LET/FUNC/JUD/SDR/2015 dated 10th November, 2016) The postal ballot paper may be transmitted by the Returning Officer by such electronic means as may be specified by the Election Commission of India for the persons specified in sub-clause (ii) of clause (a) of rule 18 of the Conduct of Elections Rules, 1961 ; Where a postal ballot paper is transmitted electronically, the provisions of this rule and rules 22, 24 and 27 shall, mutatis mutandis, apply.

Time limit for transmission of postal ballots and connected papers through ETPBS [52/LET/ECI/FUNC/JUD/SDR/2018-Vol.II dt ] Returning Officers shall ensure that uploading of postal ballot papers and the connected papers for service voters on the ETPBS shall be completed by the day following the last date for withdrawal of candidatures. The Returning Officer shall ensure this without fail in all cases and issue a certificate to this effect.

Time limit for transmission of postal ballots and connected papers through ETPBS [52/LET/ECI/FUNC/JUD/SDR/2018-Vol.II dt ] The Commission has instructed the Unit level Officers through the Nodal officers of the Forces that downloading of the electronically transmitted postal ballots along with the other connected papers uploaded by the Returning Officers, should be completed latest by the eighth day after the last date for withdrawal of candidature. Uploading the ballot paper by the day following the last date for withdrawal will leave seven days for unit officers to download all papers, to get them printed and distributed to the Service Voters.

Voting through Postal Ballot Papers – additional instruction
(ECI instruction No. 576/3/ECI/LET/FUNC/JUD/SDR/2016 dated 13th October, 2016) The Commission has directed that in future, in the training sessions for ROs/AROs, the entire procedure to be followed for voting through Postal Ballots should be explained thoroughly so that errors of the nature of dropping the marked postal ballot paper directly in the drop box kept at the facilitation centre, by the election duty staffs, without observing the other requirements, do not recur. Special care should be taken in this regard.

Postal Ballot papers returned undelivered – procedure to be followed (ECI instruction No. 52/ECI/LET/FUNC/JUD/SDR/2017/Vol.I dated 22nd February, 2017) If the postal ballot paper and the other connected papers sent by post is returned to the RO undelivered, the RO may re-issue them by post or may deliver it to the elector personally on request being made by the elector. In those cases, where postal ballot paper is returned undelivered, and there is no request for re-issue, the Returning Officer shall keep them separately in an envelope superscribed 'Postal Ballot Papers Returned Undelivered'. The Returning Officer shall also maintain a day-to-day record of the number of such postal ballots returned undelivered. This envelope should also be sealed and kept in the safe custody of DEO.

(ECI instruction No. 52/ECI/LET/FUNC/JUD/SDR/2016 dated 4th October, 2016) In order to ensure that the ballot paper do not get rejected, the Commission has directed that column for writing the serial number of ballot paper in Form 13 B, shall be filled up by the Returning Officer’s staff itself before sending the postal ballot paper to the elector.

Voters entitled to vote by post
Relevant provisions of election law Sec.20 of RP Act, 1950 – Definition of Ordinarily Resident Sec. 60 of RP Act., 1951 – Special procedure for voting by certain classes of persons Rule. 17, 18(a), 19, 20 & 21 of CE Rules, 1961

Electors subjected to preventive detention under any law .
Following class of electors can exercise their voting right through Postal Ballot Paper (PB) Service Voters (including their wives) except those Classified Service voters, as defined in Rule 27M of CE Rules 1961, who opted for proxy voting. Special Voters - (including their wives) who are holding declared offices. [List of such declared offices is given in footnote below Sec. 20 of RP Act, 1950]. Electors subjected to preventive detention under any law .

Contd… Voters on election duty – All persons who are not able to cast their vote in person at the polling station on the day of poll being on election duty. These include person in polling parties, Sector/Zonal Officers, State Police personnel (other than those who are on leave), Returning Officers, Assistant Returning Officers, District Elections Officers and their staff, micro-observers, Assistant Expenditure Observers, drivers, conductors and cleaners of vehicles used in elections, videographers, staff of expenditure monitoring teams, staff working in control room, helpline staff, those appointed for dispatch and receiving of poll material, EVM maintenance, BLOs, etc. Notified voters – In special circumstances such class of persons as is notified by ECI under Sec. 60 (c) of RP Act 1951.

Design of postal ballot papers
Design of postal ballot papers (PB) As per ECI direction issued under rule 22 of CE Rules, It shall have counterfoil attached to it at the top. In election to House of People PB shall be printed on White paper and for election to Legislative Assembly on Pink paper. Width of PB shall be between 4" and 6“ as considered necessary when printed in one column.

Contd… Single column up to 9 candidates – In case of indivisible numbers of candidates, e.g. 11 candidates' first six candidates will be shown in first column and remaining 5 will be shown in second column, and space at the end of second column for 12th candidate will be completely shaded. A black border of 1 em (6 ems = 1 inch appx.) at the top of the counterfoil. Particulars of election to be printed below the border. The words “Electoral Roll Part No.” and “Serial No. of Elector” to be printed one below the other. Serial No. of ballot paper to be printed either on front or on the back. One block of lines of 1 cm (one centimeter) with a perforated rule below for separating the ballot paper from its counterfoil.

Contd… Names of candidates shall be arranged in the same order under 3 categories in which they appear in the list of contesting candidates (Form 7A). Headings of categories not to appear in PBs. In addition, photograph of the candidate shall also be printed. It should appear to the right side of the name in between the name and the place for marking Vote/ preference, in the panel. “None of the Above” option shall be printed in a separate panel after the name of all the contesting candidates Width of space allotted to each panel for candidate will be 1’’ (one inch)

Contd… One block of lines of 1 cm (one centimeter) with a perforated rule below for separating the ballot paper from counterfoil Each panel to be separated from each other by shaded area of 3 ems. Thick black border of 1 em at the bottom.

Contd… Postal ballot for service voters (ETPBS)
Symbols will not be printed on the PB for service voters. Party affiliation, if any, shall be printed along with the name of candidate on the PB for service voters. For independent candidates the word "Independent" will be printed on PB for service voters.

Contd… Postal ballot for other categories
Symbols allotted to candidates and also the symbol specified for “None of the Above” option will be printed on PB for all other category of electors entitled to vote by postal ballot i.e. Special Voters, electors under preventive detention and voters on election duty. Party affiliation not to be printed

Language of postal ballot paper
As per Direction issued by ECI under Rule 22 of C. E. Rules 1961 – Counterfoil in English only. Particulars of Constituency and election in postal ballot paper will appear in English only. Particulars of Candidates and party affiliation in official language of the State and English both on PB for Service Voters. Particulars in official language of the State will appear first over those in English.

Contd… Particulars of candidates with allotted Symbol and also the symbol specified for “None of the Above” option will be printed only in official language of the State and English on PB for all other category of electors i.e. Special Voters, electors under preventive detention and voters on election duty.

Printing of postal ballot papers
Returning Officers shall ensure that uploading of postal ballot papers and the connected papers for service voters on the ETPBS shall be completed by the day following the last date for withdrawal of candidatures. Service voters, who opted for proxy voting, not to be issued PB. Mark “CSV” against such voters in the last part of electoral roll. For other categories these should be printed within 72 hours of withdrawal. To be stitched in bundles of 50 ballot papers. Ensure that Serial number on postal ballot and on its counterfoil are identical.

Contd… Enter the Part Number of roll and Sr. No. of the elector on the counterfoil. Mark "PB" against the entry of elector in the marked copy of electoral roll. Sr. No. of postal ballots shall not be mentioned in the marked copy of electoral roll. IMPORTANT -Sr. No. of postal ballot to be written in ink correctly on the envelope (Form 13-B) containing PB and in the space provided in the form of Declaration by Elector (Form 13A). At the time of counting if the PB Nos. do not tally then they are rejected. Fill up the hour and date fixed for commencement of counting of votes in the relevant space provided in the Instructions for Guidance of Electors ( Form 13D ).

Contd… The covers in Form 13-B & Form 13-C for election to House of People will be in Green color and for Legislative Assembly in Pink color. Write "W" on the cover in 13-C in the case of female voter. Postal Ballot Paper, Form 13-B & Form13-C, Form 13-A and Form 13-D as prepared will be put inside a larger cover addressed to the service voter. Proper postage stamps should be affixed on above larger cover. Separate larger cover for each elector, even in the case of husband and wife.

Sealing of counterfoils and marked copy of Electoral Roll
Counterfoils of postal ballots, issued, shall be sealed by RO in a packet. Marked copy of last part of Electoral roll relating to service voters, also to be sealed in separate packet. Brief description of contents inside the packet with date of recording to be mentioned on both these packets and kept in safe custody of RO. These packets to be transmitted to DEO for safe custody after declaration of result.

Return of polled PB from service voters
For receiving back postal ballots by post, the CEO will make arrangement with the Postal Department to nominate one post office for each Parliament Constituency which will deliver postal ballots every day to the Returning Officer. The time of delivery will be fixed at 3 PM every day at the office of the Returning Officer, except for the counting day when the time for delivery will be 8 AM at the counting center for that Constituency. A pass should be issued to the nominated postal department employee to enter the counting center on counting day for this purpose.

Storage of PBs received by post
Keep all PBs received from post office everyday in a separate envelope. Write “Postal Ballots received by post” and the date on the envelope. Keep the envelope for each day in the strong room. The daily return of PBs received to be sent to the CEO through the DEO. The CEO to compile information of the State everyday and send a copy to ECI and also to all recognized political parties.

Procedure on receiving postal ballots by post
The postal ballots delivered by the post office will be counted in the presence of representatives of political party/ candidates. Acknowledgement of the number of postal ballots received by post will be prepared in duplicate. One copy to be given to the post office and other copy shall be kept in the record of the RO. The number of postal ballots received will be entered in the daily return in Format-3 by the RO. ( L. No. 52/2014-SDR dated 07/03/2014). The entire process will be video graphed.

Storage of postal ballots received by post
The RO will keep all postal ballots received from the post office every day in a separate envelope for that day and write on the envelope the date and words – “Postal Ballots Received by Post”. He will keep this envelope also in the strong room for postal ballots every day after the post has been received.

Monitoring of postal ballots received by post
Returning Officer will prepare a return of the PBs received from facilitation centers in Format-3 every day till he stops receiving postal ballots from facilitation centers. He will also enter the number of postal ballots received by post in the return on Format-3 till the day of counting. He will send a copy of the return in Format-3 to the Chief Electoral Officer every day through the DEO of the District. He will also send a copy of the return in Format-3 to all the candidates of his Constituency. The Chief Electoral Officer will compile the information of the State in Format-3 every day and will send a copy to the Commission. The CEO will also send a copy of the compiled Format-3 to all recognized political parties.

Intimation by other categories of voters to vote by post
Except Service voters and Electors under Preventive Detention (whose name and details are furnished by the State Govt.) all other class of electors eligible to vote by post have to be intimate/ apply to the RO in Form-12 of C. E Rules 1961 in advance for issue of Postal Ballot paper. Intimation by special voter at least 10 days before poll. (R.19)

Intimation by electors under Preventive Detention
In case of electors under preventive detention, the concerned department will communicate to CEO/ RO within 15 days after the date of notification of the election- about the – names and addresses of all such voters in the AC respective places where they are being so held. Elector may also send intimation to RO specifying name, address, Part No. & Sr. No. in the roll and place of detention. d. In either case, before sending PB, it is to be ensured that the name is entered in the roll and the person is held under preventive detention.

Issue of postal ballots to other categories
Special voters & electors under prevention detention :- PBs shall be sent by registered post to special voters and electors under preventive detention along with :- (a) Form of Declaration in Form - 13-A. (b) A cover in Form 13-B (containing postal ballot paper) (c) A cover addressed to the RO in Form 13-C (without postage stamp) (d) Instructions for the guidance of the elector in Form 13-D.

Contd… (ii) Above documents [at (a), (b), (c) and (d)] shall be placed inside a larger cover. This cover should be properly addressed and postage stamp shall be affixed. (iii) PB can be delivered personally to a special voter in place of sending by registered post. (iv) Postal ballots be issued as expeditiously as possible. (v) Write "W" on the cover in Form 13-C in case of female voter.

Contd… Voters on election duty --
To prepare a database of all Govt. Employees posted in the district for the purpose of randomization and allocation of election duties. The software for preparation of this database is developed by the Commission and will be made available on the website of the ECI soon. Every district has to prepare this database immediately and keep it updated if there are transfers, retirements or new recruitments. Include all employees of State Govt., Central Govt. and Central and State PSUs., all police personnel posted in the district including Home Guards etc. and drivers, conductors and cleaners of Govt. vehicles, vehicles of State Road Transport Corporation etc. in the database. Effort should be made to get the information of drivers, conductors and cleaners of private vehicles in the district like trucks, buses, minibuses etc. with the help of vehicle owners associations.

Contd… All electoral information of the employees – like complete residential address where the staff is enlisted in the electoral roll, No. & name of Constituency, Part No. and the serial number at which the name is registered, EPIC No., and Cell Phone numbers and Ids etc. needs to be incorporated in the database. A small cell with adequate number of computers, laser printers and Internet connection should be kept ready. Arrangements for printing of Form 12 and Form 12A, and printing of marked copies of electoral roll in adequate number to be used at the time of elections. Employees to be issued call letters for training along with pre-printed Forms 12 or 12A, as the case may be , requesting them to bring signed applications in Form 12 or 12A on the date of the first training.

Contd… RO should keep ready postal ballot papers for issue to all employees at the time of training. One officer should be deputed by RO for issue of PB and to maintain an account thereof. Postal ballot papers not issued in the first training shall be reissued on the subsequent training. The RO to keep all unissued pre-prepared PBs after all trainings are over, in a separate sealed cover with proper record of employees who could not be issued postal ballot papers. These employees will be entitled to vote in person in the normal course at the polling station in which he is registered as an elector.

Facility for casting of votes to other categories
Voters on election duty -- Postal ballot papers shall be distributed to the polling officials on the second round of training after verification of ID. A facilitation centre with drop box shall be opened for collection of postal ballot from polling personnel at the training venue during all training sessions. One or more Gazetted officer, depending on requirement, shall remain present at the facilitation centre for verification of declaration in Form 13A.

Contd… Separate time should be allocated in the training for explaining the procedure of marking and depositing of postal ballot papers. Time should also be given for employees to fill up declaration in Form 13A, verification by Gazetted officer, marking of postal ballot, and depositing of postal ballot in the ballot box. Voting compartments similar to voting compartments in polling station shall be made in each Facilitation Center. This is done so that employees are able to mark their postal ballot in complete secrecy. More than one such voting compartment can be made if necessary. Arrangement of glue/gum shall also be made to seal the envelopes.

Contd… A large steel trunk with one opening at the top for casting of postal ballots shall be used as a facilitation ballot box at the facilitation center. Before the casting of postal ballots is started the empty facilitation ballot box will be opened and shown to all present. The facilitation ballot box will then be sealed by the officer in-charge of the Facilitation Center. Every voter shall cast his or her postal ballot in the Facilitation Ballot Box after marking it and sealing it in the envelopes.

(ECI instruction No. 576/3/ECI/LET/FUNC/JUD/SDR/2016 dated 13th October, 2016) The Commission has directed that in future, in the training sessions for ROs/AROs, the entire procedure to be followed for voting through Postal Ballots should be explained thoroughly so that errors of the nature of dropping the marked postal ballot paper directly in the drop box kept at the facilitation centre, by the election duty staffs, without observing the other requirements, do not recur. Special care should be taken in this regard.

Sorting of postal ballots
After all postal ballots for the day have been cast, the box will be opened by the officer in-charge of the Facilitation Center in the presence of the representatives of political parties. All the postal ballots will be taken out of the box and the empty box will be shown to the said representatives of political parties. The postal ballot envelops will be sorted Constituency wise and the number of postal ballot envelopes received for each Constituency will be entered in a register in Format-1 to be maintained for this purpose at the facilitation center. Representatives of political parties present will be requested to put their signatures on the register and will be given a copy of the relevant pages of the register.

Contd…… All postal ballot envelopes for one Assembly Segment will be kept in a large envelope meant for that Assembly Segment. The name of the Facilitation Centre, the date of Facilitation and the number of postal ballots contained therein will be clearly written on this envelope. This envelope will then be sent to the Assistant Returning officer of the concerned Assembly Segment along with a copy of the relevant pages of the register through special messenger appointed by RO for this purpose

Postal Ballot for Police Personnel on poll duty
All police force from constable to DGP are notified under Sec.28A of R.P. Act, 1951 as on deputation to ECI during election period. On the basis of judgment of Hon’ble Madras High Court dated in W.P. No.4783 of 2006 titled K. Shivakumar Vs. CEC & Ors. all police personnel, except those on leave during the election period, are treated as personnel on election duty and hence entitled to vote by Postal Ballot.

Contd… Have to submit application in Form-12 for availing the facility of PB, within the period given in rule 20 of C.E. Rules, 1961. RO to ensure issue of postal ballot papers to all police personnel whose application in Form-12 are received in time through SP. This can be combined with training of police officer on poll duty. SP should then organize a special facilitation camp for police officers on poll duty for casting postal ballots.

Contd… One Gazetted officer should be deputed for attestation of the Form of Declaration in Form-13A made by elector to whom PB is issued. Register should be maintained to keep correct account of PBs issued. A ballot box shall be kept at the facilitation centre and police officers who have been issued postal ballot should be told to deposit postal ballot in this box after marking them.

Postal Ballot for Drivers/ Conductors and Cleaners
DEO to appoint a nodal officer for requisitioning of vehicles for poll duty. It shall be the duty of the nodal officer to collect information needed to issue postal ballots to drivers/conductors/cleaners of requisitioned vehicles. He shall collect information from Vehicle owners about No. and name of Constituency, EPIC no. and serial no. in electoral roll, no. and name of polling station where they are enrolled. Drivers/ Cleaners should bring their EPIC when they report duty.

Contd… One Officer well trained in the process of elector search should be deputed. From the EPIC details of information, regarding complete address no. and name of AC, Polling Station where he is enrolled EPIC no. should be entered in a register. He may also use search facility.

Contd… The Nodal Officer shall get the signature of Drivers/ Cleaners/ Conductors in Form-12 and send to RO at least 7 days before poll date, so that the RO issues postal ballots to them and make the entry of “PB” in the marked copy of the roll

ISSUE OF EDC TO VOTERS ON ELECTION DUTY
A voter on election duty in a constituency, where he is registered as elector, will also have the option to vote in person at a polling station although the polling station is different from the one where he is entitled to vote, if he so desires. If he chooses to vote in person at the polling station where he is on duty on the polling day, he should send application(s) in Form 12A to the Returning Officer concerned so as to reach at least four days before the date of poll or such shorter period as may be allowed. If you are satisfied that the applicant is such public servant and voter on election duty in the constituency, you will allow the request and issue an election duty certificate (EDC) in Form 12-B.

Issue of E.D.C. {R. 22 (2) of CE Rules 1961 }
"Election Duty Certificate" in Form 12 B may be given to Presiding Officers, Polling Officers and other public servant posted on election duty within the same constituency but in a different polling station and not to a polling agent. "EDC" on application in Form 12-A only. "EDC" holders should not to be issued PB.

Record of postal ballot papers and EDCs
[R. 20 (2) and 23 of CE Rules, 1961] :- In the marked copy of roll "EDC" or "PB", shall be marked against the name of such elector. The counterfoils should be sealed in a separate packet and kept in safe custody. After marking "PB" or "EDC", in all cases, marked copy of electoral roll to be sealed and be supplied to the concerned Presiding Officers for the use at PS. Serial number of PBs not to be mentioned in the marked copy of roll.

Register of postal ballot papers
A Register of PB issued to persons drafted for election duty to be maintained. A separate register to keep a record of issue of PBs to all categories and PBs received back. Format of account Register of PB issued to voters on election duty given in next slide

ACCOUNT REGISTER OF POSTAL BALLOT PAPERS ISSUED TO PERSONS DRAFTED FOR ELECTION DUTY Number and name of the Parliamentary Constituency::___________________________ Date of Training Session at which facilitation centre was provided____________________ (if there are more than one date, information may be maintained separately for each date) Place of facilitation Centre________________________________________________________ Sl. No Name of the Person drafted for election duty and who has submitted Form-12 for Postal Ballot Paper Name and Number of the Assembly Constituency in which the person is deployed on election duty Whether the person is registered as an elector in the constituency (Yes/No) If yes, Part No. & Serial Number in Electoral Roll Date on which Postal Ballot Paper issued Whether the person collected the Postal Ballot Paper in Person If yes, Signature of the person with date as token of receipt of P.B. If no, whether the RO has taken action to deliver the P.B at the person’s address (Date of Delivery) Whether the person voted at the facilitation centre (Yes / No ) 1 2 3 4 5 6 7 8 9 10

Postal Ballot papers returned undelivered – procedure to be followed
(ECI instruction No. 52/ECI/LET/FUNC/JUD/SDR/2017/Vol.I dated 22nd February, 2017) If the postal ballot paper and the other connected papers sent by post is returned to the RO undelivered, the RO may re-issue them by post or may deliver it to the elector personally on request being made by the elector. In those cases, where postal ballot paper is returned undelivered, and there is no request for re-issue, the Returning Officer shall keep them separately in an envelope superscribed 'Postal Ballot Papers Returned Undelivered'. The Returning Officer shall also maintain a day-to-day record of the number of such postal ballots returned undelivered. This envelope should also be sealed and kept in the safe custody of DEO.

(ECI instruction No. 52/ECI/LET/FUNC/JUD/SDR/2016 dated 4th October, 2016) In order to ensure that the ballot paper do not get rejected, the Commission has directed that column for writing the serial number of ballot paper in Form 13 B, shall be filled up by the Returning Officer’s staff itself before sending the postal ballot paper to the elector.

Supply of second set of ballot papers
Second postal papers along with connected papers, may be issued only if – if returned undelivered elector has inadvertently spoilt it or any connected paper in such a manner that it cannot be used. RO shall cancel the spoilt ballot papers so returned, seal them in a packet and note the Sr. No. of PB.

Suggested Reading Material
RP Act,1950 RP Act, 1951 Conduct of Election Rules, 1961 RO's Hand Book (vii) Instructions of ECI--

COUNTING OF POSTAL BALLOT PAPER

Counting of votes received by post
Relevant provisions of election law Sec.64 of R.P. Act, 1951 – Done under the supervision and direction of the RO. Candidate/ election agent/ counting agents have right to be present. Rule.54A of C.E. Rules, 1961— Counting of PBs to be taken up first.

(steps to be taken for counting of Postal Ballot Paper PB)
Cover in Form 13C ( containing PB) received after expiry of time fixed for counting shall not be opened. Covers in Form 13C received in time to be opened one after another. The declaration in Form 13A to be scrutinsed first.

Contd… Do not open (Form13B) containing the PB If declaration in Form 13A not found inside Form13B. Reject the PB by making suitable endorsement on the cover (Form13B) containing the PB. The declaration in Form 13A not to be treated as proper declaration in following cases---- Declaration is not signed by the elector; Declaration is not attested; Declaration is not attested by authorized person; The Sl. No. of ballot paper is different from the Sl .No written on the cover in Form13B

continued…. Do not open (Form13B) containing the PB unless the declaration in Form 13A is found to be proper. The declarations in Form 13A not found in order to be put back inside the respective cover in Form 13C All such covers in Form 13C to be kept in a separate packet and sealed

Procedure for counting of PBs
Place all declarations in Form 13A found in order in a separate packet and seal it before taking out the polled PBs from the covers in Form13B. Record name of the constituency, date of counting and a brief description of its content on the packet. Now Open each Form13B and take out the PB and scrutinize to decide its validity. Repeat this exercise till all PBs are taken out from their covers in Form13B.

Grounds for rejection of PB
If there is any mark or writing by which elector can be identified. If no vote is recorded. If vote is given in favour of more than one candidate. If vote is recorded in such a manner that it is doubtful to which candidate it has been given. If it is a spurious Ballot Paper. If the PB is not put inside the cover in Form13B but kept with the declaration in Form 13A inside the larger cover in Form 13C.

Grounds not sufficient for rejection of PB
The PB to be treated as valid if the intention of the voter clearly appears from the way the Ballot Paper is marked. There is no particular mark prescribed by law for recording of vote. Do not reject a PB on following grounds-- The mark indicating the vote is indistinct. The mark is put more than once against the same candidate .

Action after completion of counting of PB
record the total of valid votes polled in favour of each candidate. record the total in the result sheet in Form 20 and announce the same. make a bundle of all the valid PBs. make a separate bundle of PBs rejected at the time of counting. keep the two bundles of valid and rejected PBs in a packet and seal it with seal of RO and candidates etc.

REPORTING FORMATS & Relevant Forms & Instructions

ELECTION COMMISSION OF INDIA
ELECTION COMMISSION OF INDIA NIRVACHAN SADAN, ASHOKA ROAD, NEW DELHI No.52/2014-SDR/ Dated: 7th March, 2014 To, The Chief Electoral Officers of all States and Union Territories (except A & N Islands, Chandigarh, Daman & Diu, Dadra & Nagar Haveli, Lakshadweep having only one PC) Subject:-Guidelines for issue of Postal Ballot Papers – regarding Ref: - ECI Letters No. 52/2102/SDR/ , dated 13th August 2012, No. 52/2012/SDR/ , dated 13th August 2012 and No. 2/2012/SDR/ , dated 13th August Sir/Madam, Election Commission has issued detailed instructions for facilitation of casting of postal ballots by persons on poll duty from time to time. The Commission had modified and refined these instructions during the general elections to various State Legislative Assemblies held in This has resulted in a significant increase in the casting of postal ballots by persons on poll duty. The Commission has considered various logistical problems in the process of facilitation of postal balloting by persons on election duty and has decided to further modify these instructions. These comprehensive instructions are being issued in supersession of all existing instructions on facilitation of postal balloting by persons on election duty. Persons on election duty who are entitled for Postal Ballots (PB) and Election Duty Certificate (EDC) – All persons appointed on election duty who are not able to cast their vote at the polling station where they are enrolled as a voter are entitled to the facility of either an EDC or a postal ballot. In case they are put on election duty in the same constituency in which they are enrolled as a voter, they are entitled to get an EDC, which entitles them to vote at the polling station where they are on duty. If they are on duty in a constituency other than the constituency where they are enrolled as a voter, they are entitled to a Postal Ballot. These persons include employees in polling parties, Sector Officers,

Zonal Officers, Returning Officers and Assistant Returning Officers, District Elections Officer, Deputy District Election Officer, employees posted in the offices of District Election Officer, returning Officer, Control Room and other election related offices, micro-observers, all police personnel, home guards, drivers, conductors and cleaners of vehicles, engaged for election work etc. if such persons are not able to cast their vote at the polling station where he or she is enrolled as a voter by reason of being on duty in relation to elections. Polling agents of candidates also fall in the category of voters on election duty for this purpose. A person is entitled to an EDC if he or she is on duty in the same constituency where he or she is enrolled as a voter, and entitled to a postal ballot if he or she is on duty in any other constituency. Reasons for Facilitation of Postal Balloting by person on election duty – Commission has received representations from time to time that many electors on election duty are not able to cast their postal ballots, and many a times postal ballots cast by such persons do not reach the Returning Officer in time for counting. The Commission has also received representations about the possibility of undue influence or intimidation of persons who cast their vote by postal ballots. To address these issues, the Commission has decided to facilitate casting of postal ballots by persons on election duty during the training sessions to take care of such complaints. Voting through postal ballot in such training sessions is referred to as voting in facilitation center. The Commission has also decided that facilitation should be done in a completely transparent manner so that all stakeholders are involved in the process at every stage. During the ensuing General Election to Lok Sabha 2014, polling staff including police personnel, driver/conductor/cleaner of vehicles, persons engaged for videography, etc., would be mostly drawn from within the parliamentary constituency. Therefore, large majority of voters on election duty can vote by using EDC. However, if there are persons who are put on duty in a constituency different from the one where he/she is enrolled as elector, such person will need to apply for postal ballot paper to exercise franchise. Preparation of Database – A database of persons to be issued postal ballots on account of being on election duty should be prepared well in advance. Along with other information, these databases should necessarily have information about the No. and name of Assembly Constituency, Part No. and the Serial Number in Part where the person is enrolled as a voter. The EPIC number of each person should also be captured in the database. The database should also have fields to capture information about the location and address of facilitation centers for postal balloting. The facilitation center will be the same

as the place identified for imparting training
as the place identified for imparting training. If a person is to be called for training more than once, information about all the trainings should be captured in the database. Information about the electoral roll enrolment of a person can be found by using search facility based on EPIC number and search facility based on name and surname. This search facility is provided at the website of all Chief Electoral Officers. These databases should be prepared in the following manner: - Database of employees on election duty - The District Election Officer has to prepare one database of employees for duty in polling parties, and for other election duties like sector officers, zonal officers, micro-observers etc. This database should include all persons appointed on election duty of any kind if such a person is not able to cast his vote at the polling station where he or she is enrolled as a voter on account of being on election duty. In the case of police personnel who are also treated as voters on election duty, the SP or other competent officer will maintain a database of all police personnel (including home guards , if deployed on election duty) in the district. In that database, the elector details, like, No. & Name of Assembly Constituency, Part No. & Sl. No. of electoral roll where name is registered as an elector shall also be populated. The SP shall prepare the deployment plan for the police officials in the district well in advance. At this stage the constituency where they are deployed on election duty would be known, whether within the constituency where registered as elector or in a different constituency. Those posted outside the constituency will be eligible for voting through Postal Ballot. The SP shall appoint a Nodal Officer to coordinate all activities related to facilitating the exercise of franchise by police personnel through postal ballot or EDC. Form 12A (for EDC) or Form 12 (for Postal Ballot) shall be provided by the SP or the nodal officer identified for this purpose to enable the police personnel to make application for EDC or PB, as the case may be. The SP or the nodal officer shall ensure that these applications in Form 12 and 12A with the electoral roll details duly entered and signed by the police personnel are sent to the concerned Returning Officer at least 7days before the date of poll so that EDC or PB,

as the case may be, can be issued after making necessary entries in the marked copy of the electoral roll. Similarly, in the case of drivers/conductors/cleaners and other persons appointed for specific election related duties also a Nodal Officer may be appointed. The enrolment details like No. & Name of Constituency, Part No. and Sl. No. of entry in the electoral roll of the persons so drafted for election duty shall be ascertained by the Nodal Officer and they shall be provided Form 12A (for EDC) if posted on election duty within the constituency of enrolment or Form 12 (for Postal Ballot) if posted in a different constituency to enable them to make application for EDC or PB, as the case may be. The nodal officer shall ensure that these applications in Form 12 and 12A with the electoral roll details duly entered and signed by the driver, conductor etc. drafted on election duty are sent to the concerned Returning Officer at least 7 days before the date of poll so that EDC or PB, as the case may be, can be issued after making necessary entries in the marked copy of the electoral roll. Issue of pre-filled FORM-12 and collection of signed FORM-12 – FORM -12 should be issued to all those persons who are put on election duty outside the constituency of enrolment. FORM-12 can be pre-filled with information about Name of Elector, No. and Name of Assembly Constituency, Part No. and Serial No. in Part where the person is enrolled in the electoral roll. This information should be available in the database of employees prepared by the DEO. Pre-filled FORM-12 can be printed from the database of employees by software to be prepared by the CEO. A note should be printed at the bottom of FORM-12, that the employee should check the pre-filled details and make corrections if these details are not correct. FORM-12 should be distributed to police personnel through the Superintendent of Police / the nodal officer appointed for the purpose. FORM-12 should be distributed to drivers, conductors and cleaners of vehicles used in elections through the nodal officer /officer in-charge of transportation. Signed FORM-12, alongwith a copy of the appointment letter as proof of having been drafted for election duty and photocopy of EPIC in order to ensure that no ineligible person is issued a Postal Ballot should be collected on the first day of training or as soon as possible. Efforts should be made to collect signed FORM-12 before the last date of withdrawal of candidature. However if for some reason FORM-12 of some persons on election duty could

not be collected before this date, they should be collected even after this date as soon as possible. Signed FORM-12 should be sent by the District Election Officer to the concerned Returning Officers within the district for issue of Postal Ballots. Issue of Postal Ballots to Service Voters - All postal ballots for service voters will be printed within 24 hours of the finalization of list of contesting candidates and issued within the next 24 hours. The outer envelope (FORM 13C) for postal ballots to service voters shall be in YELLOW color (both for parliament and assembly elections) to distinguish them from the postal ballots for employees on poll duty. On the envelope in Form 13C, the complete particulars of the Parliamentary or Assembly Constituency, as the case may be, should be clearly mentioned. Chief Electoral Officer will have a meeting with the head of the postal department for the State, and work out an arrangement that the postal ballots for service voters are handed over by the Returning Officer/Asstt. Returning Officer of each constituency to a designated employee of the postal department nominated for this purpose. Postal Department shall then ensure that all postal ballots for service voters are delivered to the respective Record Offices within 48 hours. Issue of Postal Ballots to other categories – The District Election Officer will fill the information of facilitation center for each employee in the database. In general, each training center will also be a facilitation center so that Voters on election duty can cast their postal ballots when they come for second/subsequent training to be imparted after the printing of postal ballot. All police personnel and drivers, conductors and cleaners of vehicles used in elections will be called at least once for training for the purpose of facilitation of postal balloting by employees. If more than one training session is organized for certain categories of employees, facilitation of postal balloting should be done in each session so that if an employee has not cast his postal ballot in an earlier session, he or she is able to cast postal ballot in the next training session. The Returning Officer will prepare the Postal Ballot papers for those who have submitted signed FORM This should be done as soon as possible after postal ballot paper is printed. The Returning Officers will then check the location and address of the facilitation center of the concerned employee and send the postal ballot to the Officer-in-charge of postal balloting facilitation center for being delivered to the employee.

= If the facilitation center is located in an area within the jurisdiction of the Returning Officer who issues the postal ballot, he will send the postal ballot directly to the Officer-in-charge of that postal balloting facilitation center. = If the facilitation center is outside the jurisdiction of the Returning Officer who issues the postal ballot, but within the district then he will send it directly to the Officer-in-charge of the concerned facilitation center within the district instead of routing it through the District Election Officer. = Generally there should be no need of sending the postal ballot outside the district as employees are generally not sent for election duty outside their district. If, however, it becomes necessary to send a postal ballot to a Facilitation Center outside the district, the District Election Officer will co-ordinate with the District Election Officer of the other district and do the needful. = If any official who submits Form 12 and for whom postal ballot has been prepared does not collect the Postal Ballot paper personally at the second/subsequent training at the facilitation centre, the Postal Ballot for such person should be dispatched by Registered post with A/D within 24 hours. No postal ballot prepared for issue should be retained with the RO/any other official. Procedure at the Facilitation Center - District Election Officer shall appoint one senior officer as in-charge of postal balloting at each Facilitation Center. This officer shall be responsible for the postal balloting at the Facilitation Center. The procedure to be followed at the Facilitation Center is described below:- Information to Political Parties – All Recognized Political Parties will be informed in writing the schedule of facilitation of postal balloting at the Facilitation Centers. They shall be allowed to send their representatives to witness the facilitation process at the Facilitation centers. Time to be set apart for Postal Balloting – In each training session at least 2 hours shall be set apart for facilitation of postal balloting. If necessary more than 2 hours may be set apart for this purpose as per need. Postal Balloting shall be done after the training is over. Political Parties representatives shall be allowed in the Facilitation Center after the training is over and the process of facilitation of postal balloting begins. Arrangements for representatives of candidates - Arrangement shall be made for candidates to sit and watch the process.

process. If any person interferes with the process of facilitation, the officer in-charge of facilitation can order such a person to leave the premises immediately. Arrangements for casting Postal Ballot in secracy – Voting compartments similar to voting compartments in polling station shall be made in each Facilitation Center. This is done so that employees are able to mark their postal ballot in complete secrecy. More than one such voting compartment can be made if necessary. Arrangement of glue/gum shall also be made to seal the envelope (Cover-A – FORM 13B) after placing the polled postal ballot in it. Availability of gazetted officers for attestation of declaration by the person casting postal ballots – Under the law a declaration attested by a gazetted officer has to be made by each person in FORM-13A along with the postal ballot. For this purpose at least one gazetted officer shall be put on duty by the District Election Officer at each Facilitation Center. The gazetted officer shall attest the declaration based on the identification of the voter by his identity documents. He must check before attestation that the Sl.no. of the ballot paper is filled up in the space provided in the declaration, it is signed by the elector and his postal address is mentioned. The attesting officer should append full signature with date and write in hand or put a stamp showing his designation & office address.

Part No. of electoral roll Sl.No. of elector in the electoral roll
(F). Issue of Postal Ballots at the Facilitation Center – Officer in-charge of a Facilitation Center will issue the postal ballot received from the Returning Officer to the voter for whom it is meant after verifying his identity based on EPIC or any other photo identity document, and obtain his signature as a token of having received the postal ballot in a register as per the FORMAT given below:- Running Sl. No. Part No. of electoral roll Sl.No. of elector in the electoral roll Details of the document produced by the elector in proof of his / her identification Signature/T.I of elector Remarks

This register should be sealed in the same manner as the Register in Form 17A and kept alongwith other statutory covers mentioned in rule 93 (1). Copy of the above register may be given to the candidates who demand for it after the date of poll in the constituency Time upto which Postal Ballot can be issued.- Provisions regarding intimation by voters on election duty for issue of postal ballot paper, procedure for issue of postal ballot paper and the time for return of postal ballot paper are given in Rules 20, 23 and 27 of the Conduct of the Elections Rules As per these provisions, whenever any postal ballot paper is issued to voters on election duty, in the counterfoil of the ballot paper the electoral roll number of the elector, as entered in the marked copy of the electoral roll set apart for conduct of poll at the polling station, is to be entered, and in the said marked copy of the electoral roll the words “PB” is to be marked against the name of the elector to indicate that a postal ballot paper has been issued to the elector in order to ensure that the same elector is not allowed to vote at any polling station. After postal ballot papers have been issued to voters on election duty entitled to vote by post, the RO has to send the relevant parts of electoral roll to the concerned Presiding Officers for marking the names of electors who cast their vote on EVM at the polling station on the day of poll. After the poll, this marked copy is to be sealed and kept in safe custody It is clear from the above provisions of law that once the marked copy of the electoral roll is ready to be sent to the Presiding Officers under clause (a) of sub rule (5) of Rule 23 of CE Rules 1961, no postal ballot paper can be issued thereafter. Therefore no ballot paper can be issued after the stage of preparing marked copy of electoral roll for supply to the presiding officers for conduct of poll. Process of Postal Balloting – After receiving his or her postal ballot, the voter shall go into the voting compartment and mark the postal ballot in secrecy. He shall write the serial number of the postal ballot paper, if not already filled up, in the space provided for the same in the declaration in FORM 13A and on the envelope in which the polled postal ballot is kept. He shall then keep the marked postal ballot in the inner envelope (Form 13B – Cover A) meant for this purpose and seal it properly. The voter shall thereafter sign the declaration in FORM-13A, write his/her postal address of registration in the electoral roll, write his name in the space provided and get it attested by a gazetted officer as required by law. The polled postal ballot should not be shown to the officer whose attestation is obtained on the declaration in FORM 13A. He shall then keep the sealed inner envelope containing the polled postal ballot and the declaration in FORM-13A, duly signed and attested, in the bigger envelope (Form 13C – Cover B) and seal this as well. The voter will then cast his postal ballot in the Facilitation Ballot Box as described below.

Casting of postal ballots in the facilitation ballot box A large steel trunk with one opening at the top for casting of postal ballots shall be used as a facilitation ballot box at the facilitation center. Before the casting of postal ballots is started the empty facilitation ballot box will be opened and shown to all present. The facilitation ballot box will then be sealed by the officer in-charge of the Facilitation Center. Every voter shall cast his or her postal ballot in the Facilitation Ballot Box after marking it and sealing it in the envelopes as described above. This facilitation ballot box will be kept only on the second / subsequent training days at the respective training venues only. Sorting of postal ballots - After all postal ballots for the day have been cast, the box will be opened by the officer in-charge of the Facilitation Center in the presence of the representatives of political parties. All the postal ballots will be taken out of the box and the empty box will be shown to the said representatives of political parties. The postal ballot envelops will be sorted Assembly Constituency wise and the total number of postal ballot envelopes received for each Assembly Constituency will be entered in a Statement in FORMAT-1 to be maintained for this purpose at the facilitation center. Representatives of political parties present will be requested to put their signatures on the register and will be given a copy of the relevant pages of the register. All postal ballot envelopes for one Assembly Constituency will be kept in a large envelope meant for that Assembly Constituency. The name of the Facilitation Centre, the date of Facilitation and the number of postal ballots contained therein will be clearly written on this envelope. The number and name of the Assembly Constituency for which the envelope is meant will also be clearly written on the envelope. This envelope will then be sent to the Returning officer of the concerned Assembly Constituency along with a copy of the relevant Statement in Format-1 through special messenger appointed for this purpose not below the rank of Deputy Tahsildar. Videography of the postal balloting process - The entire process of postal balloting will be videographed. It should be noted that once a postal ballot paper is issued to a voter on election duty, he/she can vote only through the Postal Ballot even if the official is exempted / not deployed on election duty. Monitoring of the process of Postal Balloting at Facilitation Centers - The officer in-charge of the Facilitation Center will prepare a return in FORMAT-2 on every day when facilitation of postal ballots is done at the facilitation center and will send it to the DEO. The DEO of every district will compile the return in FORMAT-2 for his district every day till the facilitation for postal ballots is over in the district, for the postal ballots cast in the facilitation centers of his district. A copy of this return will be sent every day to the Chief Electoral Officer. CEO will compile the returns of the entire State in FORMAT-2 and will send a copy of the compiled FORMAT-2 to the Commission every day till the facilitation of postal ballots is over in the State. Chief Electoral Officer will also send a copy of return in FORMAT-2 every day to all recognized political parties.

Storage of Postal Ballots received by the Returning Officer - Returning Officer of the concerned Assembly Constituency shall keep the envelope containing postal ballots along with the copy of the relevant statement in Format-1 in a special strong room made especially for this purpose. On the day of dispatch of polling parties also a steel trunk (facilitation ballot box) shall be kept at the dispatch center so that any election duty official who did not cast vote at the training session can drop the envelope contai8ning the postal ballot in such facilitation ballot box. After all the parties have left, this facilitation ballot box will be opened and sorted constituency wise and sent to the respective ROs in sealed envelopes in the same manner as explained above. Candidates should be informed in advance about this activity so that if they want to depute any representative they may do so. If any voter did not cast vote at the facilitation centre / dispatch centre then he can vote only by post. No drop box facility shall be available in the office of the ROs. Receipt of Postal Ballots by Post- Arrangement to be made with Postal Department - For receiving back postal ballots by post, the Chief Electoral Officer will make an arrangement with the Postal Department and ask them to nominate one post office for each Parliamentary/Assembly Constituency which will deliver postal ballots every day to the respective Returning Officer. The time of delivery will be fixed at 3 PM every day at the office of the Returning Officer, except for the counting day when the time for delivery will be before 8 AM or such other time fixed for commencement of counting, at the counting center for that Assembly Constituency. The list of counting centers and the addresses of ROs offices will be communicated in writing to the Postal Department by the CEO. Political Parties and Candidates to be present at the time of receipt of postal ballots by post - All recognized political parties and contesting candidates will be informed in writing that they or their representatives may remain present at the time of delivery of postal ballots by the post office. A pass should be issued to the nominated postal department employee to enter the counting center on counting day for this purpose. Procedure on receiving postal ballots by post - The postal ballots delivered by the post office will be counted in the presence of the political party representatives and candidate representatives and an acknowledgement of the number of postal ballots received will be given to the post office. A copy of this acknowledgement shall be kept in the record of the RO. The number of postal ballots received will be entered in the daily return in FORMAT-3 by the RO. The entire process will be videographed.

Storage of postal ballots received by post - The Retuning Officer will keep all postal ballots received from the post office every day in a separate envelope for that day and write on the envelope the date and words – “Postal Ballots Received by Post”. He will keep this envelope also in the strong room for postal ballots every day after the post has been received. Monitoring of postal ballots received by post - Returning Officer will prepare a return of the Postal Ballots received from facilitation centers in Statement-3 every day till he stops receiving postal ballots from facilitation centers. He will also enter the number of postal ballots received by post in the return on Statement-3 till the day of counting. He will send a copy of the return in FORMAT-3 to the Chief Electoral Officer every day through the DEO of the District. He will also send a copy of the return in FORMAT-3 to all the candidates of his Constituency. The Chief Electoral Officer will compile the information of the State in FORMAT-3 every day and will send a copy to the Commission. The CEO will also send a copy of the compiled FORMAT-3 to all recognized political parties. Sending postal ballots to the place of counting where counting is not done at RO headquarter - In those cases where the counting is done at a place other than the RO headquarters, the postal ballots for the Parliamentary/Assembly Constituency will be transferred to another strong room for the postal ballots for the concerned Parliamentary/Assembly Constituency at the counting centers, one day before the day of counting. For this purpose, the RO shall inform in writing to the candidates the time at which this will be done. The strong room for postal ballots shall be opened in the presence of the candidates or their representatives present. All postal ballots will then be kept in a large steel box which will be sealed in the presence of candidates and their representatives. This box will then be carried under guard of armed CPF to the strong room for postal ballots at the counting center. Candidates and their representatives shall be allowed to follow the vehicle carrying postal ballots. The box containing postal ballots will then be kept in the strong room for postal ballots at the counting center in the presence of the candidates and their representatives Strong room will then be sealed and signatures of candidates and their representatives shall be taken as proof of their presence. Candidates and their representatives shall be allowed to keep watch on the strong room for which they will be provided reasonable facilities by the DEO. The whole process will be video graphed. On the day of the counting, the returning officer will open the strong room and bring all postal ballots and copies of the relevant pages of registers received from the facilitation centers to the table where the postal ballots will be counted.

Tallying of postal ballot numbers before counting - The envelopes received from facilitation centers will be opened one by one and the number of postal ballots found in each envelope will be tallied with the numbers mentioned in the copies of relevant pages of the registers received from the facilitation center. The result of such tallying will be shown to the candidates and their election agents before the counting of postal ballots. Similarly, the register of postal ballots received by post shall also be shown to the candidates and their election agents. The Commission has directed that these instructions should be brought to the notice of all concerned immediately. A copy of this letter should be immediately given to all the recognized political parties by the Chief Electoral Officer at the State level and by the District Election Officers at the district level. A copy of this letter should also be given to all the contesting candidates by the Returning Officer after the last date of withdrawal. Yours faithfully, (Ashish Chakraborty) Secretary

Format Statement regarding Postal Ballots cast at Facilitation Center Name of State Name of Facilitation Center__________ Name of District___________ Name & designation of Officer-in-charge S.No. Date No.& Name of the Parliamentary /Assembly constituency Total Number of postal ballots cast Total for the Date Cumulative Total Till Date

Name of Facilitation Center
Format -2 District-wise Statement of Postal Ballots Cast at Facilitation Centers within the district (To be prepared on each day facilitation is provided) Name of State_________ Name of District _________ No. & Name of Parliamentary/Assembly Constituency(ies)_____________ Date of facilitation _______________ S.No. Name of Facilitation Center Total Number of postal ballots cast for the Parliamentary / Assembly Constituency On Date Till Date Total for District Total for State

Total for the constituency
S.No. No. and Name of PC/ AC Number of Postal Ballots received by special messenger from Facilitation Centers Number of Postal ballots received by Post Total Postal Ballots Received (Including by special messenger from facilitation centers and by post) From service voters For voters on election duty and others Received on Date Received cumulative till date Total for the constituency

LETTER OF INTIMATION TO RETURNING OFFICER
[FORM 12] (See rules 19 and 20) LETTER OF INTIMATION TO RETURNING OFFICER To The Returning Officer for…………… Assembly/Parliamentary constituency, PIN _____________. Sir, I intend to cast my vote by post at the ensuing election to the Legislative Assembly /House of the People from the Assembly/Parliamentary constituency. My name is entered at S.No in Part No of the electoral roll for ……… Assembly constituency comprised within Parliamentary constituency. The ballot paper may be sent to me at the following address:— Place: Yours faithfully, Date :

DECLARATION BY ELECTOR
FORM 13A [See rule 23(1) (a)] DECLARATION BY ELECTOR Election to the *……………………………………………………………….. (This side is to be used only when the elector signs the declaration himself) I hereby declare that I am the elector to whom the postal ballot paper bearing serial number has been issued at the above election. Date: Signature of elector Address: _______________ Attestation of signature The above has been singed in my presence by…………………………………………… (elector) who** is personally known to me/has been identified to my satisfactions by……………………………………. (Identifier) who is personally known to me. Signature of Attesting officer. __________________ Designation__________________ Signature of identifier, if any… Address __________________ Address___________ Date: (This side is to be used when the elector cannot sign himself) I hereby declare that I am the elector to whom the postal ballot paper bearing serial number………………. has been issued at the above election. Date: Signature of Attesting Officer on behalf of elector. Address of Elector: _________________________________ CERTIFICATE I hereby certify that— (1) The above named elector** is personally known to me/has been identified to my satisfaction by………… (Identifier) who is personally known to me; (2) I am satisfied that the elector** is illiterate/suffers from………………………….. (Infirmity) and is unable to record his vote himself or sign his declaration; (3) I was requested by him to mark the ballot paper and to sign the above declaration on his behalf; and (4) The ballot paper was marked and the declaration signed by me on his behalf in his presence and in accordance with his wishes. Signature of Attesting Officer……………………. Designation: …………………… Signature of identifier, if any ………………. Address: ……………………………… Address: …………………….. Date: _____________________________________________________________________________________ *Here insert one of the following alternatives as may be appropriate:- (1) House of the People from the ………………………… Constituency. (2) Legislative Assembly from the ………………….. Constituency. (3) Council of States by the elected members of the Legislative Assembly of………………………………………… (State) (4) Council of State by the members of Electoral College of …………………………….. (Union territory) (5) Legislative Council by the Members of the Legislative Assembly (6) Legislative Council from the ……………………… constituency. “Strike off the inappropriate alternative.

Form 13B Cover A POSTAL BALLOT PAPER NOT TO BE OPENED BEFORE COUNTING
Election to the* ……………………………………………. ……………………………………………………………………… POSTAL BALLOT PAPER Serial number of Ballot paper……………………. Cover A

FORM 13 C POSTAL BALLOT PAPER COVER SERVICE B UNPAID
[“Every officer under whose care or through whom a postal ballot paper is sent shall ensure its delivery to the addressee without delay---Rule 23(4) of the Conduct of Elections Rules, 1961”] COVER B SERVICE UNPAID ELECTION-IMMEDIATE POSTAL BALLOT PAPER For……………………………………………………………. Constituency (NOT TO BE OPENED BEFORE COUNTING) TO The Returning Officer, Signature of sender PIN

INSTRUCTIONS FOR GUIDANCE OF ELECTORS
FORM 13D [See rule 23(1)(d)] INSTRUCTIONS FOR GUIDANCE OF ELECTORS (To be used at an election to the House of the People or to the Legislative Assembly of a State) Election to the* from the……………..………………………………………………………………… The persons whose names are printed on the ballot paper sent herewith are candidates at the above election. Record your vote by placing clearly a mark opposite the name of the candidate to whom you wish to give your vote. The mark should be so placed as to indicate clearly and beyond doubt to which candidate you are giving your vote. If the mark is so placed as to make it doubtful to which candidate you have given your vote, your vote will be invalid. The number of members to be elected is one. Please remember that you have only one vote. Accordingly you should not vote for more than one candidate. If you do so, your ballot paper will be rejected. Do not put your signature or write any word or mark any mark, sign or writing whatsoever on the ballot paper other than the mark required to record your vote. After you have recorded your vote on the ballot paper, place the ballot paper in the smaller cover marked 'A' sent herewith. Close the cover and secure it by seal or otherwise. (1) You may then sign the declaration in Form 13A also sent herewith in the presence of a stipendiary magistrate and obtain the attestation of your signature by such stipendiary magistrate. (2) If you are a member of the armed forces of the Union or of an armed police force of a State but is serving outside that State, the attestation may be obtained by such officer as may be appointed in this behalf by the Commanding Officer of the Unit, ship or establishment in which you or your husband, as the case may be, are employed. (3) If you are employed under the Government of India in a post outside India the attestation may be obtained by such officer as may be appointed in this behalf by the diplomatic or consular representative of India in the country in which you are resident. (4) If you hold an office like the office of the (i) President, (ii) Vice-President, (iii) Governors of States, (iv) Cabinet Ministers of the Union or of any State, (v) The Deputy Chairman and Members of the Planning Commission, (vi) The Ministers of State of the Union or of any State, (vii) Deputy Minister of the Union of any State, (viii) The Speaker of the House of the People or of any State Legislative Assembly, (ix) The Chairman of any State Legislative Council, (x) Lieutenant Governors of Union territories, (xi) The Deputy Speaker of the House of the People or of any State Legislative Assembly, (xii) The Deputy Chairman of the Council of States or of any State Legislative Council, (xiii) Parliamentary Secretaries of the Union or of any State, the attestation may be obtained by an officer not below the rank of a Deputy Secretary to the Government of the Union or the State, as the case may be. (5) If you are on an election duty, attestation may be obtained by any gazetted officer or by the Presiding Officer of the polling station in which you are on election duty. (6) If you are under preventive detention, the attestation may be obtained by the Superintendent of the jail or the Commandant of the detention camp in which you are under detention. In all the above cases you may take the declaration to the authorised officer and sign it in his presence after he has satisfied himself about your identity. The officer will attest your signature and return the declaration to you. You must not show your ballot paper to the attesting officer nor tell him how you have voted. If you are unable to mark the ballot paper and sign the declaration yourself in the manner indicated above by reason of illiteracy, blindness or other infirmity, you are entitled to have your vote marked and declaration signed on your behalf by any of the authorised officer mentioned above. Such an officer will, at your request mark the ballot paper in your presence and in accordance with your wishes. He will also complete the necessary certificate in this behalf. After your declaration has been signed and your signature has been attested, place the declaration in Form 13A as also the smaller cover marked 'A' containing the ballot paper in the larger cover marked 'B'. After closing the larger cover, send it to the returning officer by post or by messenger. You have to give full signature in the space provided on the cover marked `B'. *Appropriate particulars of the election, to be inserted here. No postage stamp need be affixed by you, if the cover is posted in India. If, however, you are an elector employed under the Government of India in a post outside India, you should return the cover to the returning officer concerned direct by air mail service after the requisite postage stamp is duly affixed thereon by the office in which you are serving except where it is sent by diplomatic bag. You must ensure that the cover reaches the Returning Officer before** **on Please note that :— (i) If you fail to get your declaration attested or certified in the manner indicated above, your ballot paper will be rejected; and (ii) If the cover reaches the returning officer after** on the** your vote will not be counted. _____________________________________________________________________________________________ **(Here specify the hour and date fixed for the commencement of counting of votes).

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