A HAND BOOK

FOR
ELEC TIO N OFFICERS £r''

(For Conduct of Election to Co-operatives)

C onceived an d D esig n ed by

R. MURALIDHARAN
Deputy Registrar (Planning & Legal)

B ro u g h t o u t by

THE PONDICHERRY STATE CO-OPERATIVE UNION

62, Suffren Street, Puducherry - 605 001.
STEPS TO SUCCESS

GUIDELINES FOR
CO N DU C T OF
ELECTION

1
 ELEC TIO N TO C O -O PE R A T IV E SO C IE T IE S
UNDER
R U LE 3 2 OF T H E P U D U C H E R R Y
C O -O PE R A T IV E SO C IE T IE S R U L E S, 1 9 7 3

A G u id e t o E le c tio n O ffic e r s -
S te p b y S te p A p p ro a ch

• Go through Rule 32 and Section 34 once again.

• Keep your copy of the Act & Rules for ready reference.
• Be positive and confident.
• Familiarize with the timings of stages of election - keep a copy of the election
schedule always ready till the election is over.

On the nomination day

o Reach the society at least one hour early of opening time of filing of
nomination.
o Get an authenticated copy of the final voters list - constituency wise.
o Set the clock - the timing of this clock is to be maintained throughout and
display prominently that this is the official clock.
o Get the minutes book of the society - ensure that it is updated, otherwise
allow it to be completed.
o You should have a table with drawers - with lock and keys.
o Have separate file for each constituency - to keep the nomination papers
and all related papers of the constituency.
o Ensure that the withdrawal of nomination is up to 5.00 P.M. on the third
day. If it is any other time, you can re-fix the time for withdrawal up to
5.00 P.M. and display prominently. By way of a circular you can inform
the candidates about change of time - get their signatures in token of
their knowledge of the revised time of withdrawal of nomination.

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o Prepare copies of acknowledgement for receipt of nominations.
o Announce the start of the nomination time.
o No quorum is required to start receiving of nominations.
o Receive the nomination one after another.
o Don’t comment on the correctness of the nomination at the time of
receiving nomination and reserve your opinion even when asked.
o On receipt of nomination, enter the serial number - constituency wise,
certify the date and time of receipt and give the acknowledgement.
o Receive the nomination only from the candidate or his proposer or his
seconder.
o There is no lunch break, unless it is specified in the election notice.
o Don’t start scrutinizing the nominations while receiving.
o Don’t allow any correction by the candidates after the receipt of
nominations.
o Don’t make any correction in the nominations or fill up any column left
unfilled by the candidates.
o Don’t enter into conversation with the candidates, unless absolutely
warranted and don’t be too friendly with the employees of the society or
with its office bearers - you should not only be impartial but appear to be
impartial.
o When the closing time is nearing, announce the time left for close of
nomination.
o Before the close of nomination time, if good number of members turn up
for filing nomination, ask them to come in a queue and all those who enter
the election officer’s room before the close of nomination time may be
allowed to file their nominations.
o When the clock strikes the closing time, keep the doors of your room
closed and allow only those who are already inside the room to file their
nominations.
o Don’t receive any nomination beyond the time even if that will be the first
nomination in the constituency, except in such case referred above.

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o In case of societies where a constituency or constituencies is or are
reserved for women, when a woman files her nomination, ensure that it is
for the reserved constituency. A woman can file nomination for the
general constituency as well.
o If any withdrawal of nomination is made duly signed by the candidate
(filed through the candidate, proposer or seconder) receive the withdrawal
letter - don’t say that it can be filed only on the third day - do not give
back the nomination form. Enter in the nomination form "Withdrawn” in
red ink.
o When a candidate filing nomination has withdrawn the nomination, he can
file a nomination afresh within the time fixed for filing of nomination.
o Complete writing the minutes of the day - receipt of nomination
constituency wise -in the order in which it was received.
o If any nomination is withdrawn, it should be specified in the minutes by
inserting * mark.
o Display a notice in the notice board on the receipt of nominations
(indicating withdrawal, if any) {Refer Form No. 1}.
o After publishing the notice, have a preliminary scrutiny of nomination -
check that all the important columns are filled up, the candidates,
proposers and seconders have signed and their signatures tally with the
records of the society. If any nomination is likely to be rejected, don’t let
the information out.
o Remember, the proposer and seconder should belong to the same
constituency of the candidate.
o Get an authenticated copy of list of committee members of the previous
two terms to ascertain whether any one who was in the committee for two
consecutive terms is not filing nomination again.
o Keep your file, containing nomination papers and minutes book in lock
and key and if need be affix a paper seal.

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 On the scrutiny day
> Reach the venue well before time.
> Take up the scrutiny of nomination constituency wise - allow only the
candidate, his proposer and seconder of the constituency - ask them to sign
in attendance sheet. Use the services of the senior member of the staff for
this work.
> No member of the committee whose name has been proposed for election
shall attend or participate in scrutiny in his capacity as a member of the
committee.
> Don’t wait for the candidates. Even if no one is present or only few are
available you can start the scrutiny at the appointed time. Remember, no
quorum is necessary for this.
> Announce the rules of the game - the broad aspects for rejection of
nomination and stick to the rules. Any objection should be made while the
nomination is taken up for scrutiny and inform the members present that
when once a nomination is taken up, scrutinized and declared by you as
accepted, no objection will be entertained.
> Even if no objection is made by any contesting candidate or his proposer or
seconder, if the nomination is found defective or if the candidate suffers from
any disqualification, the nomination can be rejected.
> Take up one nomination after another. Announce the name of the candidate,
his proposer and seconder. If nomination appears to be in order, call for
objection.
> If any objection is received, ensure that the objection is in writing and
supported by evidence. The evidence accompanying the objection letter
should be signed by authorized signatory.
> When the name of the candidate appears in the final voters list, it will be safe
to entertain objections enumerated under Section 34 and not to venture on
disqualifications laid down under Section 22 (disqualification on membership).

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> Conduct a summary enquiry - give an opportunity to the
candidate/proposer/seconder to counter the objection and decide on the
objection.
> Give all reasonable facilities to the candidates or the persons duly authorized
by the candidates to examine all nomination papers and satisfy themselves
that the inclusion of candidate is valid.
> Don’t give the nomination form to the candidates when he makes an objection
or counters an objection.
> Don’t make any addition/correction nor allow the candidate to make any
addition/correction.
> On completion of scrutiny of each nomination, write on reverse of each
nomination your decision on acceptance or otherwise of the nomination. In
case of rejection, reasons are to be stated in essence.
> If a decision is made on a nomination, you cannot review it under any
circumstance, so take care. Don’t be in a hurry, more so while rejecting a
nomination.
> Don’t reject a nomination on flimsy grounds, like incorrect spelling in names,
incorrect member number, and signature in different language (if the identity
can be otherwise established).
> In case a Government servant files nomination without getting permission of
the Government, in the absence of any provision in the Act, you cannot
prevent him from contesting the election based on the provisions of the
Conduct Rules.
> When scrutiny of nomination of one constituency is over, take up the scrutiny
of the next.
> When scrutiny of all constituencies is completed, display in the notice board a
list of valid nominations (constituency-wise) arranged in English alphabetical
order {Refer Form No.2}. Display the names in English and Tamil and leave
a foot note to inform any correction in the spelling of the names.
> Complete writing the minutes.

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 > Even on this day, you can accept withdrawal of the nomination. Remember,
you have to indicate this in the minutes.
> Once scrutiny of nominations is over, keep the doors closed till you complete
the work and allow only withdrawal of nomination thereafter.
> Don’t adjourn scrutiny to enable any person who objects the nomination to
produce evidence.
> Remember, proposing and seconding of nomination is a technical formality -
a member can propose and second any number of candidates. Don’t reject a
nomination that it was proposed and seconded by same set of members.
> Also remember, proposer/ seconder can also be a candidate.
> The proposer or/and seconder can be illiterate(s). Don’t reject a nomination
just because thumb impression was affixed in the nomination against
signature of proposer or seconder.
> When an objection is made against any candidate over his ability to read and
write, it can be decided only after giving an opportunity to the candidate to
counter the objection. When the candidate is not present, give the benefit in
favour of the candidate.

On the withdrawal day

■ As usual, be on time.
■ When a nomination is withdrawn, enclose the letter of withdrawal (there is no
standard form for withdrawal of nomination - it is enough a letter is signed by the
candidate addressed to the Election Officer) {Refer Form No.3}. Enclose the
letter with the nomination filed by the candidate. Write on the nomination in red
ink as "withdrawn”. Make a mark in the list of valid nominations, so that the
name does not appear in the final list of candidates.
■ A withdrawal once made is final. A withdrawal of nomination cannot be
withdrawn.
■ Accept withdrawal of nomination up to 5.00 P.M. Before the close of time,
announce that withdrawal will be over by 5.00 P.M. Beyond the time, do not
entertain any withdrawal of nomination even where such withdrawal will avoid

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 polling. Keep the doors closed and go ahead in preparing the final list of
candidates. Display in the notice board the final list of candidates - arranged in
English alphabetical order {Refer Form No.4}.
■ In case there is no contest, what next? When the number of candidates and the
number of vacancies are equal, there is no necessity for polling. This may
happen as a whole or in one or more constituency or constituencies.
■ In such a case, the final list of candidates are to be declared elected unopposed
and the polling scheduled is to be cancelled. {Refer Form No.5}
■ When polling is cancelled in one or more constituency or constituencies alone,
polling will take place only in respect of the constituency or constituencies where
there is contest.
■ If polling is cancelled on one or more constituency or constituencies, a notice is
to be displayed in the notice board of the society {Refer Form No.6} and can be
published in the news paper (if the election schedule is published in the news
paper).
■ If the valid nominations are less than the vacancies: The candidates who have
filed the nominations are to be declared elected and the polling scheduled is to
be cancelled. Even if the number of candidates is less than the number required
to form the quorum, this procedure is to be adopted. Report to the Registrar
immediately.

Preparing for the poll

o To take up polling, request the Registrar to provide sufficient number of polling
officers (have a manageable strength).
o Remember it is a team performance; know your team-mates.
o Ask the President to provide the following:
i. Ballot papers (in different colours for different constituencies);
ii. Dummy ballot papers (in white) - to be given to candidates;
iii. Ballot box - the number of boxes depends on number of
constituencies and number of members in each constituency. Ensure
that the box is a secured one with locking facility;

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 iv. Arrow cross mark rubber stamps (seal affixed on both ends) - two for
each voting compartment;
v. Stamp pads;
vi. Authenticated copies of final voters list - to be used as electoral roll;
vii. Sealing wax, cloth roll, metal seal (if not available, can be made);
viii. Counting sheet;
ix. Wooden scale;
x. Bamboo stick;
xi. Marking compartments;
xii. Strong cloth bag to put the election materials after counting of votes.
o Though printing of ballot papers is the task of the society, you have to vouch its
correctness and hence it is better to do it of your own. Be meticulous in proof
reading.
o In a society where seats are reserved for women in the committee or if a
constituency is reserved for woman or weaker section, all the members of the
society or constituency, as the case may, will vote. Hence, sufficient number of
ballot papers is to be printed.
o The names should be in English alphabetical order. If the names are same,
arrange according to initials. If initials are same, go by member number.
o If you apprehend any law and order problem, arrange for necessary police
protection on the day of the poll.

On pre poll day

> Ensure that all the polling materials have reached you.
> Visit the polling booth with your team of polling officers.
> Inspect the booth and remove the banners, if any, displayed by the candidates.
> Passage of voters to be planned to avoid crisscross movement.
> Plan seating arrangements for election officer, polling officers and polling
agents.
> Put up voting compartment with sufficient lighting facility and suitable for
maintaining secrecy of voting.

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> Affix sign boards such as ‘Way to Polling Booth’, ‘Polling Officers’, ‘Polling
Agents’, ‘Constituency No....’ etc., at appropriate places.
> Depending on the strength of the voters have the marking compartments. If the
number of voters is many, two or three marking compartments may be
arranged in the same room.
> Discuss with your team members about their duties and their role in successful
conduct of polling.
> You are fully in-charge of all the election materials. In your absence, entrust
the responsibility to a member of your team.
> Polling materials should not be left in the custody of the society’s employees.
> Be conversant with the entries in the electoral roll.
> Prepare sufficient paper tokens serially numbered and signed by the election
officer to be issued to the voters in the queue at the close of polling hour on the
polling day.
> With due notice, conduct a meeting of candidates, to solicit their co-operation
for orderly conduct of meeting. Inform the Do’s and Don’ts.
> Dummy ballot papers can be given to the candidates.
> In case of power failure, have a contingency plan.
> Inform the candidates that there is no postal vote, challenged vote or tendered
vote, as in general election.
> Voting by proxy is not allowed and the voter has to come in person to vote.

Poll day - Polling

S Get ready yourselves and be available two hours before the start of poll.
S Ensure that all your polling officers are present and occupy their seats.
S Don’t employ the employees of the society for poll related works.
S Don’t allow display of banners of the candidates in the premises of the polling
station.
S No canvassing can be permitted in the election arena.
S Affix your full signature and seal of the society on the back of the ballot papers
- right top corner and keep ready sufficient number of ballot papers for issue.

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S If the number of votes is more, you can authorize any polling officer or polling
officers to sign the ballot paper.
S Check the appointment letters of polling agents of the candidates {Refer Form
No 7}..
S Polling agents need not be the members of the society or members of the same
constituency.
S Assign them seats in such a way that they could see the voters.
S Inform the agents that they have to identify the voters and if there is any
objection on the identity of any voter, it should be informed at the earliest and
before he signs the attendance sheet and receive the ballot paper.
S Inform them in certain terms that no objection will be entertained after the vote
is cast.
S Supply the sealed and signed ballot papers to the polling officers in small
quantities serially for convenient handling.
Preparation of ballot box
S Just five minutes before the start of polling, show the empty ballot box to the
candidates/polling agents present.
S Don’t wait for the candidates or their agents. Even if no one is present or only
few are present, you can get on with the work.
S Lock the ballot box in such a manner that after the box has been closed, it is
not possible to open it without breaking the seal.
S Seal the box.
S The candidates and their agents may also affix their seal.
S Obtain signatures of the candidates and polling agents present in a declaration
form {Refer Form No.8} stating that the empty ballot box was shown to them
and sealed in their presence - get it in duplicate. Paste one on the ballot box in
such a way that the box cannot be opened without tampering the paper.
S Repeat the procedure for every constituency and for additional box used.
Commencement of poll
S Commence the poll on time.
S The first polling officer will have the marked copy of the electoral roll.

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S When a voter comes to him, he will read his name aloud so that polling agents
could hear the name.
S You may employ at the polling station the employees of the society to help in
identification of voters.
S You may also make such other arrangements as deem necessary to ensure
identification of voters
S He shall get his signature in the marked electoral roll.
S The polling officer will circle the serial number in the marked electoral roll and
enter the serial number of the ballot paper.
S He need not announce the serial number of the ballot paper.
S Ignore any clerical or printing or typographical error in any entry in the voters
list, if you are satisfied that such person is identical with the voter to whom such
entry relates.
S The slips brought by the voters need not be relied on.
S If the voter’s identify is doubted or challenged by any candidate or his agent,
don’t allow him voting.
S The polling officer shall send him to the election officer for further enquiry and
the polling officer shall not handle such cases, as it will hamper the flow of
voting.
S If any objection is made on the identity of the voter by any candidate/agent, get
is in writing, decide the issue after making such summary enquiry as you
consider necessary.
S The second polling officer will be in charge of ballot paper and ballot box. He
will fold the ballot paper and give it to the voter together with the marking
instrument.
S After exercising the vote, the marking instrument should be received from the
voter.
S The second polling officer shall ensure that the ballot papers are inserted in the
ballot box by the voter.
S When ballot papers are inserted in the box, shake the ballot box at regular
intervals, so that the ballot papers get accommodated in the box. Use the

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 bamboo stick or wooden scale to facilitate this. Do not use force or use the
metal scale. This will pierce through the ballot papers and spoil them.
S If a blind/infirm/illiterate voter seeks the assistance in voting, the second polling
officer shall ascertain from him the candidate or candidates to whom he desires
to vote and mark the ballot paper accordingly.
S Don’t adjourn the poll for lunch. Allow the polling officers to take lunch/break in
such a way that polling is not disturbed. Prefer working lunch.
S If any complaint/representation is given to you by any candidate/agent at the
time of polling or counting, receive it and acknowledge its receipt, if demanded.
At any cost, don’t refuse to receive it or give acknowledgement.
Close of poll
S If the voters are in the queue at the closing time of the poll, issue token to the
voters from the tail end. The poll shall continue till the last person with the
token records his vote.
S Declare the poll as closed. Close the slit of the ballot box and seal the ballot
box. The polling agents shall also affix their signatures and seal the ballot box.
S Bring all the ballot boxes to the counting hall.
S Get a declaration signed by the candidates/agents that polling was closed and
the box was sealed in their presence {Refer Form No.9}.
S Inform the candidates and their agents the number of votes polled.
S Inform the time at which counting of votes will be taken up - it shall be after a
short break of the close of poll.
The polling may be adjourned on account of.
a) Natural calamity, like flood or severe storm,
b) Rioting and law order problem impeding the poll,
c) Any other sufficient cause.
S Stoppage of poll can be ordered before the commencement of the poll or during
the poll, as situations warrant.
S This provision should be invoked very sparingly in the extra ordinary
circumstances envisaged in the Rules.

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S Inform the candidates and their agents present that the next course of action
will be informed later.
S Secure the polling materials.
S Record the reasons for adjournment in the minutes book.

Counting
• Take up counting of votes one constituency after another.
• Allow only the candidates and the agents of the particular constituency {Refer
Form No. 7}.
• Show them that the ballot box was in tact and open the box in their presence.
• If more than one box was used, open one after the other.
• Get a declaration signed by the candidates and their agents that the ballot box
was opened in their presence for counting {Refer Form No.10}.
• Depending on the number of the candidates, have counting supervisors who
will be assigned with counting sheets.
• Take the ballot papers from the ballot box, unfold the ballot papers.
• Bundle them in 50 and the balance in one lot.
• Ensure that the total tallies with the number of votes polled. If not, don’t panic.
Count again. If the difference still persists, go ahead with the counting and do
not pick up any issue with the candidates and their agents on this.
• Count the ballot papers like currency notes.
• Take a ballot paper, ensure its validity and show it to the candidates and their
agents.
• Read aloud the number(s) or name(s) to whom to vote was cast so that the
counting supervisor and the candidates/agents can make entries.
• If there is any controversy, keep that ballot paper aside and deal with it at the
end.
• Don’t allow the candidates and their agents to handle ballot papers or take it
outside the counting hall.

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 Invalid votes
a) No mark,
b) Marking by different instrument,
c) Marking in blank area,
d) Marks against more candidates than required,
e) Voter can be identified,
f) Totally mutilated,
g) Ballot paper not genuine,
h) Without the seal and signature of the election officer or person authorized.
i) If the ballot paper is mutilated in such a way the intention of the voters could
not be identified.
• If there is any inadvertent omission of seal or signature, the ballot paper can be
taken as valid provided the genuineness of the ballot paper is not in doubt.
• Accidental mutilation of the ballot paper can be taken as valid, provided you
could identify to whom the voter has voted.
• Valid votes
a) More than one mark for the same candidate,
b) In addition to clear mark, marking on the back or shaded area,
c) Impression due to wrong folding in the column of another candidate,
d) Smudge against another candidate,
e) Mark partially for the candidate and rest in blank area.
• The counting shall be done by the election officer or under his supervision.
There is no simultaneous counting.
• Only the election officer shall declare a vote invalid. Before the vote is declared
invalid, listen to the views of the contesting candidates and make a decision.
End of counting
• Circle the last number in the counting sheet against each candidate.
• Fill up the votes secured by each candidate and invalid votes in the dummy
ballot paper.
• Declare the votes secured by each candidate.

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• After a pause of few seconds, declare the result of the election - the name(s) of
the candidate(s) in his/their order of ranking as declared elected.
• If the difference between the winner and the loser is thin, you can recheck to
satisfy yourself that the counting is right.
• Get the signatures of the candidates/agents against the number of votes
secured as entered in the dummy ballot paper. If he/they refuse to sign, don’t
insist.
• Put all the election materials, like used and unused ballot papers, counting
sheets, marked electoral roll, declaration etc. in a strong cloth bag and seal it
before the candidates/agents. Affix your seal and the candidates/agents can
also affix their signature and seal if they wish. {Refer Form No.11}
• Don’t put them in the ballot box and seal it.
• Keep the details on number of votes polled, results of election - votes secured
by each candidate, number of invalid votes etc. to write the minutes.
• Call the candidates/agents of the next constituency for counting of votes of that
constituency.
• Display on the notice board the result of the election and list of those elected
{Refer Form No. 12}.
Equality of votes
• In case of equality of votes, the choice shall be by casting lots - Refer proviso
(a) to Section 25(1)(b).
• Even if the candidates do not agree you have to employ this method.
• The names of the candidates who have secured equal number of votes will be
written on identical size of papers, rolled in the presence of the
candidates/agents and you may pick up the lot.
• If three candidates have secured the same number of votes and if two are to be
elected, you have to pick two.
• No other method shall be employed, like spin of coin.
• The candidate(s) in whose favour the lot(s) is/are taken is/are the winner(s).

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 Recounting of votes
• Recounting of votes is not contemplated in the Rules. However, if recount is
sought in writing giving valid reasons, you may agree to the request.
• Recounting can be demanded only before the declaration of the result.
• If recount is demanded after the declaration of the result, you may politely
refuse.
• Recounting is only in respect of the particular candidates and you need not
seek the views of the winner. But you cannot allow other candidates to leave
the counting hall.
• Recount is to be taken up under your close supervision by different counting
supervisors.
• Inform the candidates that further recount will not be entertained and the result
of the recount will be final and binding.
Preservation of election materials
• Hand over all the election materials in a sealed container to the President or
any authorized officer for safe custody and get an acknowledgement
{Refer Form No. 13).
• Get a declaration signed by him that they shall be kept for a period of three
months and shall be destroyed thereafter if no election dispute is filed in the
meantime.
• Write the minutes of the day, care to be taken to report all the important
activities.
• Present a report of the election to the Registrar.
Good Bye
> Work with care and caution
> Without fear or favour
> Seek guidance, if necessary
> Be attentive
> Be relaxed
> Enjoy the work
> MAY GOD BE WITH YOU.

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MODEL
FORMS
(1 TO 13)

18
 FORM NO.1
RECEIPT OF NOMINATIONS

The following nominations are received from the candidates on

(date) between_____A.M. and______P.M.

No./ Name of the constituency:

Sl. No. Member No. Name of the candidate

Note: The following candidate(s) has/have withdrawn their nomination(s):

Sl. No. Member No. Name of the candidate

Date: ELECTION OFFICER

Seal of the society:

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 FORM NO.2
LIST OF VALID NOMINATIONS

The following nominations are found valid after scrutiny of nominations.

No./ Name of the constituency:

Sl. No. Member No. Name of the candidate*@

* To be arranged in English alphabetical order

@ Display the names in English and Tamil
Note: The following candidate(s) has/have withdrawn their nomination(s):
Sl. No. Member No. Name of the candidate

KIX» ATTENTION OF THE CANDIDATES:

If the candidates wish to inform any corrections in their names, they may do so
by giving a letter to that effect in writing immediately, in any case before 10 A.M.
of the next day, i.e. date of withdrawal.

Date: ELECTION OFFICER

Seal of the society:

20
 FORM NO.3
NOTICE OF WITHDRAWAL OF CANDIDATE

To
The Election Officer
-----------------Society

Sir,

I, ________________________. M. No.________ , a candidate of

________constituency to the committee of management o f________________
society do hereby give notice that I withdraw my candidature.

Yours faithfully,

Date: SIGNATURE OF THE CANDIDATE

Endorsement by the Election Officer

This notice was delivered to me at my office at ______ hours on

___ (date) by the candidate/proposer/seconder.

Date: ELECTION OFFICER

Seal of the society:

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 FORM NO.4
FINAL LIST OF CANDIDATES

The following is the final list of candidates after withdrawal of nominations

No./ Name of the constituency:

Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order

As the number of candidates is more than the number of members to the

committee, polling will be held to all the constituencies on

Date: ELECTION OFFICER

Seal of the society:

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 FORM NO.5
DECLARATION OF RESULT IN CASE O f NO CONTEST

The following is the final list of candidates after withdrawal of nominations

No./ Name of the constituency:

Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order

As the number of candidates to be elected is equal to the number of
vacancies, the following are declared elected to the committee unopposed
for the period from _____________ to _______________ .
No./ Name of the constituency:
Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order

The polling scheduled on___________is cancelled.

Date: ELECTION OFFICER

Seal of the society:

23
 FORM NO.6
in c a s e of n o contest in one o r more constituency o r
CONSTITUENCIES
The following is the final list of candidates after withdrawal of nominations
No./ Name of the constituency:
Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order

As the number of candidate(s) to be elected is equal to the number of
vacancy(ies), the following is/are declared elected to the committee
unopposed for the period from _____________ to _______________ in respect of
----------Constituency(ies).

No./ Name of the constituency:

Sl. No. Member No. Name of the candidate

The polling scheduled on___________in respect o f________ constituency (ies)

is cancelled.
Polling shall be held o n __________in respect of constituency (ies)_________ .

Date: ELECTION OFFICER

Seal of the society:

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 FORM NO.7
APPOINTMENT OF POFFING/GOUNTING AGENT

To
The Election Officer
_____________Society

Sir,

I ____________________, a candidate for election from______________

constituency do hereby appoint_______________________to represent me as
Polling / Counting Agent.

Date: SIGNATURE OF THE CANDIDATE

I accept the above appointment.

Date: SIGNATURE OF THE POLLING/

COUNTING AGENT

25
 FORM NO.8 @
DECLARATION AT THE COMMENCEMENT OF TOLLING

Date:
No./Name of the constituency:______________

A t -------------A.M. before the commencement of the poll, the empty ballot

box was shown to us and sealed in our presence and we affixed our seal.

Signature of the Candidates/Aqents:

1.
2.
3.
4.
5.

@ - To be obtained with a carbon copy. The carbon copy is to be pasted on the

ballot box, covering the lid of the box. Retain the original and keep it with
election materials.

26
 FORM NO.9 #
DECLARATION AT THE END OF TOLLING

Date:
No./Name of the constituency:

A t -------------P.M. at the end of the poll, the ballot box was sealed in our
presence and we affixed our seal.

Signature of the Candidates/Aqents:

1.
2.
3.
4.
5.

# - To be obtained with a carbon copy. The carbon copy is to be pasted on the

lid of the box, covering the slit. Retain the original and keep it with election
materials.

27
 FORM NO.10
DECLARATION AT THE COMMENCEMENT OF COUNTING

Date:
No./Name of the constituency:

At ------------- P.M. before the commencement of counting of votes, the

sealed ballot box was opened in our presence.

Signature of the Candidates/Aqents:

1.
2.
3.
4.
5.

28
 FORM NO.11
DECLARATION OF RESULT
Date:
No./Name of the constituency:______________
The following candidates have secured the votes noted against each in
the election to the committee of management.

Sl. No. Member No. Name of the candidate No. of votes

Total votes polled:

Number of valid votes:
Number of invalid votes:
I do hereby declare that the following candidate/candidates has/have been
duly elected as member/members of the committee of management of the_____
society for the period from________to ____________ .
Sl. No. Member No. Name of the candidate

ELECTION OFFICER
Seal of the society:

29
 FORM NO.12
DECLARATION AT THE END OF COUNTING

Date:
No./Name of the constituency:______________

At the end of counting, the election materials were sealed in our presence.
We have affixed our seal.

Signature of the Candidates/Aqents:

1.
2.
3.
4.
5.

30
 FORM NO.13
HANDING OYER OF EFEGTION MATERIALS

Acknowledgement

I, ____________________________ President/Administrator of ___________

Society have received all the election materials in a sealed container from
Thiru/ Tmt/ Selvi ________________________, Election Officer at ________
P.M. on_________________(date) for preservation. I understand that the said
materials shall be kept for a period of three months and shall be destroyed
thereafter if no election dispute is filed in the meantime.

SIGNATURE OF THE PRESIDENT/

Seal: ADMINISTRATOR

31
 ILLUSTRATIVE
CASES OF
VALID A N D
INVALID
BALLOT PAPERS

32
 V A L ID CASES
VALID CASE - I
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Original mark (anticlockwise manner) in column of candidate 1 and impression

(clockwise manner) due to wrong folding of candidate 3.

33
 VALID CASE - II
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

M a rk in c o lu m n o f c a n d id a te 1 a n d a s m u d g e e ls e w h e re .

34
 VALID CASE - III
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

C le a r m a rk s fo r c a n d id a te 1 a n d m a jo r p o rtio n o f o n e m a rk in s h a d e d area.

35
 VALID CASE - IV
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

M a rk p a rtia lly in c o lu m n o f c a n d id a te 1 a n d re s t in s h a d e d area.

36
 VALID CASE - V
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

More than one mark in column of candidate 1.

37
 VALID CASE - VI
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Distinct mark for candidate 1

38
 VALID CASE - VII
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Indistinct mark in column of candidate 1 only and hence intention clear (mark
may be impression of edge of rubber stamp).

39
 VALID CASE - VIII
(VALID VOTE FOR CANDIDATE 1)

SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Indistinct mark in column of candidate 1 only and hence intention clear (mark
partly in column of candidate 1 and the rest outside).

40
 IN V A L ID CASES

INVALID CASE - I
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl
Kl M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

No mark.

41
 INVALID CASE -II
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Mark not made with instrument supplied.

42
 INVALID CASE - III
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Mark not made with instrument supplied.

43
 INVALID CASE - IV
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Mark in blank area (Mark on back also will come under this category)

44
 INVALID CASE - V
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Multiple voting.

45
 INVALID CASE - VI
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Voter identifiable (signature or name).

46
 INVALID CASE - VII
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Voter identifiable (Member number of the voter).

47
 INVALID CASE - VIII
SOCIETY

BALLOT PAPER

Date of Election : No

Name/Number of the constituency : __________

Sl.
M. No. Name of the candidate To Mark
No.

1. 0019 JAYAKUMAR.S

2. 1911 MUTHUVARADHAN. J

3. 0703 SUGANTHI. J

Marks are so made as to render it doubtful as to which candidate the vote has
been given.

48
SPEICIMEN
MINUTES

49
 P R O C E E D IN G S O F T H E E L E C T IO N O F F IC E R
O N R E C E IP T O F N O M IN A T IO N

P r e se n t:'
E le c tio n O fficer
Day, Date & Time:

Receipt of nomination:

No. & Name of the constituency:

The following nominations were received from the candidates between

A.M. and P.M.

Sl. No. Member No. Name of the candidate*

* To be entered in the order of receipt.

Withdrawal of nomination:

During the time fixed for receipt of nominations, the following candidates
have withdrawn their nominations:

Name of the constituency:

Sl. No. Member No. Name of the candidate

Display of nol ice on receipt of nominations:

A list containing the receipt of nominations and withdrawal of nominations

was displayed in the notice board of the society. The candidates were informed
to intimate the correction, if any, in their names, on or before________________
(date & time).

50
 ELECTION OFFICER
P R O C E E D IN G S O F T H E E L E C T IO N O F F IC E R
O N S C R U T IN Y O F N O M IN A T IO N

P resent:--------------------------------------
E le c tio n O fficer
Day & Date

Scrutiny of nominations:

No. & Name of the constituency:

Scrutiny of nomination was taken up at _____ A.M. The following

candidates/proposers/seconders were present:

1.
2.
3.

Scrutiny of nomination was taken one after another. The names of the
candidate, his/her proposer and seconder were read out. Reasonable facilities to
examine the nominations were given to the candidates/proposers/seconders
present.

*No objection was received on their candidatures. After due scrutiny, the
nominations were found valid.

*Objection was received in writing on the candidature o f______________

from __________ (name of the objector and his member number). @ The
objection was considered and the views of the candidate were heard. # The
objection was allowed/rejected.

* - Write whichever is applicable

@ - B rie fly s ta te th e n a tu re o f h is o b je c tio n .

# - R e c o rd th e re a s o n s fo r y o u r d e c is io n .

The candidatures of the following were rejected.

Sl. No. Member No. Name of the candidate

51
 ...Contd..

P R O C E E D IN G S O F T H E E L E C T IO N O F F IC E R
O N S C R U T IN Y O F N O M IN A T IO N (c o n td .)

The following is the list of valid nominations:

Sl. No. Member No. Name of the candidate $

$ - Arrange in English alphabetical order.

Withdrawal of nomination:

During the day of scrutiny of nominations, the following candidates have

withdrawn their nominations:

No. & Name of the constituency:

Sl. No. Member No. Name of the candidate

Display of notice on valid nominations:

A list containing valid nominations arranged in English alphabetical order

and withdrawal of nominations was displayed in the notice board of the society.

ELECTION OFFICER

52
 P R O C E E D IN G S O F T H E E L E C T IO N O F F IC E R
O N W IT H D R A W A L O F N O M IN A T IO N

P r esen t:------------------------
E le c tio n O fficer

Day, Date & Time:

Withdrawal of nominations

Up to 5.00 P.M. o n _________the following candidates withdrew their

nominations personally /through proposer/seconder.

No. &Name of the constituency:

Sl. No. Member No. Name of the candidate

(a) In case of contest in all the constituencies:

The following is the final list of candidates after withdrawal of nominations
Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order

As the number of candidates is more than the number of members to the
committee, polling will be held in all constituencies o n -------------------------.
...Contd..

53
 PROCEEDINGS OF THE ELECTION OFFICER
ON WITHDRAWAL OF NOMINATION (Contd.)
Display of notice:
The final list of candidates, after withdrawal of nominations was displayed
in the notice board of the society.

(b) In case of no contest for the entire committee

As the number of candidate(s) to be elected is equal to the number of vacancies,

the following is/are declared elected to the committee unopposed for the period
from___________to ____________ .
No./ Name of the constituency:
Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order

Display of notice:
The list of candidates who are declared elected for the period from
_______t o __________ was displayed in the notice board of the society. The
polling scheduled on___________is cancelled.

(c) In case of no contest in one or more constituency or constituencies

The following is the final list of candidates after withdrawal of nominations

No./ Name of the constituency:
Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order.

..contd.

54
 PROCEEDINGS OF THE ELECTION OFFICER
ON WITHDRAWAL OF NOMINATION (Contd.)

As the number of candidates to be elected is equal to the number of vacancies,

the following are declared elected to the committee unopposed for the period
from___________to ____________ in respect o f--------- constituency(ies).
No./ Name of the constituency:
Sl. No. Member No. Name of the candidate*

* To be arranged in English alphabetical order.

The polling scheduled on___________in respect o f________ constituency(ies)

is cancelled.
Polling shall be held o n __________in respect of constituency (ies)_________ .

Display of notice:
The list of candidate(s) from _________constituency(ies) who is/are
declared elected for the period from _______t o __________ was displayed in
the notice board of the society. The polling is scheduled only fo r___________
constituency (ies)..

ELECTION OFFICER
Note: Record the minutes of (a) or (b) or (c), as applicable

55
 P R O C E E D IN G S O F T H E E L E C T IO N O F F IC E R
ON PO LLNG DAY

P r esen t:------------------------
E le c tio n O fficer

Day, Date & Time:

Commencement and conclusion of polling;

Before the commencement of polling, the empty ballot box was shown to
the candidates/agents present and the box was sealed in their presence. Polling
commenced a t ________A.M. Polling was held peacefully and concluded at
_____P.M.

At the conclusion of the polling, the ballot box was sealed in the presence
of the candidates/agents.

Counting of votes

No. & Name of the constituency:

Counting of votes was taken up a t ____ P.M. constituency wise. The

sealed ballot box was shown to the candidates/agents and opened in their
presence. The number of votes secured by each candidate is as follows:

Sl. No. Member No. Name of the candidate No. of votes

Total number of votes polled:

Number of valid votes:
Number of invalid votes:

..contd..

56
 PROCEEDINGS OF THE ELECTION OFFICER
ON POLLNG DAY (Contd.)

Declaration of result
The following candidate/candidates has/have been duly elected as
member/members of the committee of management of the society for the period
from to .

Sl. No. Member No. Name of the candidate

Display of notice
The list of candidates who are declared elected for the period from
_______to __________ was displayed in the notice board of the society.

Handing over of records

The election materials are sealed in a container and handed over to the
____ of the society and an acknowledgement was obtained.

ELECTION OFFICER

57