Reconciling Ballots

Before the start of voting, the number of ballots received from the electoral management body must be counted.

In countries where each party has its own ballot and where envelopes are used, it is important to count ballots and envelopes and to verify that all party's ballots are available to the voters.

This is an important aspect of the audit trail, as this figure will be needed to reconcile the number of ballots used/unused after the voting has taken place.

To ensure completeness, all ballots received should be counted, and serial numbers on the counterfoils (as applicable) should be verified through inspections of the ballot booklets.

It is appropriate, especially if ballots are delivered by hand, that the ballot quantities be verified in the presence of the officer who delivered them. A receipt can be signed with a copy then attached to the voting record book. More important, however, is that the actual count be done at the counting station, in the presence of all representatives of political parties and candidates.

Once the ballots are counted and proper observations are made on the appropriate forms, then all persons present at the voting station should be shown that the ballot box is empty before placing security seals on the ballot box. Party and candidate parties should be given the opportunity to affix their seal or signature to the seal on the ballot box.

The serial number(s) of the seal(s) should be written in the voting record book and on any other appropriate form. These procedures are very important, as they constitute the start of an important audit trail. Many mistakes can be prevented if these procedures are followed. If discrepancies occur, steps can be retraced back to the beginning of ballot marking.

Once these preliminary procedures are completed, the person in charge may announce that the voting station is officially open to the first voter.

At closing time, the person in charge of the voting station should announce officially the close of voting. The voting station officer should ensure then that only pre-authorised persons are allowed to process or witness the procedures for preparing the ballot box for transportation to the counting centre.

Voting station officers, observers, representatives of political parties and candidate should be permitted to stay. If no one except the voting station officers is present, the last voters may be asked to stay to witness the preparation.

The presence of representatives of the political parties and candidates and electoral observers is an important element of the transparency that must be demonstrated in a democratic election.

Reconciliation and Procedures in Case of Discrepancies

During the close of voting and before starting the reconciliation, the electoral officer in charge of the voting station should seal the slot of the ballot box, using an official security seal with unique serial numbers.

The electoral officer in charge of the voting station must count the numbers of used ballots by counting the used counterfoils (the ballot box remains sealed), unused ballots and spoiled ballots.

The total of these three categories should balance with the number of ballots received at the opening of the voting station.

Verification of the number of voters who voted on Election Day should also be done using the marked-up voter's list and the voting record book entries. It may be necessary to look at the voting record book as some jurisdictions authorize registration of voters on Election Day and these may be added using the voting record book. Other jurisdictions use separate forms.

This information can be written on a ballot account form signed by the voting station officer, as well as party and candidate representatives.

In case of discrepancies in the reconciliation process, the count should be repeated by verifying the observations made in the voting record book for the spoiled ballots.

This can also be accomplished by recounting the unused ballots and the used counterfoils. If discrepancies remain, those in charge should verify the number of ballots sent to the voting station with a higher authority (the district electoral officer and/or the electoral management body) and to inform these authorities of the situation.

Keeping higher authorities regularly informed of any problems is an important part of the transparency required in an election.

If no satisfactory answer for the discrepancy is found, corrections and amendments to the voting record book, reconciliation form, or any other relevant form should be made to reflect the appropriate number of ballots.

To validate these new figures, everybody who should know is informed of the situation and agrees with it. Those who should be informed of the discrepancy are political party and candidate representatives and observers present at the voting station for the vote count.

These parties should complete a report and sign the forms and/or the voting record book. This new figure should then become the official one for the voting station. All the documents and forms prepared should be put into a sealed tamper-evident envelope and attached to the outside of the ballot box.

To facilitate the transportation, a bag large enough to contain the ballot box and all the sealed envelopes attached to it can be used and sealed prior to transportation. If the ballot box is too big or heavy, the envelopes should be securely taped onto the ballot box while ensuring that the seals of the ballot boxes are still legible and intact.