Domestic Arrangements

Arrangements for transport should be negotiated and planned before the election is called. The electoral management body must ascertain that the chosen carrier has the capacity and capability to make the ballot box deliveries within required time frames while using appropriate security controls.

The selection of the transport company (public or private) or organization (national or regional or international organization, police or army or other security service) will be dictated by the political, social and economical context of each country and depend on various risk factors.

It is recommended that factors of reputation, dependability, political neutrality, financial strength, coverage of the territory, shipment-tracing capability, speed of delivery, and availability of contingency measures be used as evaluation criteria for selecting the carrier.

When the election is called, a contract should be in place and fully negotiated as to the details of obligation and procedure. The contract should include specific performance clauses, with an applicable penalty for partial or non-delivery. For the sake of transparency the contract should be awarded through a tender process.

If it is not possible to select a single carrier, or if the political situation requires the presence of security forces or reliable and trusted persons, considerations should be given to allow political party and candidate representatives, as well as observers, to accompany the ballot boxes. However, the right to accompany ballot boxes must be equally open to a cross-section of the parties and candidates concerned. An EMB official should always be present during the transportation and formally be in-charge of the material.

To limit the number of people participating in the transportation process, prior agreements between all parties involved are encouraged to assign two persons representing different political sides in the same vehicle along with the election or if this impracticable in a separate vehicle.

Observers should be allowed to accompany the ballot boxes, but for practical reasons, they might have to follow in a separate vehicle. Security forces may be required in certain political environments.

Agreements with security forces should be made prior to the election by the electoral management body to determine the extent and level of security required.

If this is not planned properly, the requirements can impose a burden on the security forces.

The security arrangements should also be made known to the political parties and candidates. This is particularly important if there is mistrust or lack of confidence in the security forces by the population or the political parties. 

International Arrangements

Transportation of ballots across national boundaries and throughout the world will require a different approach from domestic arrangements and involve very careful planning.

Time zones, customs, carrier's schedules, and other types of delays in transport may impact the starting date and hour of the counting process. (see Special Considerations for Counting Votes Cast Outside the Country)