Necessity of Reporting
Each electoral observation project should have a formal, written report as one of its outcomes. Depending on time and resource constraints, this written report may be compiled on the ground, or field management may present findings only, with a full official report being produced at a later date from the headquarters of the sponsoring organisation(s).
Where an electoral observation project is of a long-term nature, or significant irregularities are found in specific election activities, issuing of interim reports must be considered. If more than one organisation is involved in electoral observation, it is valuable to hold joint debriefing sessions prior to the reporting stage, so that all available evidence may be considered.
Report Contents
The formal electoral observation report needs to provide a comprehensive statement, including:
- findings, conclusions, and recommendations;
- a summary background to the election and its relevant laws, systems, and procedures;
- a description of the electoral observation methodology;
- the documented evidence (completed electoral observer field reports and checklists and other sample election documents) to support findings.
Report Recipients
Copies of the report should be provided to the country's executive government and relevant departments, local and international media, electoral observation sponsoring organisations, political participants in the election, and local/national organisations involved in governance issues. It should also be made available for access by the public in general.
Report Structure
The following electoral observation report structure is suggested as a guide. Different emphases and modifications will be appropriate according to the circumstances of the electoral observation project.
Executive Summary. Providing summary conclusions, against the standards adopted by the project, on:
- the overall political situation and campaign;
- the appropriateness of the electoral law and procedures;
- quality and equity of implementation of procedures.
Positive aspects of election performance should be noted, as should significant irregularities found and an assessment of their likely effect on the validity and legitimacy of election outcomes.
Recommendations, listing suggestions for immediate or future improvement in election frameworks, participation, administration, and operations. Suggestions may also be made towards improvements to future observer activities.
Introduction, describing the scope, aims, and framework of the electoral observation project, general information on the project (where and when, staffing, resources, management) and coordination with other bodies.
Methodology, describing:
- what election activities were covered;
- the locations covered;
- information gathering and dissemination strategies;
- details of official and unofficial information sources.
If only sample activities or locations were covered, details of the risk assessment and sampling methodology should be provided.
Background, briefly describing important historical, geographic, demographic, sociological and political factors in the election's environment.
Electoral Law and Administration, outlining all information relevant to understanding the election system, including:
- the type of election;
- relevant laws, regulations, and election procedures;
- the structure, responsibilities, and work of bodies directly or indirectly related to election administration.
Political Campaign Environment. If monitoring encompasses the campaign period, the environment for campaign activities should be described. Freedom and use of media and other informal political communication channels, formation and operations of political parties or groups, including any restrictions, campaign participation, and campaign incidents, are relevant issues for inclusion here.
Observations and Assessments of Election Processes. This major section of the report contains a summary and analysis of field reports, describing relevant examples. The analysis should be linked to the executive summary. Depending on the bulk of this section, and the pattern of occurrences, it may be usefully broken down by geographic area. Assessments should be supportable against the standards stated in the methodology. Key issues to be addressed would include:
- treatment of voter eligibility and access to voter registration;
- choices available to voters;
- campaign freedom and media coverage;
- equity of election framework and its administration;
- possible intimidation or fraud;
- equity of implementation of law and procedures;
- accessibility and effectiveness of implementation of voting operations;
- accuracy of counts and published results;
- transparency of processes;
- voting secrecy;
- effectiveness of election management and officials;
- installation of elected bodies.
Supporting Documentation. This section should contain the evidentiary basis on which the report's assessments, conclusions, and recommendations are based. If bulky, it may be more usefully issued as a supplement to the main report. It should include electoral observers' completed checklists or field reports, any interim electoral observation reports, press releases, instructions to electoral observers, and documentation of electoral observer complaints or difficulties. Background election system documentation should also be included, such as relevant extracts from laws, regulations and procedures, samples of election materials, media reports on the elections, and other relevant information.
