Sealing of Election Papers(Statutory & Non-Statutory) and Sealing of Ballot Boxes after poll for Municipal and Municipal Corporation Elections

SEALING OF ELECTION PAPERS IN PACKETS & CLOSING AND SEALING OF BALLOT BOXES AFTER CLOSE OF POLL

CLOSING THE SLIT OF BALLOT BOX

After close of poll, you should close the slit of the Ballot box according to the instructions issued in the training classes, rehearsals and as per the detailed instructions for closing of the Ballot box given in Chapter-8. sealing-of-election-papers-statutory-non-statutory-and-sealing-ballot-box-after-polling.html

SEALING OF BALLOT BOX

1. After closing and securing the ballot box or boxes of the polling station according to instructions mentioned in Chapter-8, then run a ribbon or tape on the four sides of the box lengthwise and breadth wise crossing each other on the lid passing under the handle if there is one and tie the knot firmly and seal the knot on a piece of thick paper or cardboard with your seal. The polling agents represent should also be asked to affix their seals or their signatures, if they so desire. After this, the ballot box or boxes should be either- 
2. placed in a strong canvas bag, with provision for closing it with a strong rope or other locking arrangement and the bag closed and sealed by you; or wrapped with a new cloth which shall be sewn and the seams sealed by you.
3. In either case, the polling agents present should be asked to affix their seals, if they so desire.

ATTACH ADDRESS TAGS AND LABELS 

1. Attach firmly and in proper manner the address tag and the label on the canvas bag or the cloth cover, as the case may be. This address tag and the label should contain the very same particulars as the address tag outside ballot box referred to in Chapter-9. The address tag and label should be clearly filled in to avoid any confusion at the collection center and subsequently.
2. It is not sufficient to write the particulars contained in the address tag and label on the canvas bag or cloth cover. It is very necessary to use the address tags and labels.

RECORD THE SL.NO. OF BALLOT BOXES USED BY FRACTIONAL NUMBERS:

On the label pasted outside the box, the serial number of the ballot box should

also be given as indicated below:

The serial number of the ballot box should be in fractional number giving the serial No. of the box as well as the total number of ballot boxes used. Thus, if three ballot boxes are used at a polling station, the serial numbers on the ballot boxes will be as indicated below:

(i) on the first ballot box 1/3

(ii) on the second ballot box 2/3

(iii) on the third ballot box 3/3

SEALING OF ELECTION PAPERS IN PACKETS

After the close of poll, all election papers relating to the poll shall be sealed as separate packets required by rule 59 of the Conduct of Elections Rules, 2005 (See Annexure-2)

All the covers so sealed, except the self-printed brown colored packet containing the (i) Ballot Paper Account (Annexure-22) (ii) Paper Seal Account (Annexure-23), (iii) the declarations by the Presiding Officer before the Commencement of poll, during the poll and after close of poll (Annexure-12),

The Presiding Officer‘s Diary (Annexure-23) and (v) Visit Sheets (Annexure-10), should be arranged in four large packets as explained in paragraph 3 below and sent to the Returning Officer.

The following self-printed BROWN colored covers containing :

(i) the Ballot Paper Account

(ii) the declarations of the Presiding Officer

(iii) Paper Seal Account,

(iv) the Presiding Officer‘s Diary and

(v) Visit sheet Should be sent separately along with the sealed Ballot Boxes to the receiving

centre.

SEALING PROCEDURE – AFTER IMMEDIATE COMPLETION OF THE POLL

PACKING OF „STATUTORY COVERS‟ AND „NON-STATUTORY COVERS‟ AND ELECTION MATERIALS

In order to avoid delay and inconvenience of waiting of the place for depositing sealed Ballot Boxes, election papers and all other materials, you are advised to pack the covers and other materials in four separate large packets, as explained below, and hand them over at the place appointed for

receipt thereof. 

The First Packet [colored GREEN] should contain the seven sealed covers mentioned below and should be superscribed as “STATUTORY COVERS” - 

1. the sealed cover containing the marked copy of the electoral roll;
2. the sealed cover containing the signed but unused ballot papers, with counterfoils
3. the sealed cover containing other unused ballot papers with counterfoils;
4. the sealed cover containing the tendered ballot papers and the list in Form- XIX;
5. the sealed cover containing the ballot papers cancelled for violation of voting procedure; and
6. the sealed cover(s) containing other cancelled ballot papers.
7. the sealed cover containing counterfoils of used ballot papers including of tendered ballot papers; Even if a statement or record to be put in any cover mentioned above is nil, a slip noting on it that the statement or record is Nil‘ may be put in the cover and the total number of seven covers made ready so that no necessity arises for the receiving official at the receiving centre to enquire about the nonproduction of any of the sealed covers to be received by him.

The Second packet [colored YELLOW] should contain the following nine covers and should be superscribed as „NON-STATUROTY COVERS‟ –

1. the cover containing the copy or copies of electoral roll (other than the marked copy);
2. the cover containing the appointment letters of polling agents; 
3. the cover containing the election duty certificates;
4. the sealed cover containing the list of challenged votes;
5. the covers containing the list of blind and infirm electors and the declarations of the companions;
6. the cover containing the declarations obtained from electors as to their age and the list of such electors.
7. cover containing the receipt book and cash, if any, in respect of challenged votes; and
8. cover containing unused and damaged paper seals.
9. For any other paper that the PO has decided to keep in the sealed cover.

The Third packet [colored BLUE] should contain the following 6 items:

1. the Handbook for Presiding Officers;
2. indelible ink set (with stopper having been secured on each phial effectively with molten candle or wax applied thereon to prevent leakage or evaporation);
3. self-inking pads;
4. the metal seal of the Presiding Officer;
5. the arrow cross-mark rubber stamp;
6. Distinguished Rubber Stamp.

All the other items, if any, should be packed into the Fourth packet [colored

WHITE]

SEALING OF COVERS

Each of the seven smaller covers/packets to be included in the first packet marked Statutory Covers should be sealed. The other smaller covers/packets containing various non-statutory papers and items of election materials to be included in the second, third and fourth packets marked Non-Statutory Covers may be prepared separately, but need not be sealed except the cover containing List of Challenged Votes in Form-XX at (Annexure-14) in order to save time). All these unsealed covers and the sealed cover, containing list of challenged votes in Form-XX, should simply be placed in the respective bigger covers along with a check memo signed by the Presiding Officer. These three bigger packets need not be sealed; but may be properly secured by means of pins or thread so that the contents may be checked at the receiving centers. The first packet ( colored green) marked Statutory Covers‘ and cover containing list of challenged votes should, however, be sealed by the Presiding Officer and you should allow each candidate or his election agent or polling agents to affix their seals on the Statutory covers.

At the end of the poll, if the last bundle of ballot papers used for the poll contains some unused ballot papers, the counterfoils of used ballot papers in that bundle should be separated from that bundle and kept in this envelope. The counterfoils so separated should be tagged properly

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