Important Disclaimer
This is an unofficial guide prepared to assist officers participating in election process. Always refer to the latest official instructions from the Election Commission of India (ECI) and Kerala State Election Commission (SEC). This post cannot be considered as a substitute reference for various provisions in the election law. When in doubt about the clarity of instructions contained herein, the relevant laws and regulations must be followed.
Before Election Duty
Essential preparations before reporting for duty
Understand Your Assignment
Review your assigned polling booth, assembly constituency, parliamentary constituency with their numbers and location details.
Meet Team Members
Get acquainted with other polling team members. Exchange contact numbers and consider creating a WhatsApp group for coordination.
Prepare Documentation
Print necessary pages from the PDF below for quick reference and record keeping during election duty.
Day Before Polling
Collection of polling materials and verification
Arrive at Distribution Center
Reach the distribution center at the pre-scheduled time.
Mark Attendance
Record attendance and receive posting order.
Verify Check Memo
Ensure the check memo is for your polling station and collect voting machines, forms, covers, and stationery.
Verify Control & Ballot Units
Confirm serial numbers and address tags match your assigned booth.
Check Machine Seals
Verify all machines are properly sealed. Control Unit Candidate Set Section should be sealed.
Test Machine Functionality
Turn on Control Unit only and check battery status shows "Battery High".
Verify Ballot Unit
Check slide switch position and seal status on Ballot Unit.
Check Ballot Paper Installation
Ensure ballot paper is correctly installed in Ballot Unit.
Report Defects
Report any machine defects to the distribution center immediately.
Verify Documentation Marks
Ensure documentation marks match your booth.
Essential Polling Materials Verification
Polling Booth Setup
Arrangement and preparation of polling station
Polling Booth Arrangement
- Open station and check lighting, ventilation, chairs, tables are properly arranged.
- Place Voting Compartment (VC) in position ensuring privacy and correct height.
- Secure Control Unit (CU) near table, connect Ballot Unit (BU) properly to VC.
- Arrange polling staff tables without obstructing voter movement and queue management.
- Clearly mark entry, exit, and queue management areas.
- Install Arrow Mark Posters, instruction boards inside and outside station boundary.
- Arrange special entry/assistance facilities for PWD and senior citizens.
Next Day Preparations
3.2.1. Document Preparation
- Prepare Sample Paper Seal Account.
- Review Account of Votes Recorded and fill required sections.
- Separate Form 17A, 17C, declarations, Check Memo and store systematically.
3.2.2. Packet Arrangement
Appointing Polling Agents
- Check if agents have submitted Form 10/11A.
- Verify identification card, party authorization, and pass before acceptance.
- Only one agent per party allowed in the station at a time.
- Record agent details in Form 17A or separate register.
- Explain demo poll timing and observation protocols to agents.
- Instruct agents to avoid unnecessary interference in station areas.
Mock Poll Procedure
6 AM mock poll process and machine testing
Mock Poll Timing
Mock poll must begin at 6:00 AM. Check if agents have arrived. If not, wait only 5-10 minutes before proceeding.
Voting Machine Connection Guide
Municipality / Corporation
Only one Ballot Unit and one Control Unit (BU, CU). Take code wire from BU, open back cover of CU and connect securely checking clip colors.
Panchayat
One CU and 3 Ballot Units (Village, Block, District). Connect Village BU → CU, Block BU → behind Village BU, District BU → behind Block BU. Ensure all wires are properly set at lock points.
Turn ON power switch on CU.
If "Link Error" appears, disconnect and reconnect wire.
Ensure CU Battery Level shows High.
Ignore Clock Error - it's not a problem.
Mock Poll Process Steps
- Press TOTAL button to show agents if any previous votes exist on machine.
- If votes exist, clear them in order: Close → Result → Clear (CRC).
- Press TOTAL again to confirm "0" votes and show agents.
- Allow each agent to cast one vote per candidate. (PO should note this.)
- Press TOTAL to verify machine votes match recorded votes.
- Press CLOSE button → then RESULT to show results to agents.
- Finally press CLEAR to zero the machine. Press TOTAL again to confirm.
- Complete Form N10A – Part I and ask agents to leave station after signing.
Machine Sealing Process
Secure sealing of voting machines after mock poll
Watch Training Video
Hands-on training + Election Commission videos are essential. Watch the machine sealing procedure video for proper understanding.
Watch Machine Sealing VideoTurn Off Power
Turn OFF power switch on Control Unit.
Detach Cable
Detach BU-CU connecting cable.
Sign Sealing Materials
Have PO and agents sign on: Special Tag, Address Tag, Green Paper Seal.
Install Green Paper Seal
Open CU cover and pass Green Paper Seal inside.
Attach Special Tag
Sew Special Tag around Close button and apply wax seal.
Close and Apply Strip Seal
Close cover and apply Strip Seal, then stick Green Paper Seal.
Attach Address Tag
Finally tie thread and attach Address Tag.
Important Record Keeping
Record serial numbers of Green Paper Seal, Strip Seal, Special Tag in Form N14A.
⚠️ IMPORTANT: All these must be sealed in Packet No. 4 and tagged to CU box handle.
Polling Officer Duties
Specific responsibilities of each polling officer
Presiding Officer (PO)
Overall In-charge- Supervise all operations at polling station.
- Prepare all forms and documents accurately and record timely.
- Handle disputes/problems without obstructing other staff work.
- In PO's absence, First Polling Officer assumes responsibility.
First Polling Officer (P1)
Marked Copy & Identification- Responsible for Marked Copy of electoral roll.
- Verify voter documents and identification.
- Announce voter serial number and name aloud.
- Record number of female voters coming to vote.
- Draw diagonal red ink line from bottom left to top right in voter's column on Marked Copy.
- Circle female voters' serial numbers with red ink. Sample Marked Copy
- Write "T" in capital letters near serial number for transgender voters.
Second Polling Officer (P2)
Ink & Form 21A- Responsible for indelible ink and Form 21A.
- Verify serial number announced by First Officer and record in Form 21A, obtain voter's signature/thumb impression.
- Apply ink on voter's left index finger.
- Prepare Voter Slip for voting record.
Third Polling Officer (P3)
Machine Operation- Responsible for Control Unit and machine operation.
- Press ballot button on CU when voter enters compartment.
- Ensure voter records all 3 votes.
- Listen for beep sound confirmation.
- Arrange voting slips in bundles of 50.
Voting Process
Actual voting procedure and closing process
Voting Rules
- Three votes can be cast when one ballot is issued.
- Record number of female voters.
- Do not intervene before voter records all three votes after entering voting compartment.
Poll Closing Process
- At 6 PM, if more people in queue, give tokens. Give number 1 to last person.
- After last voter votes, press TOTAL to confirm vote count.
- Then press CLOSE button.
- Turn OFF CU power switch and disconnect connecting cable.
- Place CU, BU in box, attach address tag and seal.
- Submit records to polling agents for signing. Declaration must be signed.
- Prepare Form 24A for village, block, district and give copy to agents.
Accepted Identification Documents
Packing Notes
Systematic packing of polling materials after voting
Packing Procedure
After polling, seal machines and place in box. Then include all records in designated covers/packets. There are primarily 5 types of packets.
Packet I: Statutory Covers (Sealed)
Must be SealedPacket II: Non-Statutory Covers (Unsealed)
Do Not SealPacket III: Other Items (Unsealed - Bag)
Place in BagPacket IV: Sealed Items (Attach to CU)
Seal & Attach to MachineSpecial Voting Cases
Procedures for special voting circumstances
Tendered Vote
When a voter comes for voting and PO is sure that someone else has already voted in their name, that voter can be allowed a Tendered Vote.
Challenged Vote
If polling agent disputes voter identity, challenge can be raised after depositing ₹2. PO must conduct summary inquiry.
Proxy Vote
A person appointed as proxy for CSVs (Classified Service Voters) can vote on their behalf.
Helper Assisted Vote
If PO is convinced that a blind or infirm person cannot vote independently, helper brought by voter can be allowed.
Election Forms
Sample filled forms and templates
Forms Reference
The images provided here are sample templates only. Fill information according to your Returning Officer's (RO) instructions.
Form 10 (P)
Polling Agent Appointment
Form 10 (P)
Polling Agent Pass
Form N10A Part I
Mock Poll Declaration
Form 21A (P)
Voter Register
Form 24A (P)
Vote Account
Form N10A Part III
End of Poll Declaration
Form 22
Infirm & Blind
Form N13 (P)
PO Diary
Form Preview
Official Reference Only
This document is only a reference/help file. Strictly follow the latest official instructions from the Election Commission of India (ECI) / Kerala State Election Commission (SEC). This guide is based on election classes and handbooks. Each Returning Officer's instructions must be properly understood and duties performed with special attention in respective areas.