Preparation of Draft Electoral Roll

Preparation of Draft Electoral
Voter Registration Cycle
Summary or
Part Summary and
Part Intensive
Every Year
Procedure during Summary Revision
• Existing Electoral Roll is published as Draft Electoral
Roll and applications for inclusion, deletion and
correction are invited
• The entries of electors details in the Rolls are same
as in intensive revision
• ERO notifies the Roll revision program in Form 5
under RER, 1960 as directed by ECI
Form 5 – Notice of Publication of Electoral Roll in Draft
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Suo-motu corrections in the Roll since last
All the corrections suggested by the political
parties and other agencies to the previously
published Final Roll are checked, due procedure
is followed and if found necessary are
incorporated in the supplement of continuous
updating prepared before Draft Publication
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
De-duplication of Voters
De-duplication software is run to throw up probable
duplicate entries in the Roll which are verified in the field
after which duplicates are removed as follows•
ERO undertakes de-duplication suo motu within the
Constituency before Draft publication of Rolls under
summary revision
For the repeated names in the Roll, notices are issued under
Section 22 of RPA, 1950 and full verification procedure is
Repeated names deleted from one location becomes the
Part of supplement of continuous updation and Draft
publication under summary revision
Pre-requisites to
Seek Publication of Draft Roll in Summary
Check the presence of names of MPs, MLAs &
other important persons
• ERO checks whether these names are
present in the Rolls and also the removal of
names of disqualified persons
• Corrective actions are taken before any
Draft publications under summary revision
process following the due process of law.
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Preparation of Supplement of continuous updating
• List of amendments is prepared based on
continuous updating
• List specifies only names included or deleted on
the directions of ERO or DEO/ CEO (in appeal cases
under Section 24 of RPA, 1950)
• The inclusions, deletions and corrections are
finalized and supplement is prepared before the
publication of Draft Rolls
• Supplement is published along with the Draft
publication in case of non-integration of Draft Roll
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Integration of Supplements and preparation of
integrated Rolls
• In case of election year, Roll and its
supplements are integrated into one basic
Roll and published as Draft Roll
• In non-election years, basic Roll from
previous year and its supplements are
published together without integration as
Draft Roll
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Reorganization of Polling Stations before publication of Draft
ERO reorganizes the Rolls with respect to new Parts before publishing the
Draft Roll
Some points that are ascertained:
Number of electors per Polling Stations to be limited as per ECI
guidelines. Normally not more than 1400 electors in urban areas and
1200 in rural areas are assigned in each Part.
Separate and independent Polling Station is created for each revenue
village having > 300 of population as directed by ECI
De-congestion of Polling Stations: ECI guidelines to be followed.
Normally, not more than 4 PSs per PSL (Polling Station location) in urban
and not more than 2 PSs per PSL in rural areas are allowed.
Roll of the Part is neatly organized into Sections.
Proposed list of new Polling Stations is published as Draft and shared
with recognized political parties to invite their objections/claims
Roll is organized with changed set of Polling Stations after receiving
approval of ECI before the publication of Draft Roll
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Control table updation
• ERO/DEO updates the control table before
Draft publication according to the
modifications done since last Final
• Control table reflects all the modifications
related to Polling Stations, Sections, service
voters etc.
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Identification of Revision Staff (Including BLOs)
ERO ensures that BLOs, Designated Officers, Supervisors
etc. are in place and trained before publication of Draft Roll
Name, address, contact numbers with respective
jurisdiction of Roll revision related officer is uploaded on
website before publication of Draft
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Training and Orientation of Revision Staff
EROs draw a detailed training schedule for the revision staff (Para
29, Chapter 4, ERO Handbook)
Before launching the summary revision, one full day training is
Master trainers are trained to impart such trainings for every
During the training:
– Audio visual material and written handouts are used
– Checklist of points to verify in field visits are given to each
– Monitoring and reporting mechanism is explained in detail
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Availability and Provisioning of Forms
Adequate number of Forms are provided at all designated
locations and revision officials
Forms are given in all required languages
Which are the
Forms given to the
revision officials?
Forms – 6, 6A, 7, 8,
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Readiness of CEO’s Website
• CEOs/DEOs ensure that the website is ready, tested
and run before the publication of Draft Rolls.
• Search facility is provided on the website for an
elector to search her/his name in the Roll, know
her/ his Polling Station, and find the procedure to
apply for enrolment.
• All details of facilitating registration are provided
on the website before the Draft publication
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Providing elector information in requisite formats
• CEOs provide information to ECI in the
prescribed (annexures 2.2 to 2.9 of HB of EROs)
before publication of Draft Rolls
Which are the
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Providing elector information in requisite formats
Annexure 2.2 Polling Station
wise elector information
(Gender Ratio)
Annexure 2.3 Polling Station wise
Elector information (ElectorPopulation ratio)
Pre-requisites to Seek Publication of Draft Roll in Summary
Providing elector information in requisite formats
Annexure 2.4 & 2.5 - District wise Age-Cohort Elector Information
Format 3A
Format 3B
Pre-requisites to Seek Publication of Draft Roll in Summary
Providing elector information in requisite formats
Annexure 2.5 - Polling Station wise Information on Inclusion and Deletions in Current
Electoral Rolls Over Previous Roll
Pre-requisites to Seek Publication of Draft Roll in Summary
Providing elector information in requisite formats
Annexure 2.6 - Polling Station wise Information on EPIC & Photo Coverage in Current Roll
Format 5A and 5B
Format 5C and 5D
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Providing elector information in requisite formats
Annexure 2.7 - Polling Station Locations (PSL) Details
Pre-requisites to
Seek Publication of Draft Roll in Summary Revision
Providing elector information in requisite formats
Annexure 2.8 - Information on
Service Voters
Annexure 2.9 -Polling Station Wise
and Constituency wise information
on Migrated Electors
Printing of Draft Electoral Rolls
• CEO sends the proposed revision schedule after completion of
pre-revision activities
• ERO arranges printing and publication of Draft Rolls after:
– ECI approves the revision schedule
– Information is updated in control tables
– Completion of data entry in software
• The printed basic Roll is arranged Part wise in serial order and
kept as one or more volumes as may be necessary in case of
summary revision
Publication of Draft Electoral Rolls
• Under Rule 10 of RER,1960, ERO publishes the Roll in Draft by making
copy available for inspection and displaying a notice in Form 5:
– At his office, within the Constituency
– At place specified by him, if his office is outside the Constituency
• Pdf format of Roll (only in text mode) is uploaded at CEO’s website in
public domain on the same day of publishing the Roll
• From the website, ERO should be able to verify for every claim (Form 6)
received whether the voter is already a registered voter elsewhere in
same Constituency or the district
• Electoral Roll for all Constituencies in a State or even District is published
on the same day.
Publication of Draft Electoral Rolls
• Publication of Roll includes all Parts of Roll of Assembly
Constituency and service Voters list in the last Part.
• Draft Rolls are published in the Polling Station so that the
general electors can easily check and file their
• Publication is not made on public holiday
• ERO ensures copies of Rolls published in all languages are
Safe custody of Copy of Roll published as Draft
• ERO prepares an authentic copy of Roll, each page ink signed by
two assigned officers after the Roll is published as Draft
• Authentic copy of Roll is kept with DEO and CEO for reference and
record purposes.
Publicity to Programme of Publication of Draft Electoral Rolls
• Programme of Draft publication is intimated in writing to all
recognized political parties, local bodies, MPs, MLAs at least one
week in advance
• Mass media like television, newspapers etc is used to publicize
the same
• After the Draft publication, a meeting of recognized political
parties is called to request to scrutinize and provide their
suggestions in a specified time period
Booth Level Agents (BLAs)
BLAs are appointed by the political parties to help in management of
Electoral Rolls
Election Commission
Political Party
Booth Level Agents
- Assists people in filing claim/objection properly
- Remains present during the campaigns and help BLOs
- Verifies and conducts survey of the dead and shifted electors
- Is responsible if the survey is faulty
- Understands and scrutinizes the Electoral Roll during meeting with BLO
- Helps continuous updating of the Electoral Roll
Booth Level Volunteers (BLVs)
BLVs are volunteers appointed by the DEO to help the BLO in
doing his work. They may be office bearers of RWAs, members
of NGOs etc.
• Assists people in filing claim/objection properly
• Verifies and conducts survey of the dead and shifted electors
• Understands and scrutinizes the Electoral Roll during meeting with BLO
• Helps continuous updating of the Electoral Roll
• Helps in ensuring purity of electoral rolls
• Helps in SVEEP programme
Free supply of copies of Draft Electoral Roll to
Recognized Political parties
• ERO provides free of cost 2 copies of Roll to every political party
as directed by ECI under Rule 11 (c) of RER, 1960
• One soft pdf copy and one hard print copy of Rolls are shared
with political parties as directed by ECI
• Soft copy only indicates that photograph is available against the
elector’s details and hard copy contains the photographs
• ERO provides free of cost 2 complete sets of Electoral Rolls both
during summary revision and intensive revision
• EROs/DEOs ensures that all the Parts of the Rolls are published
and shared with the political parties at the stage of the Draft
Soft copies of Electoral Rolls without images are given within a
week on payment to all concerned persons by CEOs/DEOs/EROs
Actions after Draft publication and before Final publication
• ERO sends a certificate to CEO in prescribed Form in regard to the
names of MPs & MLAs continued in the Electoral Roll
• ERO reports to CEO immediately in case of any omission of member
name from the Electoral Roll
• CEO reports to ECI for all such omission cases every year
• After publication of Draft Roll, CEO/DEO and ERO calls recognized
political parties to give their suggestions for any corrections in the
Draft Roll
• ERO also scrutinizes Rolls himself at this stage like individual
households showing more than 10 electors, death registers etc.
• ERO arranges for reading aloud of each Part of the Roll before the
concerned Gram Sabha/ Ward Committee
• ERO analyses the health indicators of the roll like gender ratio etc.
Actions after Draft publication and before Final publication
Analysis of Health of the Rolls
Elector to population ratio is studied and reported to ECI revealing the age-wise under or over enrollments in
comparison to census figures
Age cohort analysis of the electors in the Roll with census population for various ages groups is carried out
(annexure 2.4)
Polling Station wise abnormal addition and deletion over last 3 years is identified, verified, corrected and reported
to ECI (annexure 2.5)
Data on EPIC & photo coverage in photo Electoral Roll is analyzed in the prescribed formats (annexure 2.6)
Provide list of new Polling Stations created since last publication to ECI for analysis and record (annexure 2.7)
Data on voters registered but found absent (ESR- Expired, Shifted, Repeated) during field verification is collected
and appropriate action is taken under Rule 21A of RER, 1960 (annexure 2.8).
(In election years, instructions of the Commission are to be followed during suo motu deletions.)
ERO exhibits on the notice board of his office, list of names to be deleted from the Roll to invite any objections.
Actions after Draft publication and before Final
• Complete report on service voters is sent to ECI (annexure
• Roll observers appointed by ECI visit Districts to check and
report on the disposal of claims and objections, and the
quality of the Draft published.
• Before scrutinizing the Rolls, ERO prepares under Rule 22 of
– List of amendments
– List of dead persons and ceased to be ordinarily residents
Procedure for disposal of Claims and
Forms of Claims and Objections
•Claims and Objections during Revision
•For an accurate and error-free Electoral Roll claims and objections are made for
addition/deletion/ transposition/ correction of entries in the electoral rolls
•Forms of Claims, Objections and Corrections
•The applicants applying for addition/deletion/correction/transposition should fill
the following Forms
•Form 6 – Inclusion of name (Service personnel to attach “Form of declaration”)
•Form 6A – Inclusion of name of overseas electors
•Form 7 – Objection to addition/seeking deletion of name
•Form 8 – Correction to a particular entry
•Form 8A – Transposition of name from one Part to another Part in same AC
Receipt of Forms of Claims and Objections
• Only individual applications are to be accepted,
except for an individual presenting the applications
of the same households
• BLO/DO/AERO/ERO should not receive Forms ‘in
bulk’ submitted by one person on behalf of many persons
not belonging to the same family
(BLAs can submit upto 10 applications per day and a total
of 30 applications during the entire revision)
• It should be noted that
Form 6
Form 7
Form 8
Form 8A
Form is not unsigned or without thumb impression (rule
17 of RER, 1960)
No column in the Form is left blank
• Lists of the received forms shall be prepared in
forms 9,10,11 and 11A and be displayed at ERO’s
notice board, Polling Station notice board, Website
of CEO
Preliminary Checking of Form 6
• Applicants shifting residence in the same Constituency should be
guided to file application in Form 8A and not Form 6 for transposition of
• Details of the immediate family members (father, mother, husband,
siblings) already enrolled in the current Rolls should be indicated for
applicants applying for the first time on attaining age 18 years.
• Date of birth and age should be indicated. Where age is not known,
approximate age as on qualifying date should be written
• For applicants between age 18-25 years, name and relation should be
checked with respect to the applicant’s family members already
• Underage applicant should not get enrolled
• EPIC details should also be reflected in the Form
• Non EPIC holders of 25+ age-group should give a declaration in the
Form as given in Annexure 5.7 of ERO’s Handbook.
Preliminary Checking of Form 6
Annexure 5.7 – For an Elector of 25 + age group not having an EPIC
Preliminary Checking of Form 6
• Part II of Form 6 –complete address ordinary residence address with proof
should be checked. The proof can be any of the following documents –
Bank/Kisan/Post Office/Pass Book/ Ration card/Driving license/Passport/ Gas
connection/Telephone/Electricity/Water bill etc.
For Homeless persons, residence proof may not be insisted upon.
• If an applicant has been staying at an address for one year or more but not
enrolled, then the circumstances why s/he has not applied should be ascertained
and recorded on the application Form
• Applicants should be advised to fill in the details like Part no., serial no. and EPIC
no. of their immediate family members in Part III of Form 6
• The applicant must fill Part IV related to the full details of previous enrollment
especially the address
The declaration of Part IV, at the end of Form 6 should be complete in all respects.
• Check that a declaration of non-inclusion of name, should be attached by Service
personnel along with Form 6
Preliminary Checking of Form 7 and 8
• Form 7
• Form should not be received without details of the objector and person
objected to.
• The Form without complete details may be rejected under rule 17
• Form 8
• Forms should have the exact details of the entries to be corrected in Part
• The applicant must attach the supporting documents wherever needed
Handling the Forms Received
• Every DO and BLO should prepare list of the entries in duplicate
in Form 9 of the claims received in Form 6
in Form 10 of the objections to the inclusion of names received in Form7
in Form 11 of the application for objection to particular details received in Form 8
in Form 11A of the applications for transposition received in Form 8A
• The DO (Designated Officer) should display the copies of these Forms on notice
board at the Designated Location
• The DO should maintain the lists under Rule 15 of RER, 1960
• EROs should also maintain the 4 lists of Forms under rule 16 of RER, 1960 and
enter the entries directly received from AERO / DO/BLO
• ERO should keep the exhibited list on notice board till the disposal of claims and
• ERO should get all forms computerized in ERMS as soon as they are received so
that they become visible on the CEO website and can be tracked by the
applicant on the website and by SMS
• All claims and objections have to be exhibited on CEO’s website for atleast 7
days before EROs decide on them.
Disposal of Claims and Objections
• All Form 6 without particulars of previous EPIC and more than 25 years of age
should be checked and confirmed that they are not enrolled in some other area
• All Forms 6 with previous EPIC details should be enrolled by informing the ERO of
the previous area to delete the entry from that area and transfer the photo of
that concerned elector
• ERO may refer applications (Form 6,7,8,8A) to the AERO for disposal in
accordance with law and both ERO and AERO can get the details locally verified
by the verifying officers
• ERO can reject the claims/objections not received during the period mentioned,
under rule 17 of RER, 1960
• ERO may directly allow the entry in the Roll under rule 18 of RER, 1960, if he/she
is satisfied with the details or may verify in case if doubt
Disposal of Claims and Objections
• ERO may ask the verifying Officer (Designated Officer, BLO etc.) to verify facts
and receive entries with remarks in small batches either daily, weekly or
whenever the number of applications exceed 50
• An individual notice with date and time of hearing should be sent to the
applicants in case of inquiry. The ERO has to give notice of hearing
• In case of a claim to the claimant – in Form 12 (annexure 5.12) appended to
RER, 1960.
• In case of an objection to the inclusion of name, notice to objector – in Form
13 (annexure 5.13)
• In case of an objection to the, notice to the person objected to – Form 13
(Annexure 5.13)
• In case of objection to a particular or an entry – Form 15 (annexure 5.15)
Disposal of Claims and Objections
Form 12 (Annexure 5.12)
Disposal of Claims and Objections
Form 13 (Annexure 5.13)
Disposal of Claims and Objections
Form 14 (Annexure 5.14)
Disposal of Claims and Objections
Form 15 (Annexure 5.15)
Disposal of Claims and Objections
• Validity of any claim or objection can be allowed by ERO without further
inquiry after the expiry of one week from the date on which it is entered in the
list exhibited by him. (Rule 18, RER 1960)
• The ERO has power to require any claimant, objector, person objected to, to
appear in person before him for clarification and sub-rule (3) of rule 20 of RER,
1960, ERO can ask the information on oath / affidavit.
• ERO should record the decisions with the reasons and should enter the
decision just below the entries in the respective Forms 9,10,11, 11A
• List of applications accepted and rejected should be displayed on the notice
board for any claim or objections Form 6, 7, 8 and 8A
• ERO should get the facts verified by the verification officer where the verifying
officer should submit full particulars of verification like date of visit, if the
person was physically present etc
Disposal of Claims and Objections
• If the ERO is not satisfied of the age proof of the applicant even after the
verification, he/she may take the evidence on oath of applicant as well as any
member of family
• Form 7 should be carefully scrutinized so that they are not used to delete
names of genuine electors
• In doubtful cases, where persons are not found at home during verification,
ERO should send an individual notice with a date and time of hearing either
before ERO or AERO
• In case of inconvenience in traveling hearing could be held at the
village/taluka/zonal offices
Matters of Citizenship
• The ERO should ensure that all the entries made are fully eligible for conditions
of registration
• Citizen of India being one condition should be verified completely
Important points
• Officer concerned will bear in mind the Constitution and Citizenship Act, 1955
and all other provisions related to the citizenship before passing the order
• Though the onus of proof of citizenship lies on applicant, the ERO must be
satisfied with all the proofs which can be any of the following
• - National Register of Citizens (NRC)
• - Citizenship certificate issued by competent authority
• - Valid passport by Government of India
• - Birth Certificate etc.
• If still not satisfied the ERO should refer the matter to the competent authority
under the relevant law
Documentary Proof of Age
(Refer ECI Circular No.23/2010-ERS-Vol-II dated 5th April, 2013)
• No documentary proof of age is required if the age is obviously more
that the age of eligibility. Documentary proof may be asked for only
when age is borderline and can not be assessed by visual inspection
of the applicant
• Certificate or mark-sheet of class 12, 10, 8 or 5; certificate of a
sarpanch, councillor, ward member etc. are accepted as age proof
Documentary proof of residence
• Documentary proof of residence may not be insisted if it is not available
specially in case of homeless persons, tenants who have disputes with
landlords, sex workers etc.
• In such cases the BLO or some other officers can verify by visiting the
place of residence mentioned in the application form that the applicant
actually lives there
Supervision and Checks
Chief Electoral Officer
Superintendence, direction and Control of Elections
Under sub-Section (3) of Section 13 AA of RPA 1950
Coordinate and Supervise all work related to E-Rolls
• Test checks quality of disposal of Forms
6,6A,7,8, and 8A
• 10% of Forms disposed by AEROs
• Randomly field
verifies 1% of
entries in Roll
• Verify 5% of
each of BLOs
• Proper
verification of
Forms 6,6A,7,8,
and 8A
Suo- Motu Action by ERO after Draft Publication
Submission of statements by persons holding declared offices or having service
qualification in forms 1, 2, 2A and 3 – Verification in the manner specified in the
form. (Rule 7 of RER 1960).
[Registration in the roll for the constituency in which, but for holding such office or having such
qualification, he would have been ordinarily resident].
ERO will prepare the list of entries for inclusion, deletion and display on the
notice board with time and place where actions would be taken
Unexecuted non-bailable warrant (NBW) cases
• The person on whom an NBW remains unexecuted for a period of 6
months or more is not considered as the ordinary resident of the address
• ERO may take suo-motu action of deleting the name after giving due
notice with date and time of hearing
Appeal Against ERO's Decision
ERO's decision can be appealed to Appellate Officer in Form of a memorandum
under rule 23 of RER, 1960
Appeal can be for the decisions under rule 20, 21 and 21A of RER only
The appeal cannot be considered if he has not availed himself of the right to be
heard or make representation to the EROs
On receiving an appeal, the Appellate Officer would
• check if the appeal is received in time. Time-barred appeals would be rejected
unless delay is duly condoned
• call for the records of the concerned ERO
• give opportunity to ERO to be heard
• shall take the necessary actions and dispose the appeal in maximum 3 weeks
The changes made shall be considered from the date of decision taken
ERO to make the changes after the decision taken
Final Publication of Electoral Roll
List of Amendments (Supplements)
Final Roll is the Draft Roll with the lists of supplements prepared in the
prescribed format.
Supplements have three components:
1. Component I – Additions
2. Component II – Deletions
3. Component III – Corrections
All components of supplements are in same language as of basic Electoral Roll
published as Draft
Serial numbers for voters in Supplement - Component I is the continuation of
last serial number in draft Roll
If there are no entries in one or more components, “nil” is entered under the
relevant heading
In case of all “nil” amendments, “nil” Final lists of amendments are prepared
Statistical Analysis in Format
1 to 8
Assembly and PS wise analysis of EP ratio, Sex ratio, Age Cohorts,
additions and deletions percentages against expected values
Permission to be sought from ECI for final publication based on Statistical
Printing of Final Roll
PDF copy of supplements with summary sheet is printed as soon as the Final lists
of amendments are prepared and Finalized
Name and designation of ERO is printed at the end of all copies of Final lists of
Parallel to the above, a pdf copy of supplements is appended to draft Roll and
complete set of Electoral Roll is uploaded on CEO’s website in public domain with
search facility
Printing of Final Roll
Title page with date of publication should be added on the top
The order of pages stitched together are: title page, table of contents, general
Part of Electoral Roll and last Part (service voters) of Electoral Roll
Notice is displayed in Form 16 for statutory publication of Electoral Roll
(Annexure 6.1)
ERO ensures the correct arrangement and completion of Electoral Roll before
sending it for publication
Annexure 6.1
Free Supply of Copies to Recognized Political Parties
ERO supplies free of cost two complete sets of Electoral Rolls to all the
recognized political parties in the State (Both National and State recognized
parties) after every publication of Roll
One copy is hard copy and other is soft PDF copy
Soft PDF copy has only elector details without photographs. It only indicates
whether photographs are available
ERO prepares an authentic copy of Roll with each page ink signed by two
assigned officers.
Copy of authentic Roll is kept with DEO for record purposes.
Final Roll in an Election Year
In the election year:
Authentic copy of Roll is computer generated copy and all deletions are “strike
through” in the mother Roll by software
“DELETED” is imprinted diagonally across the elector’s box in the photo – Roll
whose name is in deletion list with the authenticated signatures in red ink
Hash(#) mark is imprinted against the original record in Draft Roll to signify the
correction entry in the supplement
“Photo as in supplement” is inscribed across the photo box for the photographs
either added/ corrected/ deleted
Another supplement to the Finally published copy of Roll is prepared due to the
continuation of elector registration till last day of the nominations. The same
procedure follows for additions/deletions/ corrections for this supplement 62
Final Roll in Non-Election Year
In the non-election year:
Final Roll is published similarly as in the election year with only difference
No need of marking ‘strike-through’ or ‘#’ in the basic Roll to
indicate changes effected in the supplements
Basic Roll is not re-printed at the time of Final publication
Number of copies required for Final publication is easily assessed and
printed while printing the Draft Roll
Custody and Upkeep of Electoral Rolls and Connected
Following papers are kept in EROs’ office or at place specified by CEO after Roll
is Finally published under Sub-rule(1) of Rule 32 of RER, 1960:
A complete copy of Roll
Statements submitted to ERO under Rule 7
Statements submitted to ERO under Rule 8
Register of enumeration Forms
Applications related to preparation of Roll
Manuscript Parts prepared by enumerating agencies and used for
Papers related to claims and objections
Papers related to appeals under Rule 23
Applications under Section 22 & 23 of RPA,1950
Electoral Roll for each Polling booth is kept with the mother Roll folder related
to intensive/summary revision plus all supporting documents as directed by ECI
Inspection & Certified Copy of Electoral Rolls
(Ref: Rules 32 and 33 of RER 1960)
• Certified copy of relevant portions of Electoral Rolls and connected papers
can be given
Only certified copy of entry related to oneself in photo Roll can be obtained
by an applicant
Attested/certified copies of complete Electoral Roll is supplied under Right to
Information Act 2005 or Rule 23 of RER,1960 if demanded
Individual entries or selective pages are not provided under RTI
Annexure 6.2 & 6.3
Annexure 6.2
Annexure 6.3
Application Received Under RTI is Dealt in Context of
Section 8(1)(j) of RTI, 2005
Returning Officers (RO) and Electoral Roll for Conduct of
• Electoral Roll including all supplements carrying modifications till last day
of nominations is the Final Roll used for the purpose of conduct of
• RO allows inspection of the complete Roll of the Constituency
• RO provides identical copies of Final Electoral Roll to the candidates of
recognized political parties of the State within three days after the date of
withdrawals and Finalization of candidate . This is not necessary during
bye –elections
Returning Officers (RO) and Electoral Roll for Conduct of
• One copy of Final Roll is used for marking the names of electors who are
issued postal ballot (PB) and election duty certificates (EDC)
• Proxy voter list in the prescribed format is attached to this copy of Roll set
apart for marking
• Three more identical copies of this Final Roll is given to presiding officer
and Polling team to conduct elections and are called “Working Copies”
of Roll
RO and Electoral Roll for Conduct of Elections
• Commission had received representation in the past for the arbitrary
deletions of entries in the Electoral Rolls used by Polling parties
• In the same context, ECI issued some instructions:
– Copies of Electoral Rolls supplied to candidates should be identical to
working copy of Roll supplied to polling party except the PB, EDC
markings and proxy voter’s list
– Working copy with PB, EDC markings is shown to agents and
candidates before polling so that they can compare entries, deletions
and corrections with their copies
– Three working copies, statutory marked should be sealed and
submitted to RO for safe custody
– Names should be printed alphabetically in the Roll for easy
identification and search of voters for PSLs with multiple Polling
Number of Copies of the Rolls to be printed
• Number of copies of Roll required to be printed are calculated
on the following points:
– Supplied to the recognized political parties free of cost
– For sale to political parties and candidates
– Use at the time of General/Bye election
– Kept for use in the office of CEO/DEO and ERO
– Preserved as record
– Given to State Election Commission
– For Final publication
– Kept on the reserve stock
• Assessment of requirement of copies in each language is
made separately

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