Postal Voting |
Postal voting is a traditional and relatively inexpensive method of voting. It is suitable for organisations especially when the number of members or employees is under 2,500 -3,000 when the price is compared to electronic voting. It should be taken into consideration that a Postal Ballot requires a minimum of 10 - 14 days Ballot opening period for a Collective Agreement Ballot. For Board of Directors Election these are usually open for a longer period. |
To ensure security and integrity, the Election Consulting Group utilises a Declaration Postal Voting or a double envelope system.
Sound formal processes are in place for replacement ballot materials, and the level and detail of Returning Officer reporting ensures the more traditional vote method remains popular.
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Collective Agreement
- Eligible database prepared
- Client Delegate assigned
- Number of employees
- Citation or Name of Agreement
- Union or non-union agreement
- Preferred voting medium
- IT Dept. contact details
- Number of employees on leave
- When does the perusal period commence?
- Date for Ballot Open
- Date for Ballot Close
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Board of Directors
- Eligible database prepared
- Client Delegate assigned
- Number of members
- Constitution or Election Rules
- Preferred voting medium
- Number of positions vacant
- Date for Notice of Meeting
- Date of AGM
- Nominations process in-house or outsource
- Candidates Statements YES/NO
- Date Election Open
- Date Election Close
- Date Results are required
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Each eligible Postal Voting member or employee will receive Ballot material in accordance with the approved timeline. The Client must approve and sign off the artwork prepared for the Ballot Paper and materials. All Postal Ballot materials will be posted/lodged by the Returning Officer or her/his staff and proof of lodgment is provided by our mailhouse partner or your mailhouse of choice.
The mailhouse will assemble the ballot material for each eligible postal vote at the relevant time. The ballot material will be mailed to the member’s or employee’s home address.
Each Employee or Member receives a Ballot Pack which may include the following;
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Collective Agreement
- Outer envelope or Express Post envelope
- Ballot Paper
- Information and instructions
- Reply paid envelope
- Declaration envelope
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Board of Directors
- Outer envelope or placed on top of your company’s magazine/statement
- Ballot Paper
- Candidate statement
- Chairpersons letter or explanatory memorandum
- Reply paid envelope
- Declaration envelope
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Declaration Postal Voters need not have any concerns about the secrecy of their vote, notwithstanding that their name and signature will appear on the Declaration Envelope. The detachable slip showing their Name and address plus signature details are removed and immediately parceled, prior to the opening of the envelopes and removal of ballot paper for unfolding and counting.
This process is conducted as part of the formal count (scrutiny) and any authorised Company personnel or Observer (for Collective Agreement Ballots) are permitted to be present during the count (or at key stages from lodgment to conclusion of the count).
Election consulting Group will tabulate the Ballot results and provide relevant reporting to the Client. The actual count of Ballot Paper will be conducted by Election Consulting Group personnel, under formal “scrutiny” conditions i.e. under conditions similar to those of the count of ballots in parliamentary or Industrial (Union) Elections. The Returning Officer will also provide a formal Declaration of Result and detailed report. |
