For office use only

HANDBOOK FOR
DISTRICT COMMISSIONERS
ON
CONDUCT OF PANCHAYAT ELECTION,
2025

ASSAM STATE ELECTION COMMISSION

PANJABARI, JURIPAR, GUWHATI-781037
 CHAPTER – 1

PRELIMINARY

The Assam Panchayat Act 1994 (as amended) and the Assam Panchayat (Constitution) Rules
1995 (as amended) provide that the elections to the three levels of offices/constituencies of the
Panchayati Raj institutions shall be conducted by District Commissioner in their respective
jurisdictions under direct control and supervision of the Assam State Election Commission refer Rule
3 of Assam Panchayat (Constitution) Rules 1995. As such all District Commissioner have well defined
and vital roles to play in the entire process of Panchayat elections.

The smooth conduct of election right from the issue of public notice for election to the
declaration of election result and safe custody of election papers thereafter mainly depends on you
and the electoral machinery under you. It is, therefore, necessary to acquaint yourself fully with
upto-date rules and procedures connected with the conduct of election and familiarize yourself
thoroughly with the steps to be taken at various stages.

This handbook/guidebook has been prepared by adopting the relevant sections of the
Representation of the People Act 1951, the conduct of Elections Rules 1961, the Assam Panchayat
Act ‘1994 (as amended) and The Assam Panchayat (Constitution) Rules 1995 (as amended). Rule 54
of the Assam Panchayat (Constitution) Rules ,1995 provides that the matters not covered in the said
rules shall be guided by the relevant Rules under the Representation of the Peoples Act ,1951.

This handbook has been prepared and designed to guide the District Commissioners in
various statutory and non-statutory procedures connected with conduct of the Panchayat election .
However, please note that, this handbook/ guide book cannot be treated as exhaustive in all
respects and as a substitute reference for various provisions of election law governing the conduct
of election. In case of any confusion in any matter relating to the Handbook, the State Election
Commission to be consulted.

BROAD OUTLINES OF DUTIES

1. As the District Commissioner, you are to act as de facto Returning Officer for the election to
three levels of constituencies of Panchayat Raj institutions under your jurisdiction. However, Rules
provide for delegation of this power/ responsibility to subordinate officers by way of appointing
“authorised officers” for receiving nomination papers,scrutiny, and subsequent statutory and non-
statutory functions. However, all such delegation of power and their functioning is subject to your
direct control and supervision and you will be responsible for any lapse.

As District Commissioner, the main items of your work for conduct of Panchayat Election are:

(A) drawing of election plan / master plan for conduct of election well in advance including detail
arrangements of poll, up to counting of votes and declaration of results.
(B) procurement of election materials as required for the conduct of election as per instructions of
the State Election Commission.

Page 1
(C) Selection (and, at the appropriate time, setting up) of polling stations, appointment of polling
personnel , imparting adequate and timely training of polling personnel (including reserve),
making transport arrangement etc. for smooth conduct of the election.
(D) Issue of public notice of election under Rule 16(1).
(E) Issue of nomination papers and other relevant documents, receiving nomination with an
affidavit as appended in Schedule II on assets and liabilities, status on criminal conviction
pending cases, security deposits, Certificate of SC/ST where necessary. Along with nomination
also ensure to receive the affidavit as in Rule 62 of Assam Panchayat ( Constitution) Rule’1995 .
(F) Scrutiny of nomination papers; in case of rejection, recording of brief reasons thereof.
(G) Allotment of symbols as in Rule 62 of Assam Panchayat ( Constitution) Rule’1995.
(H) Publication of notices of nominations, lists of validly nominated candidates and lists of
contesting candidates in respect of all the constituencies (at three levels) under your
jurisdiction.
(I) Printing of postal ballot papers and arrangements for issue of such ballot to poll duty personnel
on application.
(J) Printing of normal ballot papers for all the constituencies having contesting candidates at local
printing presses and all necessary arrangements for this purpose.
(K) Establishing contact with all political parties and contesting candidates to ensure free, fair and
smooth election as well as strict compliance/observance of model codes of conduct.
(L) Review of law and order situation, enforcement of model codes of conduct, regular review of
progress of work in all the election cells.
(M) Despatch of polling parties to polling station to take poll, supply of election materials, ballot
papers to them.
(N) Effective supervision of the poll, advance appointment of zonal /sector officers.
(O) Transport and storage of ballot boxes after the poll under security arrangements.
(P) Fixing of place, date and time of actual counting of votes and appointment of counting staff.
(Q) Declaration of result and handing over certificates of return to elected candidates.
(R) Safe custody of all election papers and materials after counting under proper seal.
(S) Return of security deposits to candidates as per provision of Rules.
(T) Scrutiny of accounts of election expenditure of the contesting candidates and submission of
their returns to the Commission.
(U) Over all supervision of the entire election process.

CHANGES IN RULES AND PROCEDURES:

1. The relevant Acts and Rules relating to conduct of elections have been amended time to time
in many important aspects. So, get yourself acquainted with up to date amendments in Assam
Panchayat (Constitution) Rules 1995 (as amended) and the latest instructions from the Election
Commission of India as well as the Assam State Election Commission.
2. The statutory and non-statutory forms to be used in ensuing Panchayat Election, have been
duly adapted, prepared and standardized by the Assam State Election Commission. The

Page 2
 Commission emphasizes that State languages should be used in the procedure of conduct of
election including notice, forms returns etc.
Some standardized forms is enclosed in this handbook as appended in the Assam Panchayat (
Constitution ) Rule’1995 including some No statutory forms .You should familiarize yourself
with these forms . The set of standardized forms are enclosed in the Annexure I list , for your
ready reference.
3. The rates of security deposits to be made by the candidates to the Three levels of
constituencies have been amended by the Government of Assam in the year 2024 . Refer to
Rule 23 of Assam Panchayat ( Constitution ) Rule’1995 .

4. The Election Expenditure maximum limits by candidates for Three levels of PRI constituencies
have been fixed by the Assam State Election Commission vide Notification N0-
SEC.01/2023/Pt/83 dtd 27-11-24 as follows-
i. by GP Member candidate =Rs 25,000.00
ii. by AP Member candidate =Rs. 2,50,000.00
iii. by ZP Member candidate =Rs. 10,00.000.00

5. You should also be familiar with the latest modifications in concerning of the Recognized
National / State Political Parties, registered unrecognized parties and the reserved as well as
free symbols. The Election Commission latest notification on recognized National/State Political
Parties and Election Symbol may refer to the ECI letter No 56/25/2024/PPS-II dtd 27-3-2024.
6. You are also to ensure submission of an affidavit of declaration by candidates regarding their
criminal antecedents , assets and liabilities as per the format prescribed in Schedule II of Assam
Panchayat (Constitution) Rules,1995 (as amended ) .
7. You should ensure submission of the affidavit of declaration by candidates regarding
compliance with the regulations .(Criminal antecedents, Assets and Liabilities , living children ,
Educational Qualification , Functional toilets , Age at the time of marriage) . Please refer to the
communication of ASEC Vide letter No SEC.01/2023/Pt-II/291 dated 19-3-2025.
8. You are also to required enforce the observance of the model code of conduct by all concerned
as per guidelines to be issued by the Assam State Election Commission.

POLLING REHEARSALS AND TRAINING FOR POLL DUTY PERSONNEL

1. It is essential to impart proper training to the poll duty personnel to avoid problems at the
polling stations. As traditional ballot papers and ballot boxes would be used for Panchayat
Election’2025, some of the forms declarations, statement, result sheets etc. have been
suitably modified/designed to suit the requirement in Assam Panchayat (Constitution)
Rule,1995 (as amended ) . During training sessions the use of all statutory and non statutory
forms for opening/closing of ballot boxes, fixing of seals etc. should be properly explained. The
Commission desires that the Presiding Officers and the first polling officers should be given the
opportunity to have “hands on" training on opening, closing and sealing of ballot boxes.

Page 3
2. Before arranging training for poll duty personnel, it is desired that you and all your officers
involved in conduct of election should go through the procedures and get well-versed with all
the instructions, rules and procedures.
3. During the 2nd phase of training, all the presiding officers (including reserves) may be handed
over a copy of the "Hand Book for Presiding Officers” prepared and circulated by the Assam
State Election Commission( it is in ASEC website ). They may be asked to prepare dummy ballot
paper accounts , paper seal accounts and diary entries etc. themselves as practice before the
poll.

CONTACTS WITH POLITICAL PARTIES

You should also meet the representatives of recognized political parties and contesting
candidates together from time to time. They may be clarified of any doubt, confusion, and issues of
model codes of conduct in the light of standing instructions and guidelines. You should also seek
co-operation for conduct of free, fair and smooth election.

A check memo of statutory and non-statutory work covering the preparatory period, pre-
election phase, election phase and post election phase has been worked out and given at Annexure
III . The check memo is not exhaustive but indicative of the jobs to be done at different times.

OBSERVERS

The Assam State Election will appoint election observers to watch the process in the field on
behalf of the Commission. Observers may be senior State Government Officials working under the
control and superintendence of the Commission for the period of the election.

The observers will visit your District /Co-District, first during the Pre-election phase to
observe the preparedness for conduction a fair, free and peaceful election, then during the days of
poll and counting. They would also check

1) Whether, in compliance with guidelines, the local authorities have identified sensitive polling
station areas.
2) Observe whether adequate stock of all requisite election materials is physically available in
adequate quantity.
3) Check the electoral rolls in random to verify its completeness and correctness regarding
authenticity in addition / deletion of names.
4) Visit some polling stations at random to check locations, spaciousness and suitability.
5) Attend some of the training sessions / rehearsals arranged for the presiding / polling officers
to study the quality of training being imparted
6) Discuss with the District Commissioner/ authorized officers / Police officers regarding law and
order situations, enforcement of model codes of conduct, defects and shortcoming, if any, in
election arrangements and remedies.
7) May discuss/observe any other relevant matter related to the conduct of election

Page 4
 The District Commissioners will ensure that the place of stay, the phone number and dates of
visits of the observers are publicized in the constituencies. Observers should be readily accessible to
whoever wants to meet them with election related information or complains.

Page 5
 CHAPTER-II

POLLING STATIONS

As per provisions under Rule 17 of the Assam Panchayat (Constitution) Rules 1995 (as
amended) the District Commissioner as the case may be, shall select suitable places as polling
stations for holding Panchayat elections in constituencies within his jurisdiction. The electoral rolls
are published polling station wise. The polling stations are also set up more or less on a permanent
building, covering well-defined polling areas. Changes or additional polling station become
necessary only when there is an increase in the number of electors above a particular permitted
level as communicated by the Assam State Election Commission or shifting of polling station
becomes unavoidable for reasons beyond control.

As such, you are responsible for the setting up of polling stations and the publication of the
list of polling station well ahead of the declaration of election. Normally, the list of polling stations
in your election district must have been earlier approved by the Assam State Election Commission
based on report regarding BMF . However, all the required changes in such list, shall be proposed
well ahead of election and Commission's approval should be obtained. The draft list of polling
stations must be forwarded to the Commission for scrutiny and approval at least one month before
the date fixed for the withdrawal of candidatures.

NUMBER OF POLLING STATIONS AND NUMBER OF VOTERS:

1. There must be polling station for every Gaon Panchayat member constituency area. So, the
minimum number of polling stations under your jurisdiction would be equal to the total
number of Gaon Panchayat member constituencies.
2. If the number of voters in a polling station exceeds 1200, an auxiliary polling station should be
set up subject to following conditions-

(a) Auxiliary Polling stations shall have the same serial number as that of the original polling
station but with a suffix "A" or "B" etc.

(b) As far as practicable, the auxiliary polling station shall be located in the same building or
premises as that of the original polling station and must have the approval of the Assam
State Election Commission.

(c) Only when it is unavoidable due to non-availability of suitable rooms, the auxiliary polling
station may be located in a separate building but must be within the defined polling area of the
original polling station.

(d) No repeat, No separate serial number shall be given to auxiliary polling station even it is
located in a separate building.

Page 6
STRUCTURES AND FITTINGS OF POLLING STATIONS

1. Select the actual site of each polling station well in advance and arrange for materials,
structures, fittings etc. necessary to set up a polling station to satisfy the requirements of law &
practical convenience.
2. As far as practicable, a polling station should have minimum space of 20 sq. meters so that
there is no congestion inside the polling station.
3. Select halls/rooms which are well-lit and have two doors so that one can be used for "entry"
and another for "exit" for voters for smooth and orderly conduct of the poll.

LOCATION OF POLLING STATIONS

1. All polling areas under a Gaon Panchayat member constituency should be covered by the
polling station.
2. As far as possible, all polling stations should be located in schools (Govt. or aided) and other
Govt. or Semi-Govt. institutions as the furniture and equipment available therein could be
made use of without extra cost/expenditure. If the situation compels the use of private
premises for polling station, consent of the owner should be obtained in writing. Such private
premises should be at the disposal of the District Commissioner at least 24 hours before
commencement of polls.
3. No polling station should be located in Police stations, hospitals, temples or places having
religious significance.
4. In case no suitable Govt. or private buildings are available, the polling station can be located in
the temporary structures, but, as far as possible, this should be avoided.

LIST OF POLLING STATIONS

Physical verification of the existing list of polling stations for conduct of Panchayat Election,
draft list of polling stations are to be drawn up. Each Gaon Panchayat will have a minimum ten
polling stations (one for each member constituency). The names of identified polling station
buildings and the polling areas comprising the Gaon Panchayat constituencies should be shown
against each constituency. The polling stations should be serially numbered against the member
constituencies.

Polling stations for each Gaon Panchayat should be identified and the list of polling stations
should be drawn up similarly.
The draft list of polling station should be prepared well ahead of the poll, during
preparation/ revision of the Panchayat Electoral rolls.
The prescribed format of the Election Commission of India for this purpose may be used for
the preparation of the draft list of Panchayat Polling Station also.
PUBLICATION OF DRAFT LIST OF POLLING STATIONS:

1. The final list of polling stations should be prepared in following format and compile Zila
Parishad constituency-wise

Page 7
 LIST OF POLLING STATIONS FOR …………………………………………………….

ZILA PARISHAD CONSTITUENCY, PANCHAYAT ELECTION, 2025

Election Dist……………………………………….

Name of Name of No. and Name of Total Electors Remarks

Anchalik Gaon Name of GP the polling in the polling
Panchayat Panchayat Member stations station
Constituency

1 2 3 4 6 7

2. The final list of polling stations, as prepared , should be forwarded to the Assam State Election
Commission in duplicate for approval. The Commission will then consider and approve the
proposed list of polling station.
3. The District Commissioner shall publish the list of polling stations (already approved by the
Commission) displaying it at his office and making available for public inspection. On such
publication, this shall be the list of polling stations for the constituencies for the ensuing
election.

AUXILIARY POLLING STATIONS

If the list of polling stations is approved before final publication of the electoral rolls, they
should be reviewed after rolls are finally published, particularly in respect of total number of
electors above 1200. An auxiliary polling station may be created. After assessment of the necessity
of such auxiliary polling station, a compiled proposal covering all such polling stations, showing the
breakup of the number of electors, location of polling station etc. should be sent to the Assam State
Election Commission for approval.

MODIFICATIONS IN THE LIST

1. Changes in the location of polling stations to new building sites may rarely become
necessary only because of any natural calamity that may damage the old polling station. All
such intended changes should be reported to the Commission forthwith for approval.
2. Once the lists are approved by the Commission, request from political parties or individuals
for shifting of polling station from one village to another or from one building to another
should not be considered ONLY IN EXTREMELY EXCEPTIONAL cases where there are
overriding considerations of public convenience for the change proposed. The District
Commissioner should consult all political parties and then only make his recommendations

Page 8
 to the Commission for approval. Upon getting approval such changes should be duly
publicized.

CHANGE IN THE NOMENCLATURE OF BUILDING OF A POLLING STATION

Sometimes change in the nomenclature of building in which the polling station is being set
up, becomes necessary after the approval of the final list, due to
i. Change in the name of the school.
ii. Up gradation of a school from primary to middle or from middle to High or High School to
Higher Secondary during the recent past
When there is no change in the location of the polling station except the name, such changes
may be entered by the District Commissioner in the list. For this commission's prior approval is not
necessary but should be informed in writing about such change immediately. All the political
parties/contesting candidates should also be informed in writing about such change

SUPPLY OF COPY OF LISTS

1. After the final publication of the lists of polling stations, a copy of such a list shall be supplied
free of cost to every recognised political party.
2. Each contesting candidates shall be supplied with the list of the polling stations within his/
her constituency, free of cost, immediately after the last date for withdrawal of candidatures.
Copies may also be made available on sale at a price to be fixed by the District Commissioner
and may be sold to all persons who demand copies.
3. Few copies of such lists should also be made available to the Superintendent of Police/ Sub-
Divisional Police Officer concerned, as the case may be , for security planning.

LIST OF POLLING STATIONS FOR FUTURE ELECTION

1. Under the existing instructions, polling stations should be located more or less permanently so
that voters have a fair idea about their polling stations, where they have to go to vote ,and
that they should not be required to go to different places in different elections.
2. When the Assam State Election Commission approves a list of polling stations, such approved
list shall be the list of polling stations for the constituencies.
3. If, at any subsequent election, no change or modifications of the approved list is required, or
the same is proposed to be adopted in toto for that election, no further approval of the
Commission would be required. However, the Commission must be intimated about such fact
at least two weeks before the last date of withdrawal of candidatures.
4. When any change is proposed to be affected in this list, the District Commissioner should call
a meeting of the representatives of all recognised political parties and such proposals should
be sent to the Commission after getting approval in the meeting. Full justification of such
change should be furnished in the proposal.

Page 9
 CHAPTER-III

ELECTION MATERIALS

Each Polling party has to be supplied with necessary election materials for Conducting the
poll .A standard list of such polling materials is given at Annexure II. You should estimate your total
requirement for each item and procure your stock in time. These materials should be arranged in
advance to avoid any last minute rush.

BALLOT BOXES

1. You must provide the required number of ballot boxes for each polling station, keeping in view
that three ballots for Three levels of constituencies will be used by each voter.
2. The number of ballot boxes and their size will depend on the total number of voters in the
polling station as well as the size of ballot papers. As a general principle, 1 big size ballot box is
sufficient for a Polling station. having voters up to 800,.For voters up to 1200 the requirement
of ballot boxes will be 2, viz1 (one) Big and 1 medium or 1 big and 2 small size /boxes. An
Additional 10% of ballot boxes may be kept as reserve. Your requirement of ballot boxes may
be assessed accordingly. Any shortfall or excess in ballot boxes should be intimated to the
Commission immediately.
3. Defective ballot boxes should never be issued to polling stations

FORMS

It has already been mentioned that as per the Assam Panchayat Act’,1994 and Assam
Panchayat (Constitution) Rules, 1995 (as amended ), this time various statutory and non-statutory
forms to be used in Panchayat elections have been standardised . A number of forms/formats in
required quantities may be supplied to polling party as per the format in the Assam Panchayat
(Constitution) Rules, 1995( as amended.)

A sample copy of the Forms has been annexed at Annexure I of this book .

Page 10
 CHAPTER-IV
POLLING PERSONNEL

LEGAL PROVISION:

District Commissioner are empowered under Rule 18(1) of the Assam Panchayat
(constitution) Rules 1995 (as amended) for the appointment of presiding and polling officers for the
conduct of Panchayat Election in Assam. All District Commissioners will exercise this power in their
respective jurisdictions.

POLLING PERSONNEL:

For the conduct of Panchayat Elections, District Commissioners are required to use their
own personnel, as far as possible ie officers and staff of the state government offices, state Govt.
undertakings, corporations, schools, colleges, universities etc., located in their jurisdictions. It has
always been the endeavour of the Commission to ensure free and fare election and towards that
end it has issued instructions from time to time on various aspects of election process , including
the formation of polling parties. The duties discharge by polling personnel in the conduct of
elections are of vital importance. They are the face of the Commission in the minds of electorate,
polling agents, media and candidates etc. There fore sufficient care is needed to draft and deploy
such personnel and the form of unbiased polling parties in the interest of free and fare election.
While drafting poll duty personnel the, following points should be carefully taken into
consideration-

1. three polling officers. Suitable reserve

One poll party will consist of ONE presiding officer and FOUR
personnel (about 10%) may also be appointed to meet emergent situations.
2. Drafting employees from Central government /Under Taking/Corporations/Banks/ Insurance
Companies, etc, should be avoided except in cases of emergent necessity. In case of a serious
shortfall of manpower for election duty, the matter should be brought to the notice of the
Commission immediately.
3. Officers and technical staff engaged in the maintenance of essential services like electricity,
water supply, medical and paramedical services, fire services etc, may be exempted.

PRESIDING OFFICER:

A Presiding Officer is required to perform many important functions. As such a senior

,capable official will be engaged as the Presiding officer

UNAVOIDABLE ABSENCE OF PRESIDING OFFICERS:

While appointing a polling party for a polling station ,the District Commissioner should
authorise the 1st polling officer to perform the duties of the presiding officer in case the latter
remains absent from the polling station due to unavoidable circumstances.

Page 11
MIXING OF POLLING PERSONNEL:

In order to avoid any allegation of collusion among the polling personnel in favour of any candidate
or political party and to in still confidence in the minds of political parties and candidates about free
and fair election, District Commissioners should properly use the PPMS platform developed by NIC
at the time of formation of a polling party.

1. District Commissioners should take help from available computer software/technology at

NIC (as has been developed for Panchayat Elections) for the formation of poll parties by
randomisation, subject to the condition that an official not to be engaged as
Presiding/Polling officer in his own ZP Constituency. In this regard the Notification of
Commission vide No.SEC.01/2023/Pt-1/4 dated 10 Dec’2024 may be referred.

RESERVE POLLING PERSONNEL

District Commissioners will keep about 10% reserve poll duty personnel from each category
to deal with exigencies during the poll.

POLICE PERSONNEL/SECURITY PERSONNEL TO ACCOMPANY POLL PARTY:

Security arrangements have to be made as per the sensitivity status of the polling station
area in consultation with the SP/SDPOs In addition to fixed pickets/patrolling etc, adequate
numbers of police/Home guard jawan will be attached to each poll party, and they will accompany
the polling parties.

TRANSPORT OF POLLING PARTY:

District Commissioners are to make all necessary arrangements for the transportation of the
polling parties from Head Quarters to the destination polling stations along with accompanying
police parties, polling materials etc Advance planning and arrangements should be made for hiring
the required number of private vehicle of different categories as per actual need.

Polling stations may be suitably tied up as per convenience of movement, in movement

routes, Zonal /Sector officers may be instructed to make advance field visits and finalise the
movement plains of poll parties in advance .Alternate routes if any, should also be studied to meet
any emergent situation . The approximate distance and travel time needed to reach each polling
station should also be kept in records. It is advisable that the polling parties falling under route of a
sector may be allowed to move under security cover of the concerned police parties and the sector
officer It mast be ensured that the polling parties reach the destination by the evening of the day
before the date of poll. However, in case of remote, difficult area polling stations, travel plans may
be drawn up suitably as per requirement of travel time and where necessary, poll parties may be
dispatched “2” days ahead of the Poll Day.

Arrangements of other modes of conveyances like engine boats ,country boats, bullock carts,
elephants, porters etc, should also be made where necessary.

Page 12
APPOINTMENT OF POLLING PERSONNEL:

All the poll duty persons (presiding and polling officers) should be formally appointed by the
concerned District Commissioners as per the SOP of PPMS , Commissions communication vide No
SEC-01/2023/Pt-1/4 dtd. 10-12-2024 may be referred to. The NIC has developed one standard
format for the appointment of Poll person as in Form IX.

1. Appointment letters the presiding and polling officers should be issued as soon as polling
parties are formed following the SOP of PPMS. However, the actual destination of polling
stations of the parties and names of other polling personnel of the team may not be
indicated. Such information regarding the place of duty should normally be intimated to
them on or after the last round of training as per instruction from Assam State Election
Commission.
2. All the appointed poll duty personnel should be instructed during the 1st training session to
avail the opportunity to Vote though postal ballots. Prescribed application Forms (Form IE)
should also be made available to them. Procedures for application should also be briefed.
3. The order of appointment of presiding & polling officers shall be in duplicate and a duplicate
copy should be retained in the office file.
4. Training schedules, place , and date etc., of training are also to be decided in advance and
such information should be recorded in the appointment letters to avoid communication
lapses.
5. As per Rule 28 B , the Manner of voting by persons subjected to preventive detention , Form
IF may be used to Record his or her vote from the place of his or her detention.

FACILITIES TO THE POLLING PERSONNEL:

1. All polling personnel should be paid poll duty remuneration at prescribed rates (in lieu of
TA/DA) in advance before moving to destination polling stations. Remuneration for
attending trainings, collecting election materials etc. should also be paid accordingly.

2. Arrangements for light refreshments for poll duty personnel should be made as per
prescribed guidelines or cash equivalent for such refreshments at the prescribed rate should
be paid to them.

3. Such facilities may also be extended to other category personnel as admissible.

4. Arrangements regarding accommodation, toilet and drinking water supply at the polling
stations should be in place. Special attention may be given to this point.

5.Arrangements for convenient movement of polling parties and accompanying security

personnel should be made to and back from the polling station.

Page 13
 CHAPTER-V

NOMINATIONS

The statutory process of Panchayat Elections begins with the issuance of a public notice of
Election by the District Commissioners as per Rule 26 of a Assam Panchayat (Constitution) Rules
1995 (amended) in Form No. III A and Form No IIIB respectively calling upon the constituency to
elect a representative. The Assam State Election Commission will declare the election schedule as
per Rule 15 of the Assam Panchayat (c) Rules, 1995, as amended.

NOTIFICATIONS OF ELECTION:

1. Pursuant to the Assam Panchayat (c) Rules, 1995, as amended , the District Commissioner
will publish detail constituency wise election notice for nominations etc.
2. Notifications of election calling upon constituencies to elect their representatives to
3(Three) levels of constituencies are to be issued in prescribed forms as follows, by the
District commissioner.

For GP Member- In Form No. III-A

For AP Member- In Form No. III-B
For ZP Member- In Form No. III-B
These forms are appended in this Hand Book.

3. A Separate notification for each category of seats has to be issued specifying the reservation
status of the constituency.
4. You are to plan well in advance regarding appointment of authorised officers indicating
specifically the names of PRI constituencies against which the authorised officer has been
notified for this purpose and obtain prior approval of the ASEC for the list of such officers.
5. The notice shall be published in the state Language, ie, in Assamese in the Brahmaputra
Valley Districts and in Bengali in the Barak Valley Districts.
6. Notices shall be published in respective GP office, Dev, Block Offices, Zilla Parishad Offices
and in the notice boards of the offices of District Commissioner concerned, and at such
conspicuous places as you may consider necessary for giving wide publicity to it.

PUBLIC HOLIDAY & EFFECT ON ELECTION PROCESS

1. A candidate may present his nomination on any day fixed for submission of nomination,
that is not a public holiday. A Public holiday means Sunday and holidays declared under NI
Act.
2. In case the last date for making nominations or the date of scrutiny ,or the date for
withdrawal of candidature is declared a public holiday under the NI Act, 1981, due to some
reasons after the issue of notifications, the matter may be brought to the notice of the ASEC
immediately. In such the event, the last date for filling nominations or the last date for

Page 14
 withdrawal of candidature and other dates will be immediately amended by the ASEC as
may be deemed necessary.
3. The second Saturdays and fourth Saturdays of the month (although these are observed as
government holidays in the state) are not to be treated as "public holidays" unless such a
day is specifically declared as holidays under the NI Act.

APPOINTMENT OF AUTHORISED OFFICERS (RULE 22 (1)]

1. Be aware that nomination papers for all categories of offices will be received by the
authorised officers appointed by District Commissioner. However, considering the large
number of constituencies of GP Members at respective BDO office the District Commissioner
may appoint more than 1 (one) authorised officer of rank not below gazetted status for
receiving nominations etc.
2. Usually, each Development Block covers 5-10 Gaon Panchayat on average and candidates for
constituent Gaon Panchayat ward constituencies will file nominations at Block
Development office Sub rule (3) under Rule 16 of The Assam Panchayat
(Constitution)Rules,1995 . In addition to the Block Development. Officers, other
experienced, senior Gazetted officers of the Blocks should also be appointed as authorised
officer for this purpose and each one should not be given charge of more than two GPs.
3. All the authorised officers at all levels should be elaborately trained up on the statutory
procedures, duties and responsibilities etc involved in the process of receipt of nominations
and up to preparation of list of contesting candidates and printing of ballot papers.
4. These authorised officers should sign on the papers as "Authorised Officer" and not "for
District Commissioner“ . Sufficient number of seals for authorised officers shall be made
available.
5. The authorized officers will hold scrutiny of the nominations and will also be responsible for
the process of withdrawal, process of counting etc. However the District Commissioner will
be at liberty to appoint separate Authorised officers for counting of votes.
6. It has already been mentioned that the appointment of an authorized officer should be
made well in advance carefully, and the proposal showing names and jurisdiction of such
authority shall be sent to the ASEC for prior approval , refer Sub- Rule 2of Rule 22 . No such
officer shall be engaged in this statutory process without prior approval of the ASEC.
NOMINATION PAPERS - [RULE 22 (1)]

1. Nomination of candidates for GP ward member shall be made in Form II-A and shall be in the
state language for the district.
2. Nominations of a candidate for AP member and ZP member shall be Form-II-B and shall be
in state language for the district.
3. The nomination paper shall be made available to the intending candidates from your end at
the notified places. The Prescribed format of affidavit [ as per Rule 22A and Schedule II of

Page 15
 Assam Panchayat (Constitution) Rules, 1995 (as amended )] for declaration of criminal
antecedents, assets & liabilities and educational qualifications of candidates, format for
election expenses account should also be handed over to the intending candidates along
with the nomination paper.

NUMBER OF PROPOSER FOR NOMINATION

The nomination of a candidate for all levels of Panchayat election , shall be required to be
subscribed by one elector of the concerned constituency, as proposer, irrespective of whether the
candidate is set up by a recognized National party or State party in Assam or independent. In case of
candidates set up by recognized National or State party intending to use a reserved symbol of the
party as mentioned in Rule 21 , they must produce proper notice in prescribed format of ECI
(popularly known as Form 'A' & 'B' as the case may be issued by the authorized party office bearer
to the District Commissioners concerned. The ASEC will make available the formats on it’s web site
for use by state offices of all political parties .

PRESENTATION OF NOMINATION PAPERS

1. Nomination papers may be presented by the candidate and/or the proposer before the
authorized officer concerned specified by you in the public notices of election, on the
notified days (except on public holidays) between 11.00 am and 3.00 pm. The time frame of
11.00 am and 3.00 pm shall be strictly adhered to.
2. It may so happen that some intending candidates and/or their proposers are physically
present in the office of the authorized officer at 3:00 pm for presenting their nominations,
but because of the large number of candidates and due to the reason that nominations are
to be received one by one carefully, it may not be possible for the authorized officer to
receive all the nominations within 3.00 pm. In such cases, the entry into the office chamber
of the authorized officer shall be closed at 3:00 pm, and he will receive all the nomination
papers of candidates who are present before him at 3.00 pm, treating these as to be
delivered within the prescribed time under the law.
3. A Maximum of three nomination papers only can be presented by or on behalf of any
candidate or accepted for election in the constituency. You must ensure that a candidate
does not file more than three nominations, and authorized officers should be suitably
instructed to make careful observation on this aspect.
4. Each nomination paper, as soon as it is presented, must be serially numbered by you or the
authorized officer receiving it, who must also note on the body of the nomination paper the
exact time at which it was received by him. When a number of nomination papers are
presented to you in a bunch, you must assign serial numbers to them in the order you deal
with them one by one.
5. During the submission of nomination, the candidate or his proposer may be accompanied
by a maximum of 3 (three) persons.

Page 16
PRELIMINARY EXAMINATION OF NOMINATION PAPERS

1. As each nomination paper is filed, the Authorized officer ( as the case may be,) is required
by law to examine it and then and there from the technical stand points, but you are not to
hold formal scrutiny of any paper at this stage. You may compare the entries relating to
names and serial numbers of the candidate and proposer with the Electoral Rolls finally
published for the current Panchayat Election.
2. The responsibility for submitting required documents like caste certificates (Where it stands
applicable), affidavits, receipt of deposit of security money etc rests entirely on the
candidate. However, the Assam State Election Commission holds the opinion that in order to
reduce the scope of rejection of nomination papers, the attention of the candidate should
be drawn to the requirements at the time of presentation of nomination papers and
examination from the technical stand-points.

DISCREPANCIES AND ERRORS IN E/ROLLS

Any inaccurate description or clerical/technical or printing error in regarding to the name of

the candidate or his proposer or any other person in the electoral roll serial numbers in the
electoral rolls shall be overlooked and any such misnomer or inaccurate description or
clerical/technical or printing errors shall be permitted to be corrected. Such action on the part of
the authorized officer is desirable so that chance of rejection of a nomination on such minor
grounds do not occur.

SIGNATURES OF CANDIDATES AND PROPOSER IN NOMINATION PAPERS

1. The candidate or his proposer is not required to write his name in full by way of signature.
It is not obligatory that the signature on the nomination paper should tally exactly with the
full name of the person as printed in the Electoral/Rolls. If he adopts his usual form of
signature, e g, one or two initial letters followed by surname, it would be treated as valid
signature for this purpose.
2. A proposer can sign more than one nomination paper of the same candidate. The same
person can be a proposer for other candidates at different levels of election. For example, a
person can sign as proposer of a GP ward member, AP Member or ZP member candidate but
not for different candidates of the same level of election.
3. If a candidate or his proposer is unable to write his name to signify his signature, he may put
his thumb impression in presence of the authorized officer and such thumb impression
should be attested by the authorized officer upon being satisfied about his identity.
4. The affidavit on assets & liabilities and criminal conviction records (if any) in respect of a
candidate in the prescribed format as Appended in Schedule II has to be ensured.

RECEIPT AND NOTICE OF SCRUTINY/ALLOTMENT OF SYMBOLS

1. A printed form of receipt for each nomination paper and a notice to the candidate of the
date and time of scrutiny has been incorporated at the end of the nomination paper. All

Page 17
 things being duly filled in, please detach the part from the body of nomination paper and
hand it over then and there to the person presenting the nomination papers by way of such
receipt and notice.

You should also hand over a written notice to him indicating there in the time, date and place
on which allotment of symbols will be made.

NOTICE OF NOMINATION

After 3.00 pm on each day between the date of nomination and the last date for making
nominations, both days inclusive, publish on the office notice-boards a notice of nomination paper
presented on that day, in prescribed form.

If a candidate presented more than one nomination, notice must be given in respect of all of
them. All the authorized officers should send a copy of such notice to the District Commissioner for
record.

Separate notices of nomination should be prepared for GP member, AP member and ZP

member .The District Commissioner shall send a summary report to the State Election
Commissioner, regarding the number. of nominations filed daily.

DISPLAY OF COPY OF AFFIDAVITS:

Copies of the Affidavits accompanying the Nomination Papers of each candidate should be
displayed on the notice board in the office on the same day of filling of such nomination.

Copy of the affidavits of candidates contesting for AP Constituency and ZP Constituency will
be made available in the ASEC website , any person can download the same .

SECURITY DEPOSITS:

1. As contained in the Rule 23 of the Assam Panchayat (Constitution) Rules 1995 (as amended
up to date) every candidate of the three levels of constituencies in Panchayat election must
make security deposits as per the rates given in the table below:

Sl Category Security Deposit

No. For candidate other than SC or ST For candidate belonging to SC or
ST
1 GP Member Rs. 200/- Rs. 100/-
2 AP Member Rs 500/- Rs 250/-
3 ZP Member Rs 1000/- Rs. 500/-

2. Every candidate presenting a nomination paper must have deposited the security money in
cash, and a receipt against the deposit must be given by your office. Therefore, a receipt in
proof of deposit must be enclosed with the first nomination paper presented on behalf of
the candidate.

Page 18
NOMINATIONS IN RESPECT OF RESERVED CONSTITUENCIES AND UNRESERVED CONSTITUENCIES:

1. A candidate belonging to SC or ST is not debarred from contesting an election in a General

or unreserved . constituency The candidates belonging to SC or ST are entitled to make the
concessional amount of security deposit, as applicable, irrespective of whether the
constituency is a reserved one or not.
2. In case of reserved constituencies for SC or ST and/or to be eligible to deposit the security
money at concessional rates in the case of general constituencies, all such candidates must
satisfy you or the authorized officer that he is a member of a SC or ST by producing a caste
certificate issued by a competent authority.
3. It is not obligatory for a candidate belonging to SC or ST contesting an election in an un
reserved constituency to fill out a declaration in the nomination paper regarding caste.
However, if he fails to produce an appropriate caste certificate along with the nomination,
he will have to deposit security money at the rate applicable for general candidates.

INTIMATION BY POLITICAL PARTIES ABOUT THEIR AUTHORIZED CANDIDATES:

All political parties, whether recognized or registered-unrecognized, must send their

intimations regarding to the candidates setup by them to the District Commissioners, not later than
3.00 pm on last date for filing nominations. Accordingly, District Commissioners shall accept only
those intimations from political parties in format of such notification in 'A' or 'B' form adopted by
the ASEC, Refer to Letter Vide No SEC.01/2023/Pt-II/83 dated 3 Jan’2025. If a candidate or political
party fails to submit such intimation in due time, he will forfeit the claim for use of the reserved
party symbol and may be eligible to contest the election as independent candidate with another
free symbol if his nomination paper is not otherwise rejected.

PREPARATION OF CONSOLIDATED LIST OF NOMINATED CANDIDATES:

1. Immediately after 3.00 pm on the last date for filling nominations, a consolidated list of all
the nomination papers shall be prepared for each constituency of GP member/GP
President/AP member and ZP member. This shall be prepared in the following format as
prescribed in Rule 26 in Form as in VII A ( standardised form as prepared by ASEC) as the
case may be .
2. The names of the nominated candidates in the list at Form VII A are to be arranged in three
categories, in the following orders

(i) Candidates of registered

recognized national and state political parties

(ii) Candidates of registered

registered unrecognized political parties

(iii) Other candidates (Independent candidates)

3. Such names, in each category should be arranged alphabetically according to the script of
Assamese/Bengali Language. The Form VII A format may be translated to Assamese/Bengali
if necessary.

Page 19
4. Candidates set up by political parties recognized in other state(s) have to be shown in
category-Il as shown in above para (2).
5. The serial number of candidates for all the three categories shall be given 'run-on
consecutively and not separately for each category.
6. If more than one nomination papers has been submitted by a candidate, it is not necessary
to include his name in the list more than once.
7. You should also indicate in the above list the symbols chosen, in order of preference, by
each candidate. For this purpose, the choice, indicated in the nomination paper first
delivered in respect of the candidate shall be considered.
8. The Complete address of the candidates should be recorded in column-4 of the formats.

Page 20
 CHAPTER-VI
SCRUTINY OF NOMINATIONS
SECURITY OF NOMINATION BY DISTRICT COMMISSIONER/AUTHORIZED OFFICER
Rule 22, Scrutiny of the nomination papers should be done by the authorized officers, who
are entrusted with the responsibility of receiving nomination papers. Nomination papers shall be
taken up for scrutiny at notified time, date and place only as already intimated to the candidates.

PERSONS TO BE ADMITTED
On the day of scrutiny of nomination papers, admit at the scrutiny only the candidate and
one of his proposers. In case of recognized National or State Political Parties, the election agent (if
appointed) may also be allowed.
In Panchayat elections, as nominations for a large number of constituencies have to be taken
up for scrutiny, the District Commissioner should make proper plans to dispose of the scrutiny
works smoothly within time as well as to avoid gatherings in the office.

EXAMINATION OF NOMINATION PAPER BY CANDIDATES ETC.

1. If any of the candidates, election agents or proposer desire to examine any of the nomination
papers or the accompanying documents, they may be allowed all reasonable facilities for doing
so.
2. The authorized officers must inform all present whether all candidates have furnished the
requisite information in the form of an affidavit as in Rule 62 and Schedule II as in Rule 22 A.

ALL NOMINATION PAPERS TO BE SCRUTINIZED

1. Nomination papers are to be taken up for scrutiny as per serial numbers. If more than one
nomination papers has been presented by or on behalf of a candidate, take them up together
and scrutinize them one after another.
2. In case there is any minor error in any one of the nomination papers of a candidate in regards to
particulars, such as part number, name, serial number etc of the electoral roll, it can be made up
with correct particulars given in another nomination paper of the same candidate.
3. All the nomination papers of a candidate have to be scrutinized even if one or more nomination
papers of the candidate have already been found valid.

OBJECTIONS AND SUMMARY ENQUIRY - RECORDING OF REASONS

Even if no objection has been raised to a nomination paper, the authorized officer must be
satisfied that the nomination paper is valid in law, also refer Rule 22. If any objection is raised to any
nomination paper, a summary enquiry shall be held to decide the same and to treat the nomination
paper to be either valid or invalid. Decisions for accepting or rejecting the nomination paper, in each
case must be briefly recorded. The objector may be supplied with a certified copy of your decision
accepting a nomination paper of a candidate after overruling the objections raised by him.

Page 21
PRESUMPTION OF VALIDITY
There is a presumption that every nomination paper is valid unless the contrary is prima
facie obvious or has been made out in case of a reasonable doubt as to the validity of a nomination
paper, the benefit of such doubt must go to the candidate and nomination paper should be held to
be valid.

Whenever a candidate's nomination paper is improperly rejected and he is prevented

thereby from contesting the election, there is legal presumption that the result of the election has
been materially affected by such improper rejection and the election will, therefore may be set
aside. There is no such legal presumption necessarily in the converse case where a candidate’s
nomination paper has been improperly accepted. It is always safer, therefore, to accept a
comparatively liberal approach in dealing with minor technical or clerical error.

SCRUTINY IS A QUASI-JUDICIAL DUTY

Holding of scrutiny of nomination papers is an important quasi-judicial function. Hence, the

authorized officers need to discharge this duty with a judicial mindset and in accordance with the
facts of the matter. While taking decisions, no personal or political considerations should influence
you or the authorized officer. Law expects fairness, impartiality and equal treatment for all
candidates from you or the authorized officers. You must show due courtesy and exercise patience
,but at the same time, you have to be firm so that the task may be accomplished in a prompt,
orderly and businesslike manner.

GROUNDS WHICH ARE INSUFFICIENT FOR REJECTION OF NOMINATION PAPERS:

1. Do not reject any nomination paper on the ground of any defect which is not of a substantial
character. Any error of technical or clerical nature should be ignored

2. A nomination paper should not be rejected for the reason that none of the candidates or
proposer or any authorized persons were present at the time of scrutiny of nominations. It
should be accepted or rejected on merit, taking all available materials into account.

A nomination paper must be rejected, (see Rule 22, Rule 22A, Rule 62) if-

(1) The candidate is clearly not qualified in law to contest such an election.
(2) The candidate is clearly disqualified in law to contest such an election.
(3) The nomination paper has been delivered after 3.00 PM on any of the days for making
nominations.
(4) The nomination paper has been delivered to you or the authorized officer by a person other
than the candidate or his proposer.
(5) The nomination paper has been delivered at a place other than that specified in the public
notice.
(6) The nomination paper has been delivered to any person other than yourself or the authorized
officer as notified.
(7) The nomination paper is not substantially in the prescribed form.
(8) The prescribed affidavits have not been filed at all by the candidate.
(9) The nomination paper has not been signed by the candidate and/or by the proposer.

Page 22
(10) The proposer is not an elector of the constituency or is not eligible to be a proposer at the time
of presentation of nomination paper.
(11) The deposit of security money has not been made as per Rule 23 of Assam Panchayat
(Constitution) Rules 1995 (as amended)
(12) The candidate does not belong to the SC or the ST and has filled a nomination paper to
contest a seat reserved for SC or ST, as the case may be.
(13) The candidate is not an elector of the constituency concerned.

You or the authorized officer must record the reasons for rejecting a nomination paper
on the spot and supply a certified copy of such order immediately in case where all the nomination
papers filed by a candidate have been rejected. This may be done even in the absence of an
application from him and free of charge/cost. If one of the nomination papers of a candidate is
accepted in that case, supply a certified copy of the order rejecting the other nomination paper(s)
to the candidate, if he applies for it.

ADJOURNMENT OF HEARING OF OBJECTION

If a candidate to whose nomination paper an objection has been made, applies for time to
rebut such objection should adjourn the hearing of the objection to the next day or the day after
that. The scrutiny of other nomination papers must, of course, be completed on the day of the
scrutiny, notwithstanding such adjournments in respect of one or more nomination papers. In any
case, the hearing must be completed before 11.00 am on the day fixed for withdrawal of
candidatures.

LIST OF VALIDLY NOMINATED CANDIDATES

When scrutiny has been completed, draw up the list of validly nominated candidates for
each constituency at all Three levels of Panchayat election. The list shall be prepared in the
prescribed Form No. IIIA and Form IIIB for GP Member, AP Member and ZP member respectively.
These forms may be seen at Annexure I.
(2) There will be one entry only in respect of each validly nominated candidate in the list
although more than one nomination papers in respect of the candidate have been found valid.
3) ASEC has made necessary provision to upload the nomination paper along with can
Affidavit on the website. The Notification of ASEC Vide No-SEC-01/2023/pt-1/16 may be referred to

ARRANGEMENT OF NAMES IN THE LIST OF VALIDLY NOMINATED CANDIDATES

1. The names of the validly nominated candidates are to be arranged in the following order for
three categories-VIZ

registered National or State Political Parties

recognized
(i) Candidates of recognized
registered unrecognized political parties.
(ii) Candidates of recognized
(iii) Other (independent) candidates

2. Names of candidates are to be arranged in alphabetic at order in each of the above mentioned
three categories. The alphabetic at order should be as per Assamese script for Brahmaputra
Valley districts and Bengali in Barak Valley districts.

Page 23
3. The District Commissioner should ensure compilation of these lists by Authorised officer for all
the constituencies under his jurisdictions and keep
then handy.

Page 24
 CHAPTER-VII

WITHDRAWAL OF CANDIDATURE
NOTICE OF WITHDRAWAL:

1. Section 24, the Assam Panchayat (Constitution) Rules, 1995 (as amended) provides that any
candidate may withdraw their candidature by submitting a notice in writing , in duplicate, signed
by them and delivered to the District Commissioner or the authorized officer, as the case may
be, at the date, time and place notified under clause of sub rule of Rule 16 of these Rules.
2. The notice of withdrawal should be submitted in prescribed Form No VII-B as standardized by
the ASEC .
3. Only the candidate on their proposer can submit the notice of withdrawal of candidature at the
notified place, time and date and to the notified officer.
4. Form No. VII-B contains at bottom portion a receipt which is to be filled in and handed over to
the person who delivers the notice of withdrawal. The receipt shall be handed over then and
there.
5. Once a candidate has validly withdrawn, he cannot be allowed to cancel such withdrawal and
continue as a candidate, as per Rule 24(2).
6. As soon as any valid notice of withdrawal is received, the same should be published on your
notice board as “Notice regarding Withdrawal of Candidature “ as shown in Annexure I at Form
No. VII- C
LIST OF CONTESTING CANDIDATES:

1. Immediately after 3.00 pm on the date of withdrawal of candidatures, draw up the list of
contesting candidates for all the constituencies for the election of GP members, AP member and
ZP members. Lists shall be prepared using the prescribed Form No. IIIA or Form No IIIB, as the
case may be as required under the provisions of Rules 26 of the Assam Panchayat (Constitution)
Rules,’1995.

2. After the preparing of the list of contesting candidates in Form No. IIIA or Form No IIIB, these are
to be affixed in some conspicuous places in the office; A copy of each list has to be supplied to
each such candidate as required under the Rules.

3. The list of contesting candidates shall be prepared in a similar process as in preparation of list of
validly nominated candidates as in Form III-A
VII A.and IIIB .

4. A Copy of the list of contesting candidates for all constituencies and for all the three levels of
elections shall be submitted to the ASEC as a systematically compiled set, immediately.

5. A List of contesting candidates shall be prepared even in the case of uncontested constituencies.

6. Following this, all the election papers and proceedings relating to nominations, scrutiny and
withdrawal of candidature for each constituency should be put together in sealed trunks and be
kept under safe custody.

Page 25
ISSUE OF IDENTITY CARDS TO CANDIDATES:

District Commissioners will issue photo bearing identity cards to the candidates after
finalization of list of contesting candidates. For this purpose, the candidates may be asked to
deposit two copies of recent passport size photograph to the authorized officer, while submitting
nominations.

ATTENTION OF CANDIDATES TO BE INVITED TO THE MODEL CODES OF CONDUCT, LAWS RELATING

TO CORRUPT PRACTICES AND ELECTION OFFENCES:

For guidance of the contesting candidates and for the sake of corruption free elections,
you should draw attention of the candidates about provisions relating to the corrupt practice and
electoral offences as well as model codes of conduct. The ASEC has prepared such guidelines for
candidates and political parties and issued to all the District Commissioners vide letter No SEC-
01/2023/Pt-II/95 dated 6-1-2025. Candidates can download from the ASEC website.

APPOINTMENT OF ELECTION AGENT AND REVOCATION:

(1) As per law it is not necessary/mandatory on the part of a candidate to appoint an election agent
at the time of filling nomination paper. If a candidate desires, he may appoint his agent at any
point of time. Such appointment shall be made by a formal communication by the candidate in
Form No. XI A in duplicate. One copy of such form may be returned to the candidate, affixing
there on your seal and signature in token of approval.

(2) Identity cards bearing photograph may also be issued to the election agents. For this, candidates
may be asked to submit two copies of passport size photographs of election agent along with
Form No XI A. The Photograph should be affixed on the right top comer of the form, duly
attested by the District Commissioner/authorised officer.

(3) The election agent is usually appointed when the candidate cannot manage the entire affairs of
election related work due to a large constituency. In case of Panchayat elections, therefore, the
question of the appointment of on election agent should not arise except in the case of Zila
Parishad Member candidates.

(4) A candidate may revoke appointment of on election agent at any time by a letter in Form No. XIB
to the District Commissioner/ Authorised officer .

SPECIMEN SIGNATURE OF CANDIDATE & ELECTION AGENT:

In order to prevent malpractices at polling stations by unscrupulous persons pretending to

be polling agents, the specimen signature of candidates should be obtained and circulated among
the presiding officers.

Page 26
 CHAPTER VIII

ALLOTMENT OF SYMBOLS
APPROVED ELECTION SYMBOLS:

The Assam State Election Commission has vide Notification No. SEC-26/2024/1, dt.
30/12/24 has notified a list of Free Election symbol for the ensuing Panchayat Election. A Copy of
this notification has been uploaded on the ASEC website.

CHOICE OF SYMBOL BY CANDIDATES:

(1) Rule 21, A candidate sponsored by a national or state party shall choose and shall be allotted
one symbol exclusively reserved for that party. In such case, the candidate need not indicate
the order of preference in his nomination paper but must indicate the reserve symbol of the
party.

(2) The candidates other than these shall choose three symbols in order of preference from out of
the list of free symbols specified for the state and indicate such preference in the nomination
paper.

(3) You are to consider only the choice of symbol made by a candidate (other than candidate set up
by national or state party) in the first copy of accepted nomination paper.

ALLOTMENT OF SYMBOLS:

Allotment of symbols to a candidate is subject to the provision under Rule 21 of the Assam
Panchayat (Constitution) Rules, 1995 and ASEC notification, which has been uploaded in website
Vide Notification no SEC-26/2024/1, dt. 30/12/24 . There are two categories of symbols viz reserved
symbols and free symbols. Following guidelines are to be followed by the Authorised Officers in
allotment of symbols to candidates.

a) Reserved symbols are for candidates of recognized national or state parties and 'free' symbols
are for other candidates.
b) A national party at present means any one of recognized parties specified by the Election
Commission of India. A state party means any one of the ECI recognized state parties only in
the state of Assam.
c) Candidates set up by national or state parties shall be allotted the reserve symbol for the
party.
d) A reserved symbol shall not be chosen or be allotted to any candidate in any constituency to
other categories of candidates even if no candidates has been set up by such national or state
parties in that constituency.
e) Other candidates (not setup by national or state parties) shall choose symbols from the list of
free symbols.

Page 27
f) If the same free symbol has been chosen by several candidates at such election, then-

(i) If of those several candidates only one is a candidate set up by a registered unrecognized party,
and all the rest are independent candidates, that free symbol shall be allotted to the candidate
set up by the registered unrecognized party.

(ii) If two such candidates are set up by registered unrecognized parties and rests are independent
candidates, it is to be decided by lottery as to which of this two or more candidates of different
registered unrecognized parties should get the free symbol.

(iii) If of those several candidates, no one is set up by a registered-unrecognised party, but all are
independent candidates, that free symbol shall be allotted to the candidate by draw of lottery.

A candidate shall be deemed to be set up by a political party, whether recognized or

unrecognized or state party, if and only if.

(i) The candidate has made a declaration to that effect in the nomination paper.
(ii) A notice in writing to that effect has been submitted to you and the Assam State Election
Commission not later than 3.00 pm on the last date of making nominations.
(iii) The said notice in Form 'A/B' have been duly signed by authorised party office bearers.

Where a candidate had not made declarations in the nomination paper that he/she has
been set up by a particular political party, he/she shall not be deemed to have been set up by that
party even if the party submits Form A/B' later than the time specified. In such case he/she shall not
be allotted the reserved symbol of the party.

INCORRECT ALLOTMENT OF SYMBOLS: REVISION THEREOF:

The allotment of symbol to a candidate shall be final except where it is inconsistent with any
directive issued by the Assam State Election Commission or any inadvertent mistake has been
committed in allotting symbols. Revised allotment should be made correcting the mistake.

Utmost care shall be taken for allotment of symbols to the candidates of Gaon Panchayat
member constituencies and independent candidates of Anchalik panchyat and Zila parishad . As
each district would have hundreds of such constituencies and the total number of free symbols for
Assam state is a small one, repetition of the symbols may lead to confusion. Therefore the,
commission desires that all authorized officers should be suitably instructed to be cautious in every
step.

Page 28
 CHAPTER IX

UNCONTESTED ELECTIONS

UNOPPOSED RETURNS:

Rule 25 (2) of the Assam Panchayat (Constitution) Rules 1995 (amended) states that if there
is only one valid nomination is respect of a particular election, the District Commissioner, as the
case may be, declare such candidate to be duly elected from the constituency concerned. In such a
case, a poll is not required.

Such declarations shall be made after 3.00 pm on the day of withdrawal of candidature and
at the time of preparation of list of contesting candidates.

Declaration may be in FORM –V , the form is appended herewith .

1. A copy of such declaration in respect of each such constituency should be sent to the Assam
State Election Commission immediately along with the list of contesting candidates.

2. If there is no candidate in respect of a particular constituency, as per Rule 25 (4) the District
Commissioner ,as the case may be, shall take immediately steps for holding such election by
issuing fresh notice under Rule 15 of the Assam Panchayat (Constitution) Rules 1995, however
this should be done with prior instructions/approval of the State Election Commission.

Page 29
 CHAPTER-X

BALLOT PAPERS AND BALLOT BOXES

With the preparation of the lists of contesting candidates, the first stage of election process
comes to an end. Within the days interval between the last date of withdrawal of candidature and
the day of the poll, all necessary arrangements have to be finalized for taking the poll. So this is the
most crucial stage

ARRANGEMENTS FOR PRINTING OF BALLOT PAPERS

All District Commissioners will select a few reliable, well equipped local printing presses for
printing of ballot papers.

You are also to assess the number of ballot papers to be printed against each constituency in
three levels of Panchayat Election. Additionally You are to assess whether a sufficient quantity of
coloured papers for printing ballot papers has already been received or not. The Colour of the
Papers for printing of ballots will be as per the instruction of the ASEC in Vide Letter No SEC-
63/2022/Pt/187 dated 31-12-2024

Please ensure that the optimum use of the ballot papers is done and wastage of papers is kept to a
minimum.

In addition to other arrangements, you are to work out proper security plans in an around
the printing presses where ballot papers are to be printed. It is advisable to have round the clock
security posting in these presses un till the printed ballot papers are transferred to safe custody in
your office.

In view of large number of constituencies, the preparation and printing of so many different
ballot papers in variable quantities, as per the number of voters in each constituency, becomes an
arduous job. All the authorized officers receiving nomination papers shall be entrusted with the
supervision, proof reading etc for printing of ballot papers for constituencies concerned. Such
responsibility shall be in writing. However, an additional responsible officer may also be engaged for
this purpose for supervision and co-ordination in order to accomplish timely printing of ballot
papers, including postal ballot papers.

A. POSTAL BALLOT PAPERS

Refer to Commission Letter No SEC.01/2023/Pt-II/135 dated 9-1-2025 . The Assam State

Election Commission decides to follow the provisions contained in the Rule 17 (C), 18, 22 and 23 of
conduct of elections Rule, 1961 as the well as standing instruction of the Election Commission of
India on the matter for conduct of Panchayat Election’2025.

ENTITLEMENT OF VOTING BY POSTAL BALLOTS

Page 30
 Under Rule 18 of Conduct of Election Rule 1961, Defines the "voters on Election
Duty" which include -
(i) Any Presiding Officer
(ii) Any Polling Officer
(iii) Any other person directly engaged by District Commissioner or the officer as Authorised by the
District Commissioner
(iv) Other public servants on election duty - who one voters in any GP, Ward constituency of the
district and are by reason of being on election duty, unable to vote at the polling station where
they are entitled to vote.
Apart from above polling personnel, the police personnel on election duty are also treated
as "voters on election duty” .Further, this facility of postal ballots is also extended to the drivers
handymen, etc, actually employed on vehicles hired for election duty.
As per Rule 28A of the Assam Panchayat (Constitution)Rules’1995, has also allowed to record vote
of electors employed on election duty against the application to the District Commissioner in
prescribed FORM I-E.

As per Rule 28B of the Assam Panchayat (Constitution) Rules,’1995 ,has also allowed to record the
vote of person subjected to preventive detention in prescribed FORM I-F.

POSTAL BALLOT PAPERS FORM AND LANGUAGE:

I. Postal ballot papers shall be printed in the same form and language As the normal ballot
paper used in polling station.
II. Names of the candidates shall be arranged on the ballot paper in the same order in which
they appear in the lists of contesting candidates in Form-III-A or III-B.
III. Every postal ballot paper shall have a counterfoil attached to it at the top. The counterfoil
shall bear the particulars of the election and constituency name.
IV. Each ballot paper shall be serially numbered mechanically at the top left portion as well as
the counterfoil.
V. The counterfoil should also bear space for recording the Election Roll, part number, serial
number of the voter in Election/Roll and for their signature.
VI. The colours of papers to be used will be same as for regular ballot papers, as instructed by
the Commission.
VII. In case of Panchayat election, you have to print separate ballot papers for each constituency
in three coloured papers However postal ballot papers shall be printed in same colour
papers for the three levels of constituencies Further, postal papers shall be numbered in
different series, separate for the three different levels.
VIII. Total number of postal ballot paper to be printed by you shall be carefully assessed. Based
on the number of applications for postal ballot in each constituency as well as the probable
drafting of voters on election duty.
IX. The width of the postal ballot paper shall be 4 inched wide. The width of space allotted to
each candidate should be uniformly 1 inch. If the total number of candidates exceeds 9, the

Page 31
 ballot paper shall be printed in double columns, each column separated by a half inch wide
shaded line from top to bottom.
X. The name of each candidate shall be separated by a shadow line of half inch width. There
shall be a thick black border of 1/8 inch width at the bottom.
XI. The standing instructions of the Assam State Election Commission regarding format and
specifications of postal ballot should be followed.

ISSUE OF POSTAL BALLOT PAPERS

1. Voters on election duty, as described above are required by law to submit on application to
District Commissioner for permission to vote by postal ballot papers. Such application are to be
made in Form I-E as appended in the Assam Panchayat (Constitution) Rules ‘1995 , which may be
seen at Annexure.

2. Applications are to be made at least 10 days ahead of date of poll in the constituencies. This is to
enable you to send the postal ballot papers in time and making necessary entries in the
marked/working copies of Electoral Rolls of respective polling stations.

3. The number of officials and staff engaged in Election duties willing to vote by Postal Ballot may be
assessed during the training session, Copies of the application for Postal Ballot ie Form I-E , may
be made available during training.

4. Three postal ballots for the three levels different lebels of constituencies (viz GP Member, AP
Member and ZP member) shall be issued to an applicant against a single application.

RECORD OF POSTAL BALLOT

1) A "Postal Ballot Paper Cell" shall be constituted for your District/Co- District to handle the
postal ballot paper related issues. A responsible officer, preferably an Executive Magistrate,
should be specifically entrusted as officer-in-charge. The officials of the cell will be provided
with copies of the recently published Electoral Rolls to help any person on election duty to
verify their name in the Electoral Roll, enter particulars in their application and submit it on
the spot.
2) The records of delivery of postal ballot papers to the applicants should be recorded in
register prepared in Form – XVI, as drafted by ASEC.
3) The officials of Postal Ballot paper Cell shall make every effort to issue the postal ballot
papers to every voter on election duty, on receipt of an application in Form I-E,
expeditiously. The issue of postal ballot papers should be completed in all cases, at least 7
days before the date of poll.
4) To facilitate speedy return of the postal ballot papers the District Commissioner should have
a special box with secure locks in their office so that persons on election duty may come and
drop their ballot papers in the sealed covers (provided to them along with postal ballot
papers).into that box .

Page 32
5) Every day, the officer in-charge of Postal Ballot paper Cell should take out the contents of
the box, make necessary entries in the register maintained for this purpose and Keep the
postal ballots and registers in safe custody.
6) If a person opts to send the postal ballot paper by normal prepaid postal service, this is
acceptable too.
7) So, far as polling agents are concerned, some of them may be required the postal ballot
facility. They require to apply for their motion for postal ballots. They must satisfy the
authority self in respect of each such polling agent who thus applied that-(1) his name has
been entered in the Electoral Roll (2) that he is physically unable to vote in person by reason
of his appointment as polling agent. If you are satisfied, allow him to vote by post.

For this purpose, you should be satisfied about genuineness of such claim. You may insist
upon counter signature of candidate on the Form I-E or a certificate from the candidate.

If the appointment of a polling agent is revoked after issue of postal ballots, he can vote by
post only.

SEALING OF MARKED COPY OF ELECTORAL ROLL

It has already been mentioned that after supplying the postal ballots,the corresponding
electoral roll should be marked. For this purpose, 'PB' (indicating Postal Ballot) should be marked on
the left side of the serial number of the voter with red ink, in corresponding marked copy of
electoral roll. After marking all 'PB's the marked copy of E/Roll should be sealed and given to the
Presiding Officer Concerned of the Polling Station.

Counterfoils of the postal ballot papers should be sealed in separate packets and kept in safe
custody.

POSTAL BALLOT PAPERS RETURNED IN TIME AND COUNTING

1) Postal Ballot Papers should be returned to the District Commissioner at the latest by the
hour fixed for the commencement of counting of votes of the constituencies. Keep in safe
custody all the covers containing the postal ballot papers received in time.
2) For keeping correct account of postal ballot papers received in time a register showing daily
receipts of such postal ballot should be maintained by the Postal ballot paper cell.
3) Postal Ballot are to be counted at the fixed hour for counting of the poll already notified.
Counting of Postal Ballot paper will be taken up first. The counting of other ballots will start
after half an hour after the time fixed for counting of votes.

POSTAL BALLOT PAPERS RETURNED LATE

You should not decline receipt of covers containing postal ballots even if delivered after the
fixed time. Such ballot received late will not be counted and be rejected. Note the date and time of
receipt on these covers. Those covers need not be opened and posted in accounts as rejected votes.

Page 33
(B) ORDINARY OR NORMAL BALLOT PAPERS

1) FORM AND LANGUAGE: As per Rule 28(1), every ballot paper should be in Form-IA , Form-IC
and Form I-D respectively, as appended to the Assam Panchayat (Constitution) Rules, 1995

Form IA-Ballot paper for GP Member Election

Form IC-Ballot paper for AP Member Election

Form ID-Ballot paper for ZP Member Election.

2) Ballot papers shall be printed in Assamese in the Brahmaputra valley districts and in Bengali
in the Barak Valley districts.
3) The ballot papers shall contain the names of the candidates in the same order in which they
appear in Form IIIA or IIIB as the case may be.
4) The ballot papers for each category of offices shall be of different colours and may be as
follows -
a)GP member = White
b) AP member = Pink
c) ZP member = Light blue
5) Rule 28(3) : If two or more candidates bear the same name, they shall be distinguished by
the addition of their residence or occupation or pet name or any other manner as the
District Commissioner may think proper.
6) Every ballot paper shall have the counterfoil attached to it at the top. The width of the
counterfoil should not, ordinarily exceed 2.5 inches, as specified in ASEC Letter No. SEC-
63/2022/Pt/187 dated 31-12-2024 ,
7) The counterfoil should contain (as specified in ASEC Letter No – SEC-63/2022/Pt/187 )
a. Space for stitching at the top centre
b. A black border of 1/8 inch at the top
c. Particulars of the election shall be printed immediately below the line.
d. Electoral Roll part no. Serial No. of elector may be on the left hand side and space
for the signature of elector on the right hand side.
e. Serial number of the Ballot paper (machine numbers) on the top left hand side.
f. One block of line of 1/8 inch width a perforated rule/disjointed straight line below,
separating the ballot paper from the counterfoil.
g. There shall be one block of line of 1/8 inch below the perforated/disjointed line.
8) The Serial number of the ballot paper shall be printed/machined on the top left hand side
on the form the serial numbers of the ballot paper and its counterfoil shall be identical.
9) The width of the ballot paper shall be 4 inches. If the number of candidates exceeds 9, the
ballot paper has to be printed in double columns. The width of the double column ballot
paper and its counterfoil shall be twice the width of a ballot paper printed in a single
column. Along the middle there shall be a shaded area from top to bottom of 1/2 inch
width.

Page 34
 10) The width of the space allotted to each candidate will be 1 inch and the width of the
shaded area between the spaces allotted to any two candidates will be 1/2 inch. There will
be a thick black border of 1/8 inch width at the bottom.

PRINTING OF BALLOT PAPERS

The interval between the last date for withdrawal of candidates and the date of poll being
two weeks only , and ballot papers will have to be printed and distributed to the presiding officers
within this short period. In fact, hardly a week or at best 10 days only would be available for printing
because printed ballot papers are to be handed over to the material cell for sorting and careful
packing for each polling station.

In case of Panchayat Election, you have to print three types of different ballot papers of
variable quantities as the total number of constituencies at three levels of offices would be very
high in number ,Hence, it becomes necessary that careful planning has to be made to accomplish
this arduous job smoothly in time.

Immediately after preparation of the lists of contesting candidates manuscripts of ballot

papers as per Form IA, Form IC or Form ID, as the case may be shall be prepared. Regarding
arrangements for printing of ballot paper, selection of a suitable printing press is an important
preliminary step, for which you have already been instructed by the commission. The printing of
postal ballot papers has also to be taken up simultaneously and proper attention must be paid to
this aspect also.

ASSESSMENT OF REQUIREMENT OF BALLOT PAPERS

1) The number of ballot papers for each GP member constituency will be different. In such
cases, the total number of ballot papers to be printed should be equal to the number of
electors in each polling station rounded off to next higher ten.
2) For each AP member constituency there will be ten or more polling stations (including
auxiliary PS), In such cases, the total number of ballot papers required should be worked
out based on the requirements of all the polling stations in the constituency. The figure
should be rounded off to next higher hundred.
3) Similarly the requirement of ballot paper for a ZP member constituency should be worked
out by adding up the requirements of all polling station under the ZPC, rounded off to the
next higher hundred.
4) The printing presses should be ordered to preserve all the master copies of the ballot
papers in their computers till the election process is over .In case of re-poll, if the surplus
ballot paper cannot cover the requirement, additional ballots should be printed
immediately using the master copy.
5) Utmost care should be taken so as to reduce the printing of surplus ballot papers to the
minimum possible.

Page 35
VERIFICATION/SCRUTINY OF BALLOT PAPERS AND ISSUE OF THESE TO PRESIDING OFFICERS.

The printed ballot papers will be delivered to you in bundles containing 50 ballot papers.
Each bundle will have consecutive serial numbers. On receipt of the ballot papers, you should get
them checked again and ensure that-
I. The names of all the contesting candidates and symbols allotted to them have been printed
properly and correctly.
II. The serial numbers of the ballot papers corresponds with that on the counterfoil.
III. The serial number of ballot papers are consecutively correct.
IV. There is no discrepancy in the number of ballot papers as sent by the press and actual
counting.
V. Ballot papers with duplicate numbers and the number of ballot papers with missing serial
numbers are to be recorded and removed from the bundle.
VI. Ballot papers, along with other polling materials should be issued to the presiding officers
only one day ahead of poll as per schedule and they will be directed to proceed straight to
destination polling stations from distribution centres, under security cover.
SAFE CUSTODY OF UNDISTRIBUTED BALLOT PAPERS

After the issue of ballot papers to all the polling station is completed, the surplus
undistributed ballot papers should be kept in separate packets constituency wise. Such
undistributed ballot papers should be kept under the security and safe custody of the District
Commissioner concerned who should ensure that these do not fall into unauthorized hands.

Such surplus ballot papers will be used for re-polling if necessary. After completion of the
election process, such unused ballot papers should be put in a steel trunk and kept in the treasury
until these are destroyed as per rules and laws.

BALLOT BOXES

Three different ballot papers for three levels of constituencies will be used simultaneously
at polling stations. The ASEC will use ballot boxes for this poll, You are to make a proper assessment
of the requirement of ballot boxes for each polling station based on the total voters in such polling
stations and also in consideration of the fact that one voter will use three ballot papers at a time.
Please refer to the Guidelines issued by State Election Commission in this regard Vide letter No
SEC.07/2023/Pt-1/34 dated 2—12-2024.

Page 36
 CHAPTER - XI

ARRANGEMENTS FOR POLL

As soon as the list of contesting candidates has been published, the District Commissioner
should calculate exactly the number of ballot boxes and the other polling materials that they will
require for taking the poll.

CONTACT WITH CANDIDATES

The District Commissioner should meet the contesting candidates from time time and keep
them informed of the arrangements made.

CO-OPERATION FOR LAW AND ORDER

The contesting candidates, if they are tactfully approached, will also be of great help to in
keeping a smooth law and order situation at and before the poll. By securing their co- operation,
many difficulties would easily be solved.

MODEL CODE OF CONDUCT AND ITS OBSERVANCE

With a view to maintaining a healthy and peaceful atmosphere during the election period
which would be conducive to ensuring a free and fair election, the ASEC has evolved a model code
of conduct for guidance of political parties and candidates Refer to ASEC letter No SEC.01/2023/Pt-
II/95 dated 6-1-2025.

The Model Code of Conduct comes into operation from the day the Commission announces
the programme for election.

POLLING REHEARSALS

The staff engaged for election duty should be rehearsed to brush up their knowledge and
experienced Candidates may also be invited to such rehearsals.

Joint meetings with civil and police officials are to be held to discuss law & order and
election related issues.

DUMMY BALLOT PAPERS

There is no objection to the printing of dummy ballot papers by candidates/political parties.

The dummy ballot papers should not, however, resemble in any manner the genuine ballot paper in
size and colour. There is also no objection for a candidate printing a dummy ballot paper using his
own name and symbol, indicating the place where they would appear.

Page 37
UNOFFICIAL IDENTITY SLIPS

The political parties/candidates may issue an unofficial identity slip containing the following
information to the voters.

I. The name and serial number of the voter in the electoral roll.
II. The number of the part.
III. The serial number and name of the polling station.

The identity slip should be on white paper and should not contain the name of the candidate
and/or the name of his party and or his election symbol. The slips should not contain any slogans or
any exhortation to vote for any party or for a candidate, since these would amount to canvassing
within the polling station which is not permissible. The circulation of any slip containing any such
slogan or exhortation within 100 meters of the polling station would amount to canvassing which is
not permissible under the law. The District Commissioner may explain this specifications at a
meeting with the contesting candidates/political parties.

Page 38
 CHAPTER XII

PREPARING FOR THE POLL

The period between the withdrawal of candidates and the poll will be the busiest time for
you. Maintain a forward looking diary of tasks that you have to do from time to time. Here is a
simple list (not exhaustive) of your task during this period.

1) You should ensure that formal appointments of Presiding officer & Polling Officers for each
polling station is made.
2) Arrange Transport and other logistics, if any, for the polling personnel.
3) Verify police arrangements and Synchronize their movement with the polling parties.
4) As in Rule 28 A , the votes of elector in election duty may be arranged to capture and
arrange for Form 1E for apply for it .
5) Review of your requirements of ballot boxes, ballot papers( with counterfoils), paper seals,
all stationary & non-stationary forms, and other essential forms, stationary articles etc. in
the light of actual number of contesting candidates and the total number of polling stations.
6) Meet with the contesting candidates to address concerns thereby removing their
misapprehensions, if any, and seeking their co-operation for a free & fair election.
7) Supplying the contesting candidates with (i) list of polling stations and the area covered by
each polling station (ii) forms for appointment of polling agent and counting agent.
8) Conduct of election rehearsals for polling personnel & police personnel.
9) Sorting out ballot boxes, stitched bundles of ballot papers( with counterfoils), and all other
materials required for each polling station and arranging for their delivery to each Presiding
Officer in time.
10) Plan for the return of the polling parties past poll,including receipt of ballot boxes and other
materials and papers which they bring back.
11) Arrange secure storage for ballot boxes pending counting.

Page 39
 CHAPTER XIII

THE POLL

Introductory:

Poll is the most critical event in the election process. Any irregularity in its conduct may
vitiate the election and, therefore, you should ensure that the poll is conducted strictly accordance
with the law and the prescribed procedure.

Polling Stations:

Polling Stations must be set up by you with the prior approval from the ASEC, ensure copies
of polling stations lists are supplied to all contesting candidates. It should be noted that no changes
can be made in the buildings or location of any polling stations without prior approval of ASEC.

Polling Parties

Polling Parties for taking the poll at the above polling stations have also to be appointed by
you. It is your duty to ensure well in advance that such appointments have been made by you is in
accordance with the prescribed instructions of the ASEC.

Polling Materials

Please ensure that all the polling parties are supplied with the necessary polling materials
Including ballot boxes and ballot papers.

The presiding officers are to be instructed to take utmost care of the safety & security of the
ballot boxes and ballot papers, during the training of polling officials.

LAW AND ORDER & FREE AND FAIR ELECTION

You have to ensure, in consultation with all the concerned authorities that law and order are
maintained in and around the polling stations to guarantee a that free and fair poll . Adequate
measures should be taken to provide full security to the polling personnel, the ballot boxes and
ballot paper and other election materials until the polling parties return to the collection/counting
centres after the close of poll closes,

You should also ensure that all standing instruction and directions of the ASEC have been
strictly followed and fully complied with by the authorities concerned.

Any official(s) with doubtful antecedents should not be appointed as Presiding and Polling
Officers.

Page 40
ARRIVAL OF POLLING PARTIES AT POLLING STATION

It should be ensured that each polling party reaches its assigned polling station on the day
previous to the day of poll. The polling party should set up the polling station properly. A model lay
out of the polling station and voting compartment is given in the Hand Book for Presiding officers.

DUTIES OF PRESIDING OFFICERS & POLLING OFFICERS

The details of duties to be performed by the Presiding Officers and Polling Officers are given
in the Handbook for Presiding Officers. Please go through this handbook and accordingly intensive
training should be given to the Presiding Officers and the Polling Officers so that they become fully
conversant with their duties.

SEATING ARRANGEMENTS FOR PRESIDING OFFICERS AND POLLING OFFICERS

Details of seating arrangement for Presiding Officer & Polling Officers are given in the
Handbook for the Presiding Officer and you should instruct/train them accordingly.

ARRIVAL OF POLLING AGENT

Each contesting candidate or their election agent should be specially instructed that his
polling agents should reach the polling station at least half an hour before the time fixed for the
commencement of the poll.

If a polling agent does not reach the polling station in time the preliminary preparations on
the ballot box etc, should not be delayed because of his absence. Nor shall such preliminaries
already begin be compelled to end now to accommodate any late comer.

SEATING ARRANGEMENT FOR POLLING AGENTS

Suitable seating arrangement should be made for polling agents when they attend the poll.
Their seats should be so provided such that they could identify the electors, see the entire
operation in the polling station right from the entry of the elector into the polling station until his
departure after he has recorded his vote.

DEMONSTRATION OF MARKED COPY OF ELECTORAL ROLL, BALLOT PAPERS ,BALLOT BOXES AND
GREEN PAPER SEALS:

Before commencing the poll, the Presiding Officer should demonstrate to the candidates
and polling agents the marked copy of electoral roll to be used at the polling station which does not
contain any entry of mark other than those PB , to show that the Postal Ballot paper and has been
issued to any elector.

He/She should also demonstrate to them the bundles of ballot papers and allow them to
note the first and last of serial numbers of the ballot papers, which will be used at the polling
station and also any ballot paper cancelled by him on account of its defective nature.

Page 41
 The serial number of green paper seals used for sealing the ballot boxes should also like wise
be allowed to be noted by the polling agents.

DECLARATION BY THE PRESIDING OFFICER BEFORE COMMENCEMENT OF THE POLL:

Persons to be admitted inside the polling station, Regulation of entry of voters, challenged
votes, application of indelible ink, issue of ballot papers to the voters, preparation of ballot papers
by the Presiding Officer, voting by blind and infirm voters, tendered votes, maintenance of the
diary by the Presiding officer, preparation of ballot paper account, close of poll, preparation of
account of papers seat, declaration to be made at the close of poll, sealing of ballot boxes after poll,
sealing of election papers, transmission of ballot papers and election papers etc. are explained in
detail in the Handbook for Presiding Officers.

FACILITIES TO MEDIA PERSONS AND PHOTOGRAPHERS:

Subject to the maintenance of peace and order, there is no objection to any photographer
taking photographs of a crowd of voters lining up outside the Polling Station. However, no one
including the Publicity Officials of the State government should be allowed inside a polling station
without a letter of authority from the State Election Commission. In no circumstances, will any
photograph be allowed to be taken of a voter recording a vote.

ALLEGATIONS AGAINST POLLING STAFF

Whenever specific allegations of misconduct, including biasness to any candidate ,are made
in writing against the Presiding Officer or the Polling staff during polling at the election, you should
enquire into the matter as practicable and take action against such officials with prior approval of
the Commission. A formal report may also be sent to the Commission.

ADJOURMENT OF POLL IN EMERGENCIES AND PROCEDURE FOR COMPLETING THE ADJOURNED

POLL

Please refer to Rule 33 of the Assam Panchayat (Constitution) Rules, 1995 as amended .

If at an election, the proceedings at any polling station are interrupted or obstructed by a

riot or open violence, or if it is not possible to take the poll at any polling station on account of any
natural calamity or any other sufficient cause, the Presiding officer of such polling station shall
announce the adjournment of the poll to a date to be notified by the State Election Commission
later and shall immediately report to the District Commissioner or the Officer authorised by District
Commissioner as the case may be. The circumstances that compelled him to adjourn the poll
should be reported to the State Election Commission and

I. Seek approval from the Commission of the date, hours and place for holding the adjourned
poll.
II. Formally fix the date, hours and polling station as approved by the State Election
Commission.

Page 42
 III. Inform the contesting candidates or their election agents accordingly in writing but only
after the receipt of Commissions formal approval.
IV. Shall arrange to publish such notification immediately at the office of the Gaon Pancayat
/Anchalik Panchayat and the Zila parishad concerned as in Rule 33, notifying the date, hours
and the polling station so fixed.

PROCEDURE FOR HOLDING FRESH POLL:

Please refer to Rule 34 (1) of the Assam Panchayat (Constitution) Rules, 1995, as amended

I. If at any election any ballot box has been unlawfully taken out of the custody of the
Presiding officer or
II. Any ballot box has been accidentally or intentionally destroyed , lost , damaged , tampered
with , any such irregularity likely to vitiate the poll is command at the polling station or a
place fixed for the poll , and the District Commissioner , or the Officer authorised by District
Commissioner as the case may be ,is satisfied that the result of the poll at the polling station
cannot be ascertained for that reason, or
a. Declare the polling at the polling station to be void,
b. Report the matter forthwith to the State Election Commission .
c. Request the State Election Commission to fix a date for fresh poll at such polling station.

The District Commissioner should send a consolidated report in the prescribed format in
respect of all the polling stations where the poll has been vitiated. The Assam State Election
Commission will not accept any piece-meal report in this regard.

Upon receiving intimation from the ASEC for a fresh poll, you should inform in writing the
contesting candidates or their election agents of the date, time and place fixed for the fresh poll and
affix their election agents of the date, time, and place fixed for the fresh poll and affix a notice on
your publicity in the polling area concerned the place, date ,and hours so fixed.

All electors entitled to vote at the polling station or stations in question will be entitled to
vote at the fresh poll. The marks of the indelible ink made at the original poll should be ignored at
the fresh poll. To distinguish the marks to be made at the fresh poll from those already made at the
original poll, the ASEC directs that the marks of the indelible ink should be put on the voter's left
middle finger at the fresh poll.

New ballot boxes and new marked copies of the electoral roll shall be used at the fresh poll.

The stitched bundles of ballot papers with their counterfoils unused in original poll may be
used, but if necessary, fresh ballot papers with counterfoils may be printed with the next serial
numbers.

All the ballot boxes used for the original poll at the polling station(s) where fresh poll has
been directed by the ASEC should be preserved carefully, unopened, and with the seals intact.

Page 43
ADJOURNMENT OF POLL :

Please refer to Assam Panchayat (Constitution) Rules, 1995 as amended Rule 34 A on Adjournment
of poll or countermanding of election on the ground of booth capturing

SAFE CUSTODY OF BALLOT BOXES AFTER POLL

Presiding Officers or Collecting parties should deposit the ballot boxes and election papers
and materials at the receiving counters without any delay. Any officer who defaults in this respect
will make himself liable to disciplinary action.

You should arrange inside the storage room/strong room or building specified parts of the
floor space in the form of squares in advance for stacking the ballot boxes received from a particular
polling station. The arrangement for this should follow the serial numbers of polling stations.

All ballot boxes received from one polling party must invariably be kept together at one
place within the same square. The ballot paper account and the paper seal account of each polling
station should be kept on the top of the ballot boxes pertaining to the polling station.

SUFFICIENT SPACE SHOULD BE KEFT BETWEEN ROWS OF THE BALLOT BOXES STACKS

It should be ensured that immediately after all the ballot boxes have been received and
stored , the strong room is locked and sealed forthwith by the District Commissioner. The
candidates or their representative may be allowed to use their seal if they so desires. If any of the
contesting candidates desires, they may be permitted to post an agent to keep watch at the place
where the ballot boxes are stored pending the counting. Each candidate may be permitted to
nominate agent not exceeding three for the purpose . However, only one of such agents will be
allowed to be present for keeping watch at any given point of time. In order to avoid overcrowding
near the storage place and as a measure of safeguard against any possible damage to storage place,
the agents keeping vigil may be kept at a reasonable distance from the storage place.

It should be ensured that after the storage room/hall is locked and sealed, no one is allowed
to go in until the morning of the day fixed for counting. If , during this interval, for some
unavoidable reason, the room has to be opened , then it can be opened only in the presence of the
candidates or their authorized representatives of the candidates and the Election observer.
Immediately after the purpose for which the rooms opened is over, the room should be locked and
sealed again. The candidates or their representatives should again be allowed to seal the door and
windows.

Whenever it is necessary to open the room where the ballot boxes are stored ,proper entries should
be made in the log book ,giving details of the persons entering the room, the purpose of such entry
time of exit, signature of the guards, etc.

Page 44
 CHAPTER- XIV

COUNTING OF VOTES

APPOINTMENT OF AUTHORISED OFFICER FOR COUNTING

The Rule 44 of the Assam Panchayat (Constitution) Rules, 1995, stipulate that District
Commissioner shall authorise an officer for counting of votes. The District Commissioner shall
accordingly appoint on authorised officer for counting. The officer authorised for counting may or
may not be the same officer authorised for receiving nominations etc. In this regard the General
Instructions regarding the counting of ballot papers issued by State Election Commission vide
letter No SEC.01/2023/Pt-II/116 may be referred to.
DATE, PLACE AND TIME OF COUNTING

In conformity with the provisions under Rule 44 of the Assam Panchayat (Constitution)
Rules,1995 , please make all necessary arrangements for the counting of votes on date ,time and
hours as notified by the State Election Commission.

The counting Plan should be prepared well in advance and as per the communication send
from the ASEC, vide letter No SEC.01/2023/Pt-II/116.

NUMBER AND ARRANGEMENT OF COUNTING TABLES:

Counting of votes should be done on tables numbered & arranged in rows. In this regard , ASEC
instruction may be referred to the letter No SEC.01/2023/Pt-II/116 as General Instructions
regarding the counting of ballot papers.
STATIONERIES REQUIRED AT THE COUNTING TABLES

Provide every counting table with the following articles of stationery

I. a knife or razor blade

II. pencils
III. two sheets of paper
IV. twine or rubber bands and
V. one or two paper weights

NUMBER OF COUNTING AGENTS

In this regard ASEC instruction may be referenced, which has been issued vide letter No
SEC.01/2023/Pt-II/116 as General Instructions regarding counting of ballot papers.
Some waiting room provision may also be arranged.

LETTER OF APPOINTMENT OF COUNTING AGENT

Inform the candidates about the number of counting agents they can appoint. A candidate
may appoint all his counting agents in Form-XII . In that case, all the agents should also have signed

Page 45
the letter in token of their acceptance of the appointment and should sign the declaration later in
your presence. You should obtain the list of counting agents with their photograph, from all the
contesting candidates by 15.00 hours three days prior to the date fixed for counting of votes. On the
date of furnishing such list with photographs, the photo identity cards of the counting agents should
be issued to the contesting candidates then and there under your seal and signature. On the date of
counting of votes ,only those counting agents who are holding the identity cards issued by you will
be allowed inside the counting hall. All the contesting candidates and political parties should be
informed well in advance of the aforesaid arrangements.

SEATING ARRANGEMENT FOR THE COUNTING AGENTS

The Assam State Election Commission has issued a letter vide SEC.01/2023/Pt-II/116 dated
7Jan’2025 directing that the seating arrangements for the counting agents of candidates at the
counting table will be arranged in order of following priorities;

I. Counting agents of Candidates of recognized National parties.

II. Counting agents of Candidates of recognized State parties.
III. Counting agents of Candidates of recognized State parties of other states who have been
permitted to use their reserved symbols in the constituency.
IV. Counting agents of Candidates of registered unrecognized political parties and
V. Counting agents of Independent candidate.

I- CARD FOR COUNTING AGENTS

Each counting agent should be given an Identity Card indicating whose agent he is and the
serial number of the tables at which he will watch the counting.

The candidates and their election agents will be free to go round to any part of the
respective counting hall.

APPOINTMENT OF COUNTING SUPERVISORS AND ASSISTANTS

Rule 44 of the Assam Panchayat (Constitution) Rule 1995, read with clause (a)of sub-rule (1)
of Rule 53 of the Conduct of Election Rules ,1961 ,requires the District Commissioner to appoint
such staff as may be required for assisting in the counting. In this regard ,ASEC has given General
Instructions regarding counting of ballot papers in letter No SEC.01/2023/Pt-II/116.
MAINTENANCE OF DISCIPLINE AND ORDER AT COUNTING
Appropriate police arrangements are to be made to ensure law & order and security at the
counting premises, in consultation with the local Police Head.

COUNTING OF POSTAL BALLOT PAPER

Just at the fixed hour for counting, the counting of Postal Ballots will be started. If the
counting of Postal Ballot is not completed within half an hour, the actual counting of normal ballots

Page 46
will commence. In this regard refer to General Instructions regarding counting of ballot papers of
ASEC letter No SEC.01/2023/Pt-II/116.

PERSONS ALLOWED IN COUNTING HALL

In this regard refer to General Instructions regarding counting of ballot papers of ASEC letter No
SEC.01/2023/Pt-II/116.

OPENING OF BALLOT BOXES

All the ballot boxes used at one polling station be brought in one lot and given to one table.
Along with the ballot box(s) of each polling station, the counting table should also be supplied with
the Ballot Paper Account Form and the Paper Seal Account in the appropriate form received from
the polling station. In this regard refer to General Instructions regarding counting of ballot papers of
ASEC letter No SEC.01/2023/Pt-II/116.

CHECKING SEALS ON BALLOT BOXES

As soon as a ballot box has been placed on the counting table, allow the counting agents for
the table to satisfy themselves that the seals on the ballot box are intact and have not been
tampered with.

Candidate and agents are entitled to check identity marks and paper seals. As each ballot
box is opened a candidate or his counting agent may examine the box with reference to:

I. serial number of ballot box

II. the identifying marks on the paper seal on the label or the address tag ,as the case may be
and
III. the serial number of the paper seal.

PROCEDURE FOR COUNTING

In this regard refer to General Instructions regarding counting of ballot papers of ASEC letter No
SEC.01/2023/Pt-II/116.

1) At each counting table will be seated the counting supervisor at the head of the table and
the counting assistants on one side. The counting agents of each contesting candidate may
be seated facing the counting assistants separated by a wire net barricade. Seating
arrangements may, so far as practicable, be made that the counting supervisors will face the
R.O.
2) Counting of votes should commence with the distribution of ballot boxes to the counting
tables. All the ballot boxes of the ten Gaon Panchayat member Constituencies of a Gaon
Panchayat should be taken out from strong room and distributed to the 10 (ten) counting
tables in serial order of polling station. If one Gaon Panchayat member constituency has
auxiliary polling stations the same table should do the counting for all such polling stations,
one after another.

Page 47
3) The Ballot paper accounts in sealed covers (received from Presiding Officer) should also be
supplied with concerned ballot boxes.
4) After opening the ballot box, the three types of ballot papers should be sorted out as per
colour and physically counted. The number of ballot papers so found should tally the figures
of Ballot paper accounts. However, nominal discrepancy may be ignored. While physically
counting the ballot papers, bundles of 25 ballot each should be made using rubber bands.
5) After that the detailed counting of votes should start , and counting assistants should sort
them out , the candidates vote in a separate compartment of the tray , according to the
votes recorded on the ballot papers. Doubtful ballot papers should be kept separately and
submitted to the counting Authorised Officer concerned for a necessary decision.

6) For actual counting, votes should be taken up as follows –

I. First-count votes for G.P. Members
II. Next-count votes for A. P. member.
III. Next-count votes for Z. P. Member.
7) After counting of votes in respect of a polling station is completed at a counting table, the
Counting Supervisor should fill up the result of counting in Form IX-A, Form IX-B as the case
may be for GP. Member, A.P. Member and Z.P. Member respectively.
8) With the preparation of Form No. IX-A, the result of G.P. ward member is almost clear. The
AO will decide the doubtful votes, and he will also record the votes by postal ballot in
favour of candidates, if any against each candidate, and prepare the result sheet in Form
IX-A before declaration of results.
9) Similarly result sheets shall be prepared for A.P. Members and Z.P Members in Form IX-B
respectively for the above levels of constituencies before declaration of results .

REJECT A BALLOT PAPER ONLY

The officer shall reject a ballot paper on any of the following conditions: as in Rule 44(3)

I. If there is no signature of the presiding officer or the polling officer on the back side of the
Ballot papers,
II. If the cross mark is placed against the names and symbols of more than one candidate,
III. If the ballot paper is without the cross mark
IV. If the cross is so placed as to make it doubtful for which candidate the vote is intended to be
given
V. When there is a wrong mark or writing on the ballot paper by which the voter can be
identified
VI. If it is spurious ballot papers,
VII. If it has been so damaged or mutilated that is identified as a genuine ballot paper but
cannot be established.
As in Rule 44(4), the counting AO should endorse the letter ‘R’ on every ballot paper
rejected by him. Before rejecting a ballot paper under Rule 44 sub rule(3), the officer

Page 48
 authorized by the District Commissioner as the case may be, shall allow such of the
candidates or their agents as may be present, to inspect such ballot paper but shall not
allow them handle it or any other ballot paper.

Do not, however, allow them to handle any ballot paper physically.

RECOUNT

When the counting is fixed at one place and is completed you should record in the Result
Sheet in prescribed from the total number of votes polled by each candidate and announce the
same. You should then pause for a minute or two. If during this period any candidate or his election
agent or any of the counting agents asks for a recount, you should ascertain from him as to how
much time he would require for making an application for recount in writing. It you consider that
the time applied for is reasonable and allow it, you should announce the exact hour and minute
upto while you will wait for receiving the written application for recount. You should not complete
and sign the Result Sheet in prescribed from until after the expiry of the time so announced. When
an application or recount is made, you should consider the grounds urged and declare the matter.
You may allow the application in whole or in part if it is reasonable or you may reject it in toto, if it
appears to you to be frivolous or unreasonable. Your decision will be final but in every case you
should record brief statement of your reasons for your decision. If in any case you allow an
application/applications for recount/recounts either wholly or in part you should have the ballot
papers counted over again in accordance with your decision. After each recount has been
completed, amend the Result Sheet to the extent necessary. Announce the amendments so made
by you. After the total number of votes polled by each candidate has been announced by you,
complete and sign the Result Sheet.

The right of a candidate to demand recount does not mean that recount can be granted for
mere asking. The candidate demanding recount has to make out a prima facie case that the result
was not accurate and recount is necessary in the interest of justice.

ADJOURNMENT OF COUNTING

The AOs should proceed with the counting at each place continuously. In case an AO has to
suspend or adjourn the counting before its completion for any unavoidable reason, seal up all the
ballot papers in packets as also all other papers relating to the election. Allow every candidate or his
agent, it he desires to do so, to place his seal on every packet etc. In which these packets are kept.

POWERS OF OBSERVER TO STOP COUNTING

Election Observers appointed by the ASEC to watch the conduct of election have the power
to direct the authorized officer to stop the counting of votes at any time before the declaration of
result, not to declare the result if in his opinion anomalies and irregularities have cropped up to in
the counting process. The Election observers will report the matter immediately to the ASEC. The
counting proceedings in such cases thereafter shall proceed further in accordance with such

Page 49
direction of the ASEC as it may issue on the report of the observers and after taking all material
circumstances into account.

COUNTING AFTER REPOLL

If any re-poll has been ordered by the ASEC, at a polling station you should notify the date,
time and place for counting the votes recorded in such re-poll and give notice of the same to every
candidate on his election agent as per instruction of the ASEC. You should follow same procedure as
detailed above for such further counting as for as it applies.

SAFE CUSTODY OF BALLOT PAPERS

As specified in the Rule 44(6), immediately after the counting is over, such record should be
retained in safe custody of the District Commissioner.

The papers relating to election specified in Rule 93(1) of the Conduct of Elections Rules, 1961,
require special attention in the matter of their preservation and safe custody. These papers are:

1) The packets of unused ballot papers with counter foil attached thereto;
2) The packets of used ballot papers whether valid, tendered or rejected; (This also includes
the packets in which covers containing postal ballot papers received late are kept)
3) The packets of the counter foils of used ballot papers.
4) The packets of the marked copy of electoral roll and
5) The packets of the declaration by electors and the attestation of their signature.

The packets at items(2) and (5) shall be sealed by you with your own seal immediately after
counting of the votes is over and with the secret seal which will be supplied by the State Election
Commission. The secret seal will be in addition to the seals if any put on this packet by such of the
candidates, their election agents and counting agents as may desire to affix their seals thereon.

All the packets under items (1), (3) & (4) and the packets of tendered votes which are
received from the Presiding Officers of polling stations in sealed packets should be again sealed by
you immediately with secret seal of the Commission and placed in a different steel trunk or trucks.

You should put a responsible officer-in-charge for the supervision of the actual sealing of
these packets otherwise, there is possibility of important election papers going astray which will
create complications and confusion later.

Each steel trunk shall be locked with two locks and each lock shall be sealed. You should
ensure that the secret seal of the Commission is put on packets only and not on any of the locks of
the Steel trunk or trunks.

Immediately after the declaration of the result of the election, you should arrange to deposit
them in safe custody in the Treasury/Sub-treasury under double lock on the same day and in any
case not later than the noon of the following day. Each steel trunk shall be locked with two locks
.The secret seal should be put only on Packets. The key of one of the locks of each trunk will be

Page 50
entrusted to the Treasury Officer or an Officer in the Treasury/Sub-Treasury authorized under the
Treasury Code and the key of the other lock of each trunk should be kept by District Commissioner
or by a senior Officer nominated for the purpose by the District Commissioner.

After the packets required to be sealed with the secret seal of the ASEC are sealed, the
secret seal should be put into a separate packet which should be sealed with the seal of each of the
candidates, their election agents on counting agents, as may desire to affix their seals thereon.
Thereafter the packet containing the secret seal of the Commission should be returned immediately
to the Commission by registered insured post and in any case not later than 24 hours after the
counting of votes is completed.

Page 51
 CHAPTER- XV

DECLARATION AND PUBLICATION OF ELECTION RESULTS

INTRODUCTORY

I. After the counting has been completed in all aspects, you have to proceed to make the
formal declaration of result of election.
II. Before proceeding to do so, you must, however, verify and satisfy yourself that there is no
case of any kind of unresolved cases which requires to be referred to the State Election
Commission for further directions.
III. After the counting of votes in all respects, you may declare the result of counting of votes as
per provisions under Rule 44 of the Assam Panchayat (Constitution) Rules,’1995.
FORM OF DECLARATION OF RESULT

The formal declaration of result should be made by the District Commissioner in the
prescribed Form under Rule 44(7) in Form IX -A, Form IX -B of the case may be.

The date to be given in the declaration should be the date on which result of the election is
declared.

AUTHORITIES TO WHOM COPIES OF DECLARATION SHOULD BE SENT

Immediately after the declaration of result, the District Commissioner should send copies of
declaration of result( in the prescribed forms) to the Assam State Election Commission.

Page 52
 CHAPTER- XVI

RETURN AND FORFEITURE OF DEPOSITS

CONDITIONS FOR RETURN

The deposit made by a candidate shall be returned if the conditions are satisfied under Rule 23(2) of
Assam Panchayat (Constitution) Rules,’1995.

N.B.: (1) Rule 23(4) : If the candidate polls exactly 1/8 th of the total number. of valid votes cast
by all the candidates, the deposit shall not be refunded.

(2) If the candidate is elected, the deposit shall be refunded even if they did not poll more
than 1/8th of the total valid votes polled by all the candidates.

Page 53
 CHAPTER- XVII

ACCOUNTS OF ELECTION EXPENSES

Refer to letter of ASEC .No SEC. 63/2022/Pt/212 , every candidate contesting in the
Panchayat Election is required to keep, either by himself or by his election agent, a separate and
accurate account of all election related expenditure in connection with the election incurred or
authorised by him or by his election agent between the date on which he has been nominated and
the date of declaration of result of the election,( both dates inclusive).

Further, Refer to ASEC Notification No SEC.1/2023/Pt/83 dated 27-11-2024, all contesting

candidate shall submit the is statement of expenditure to the ASEC through the District
Commissioner within 60 days from the date of declaration of result.

As soon as a candidate files his nomination paper. The candidate shall maintain his day to
day account of election expenses in that Register itself and in no other document. The election
expenditure register shall be maintained as per forms and format specified in the aforementioned
ASEC, Notification .

ONLY CONTESTING CANDIDATE TO LODGE ACCOUNTS

Though every candidate is required to keep an account of his election expenses as aforesaid,
it is only the contesting candidates who are required to lodge their accounts of election expenses.

If a candidate contests election for more than one seat, he is required to keep and also lodge
a separate account of his election expenses in respect of each seat.

All documents such as vouchers, receipts, acknowledgments etc. in support of the

expenditure incurred shall be maintained in correct chronological order.

The day-to-day account as maintained by a candidate in the aforesaid Format and Register
as mentioned in Para 34 of the ASEC Notification No SEC.63/2022/Pt/212 dated 7-1-2025 together
with the supporting documents shall be made available by the candidate for inspection at any time
during the process of election to the District Commissioner concerned or an Election Observer, if so
requires.

Failure on the part of a candidate to produce the records register and the supporting
documents for inspection on demand should be treated as major default on his part and result in
may legal action.

VOUCHERS TO BE FILED WITH ACCOUNTS

Every candidate should lodge along with the account a voucher for every item or
expenditure unless the nature of the case is that it is not practicable to obtain vouchers, e.g.
postage railway travel and the like. All vouchers should be serially numbered by the candidate or
their election agent.

Page 54
VOUCHER TO BE SIGNED

Each supporting vouchers lodged with the account shall be signed in full by the candidate or
by their election agent.

LAST DATE FOR FILLING ACCOUNTS

The accounts should be lodged by the candidate within 60 days from the date of the election
result declaration .

N.B. (1) In computing the period of 60 days, the date on which you declared the returned
candidate elected should be excluded.

(ii) If the 60 th day so computed is a Sunday or other holiday or your office is closed on that
day, the account of election expenses may be lodged on the next working day on which
your office opens .The account will be deemed to have been lodged in time in such
cases.

MEANING OF DATE OF ELECTION

The 'date of election' of a returned candidate is the date on which you declared him to have
been elected whether it was a contested or an uncontested election.

Page 55
56
57
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
117
118
119
120
121
122
123
124
125
126
127
128
129
130
131