Compendium of Instructions On ERs EPIC SLA Computerisation

COMPENDIUM OF INSTRUCTIONS
ON
ELECTORAL ROLLS, EPIC, SLAs
&
COMPUTERISATION
2006
(UPTO MAY, 2006)
Nirvachan Sadan, Ashoka Road

New Delhi-110 001
CONTENTS
Sl. No. Letter No. Date Subject Page
No.
ELECTORAL ROLLS
1 22/2/2003-PLN-II 08.12.2003 Direction for disposal of electoral rolls and

connected papers - regarding. (addressed to
CEOs of all States and UTs)
2 22/2/2003-PLN-II 08.12.2003 Direction for disposal of electoral rolls and
connected papers - regarding. (addressed to
Secy., Ministry of Law, (Legislative
Department), New Delhi)
3 22/2/2004/PLN-II, 20.01.2004 Free supply of copies of electoral rolls to recognized
political parties - Directions under Rule 22 (1) (c) of
the Registration of Electors Rules, 1960
4 23/Summary/2003- 21.01.2004 Summary revision of electoral rolls w.r.t. 01.01.2004 -

PS-II acceptance of claims and objections in bulk -
Regarding
5 23/ER-Revised 21.01.2004 Pilot projects for printing electoral rolls along with the
Format/2003/PLN-II photographs of electors
6 30/2004-PLN-II 09.03.2004 Voting right for Indian Gulf Expatriates - Regarding
7 PS/SEC(nm)/2004 18.03.2004 General Election to Lok Sabha, 2004 - Setting up of

help lines in urban areas - regarding
8 576/2/2004-PLN-II 23.03.2004 Preparation and publication of electoral rolls in the

NCT of Delhi
9 23/ER-Revised- 14.05.2004 Pilot Project for printing electoral rolls with the
Format/2003/PLN-II photograph of electors
10 218/4/2004-PLN.II 20.05.2004 Revision of Electoral Rolls – Payment of

remuneration/honorarium – Regarding.
11 23/ER-Summary/ 02.06.2004 Special Summary Revision of Electoral Rolls w.r.t.01-

2004- PLN-II 01-2005 as qualifying date (in Andhra Pradesh, Bihar,
Chhattisgarh, Goa, Gujarat, Haryana, Himachal
Pradesh, Jharkhand, Karnataka, Kerala, Madhya
Pradesh, Maharashtra, Orissa, Punjab, Rajasthan,
Sikkim, Tamil Nadu, Uttar Pradesh, Uttaranchal, West
Bengal, Andaman & Nicobar Islands, Chandigarh,
Daman & Diu, Dadra & Nagar Haveli, NCTD,
Lakshadweep and Pondicherry) This has been
followed by a letter dated 19.06.2004 forwarding
therewith the guidelines
12 23/ER-Intensive/ 02.06.2004 Intensive Revision of Electoral Rolls w.r.t. 01-01-2005

2004-PLN-II as qualifying date (in Arunachal Pradesh, Assam,
J&K, Manipur, Meghalaya, Mizoram, Nagaland &
Tripura)
13 04.06.2004 National Register of Voters in digital form

2004-PLN-II as qualifying date (in Manipur, Meghalaya, Mizoram,
Nagaland & Tripura)

2004-PLN-II as qualifying date (in Assam)

2004-PLN-II as qualifying date 9 (in J&K)
17 23/ER-Revised 08.07.2004 Pilot Project for printing electoral rolls with the
Format/WB/2004- photograph of electors (in West Bengal)
PLN-II,
18 23/ER-Revised 15.07.2004 Pilot Project for printing electoral rolls with the
Format/2003/PLN-II, photograph of electors [in all States/UTs (Except
Arunachal Pradesh, Maharashtra and Kerala)]
19 22/2/KL/2004/PLN-II 23.07.2004 Printing of Electoral Rolls with Photograph of Electors

-regarding (Kerala)
20 2AS/2004 29.07.2004 Intensive Revision of Electoral Rolls with reference to
01-01-2005 as the qualifying date – Guidelines &
Programme
21 434/1/2004/PLN-II 11.08.2004 Revision of Electoral Rolls w.r.t. 01.01.2005 as the

qualifying date - Adequate staff & ban on transfers
22 23/2002/PLN-II 11.08.2004 Utilisation of the postal services in preparation

/revision of electoral rolls – regarding
23 23/TN/2004-PLN-II 16.08.2004 Electoral Rolls - Suggestions put forth on the floor of

Tamil Nadu Legislative Assembly -Regarding
24 22/2/2004-PLN-II 23.08.2004 Revision of electoral rolls - procedure for filing claims

and objections
25 23/2002-PLN-II 23.08.2004 Utilization of the Postal Services in preparation /

revision of electoral rolls for Election Commission
26 23/2004-PLN-II 23.08.2004 Electoral Roll Management - use of services of Post

Offices - regarding (all States and Union Territories
except Arunachal Pradesh & Maharashtra)
27 23/ER-intensive/2004 25.08.2004 Intensive revision of electoral rolls with reference to 1-

-PLN-II 1-2005 as the qualifying date – regarding (in Assam)
28 23/ER-Intensive/ 25.08.2004 Intensive revision of electoral rolls with reference to 1-

2004-PLN-II 1-2005 as the qualifying date – regarding (Manipur,
Meghalaya, Mizoram, Nagaland and Tripura)
29 23/ER-J&K/Intensive/ 25.08.2004 Intensive revision of electoral rolls with reference to 1-

2004-PLN-II 1-2005 as the qualifying date (in J&K)
30 PS/DIR(IS)/2004 31.08.2004 Zonal conference of various Jt. CEOs and SLAs
31 22/2/KL/2004/PLN-II 08.09.2004 Printing of Electoral Rolls with Photograph of Electors

-regarding (Kerala)
32 100/ER/2004-PLN-II 08.09.2004 Revision of electoral rolls w.r.t. 01.01.2005 as
qualifying date - change of schedule in
constituencies having bye-elections (in Andhra
Pradesh, Assam, Goa, Gujarat, Himachal Pradesh,
Karnataka, Manipur, Madhya Pradesh, Nagaland,
Punjab, Rajasthan, Uttar Pradesh, West Bengal and
NCT of Delhi)

constituencies having bye-elections (in Bihar)
34 23/ER-Summary/ 10.09.2004 Special Summary Revision of Electoral Rolls w.r.t.

2004-PLN-II 01.01.2005 as the qualifying date (in Pondicherry)

constituencies having bye-elections (in Nagaland)
36 23/2002-PLN-II 16.09.2004 Electoral Roll Management - Use of Services of Post

Offices - reg.
37 PS/DIR(IS)/2004 16.09.2004 Using RDS (Rural Digital Services) Kiosks in Mandya

Taluka, Karnataka for electoral list revision
38 22/2/HR/2004/PLN-II 16.09.2004 Printing of Electoral Rolls with Photograph of

Elector4s - regarding (in Haryana)
39 PS/DIR(IS)/2004 17.09.2004 Time bound implementation of issues discussed

during recent round of zonal conferences
40 23/2004-PLN-II(Spl. 30.09.2004 Special Summary Revision of Electoral Rolls w.r.t.

Summary) 01-01-2005 as qualifying date - filing of applications
in bulk - clarification - regarding (in Andhra Pradesh)
41 23/TP/2004-PLN-II 08.10.2004 Intensive revision of electoral rolls w.r.t. 01-01-2005

as qualifying date - regarding (in Tripura)
42 23/ER-Revised 08.10.2004 Printing of Electoral Rolls with Photograph of

Format/HP/2004/ Electors - regarding (in Himachal Pradesh)
PLN-II
43 22/2/HP/2004/PLN-II 25.10.2004 Printing of Electoral Rolls with Photograph of

Electors - regarding (in Himachal Pradesh)
44 23/NGO/2004-PLN-II 26.10.2004 Special Summary Revision of Electoral Rolls - 2005 -

Regarding (in Karnataka)
45 23/ER/Summary/ 02.11.2004 Summary revision of Electoral Rolls - regarding (in

2004-PLN-II Andhra Pradesh, Goa, Gujarat, Himachal Pradesh,
Karnataka, Punjab, Uttaranchal, Uttar Pradesh and
West Bengal)
46 2/2/2002-PLN-II 05.11.2004 Electoral Rolls - procedure for inclusion/deletion of

entries in the electoral roll (in Maharashtra)
47 23/ER-Summary/ 05.11.2004 Summary Revision of Electoral Rolls regarding (in

2004- PLN-II West Bengal)
48 23/2004-PLN-II 09.11.2004 Electoral rolls - Inclusion/deletion of names after final
publication - regarding (in NCTD)
49 22/2/POND/2004/ 17.11.2004 Printing of Electoral Rolls with Photograph of

PLN-II Electors - regarding (in Pondicherry)

2004-PLN-II 01.01.2005 as the qualifying date (in Pondicherry)
51 23/ER-Revised 23.11.2004 Pilot project for printing of electoral rolls with

Format/TN/2004 photograph of electors - regarding (in Tamil Nadu)
-PLN-II
52 24/2004-PLN-II 25.11.2004 Summary revision of last part of electoral rolls
relating to service voters with reference to01.01.2005
as the qualifying date
53 23/ER-R.Format/PB/ 25.11.2004 Printing of Electoral Rolls with Photograph of

2004-PLN-II Electors - regarding (in Punjab)
54 23/ER-Intensive/2004- 29.11.2004 Intensive Revision of Electoral Rolls w.r.t. 01.01.2004

PLN-II as qualifying date - regarding (in Assam)
55 23/AP/2004-PLN-II 01.12.2004 Preservation of Electoral Rolls (in Andhra Pradesh)
56 23/MR/2004/PLN-II 02.12.2004 Intensive Revision of electoral rolls - regarding (in

Manipur)
57 PS/DIR(ADMN) 07.12.2004 Setting up of Kiosks - regarding
58 23/DL/2004/PLN-II 24.12.2004 Information for printing Header Page of the Electoral

Roll after integration (in NCTD)
59 23/DL/2004/PLN-II 24.12.2004 Electoral rolls - Extension of Citizen Service Bureau -

regarding (in NCTD)
60 23/KL/2004/PLN-II 30.12.2004 Special Summary revision of electoral rolls w.r.t. 01-

. 01-2005 as the qualifying date – change in schedule
– regarding (in Kerala)
61 22/2/2004/PLN-II 05.01.2005 Revision of Electoral Rolls - deletion of names of

dead voters - regarding
62 23/DL/2004-PLN-II 01.02.2005 Preservation of Old Data of Electoral Rolls (in NCTD)
63 23/2003/Vol.IV/PLN-II 01.02.2005 Setting up of Kiosks - regarding (in Tamil Nadu)
64 23/2002/PLN-II 01.02.2005 Revision of electoral rolls with reference to 1-1-2005

- Utilization of Postal Department - Regarding (in
Tamil Nadu)
65 22/2/2004-PLN-II 11.03.2005 Revision of Electoral Rolls - deletion of names of

dead voters - regarding
66 23/TN/2005 22.03.2005 Revision of Electoral Rolls with 1.1.2005 as

qualifying date - Supplementary Instructions (in Tamil
Nadu)
67 23/TN/2005 23.03.2005 Revision of Electoral Rolls with 1.1.2005 as
qualifying date - Clarifications - regarding (in Tamil
Nadu)
68 23/ARIUN/2004- 23.03.2005 Intensive Revision of Electoral Rolls w.r.t. 01-01-

PLN-II 2005 as the qualifying date in the State of Arunachal
Pradesh - Regarding
69 23/MT/2004-PLN-II 01.04.2005 Special summary of Electoral Rolls w.r.t. 01-01-2005

as the qualifying date in the State of Maharashtra -
Regarding
70 23/ARUN/2004-PLN-II 03.05.2005 Intensive Revision of Electoral rolls w.r.t. 01-01-2005

as the qualifying date in the Stare of Arunachal
Pradesh - Regarding
71 23/2002 -PLN-II 09.06.2005 Record of discussion of the meeting held on 3rd May,
2005 with Depart of Posts with regard to revision of
electoral rolls held in Nirvachan Sadan
72 23/TN/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding

(in Tamil Nadu)
73 23/AS/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding

(in Assam)
74 23/J&K/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding

(in Jammu & Kashmir)
75 23/NL/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding

(in Nagaland)
76 23/JCENSUS/2005/ 21.06.2005 Supply of projected population figure, 2005 -

PLN-II Regarding
77 22/2/RJ/2004/PLN-II 23.06.2005 Printing of Electoral Rolls with Photograph of electors

- regarding (in Rajasthan)
78 23/Continuous 05.07.2005 Continuous Updating of electoral rolls - maintenance

Upgradation/2005- of Registers for applications for inclusions, deletions
PLN-II and corrections in finally published electoral rolls -
regarding
79 464/BR-LA/2005 10.08.2005 Deletion of names of electors declared as

absconders, etc.
80 23/ER-R.Format/HR/ 17.08.2005 Revision of electoral rolls – preparation of rolls in the

2004-PLN-II revised format with the photographs of the electors -
Regarding
81 23/ER-Intensive/2005- 22.08.2005 Intensive Revisions of Electoral Rolls w.r.t. 01-01-

PLN-II 2006 as qualifying date (in Goa, Gujarat, Punjab,
Uttar Pradesh and Uttaranchal)
82 23/ER-Summary2005- 22.08.2005 Special Summary Revisions of Electoral Rolls w.r.t.

PLN-II 01-01-2006 as qualifying date (in Andhra Pradesh,
Himachal Pradesh, Jharkhand, Karnataka, Kerala,
Manipur, Meghalaya, Mizoram, Orissa, Rajasthan,
Sikkim, Tripura, West Bengal, A&NI, Chandigarh,
Lakshadweep and Pondicherry)
83 23/Continuous 30.08.2005 Continuous Updating of electoral rolls - regarding (in
Upgradation/2005- West Bengal)
PLN-II
84 22/2/WB/2004/PLN-II 03.09.2005 Printing of Electoral Rolls with Photograph of electors
- regarding (in West Bengal)
85 434/1/2005/PLN-II 06.09.2005 Revision OF Electoral Rolls w.r.t. 01.01.2006 as the

qualifying date - Adequate staff & ban on transfers (in
Andhra Pradesh, Arunachal Pradesh, Goa, Gujarat,
Haryana, Himachal Pradesh, Jharkhand, Karnataka,
Kerala, Manipur, Meghalaya, Mizoram, Orissa,
Punjab, Rajasthan, Sikkim, Tripura, Uttar Pradesh,
Uttaranchal, West Bengal, A&NI, Chandigarh,
86 23/ER-Intensive/2005- 07.09.2005 Intensive Revision of Electoral Rolls w.r.t. 01-01-

PLN-II 2006 as qualifying date (in Goa, Gujarat, Punjab,
Uttar Pradesh and Uttaranchal)
87 22/2/RJ/2004/PLN-II 13.09.2005 Preparation of Electoral Rolls with Photograph of

Electors (in Rajasthan )
88 23/WB/2005/PLN-II 13.09.2005 Reflection of EPIC number against electors in Mother

Roll or the supplementary of continuation updation
(in West Bengal)
89 23/ER-Summary2005- 16.09.2005 Special Summary Revisions of Electoral Rolls w.r.t.

PLN-II 01-01-2006 as qualifying date (in Andhra Pradesh,
Himachal Pradesh, Jharkhand, Karnataka, Kerala,
Manipur, Meghalaya, Mizoram, Orissa, Rajasthan,
Sikkim, Tripura, West Bengal, A&NI, Chandigarh,
90 22/2/HP/2005-PLN-II 21.09.2005 Printing of Electoral Rolls with Photograph of electors

- regarding (in Himachal Pradesh)
91 37/LC/2005-PLN III 23.09.2005 Biennial Election to Legislative Council from

Graduates' and Teachers' Constituencies -
Preparation of Electoral Rolls w.r.t. 01.11.2005 as
the qualifying date (in Maharashtra)
92 37/LC/2005-PLN III 23.09.2005 Biennial Election to Legislative Council from

Graduates' and Teachers' Constituencies -
Preparation of Electoral Rolls w.r.t. 01.11.2005 as
the qualifying date (in Karnataka)
93 23/ARUN/2005-PLN-II 27.09.2005 Intensive Revision of electoral rolls, 2006 - regarding

(in Arunachal Pradesh)
94 22/2/WB/2004-PLN-II 27.09.2005 Printing of Electoral Rolls with Photograph of electors

- regarding (in West Bengal)
95 23/ER/-R Format/ 05.10.2005 Printing of Electoral Rolls with Photograph of electors

JKD/2004-PLN-II - Regarding (in Jharkhand)
96 218/4/2005-PLN-II 10.10.2005 Revision of Electoral Rolls - Payment of

remuneration - Regarding
97 22/2/2005/PLN-II 17.10.2005 Clarifications regarding the print format of electoral

rolls
98 23/ER-Intensive/2005/ 20.10.2005 Intensive revision of electoral rolls w.r.t. 1.1.2006 as
PLN-II qualifying date in the State of Punjab - 20-Ajnala,
Assembly Constituency - regarding

2005/PLN-II 01-10-2006 as qualifying date - regarding (in Tamil
Nadu)
100 434/1/2005/PLN-II 21.10.2005 Revision of Electoral Rolls w.r.t. 01.01.2006 as the

qualifying date - Adequate staff & ban on transfers
(inTamil Nadu)

2005/PLN-II 01-01-2006 as qualifying date - regarding (in Assam)
102 24/2005-PLN-II 14.11.2005 Summary revision of last part of electoral rolls

relating to service voters with reference to
01.01.2006 as the qualifying date
103 23/R.Format/AP/2004 16.11.2005 Revision of electoral rolls - preparation f rolls in the

-PLN-II revised format with the photographs of the electors -
Regarding (in Andhra Pradesh)
104 23/As/2005-PLN-II 16.11.2005 Special Summary Revision of Electoral Rolls w.r.t.

01-01-2006 as qualifying date - regarding (in Assam)
105 30/2005-PLN-II 05.12.2005 Revision of Electoral Roll - authorities competent for

investigating into complaints & order action for
breach of official duty - regarding (in Goa)

breach of official duty - regarding (all States/UTs)

breach of official duty - regarding (in Goa)
108 23/ER-Intensive/2005 06.12.2005 Revision of Electoral Rolls w.r.t. 01-01-2006 as the

-PLN-II qualifying date - regarding (in UP)
109 22/2/J&K/2005 22.12.2005 Language of electoral rolls for Jammu and Kashmir

rolls (All States & UTs)
111 22/2/GJ/2004.PLN-II 26.12.2005 Printing of Electoral Rolls with Photograph of electors

- regarding (in Gujarat)
112 23/2006/PLN-II 16.01.2006 Electoral Rolls - Applications for inclusion for the first
time - regarding (All States & UTs)

rolls (All States & UTs)
114 23/Appellate Officers/ 13.03.2006 Revision of Electoral Rolls - Appointment of

2006-PLN-II Appellate Officers under rule 23 of Registration of
Electoral Rules, 1960 - Regarding
115 23/2006-PLN-II 16.03.2006 Revision of electoral rolls – Disposal of claims and
objection.
116 22/2/2006-PLN-II 24.03.2006 Printing of electoral rolls – Supply of copies to
recognized political parties, their candidates, and
Observers and preparation of Marked copy of
electoral roll – regarding
117 23/Photo roll/2006- 01.04.2006 Preparation and printing of photo electoral rolls – us
PLN-II for conduct of poll – regarding
118 218/4/2006/PLN-II 12.04.2006 Revision of electoral rolls- Payment of

remuneration/honorarium – Regarding
119 22/2/KT/2006-PLN-II 22.04.2006 Revision of electoral rolls w.r.t. 01/0102006 as the

qualifying date – Approval of print format of electoral
rolls - Regarding
120 22/2/UTT/2006-PLN-II 25.04.2006 Revision of electoral rolls w.r.t. 01/0102006 as the
qualifying date – Revised format of electoral rolls –
Approval of sample – Regarding
121 22/MP/2006 01.05.2006 Revision of Electoral Rolls w.r.t. 1-1-2006 as the
qualifying date – Print format of electoral rolls –
Regarding.
122 22/2/2006-PLN-II 05.05.2006 Printing of electoral rolls – Supply of copies to
recognized political parties, their candidates, and
Observers and preparation of Marked copy of
electoral roll – regarding
123 22/2/GJ/2006 16.05.2006 Intensive revision of electoral rolls 2006 – Approval

of the Revised Format of electoral rolls – regarding.
124 22/2/HP/2006 30.05.2006 Revision of electoral rolls w.r.t. 1-1-2006 as the

qualifying date – Revised format Format of photo
electoral rolls – regarding.
ELECTORAL PHOTO IDENTITY CARDS
125 23/ID/2004/PLN-II 28.01.2004 Clarification On The Resolution Of Cameras For

Taking Photographs Of EPIC (In Manipur) (Copy of
this letter sent to CEO Pondicherry vide
No.23/ID/o005-PLN-II, dated 05.08.2005)
126 23/ID/DL/2003-PLN-II 29.07.2004 Electors Photo Identity Card to Electors - regarding

(in NCTD)
127 23/ID/2004/PLN-II 30.08.2004 Electors Photo Identity Cards Programme -
conversion of image data of 1995 campaign -
regarding (in Andhra Pradesh)
128 23/ID/DL/2004-PLN-II 01.02.2005 Floating of Open Tender for preparation and issue of
Photo Identity Cards - regarding (in NCTD)
129 23/ID/UP/2005-PLN-II 24.05.2005 EPIC - Supply of certified copy - regarding (in Uttar
Pradesh)
130 23/ID/DL/2005-PLN-II 12.09.2005 Preparation & Issue of Electors Photo Identity Cards
- Documents necessary for identification of electors
at DPL - Regarding (in NCTD)
131 23/ID/DL/2005-PLN-II 17.10.2005 Preparation & Issue of Electors Photo Identity Cards
- Documents necessary for identification of electors
at DPL - Regarding
132 23/ID/2005-PLN-II 06.12.2005 Electors Photo Identity Cards - issue of duplicate

cards - regarding (in Tamil Nadu)
133 23/LA-KL/2005 09.12.2005 Revision of Electoral Rolls - Issuance of EPIC Cards
134 23/ID/Megh/2006/PLN 29.03.2006 Implementation of EPIC programme - regarding

-II
135 23/ID/2006-PLN-II 17.04.2006 Electors Photo Identity Cards – Issue of Duplicate
Cards – regarding
136 23/ID/AP/2006-PLN-II 20.04.2006 Implementation of EPIC Programme - Proposed
campaign in 2006 - regarding
STATE LEVEL AGENCY
137 23/SLA/2003-PLN-II 02.06.2004 Appointment of SLA for computerization of Electoral

Rolls and EPIC - regarding
138 23/SLA/2003-PLN-II 07.12.2004 Appointment of SLAs/extension till 2005
139 23/SLA/2003-PLN-II 02.02.2005 Appointment of SLA - regarding (in Pondicherry)
140 23/SLA/2003-PLN-II 02.02.2005 Appointment of SLA - regarding (in Punjab)
141 23/SLA/2003-PLN-II 09.03.2005 Appointment of SLA - regarding (in Tamil Nadu)
142 23/SLA/2003-PLN-II 09.03.2005 Appointment of SLA - regarding (in NCTD)

143 485/COMP/8/2003 31.03.2005 Extension of contract of existing SLA.
144 No.23/SLA/2006-PLN- 31.05.2006 Extension of contract of existing SLA – Regarding

II
COMPUTERISATION
145 23/97/PLN-II 20.09.1997 Summary Revision of Electoral Rolls, 1998 - Third

set of Instructions "Guidelines of Election
Commission of India-3"
146 485/Stats/Comp/16/ 21.08.1998 Computerisation of Electoral Rolls - Guidelines on
98 Preparation of CD-ROMs
147 485/Stats/Comp/16/ 24.08.1998 Computerisation of Electoral Rolls - Revision of

98 computer equipment
148 485/Stats/Comp/16/ 10.09.1998 Computerisation of Electoral Rolls - Continuous

98 updating of Electoral Rolls, 1998
149 485/Comp/16/98 11.02.1999 Computerisation of Electoral Rolls - Specifications of

computer equipment - Revision
150 485/Comp/16/98 04.03.1999 Computerisation of Electoral Rolls & Electors Photo

Identity Cards - Specifications for additional
equipment
151 485/Comp/16/98 09.06.1999 Revision in Specifications of Computer Equipment for
the offices of CEO and DEOs
152 485/Stats/Comp/16/ 24.06.1999 Special Revision, 1999 - Computerisation of Electoral

99 Rolls
153 485/Comp/16/99 30.08.1999 Providing Data of General Elections, 1999 on

Website
154 485/Comp/16/99 31.08.1999 Providing Electoral Roll Data on Website
155 218/3/99-PLN-IV 24.12.1999 Computerisation of Electoral Rolls - Requirement of

Funds
156 485/Comp/16/99 24.12.1999 Summary Revision, 2000 - Computerisation of
Electoral Rolls
157 485/Comp/4/2000 14.01.2000 Bye-Elections, 2000 - Flow of Data - regarding
158 485/Comp/4/2000 18.01.2000 State Elections, 2000 - Arrangements for Flow of

Data
159 485/Comp/16/2000 16.05.2000 Status Report on Computerisation of Electoral Roll
160 485/Comp/16/2000 26.06.2000 Computerisation of Electoral Rolls and EPIC

Programmes - Control Tables - regarding
161 485/Comp/16/2000 29.09.2000 Computerisation of Electoral Rolls - Revision 2001 -

regarding
162 485/Comp/16/2000 17.10.2000 Computerization of Electoral Rolls - Specifications of

Computer Equipment - Revision
163 485/Comp./25/2003 09.09.2003 Optimum Utilization of Computer and Communication

Infrastructure at Nirvachan Sadan
164 23/AP/2004/PLN-II 03.02.2004 Instructions regarding Purchase of hardware and

software
165 23/AP/2004/PLN-II 13.02.2004 Modifications of entries in the Computerised

database - Regarding
166 23/TN/2004/PLN-II 24.03.2004 Upgradation/New Purchase of Hardware and

Software for use in the O/o the Chief Electoral Officer
and District Election Officers in the District - Allocation
of Funds - Regarding
167 PS/DIR(IS)/2004 07.04.2004 Verification of Software developed by AP Technical

Services Limited(APTSL) for randomization, Polling
Party formation and Polling station allocation to the
Polling Parties
168 23/SEC/RJ/2004- 10.08.2004 Concurrence of Election Commission of India to

PLN-II provide the computerized database of Electoral Rolls
of Jaipur District to the State Election Commission of
Rajasthan
169 23/WEB/2004-PLN-II 15.09.2004 Conversion of MS Access database into SQL

database - Regarding (in NCTD)
170 23/SEC/KT/2004- 04.01.2005 Providing of database of Electoral Rolls of the State

PLN-II of Karnataka to the SEC, Karnataka
171 23/ODB/2005-PLN-II 13.01.2005 Use of voters database - Regarding
172 23/ODB/2005-PLN-II 01.03.2005 Providing database of the electoral rolls - regarding

(in Karnataka)
173 218/3/ER-COM/2004/ 09.03.2005 Computerization of Electoral Rolls - requirement of

PLN-II funds
174 23/SEC/RJ/2004- 06.04.2005 Concurrence of Election Commission of India to
PLN-II provide the computerized database of Electoral Rolls
- regarding (in Rajasthan)
175 23/ID/AP/2003-PLN-II 20.04.2005 Sharing of EPIC database - regarding (in Andhra

Pradesh)
176 23/SEC/KL/2005- 25.04.2005 Providing database of the electoral rolls of the State
PLN-II of Kerala - regarding
177 PS/DIR(A)/2005 29.06.2005 Fixing a uniform rates for PSCD
178 23/SEC/2005-PLN-II 04.07.2005 Sharing of electoral roll database - regarding
179 PS/DIR(A)/2005 02.11.2005 Issues discussed during meetings of Joint CEOs and
SLAs held on 24th and 25th of May 2005, and during
Quality Check Drive (August-September 2005) -
Follow up action -
180 23/SEC/2006-PLN-II 31.03.2006 Sharing of electoral roll & EPIC database with
various Government Departments – Guidelines –
Regarding
ELECTORAL ROLLS
ITEM NO. 1
Election Commission's letter No.22/2/2003/PLN-II, dated 08.12.2003 addressed to Chief Electoral

Officers of all States and Union Territories
Subject: Direction for disposal of electoral rolls and connected papers - regarding.
I am directed to forward herewith a copy of the direction issued by the Commission under
sub-rule (2) of rule 34 of the Registration of Electors Rules, 1960, regarding disposal of electoral rolls
and connected papers. The Direction may be brought to the notice of all Electoral Registration
Officers and other concerned for future compliance.
2. Kindly acknowledge receipt and forward one copy of the instructions issued in the matter to
the Commission for its reference and record.
COPY
ELELCTION COMMISSION OF INDIA

Nirvachan Sadan, Ashoka Road, New Delhi - 110 001
No. 22/2/2003-PLN-II Dated 8th December, 2003

17 Agrahayana, 1925 (S)
DIRECTIONS
Whereas, as per the provisions of sub-rule (2) of rule 34 of the Registration of Electors Rules,
1960, the copies of the electoral roll for any constituency in excess of the number required for deposit
under Rule 32 and for any other public purpose shall be disposed of at such time and in such manner
as the Election Commission may direct and until such disposal shall be made available for sale to
public;
In exercise of the powers conferred by the above referred sub-rule (2) of Registration of
Electors Rules, 1960, the Election Commission of India hereby directs that the copies of the electoral
rolls of any constituency in excess of the number required for deposit under Rule 32 and for any other
public purpose shall be disposed of after a period of three months from the date of final publication of
electoral rolls after next intensive revision of that roll.
By order,
(K.R. PRASAD)
SECRETARY
ELECTION COMMISSION OF INDIA
ITEM NO. 2
Election Commission's letter No.22/2/2003/PLN-II, dated 08.12.2003 addressed to the Secretary to

the Govt. of India, Ministry of Law & Justice, (Legislative Department), Shastri Bhavan, New Delhi.
Subject: Direction for disposal of electoral rolls and connected papers - regarding.
With reference to your letter No.G.27031(1)/92-B&A dated 1st October, 2003, on the above
subject, I am directed to say that as per provisions of sub-rule (2) of rule 34 of the Registration of
Electors Rules, 1960 copies of the electoral roll for any constituency in excess of the number required
for deposit under rule 32 and for any other public purpose shall be disposed of at such time and in
such manner as the Election Commission may direct and until such disposal shall be made available
for sale to public.
The Commission has since issued directions on 8th December, 2003, that copies of the roll for
any constituency in excess of the number required for deposit under rule 32 of the R.E.Rules, 1960
can be disposed of after a period of three months from the date of final publication of the electoral
rolls after next intensive revision of that rolls.
In view of the above direction of the Commission, the proposal of CEO, Punjab for disposal of
surplus copies of electoral rolls relating to the year 1995 to 2002 may be accepted.
ITEM NO. 3
Election Commission's letter No.22/2/2004/PLN-II, dated 20.01.2004 addressed to Chief Electoral

Subject: Free supply of copies of electoral rolls to recognized political parties - Directions
under Rule 22 (1) (c) of the Registration of Electors Rules, 1960.
Sir,
Rule 22 (1)(c) of the Registration of Electors Rules, 1960, provides that, subject to such
general or special directions as may be given by the Election Commission, two copies of the rolls, as
finally published with the list of amendments, if any, shall be supplied free of cost to every political
party for which a symbol has been exclusively reserved by the Election Commission. In pursuance of
the said provisions the Election Commission had issued the following directions vide its letter
No.22/2/84, dated 24.09.1984: -
(i) The Electoral Registration Officer shall supply free of cost to every political party for
which a symbol has been exclusively reserved in the State by the Election Commission,
two copies of each separate part of the electoral rolls, as finally published, with the list of
amendments, if any;
(ii) The copies of electoral rolls supplied to the political parties should be duly authenticated.
Further, in the case of general election to the Lok Sabha/Legislative Assembly, copies of
electoral rolls shall be supplied to the political parties, free of cost, immediately on
announcement of the general election and in any event on or before the last day fixed for
filing of nomination for the general election;
(iii) Whenever a bye-election is held from a particular constituency two copies of the
electoral rolls shall be supplied to the recognised political parties free of cost in case rolls
if revised before the bye-election have not been supplied earlier to the political parties."
The above direction of the Commission was issued with the intention that the recognised
political parties should have the up-to-date electoral rolls at the time of poll and as additions and
deletions are made from time to time even after final publication till the last date for filing the
nominations, such free supply of two copies of electoral rolls complete in all respects should be made
as soon as the holding of the general elections is announced by the Commission and not immediately
after the final publication. The instructions contained in para 7 of Chapter VI of Electoral Registration
Officer's Handbook printed in 1993 are based on the above direction of the Commission.
To bring transparency and greater accessibility of electoral rolls soon after the final
publication of electoral rolls, the Commission has taken certain decisions to make improvements in
the electoral roll management. The earlier practice was to publish only the draft rolls for inspection at
designated polling station locations during the period for filing claims and objections. The final rolls
were, however, not available for inspection at any other place besides the offices of EROs. The
Commission, vide its letter No.23/2002/PLN-II dated 12 th February, 2002, issued instructions to place
the finally published rolls also for inspection at all designated locations where the draft rolls were
made available at least for a period of one week from the date of final publication. In addition, it was
directed that copies of the finally published rolls would be displayed at various other locations like
Rural Libraries, Panchayat Bhawans, Resident Welfare Associations and such other important
locations depending on local conditions. These instructions of the Commission have also been
incorporated in the guidelines for revision of rolls issued in 2002 and 2003.
In view of the above instructions of the Commission, the following revised directions are
issued in pursuance of the provisions of Rule 22 (1) ( c ) of the Registration of Electors Rules, 1960 in
supersession of the earlier direction issued vide letter dated 24 th September, 1984 referred to above.
"The ERO shall supply, free of cost, to every political party for which a symbol has been
exclusively reserved in the State by the Election Commission, two copies of each separate part of the
electoral rolls, as finally published, with the list of amendments, if any, immediately after final
publication of electoral rolls."
Wherever the rolls are computerised, one copy of the roll to be so supplied shall be a printed
hard copy and the other shall be a soft copy in PS CD-ROM version in pdf format.
Two copies of the supplements of additions, deletions or corrections as a result of continuous

updation between the final publication and the last date of making nominations should be provided to
the political parties whom copies of the finally published rolls are supplied immediately after the last
date for making nominations. While doing so, political parties shall be requested in writing to up-date
the finally published roll, copies of which have been supplied to them immediately after final
publication, by incorporating all deletions, additions and corrections, so that at the time of polling they
do not find any discrepancy in copies supplied to Presiding Officers and copies available with them.
The instructions contained in para 7 of Chapter-VI of the EROs handbook are accordingly
amended as under :-
"7. The ERO shall supply, free of cost, to every political party for which a symbol has been
exclusively reserved in the State by the Election Commission, two copies of each separate part of the
electoral rolls, as finally published, with the list of amendments, if any, immediately after final
publication of electoral rolls. Wherever the rolls are computerised, one copy of the roll to be so
supplied shall be a printed hard copy and the other shall be a soft copy in PS CD-ROM version in pdf
format."
This disposes of reference made by the CEO, Andhra Pradesh vide message
No.1742/ELEC.E/2003-07, dated 12.01.2004.
ITEM NO. 4
Election Commission's letter No.23/Summary/2003-PS-II, dated 21.01.2004 addressed to the Chief

Electoral Officers of all States and Union Territories
Subject : Summary revision of electoral rolls w.r.t. 01.01.2004 - acceptance of claims and
objections in bulk - Regarding.
Kindly refer to the instructions of the Election Commission of India regarding acceptance of
claims and objections in bulk from the designated office bearers of Resident Welfare
Associations/Gram Sabhas/ Recognised political parties. It is further clarified that during the period
prescribed for receipt of claims and objections, the bulk application can be accepted only by the
Electoral Registration Officers and Assistant Electoral Registration Officers. Such applications should
be accepted by them only in the format prescribed by the Election Commission of India and not in any
other format. All the applications received as aforesaid in bulk should be assigned suitable numbers in
such a fashion that any time later, it should be possible to trace the persons/office bearers who
submitted them so that responsibility for filing a wrong application can be fixed at a later date, if
necessary.
IMPORTANT : The above instructions relating to the facility of submitting the forms in bulk
have been withdrawn subsequently vide Commission's letters No.23/TN/2005-
PLN-II, 23/AS/2005-PLN-II, 23/J&K/2005-PLN-II, 23/NL/2005-PLN-II, all dated 15th
June, 2005 appearing at Item Nos.70, 71, 72 and 74 of this Compendium and in
the Guidelines for intensive revision of electoral rolls with reference to 01-01-
2006 as the qualifying date issued vide Item No.84 of this Compendium.
ITEM NO. 5
Election Commission's letter No. 23/ER-Revised Format/2003/PLN-II, dated 21.01.2004 addressed to

the Chief Electoral Officers of all States and Union Territories
Subject: Pilot projects for printing electoral rolls along with the photographs of electors.
Kindly refer to the Commission’s letter of even No. Dated 18th December. 2003 whereby the
Commission has sought some preliminary information to take up further steps to prepare the electoral
rolls with photographs for the purpose of identification of electors at the polling station and prevent
impersonation. The Commission had undertaken a pilot project in two assembly constituencies each
of Haryana and Kerala. Encouraged by results of these pilot projects, the Commission had requested
you to undertake the following steps: -
1(i) In many cases, especially before the May 2000 EPIC guidelines, the photographic data
has been stored in various media like floppies, tape drives, video cassettes etc., many of which
are not supported by present day hardware and software. Hence, immediate steps to transfer this
data to current media like CDs, DATs, DLTs etc., should be taken so that this data is not lost
forever.
2
3(ii) Identify those ACs in you State/UT where the percentage of issue/preparation of EPIC
cards is high and the availability of the EPIC images is 75%.
The matter was further discussed at the last CEO’s Conference held on 9th January,
2004 at New Delhi. The Commission has since finalised the guidelines for printing of electoral rolls
with photographs which is enclosed herewith. You are requested to go through the guidelines
carefully and take the following steps immediately to implement the scheme of printing of electoral
rolls with photographs: -
11. Take immediate steps to prepare information sought for vide Commission’s letter
of even No. dated 18th December, 2003 regarding the image data stored and handed over
by the EPIC vendors, as well as the breakup of EPICs issued prior to May, 2000
guidelines and thereafter as per format already supplied.
2
32. Take immediate steps to store the images of the photographs taken for issue of
EPIC before issue of the comprehensive revised guidelines in May, 2000. This
photographic data which is stored in various media like floppies, tape drives, video
cassettes etc. not supported by present day hardware and software should be transferred
to current media like CDs, DATs, DLTs etc. so that this data is not lost forever.
43. Take steps to ensure that all tables and directory structures are strictly as per
May, 2000 guidelines.
5
64. Take steps to develop print module required for this purpose keeping in mind the
software used for printing of electoral rolls and EPIC in the States. Also work out the
requirement of image enhancement software, if necessary.
7
85. In all such assembly constituencies, where percentage of issue of EPIC is high
and availability of EPIC images available in current media is 75% or more, a sample of
the electoral roll pertaining to one full polling station of that AC should be got approved by
the Commission. The commission will issue direction under rule 4 of R.E. Rules, 1960
about the revised format of electoral roll with photograph in each case after approval of
the sample received from the CEO’s.
Kindly acknowledge receipt.

GUIDELINES FOR PRINTING ELECTORAL ROLLS
WITH PHOTOGRAPHS
It has been Commission's endeavour to improve the fidelity of the electoral rolls and to evolve
methods to eradicate impersonation during the poll. The issue of distribution of EPICs to electors has
contributed a lot in avoiding bogus voting. This work of EPICs was started about ten years back. All
the EPICs issued were assigned a unique number and the same was printed on these EPICs.
Subsequently, under the directions issued by the Election Commission of India under Rule 4 of the
Registration of Electors Rule, 1960, this EPIC number was incorporated in the electoral rolls.
photographs in the electoral rolls itself so as to achieve the purpose of identification of
electors at the polling stations. Pilot projects were taken in two Assembly Constituencies in Kerala and
two in Haryana. Keeping in mind, the experience of these pilot projects, the Commission has decided
to spread this exercise to all the States/UTs in an incremental fashion. The steps needed to achieve
this goal are as follows:
1. The first step is to identify the Assembly Constituencies in which this project is to
be implemented. In the first phase, it has been decided to take up those ACs
where the percentage of issue of EPIC is high and the availability of the EPIC
images is 75% or more. The CEOs have been asked to provide Assembly
Constituency-wise information regarding percentage of EPICs issued and the
percentage of EPIC images taken from vendors and available with the CEOs vide
Commission’s letter No. 23/ER-Revised Format/2003/PLN-II dated December 18,
2003. On the basis of the information received on these counts, the Election
Commission will consider issuing state wise / AC wise approval for printing of
photo electoral rolls.
2. The second step involves issuance of the Election Commission’s directions under
rule 4 of the Registration of Electors Rules, 1960. The new rolls would have all the
information presently incorporated in the existing rolls in addition to the
photographs of the electors. The Election Commission’s directions under the
aforesaid rule would be issued state wise / AC wise separately so that any minor
variations if necessary in some states may be incorporated.
The aforesaid information about the percentage of the EPICs issued and the images stored
are being received from the CEOs and would be available in the time frame prescribed in the
instructions issued in this regard. Similarly, the CEOs may examine the Form of the photo electoral
rolls enclosed with these guidelines and suggest changes if necessary, giving full justification for such
a change.
PREPARATION FOR PRINTING THE PHOTO ELECTORAL ROLLS:
The following points should be borne in mind while preparing the electoral rolls with
photographs:
1 - RETRIEVAL OF OLD IMAGES AND STORAGE:
The process of preparation of EPIC in most of the States was started in 1994-95. At that time
the backup of EPIC data and images were stored in media like CTD/Tapes/Floppies etc. It is
necessary that immediate steps be taken to transfer this data on hard disk and take backups on
CDs/DATs etc.
2 – TABLE AND DIRECTORY STRUCTURE:
While undertaking the project of electoral rolls with photographs, the first step is to ensure that
all tables and directory structures are strictly as per May 2000 Guidelines. The EPIC images stored
before May 2000 guidelines on the subject have to be assigned new EPIC numbers conforming the
May 2000 guidelines. It has to be further ensured that the EPIC numbers are mentioned in full and not
only as six numerical digits.
3 – AVAILABILITY OF IMAGES:
After ensuring that the tables and directory structure is aforesaid, the availability of images
has to be increased to the extent possible. If some images are not available though EPIC was issued,
miniature sheets should be seen, and if photo quality is reasonably good, these images can be
scanned and placed in relevant directory with proper filenames. For electors having EPIC numbers of
other constituencies, efforts should be made to get images from those ACs and ensure that new
numbers are assigned to these cards, and the same is placed in relevant TRN subdirectory as
provided in the May 2000 guidelines.
4 - CHECKING OF DUPLICATE ID CARD NUMBERS IN ELECTORAL ROLL DATA:
Next step is to ensure that there should not be any duplicate EPIC number in Assembly
Constituency. First, within a polling station, it should be ensured that there is no duplicate EPIC
number. If a duplicate EPIC number is found, and other details (name, age, sex, relation’s name etc.)
also match, then it could be case of duplicate record, which should be removed as per existing
procedures. The same process can be easily repeated across the AC by suitable software. Now,
where duplicate EPIC numbers occur, data in tables and miniature sheets has to be seen and
corrective action taken if the number in the electoral roll has been wrongly mentioned leading to this
double numbering. However, if it is seen that by mistake, two or more electors have been assigned
the same EPIC numbers, while the image details are available separately, then new numbers should
be reserved for these, and images stored in relevant directories with proper (different) image file
names. This will ensure that correct photo is printed even though EPIC numbers are same. Here the
printing module has to ensure that new (different) reserved number is used to pick up the image.
5 - COPYING THE IMAGES IN A NEW DIRECTORY:
The experience of pilot projects has shown that image quality has to be upgraded a few
cases. Also batch processing should be done to convert the images to grayscale, resample/resize the
images, and increase contrast etc. This exercise should be undertaken after copying the entire
images in AA999 folder to a new folder AA999-COMPACT under the same directory structure as
given in the May 2000 guidelines. Thus there will be two directories – TABLES and IMAGES under
the $$EPIC directory, but now IMAGES directory will have for each AC, two directories – AA999 and
AA999-COMPACT, instead of having one directory AA999 for each AC. Subdirectory structure and
filenames under AA999-COMPACT will be same as under AA999.
6 – RESIZING AND IMPROVEMENT IN THE QUALITY OF IMAGES:
After copying the images, they should be converted to grayscale and resampled/resized to a
size of width 1.5 centimeters and height 2.0 centimeters. As the May 2000 guidelines had specified an
image size of 320 X 240 pixels, this should keep the aspect ratio intact. However, for earlier images,
or for images scanned from miniatures, the aspect ratio of original image should be kept intact, and
the height of printed images may vary a little bit, while keeping the width of the images uniform at 1.5
centimeters. If the height is going beyond the grid lines, the image may have to be cropped a little bit
vertically.
These steps can be done in batch-processing mode. Wherever required, the quality of
photographs should be improved by way of adjusting contrast, brightness, sharpness, etc. Free
Software like IrfanView, or packages like Adobe Photoshop can be used for batch processing as well
as to improve individual image files. To handle files spread over directory-subdirectory-sub
subdirectory structure, customized image improvement software can also be developed, where a
batch processing mode will ensure resampling, sharpness and contrast improvement etc. and then
the files where further enhancement is required can be treated individually. NewGen Software
Technologies limited, New Delhi has demonstrated such a package in the commission.
If a few photographs are beyond recognition and cannot be improved using any method, then
they should not be printed, and a separate list of such photographs can be maintained separately
(polling station wise), so that new photographs of such electors can be taken.
PRINTING OF ELECTORAL ROLLS WITH PHOTOS:
After the above-mentioned steps, printing of electoral rolls will be done as per the sample
attached. Each state should get a printing module developed for this purpose, keeping in mind the
software used for printing electoral rolls and EPICs. A sample of the electoral rolls pertaining to one
full polling station of an AC in the state should be got approved by the Commission, before proceeding
with printing such rolls for selected/approved Assembly Constituencies. While preparing the Sample
for approval of the Commission, the following should be kept in mind:
•There shall be at least 30 entries per page.
•The size of photo will be of size 1.5 X 2.0 cm.
•Relation should be clearly reflected in voter details box. For example, the field name should read
“Father’s Name” or “Husband’s Name” etc.
•Section name should be on the top of page and each section will start from new page. Section
names should capture full postal address details. Instructions regarding this were issued by the
Commission on 24 th April 2002 vide its letter No. 23/2002/PLN-II. A Pilot project implemented in
Maharashtra regarding capturing full postal addresses on the electoral
rolls has shown promising results. The lessons learnt in this pilot project may be utilized for printing
address in the electoral rolls.
•The cover page for that part number may be modified slightly to include the information on number of
EPIC numbers printed and also the number of photographs printed.
•The language of the electoral roll will be same as was the case earlier.
Initially only one/two copies of electoral rolls with photos should be printed for verification.
VERIFICATION OF ELECTORAL ROLLS:
The electoral rolls with photos shall be visually checked for clear mismatch of photo with sex,
age etc. The necessary changes may be marked in this printed copy. To remove mismatch of
photographs, a door-to-door verification would also be required. Some of the problems likely to be
encountered during the door-to-door verification are as follows:
(i) Card number matches with the EPIC number of the elector but image does not belong to that
person. In this case, the photo has to be deleted and a fresh photo of the voter will have to be taken.
(ii) Card number is wrongly entered and accordingly photo is wrongly printed. In this case, re-write
the correct ID card number of the voter, which will set right the mismatch.
(iii) ID card number exists but photo is not available. In this case, a fresh photo of the voter will have
to be taken.
All the necessary modifications in the data, arising out of the door-to-door verification, have to
be incorporated and only then a final print out will be taken.
THE ACTION PLAN:
Based on the above guidelines, a step-by-step action plan for the preparation of photo-affixed
electoral roll is given below:
1. Data consolidation
• Copying of old image data to CDs/hard disks

• Conversion to jpg
• .Linking with electoral rolls
• .Formation of directory structure as per May 2000 guidelines
2. Identification of ACs
 Percentages of the EPIC images available AC wise to be computed

 ACs with sufficiently high percentage of EPICs and with 75% or more of the
EPIC images to be ascertained
 Request to be sent to the Commission for approval of ACs for the photo roll
printing along with a Sample of the roll
3. Grant of permission by the ECI

 Approval of the ECI indicating the ACs in which the new electoral rolls are
to be printed
 Approval of Sample sent by the state CEO
 Commission’s order under Rule 4 of the Registration of Electors Rules,
19607
4. Printing of the first copy
 Processing and improvement of the EPIC image quality

 Preparation of the new roll, as per the guidelines, with at least 30 electors
per page as aforesaid
 The cover page for that part number may be modified slightly to include the
information on number of EPIC numbers printed and
 also the number of photographs printed
 Postal address has to be incorporated in the roll by disaggregating the
section details suitably
 Printing of the draft roll
5. Verification
• Preliminary verification of mismatch of photo with sex/age

• Door to door verification for complete details
6. Incorporation of the corrections made during verification
• Acceptance of verified data by ERO

• Verification of the quality of images by ERO
7. Printing and Publication of draft roll
 Two master copies to be printed Multiple copies as required

 Quality of multiple copies to be ensured
 CDs containing such electoral rolls with images to be prepared assembly
wise. Some PDF size crunching software can be used to reduce the size of
files. Such software may give better compression results if it is integrated with
the printing module.
 Photos in the CD to be in gray scale.
 Publication of the draft and inviting objections
8. Disposal of objections and final publication
---:+:---
ITEM NO. 6
Election Commission’s letter No.30/2004-PLN-II, dated 09.03.2004 addressed to the Shri V.K.K.
Mohammad Abdulla, Convener, Indo-Gulf NRI Welfare and Charitable Forum, P.O. Box No-80312,
Doha - State of Qatar
Subject: Voting right, for Indian Gulf Expatriates - Regarding
With reference to your letter dated 13th February, 04, on the subject cited I am directed to
state that under the exiting law, only persons whose names are registered in the electoral rolls are
entitled to vote at elections to the Lok Sabha and the State Legislative Assemblies. For such
registration, the ordinary residence of the elector in the assembly constituency is an essential pre-
condition. The only exceptions to this rule are certain special categories of electors like (i) holders of
declared offices such as President of India, Vice-President of India, Governors, Cabinet Ministers
and their wives (ii) Members of Parliament and Members of Legislative Assemblies and (iii) Voters
with a service qualification as defined in section 20(B) of the Representation of the People Act, 1950,
and their wives ordinarily residing with them. By a legal fiction, these categories of persons are
deemed to be ordinarily resident in the constituency in which they would have been ordinarily
resident but for holding such declared office or service qualification as these persons are forced to
remain away from their places of ordinarily residence in connection with their duties to the State in the
public interest.
2. One of the categories of persons having a service qualification are the persons employed
under the Government of India in posts outside India. Such persons, though living abroad, are
registered as voters in their home constituencies and the facility of postal ballot has been
extended to them. But the persons living abroad on their own volition and in their own private
interest cannot be equated or treated at par with the persons employed under the Government of
India in Indian Missions abroad. The extension of the legal fiction to deem the former category of
persons as ordinarily resident in their home constituencies in India would be too far-fetched.
3. Suggestion was made that the Indian persons living abroad may be registered as voters
with the Indian diplomatic missions and Consulates abroad. But, such persons have to be
necessarily linked with their territorial constituencies in India, as our Constitution provides for and
envisages election to the Lok Sabha and State Legislative Assemblies from territorial constituencies
within the country or, as the case may be, the State concerned and does not provide for any outside
representation. Therefore, your request of considering Indian passports as valid documents for
including names in the electoral rolls and facilitating Indian missions and consulates in Gulf for
casting votes and further to accept Indian passports as valid documents for right of franchise by
such persons in case they are in India at the time of poll cannot be acceded to under the prevailing
laws.
ITEM NO. 7
Election Commission's letter No.PS/SEC(nm)/2004, dated 18.03.2004 addressed to the Chief

Electoral Officers of all States/Union Territories
Subject: General Election to Lok Sabha, 2004 - Setting up of help lines in urban areas -
regarding
It has been brought to the notice of the Commission that the electors face a lot of problems in
finding out the polling station where they are registered as electors. Due to this difficulty, a number of
them cannot exercise their right to vote. A number of such cases were reported in the recently held
assembly elections. The Commission is convinced that the problem needs to be addressed and
therefore, has decided to set up help lines particularly in urban areas, where this problem is more
acute and therefore, issues the following guidelines to set up these help lines:-
1. In small towns, which constitute one or two assembly constituencies, a few telephone
lines may be sufficient. These telephone lines may be widely publicized in local
newspapers and may be equipped with details of polling stations of the concerned
assembly constituencies falling within the area. On the basis of mohallas/localities of
residents/electors, the electors may be advised about the polling station they have to go
to exercise their right to vote.
2. In urban areas consisting of a large number of assembly constituencies, the
arrangements mentioned above may not be sufficient. In such cases a large number
telephone lines with hunting facility may be installed and the persons attending these
lines, may be given adequate training to operate these help lines. Electors' data of the
concerned assembly constituencies may be provided on computers with such facilities so
that queries made by electors may be answered on the basis of search results obtained
from the data base. Such help lines may serve more than one town if it is feasible to do
so.
3. There are a number of States, where call centres are operating. These call centers may
also be used where the telephone number of the call center can be publicized and
queries can be answered on the basis of search results as mentioned above.
4. The Commission desires that such help lines be 'operationalized at least two weeks
before the date of poll and should continue till the date of poll.
5. Confederation of Indian Industries (CII) has offered to bear the cost of 20 Touchscreen
kiosks in each of 6 metros, namely Delhi, Mumbai, Chennai, Kolkata, Hyderabad and
Bangalore. The software for each metro has to be in their state language and has to be
prepared by SLAs or any other agency as the concerned CEO may feel necessary. The
users should be able to search for their names in the electoral rolls and the location of
their polling booth. In addition, CII will sponsor 10-15 additional call center desks. For
this purpose also software has to be procured by the CEOs either through SLAs or
otherwise.
Receipt of this letter may kindly be acknowledged.
ITEM NO. 8
Election Commission’s letter/order No-576/2/2004-PLN-II, dated 23.03.2004 addressed to the Chief

Electoral Officer, National Capital Territory of Delhi, Delhi.
Subject: Preparation and publication of electoral rolls in the NCT of Delhi
With reference to your letter No.CEO/ELG/102(6)/2003/l 1210 dated 17-03-2004 on the above
subject. I am directed to forward herewith the directions issued by the Commission under rule 4 of
Registration of Electors Rules, 1960 about the preparation and printing of electoral rolls.

COPY

Nirvachan Sadan,
Ashoka Road,
New Delhi- 110 001
Dated: 22nd March. 2004

2 Chaitra, 1926 (Saka)
DIRECTION
No. 22/2/2004 - In exercise of the powers conferred by Rule 4 of the

Registration of Electors Rules 1960 the Election Commission of India hereby
makes the following amendment in the Table appended to its direction No.22/2/87
dated 23rd March. 1987 namely -
Against serial No.28 for the existing entries in locations 1, 2 & 3, the following
entries-
1. 2. 3.
National Capital Territory of (a) 6-Okhla Hindi. Urdu and English
Delhi 45-Seemapuri (SC)
49-Seelampur
52-Qarawal Nagar
57-Pahar Ganj
58-Matia Mahal
59-Balli Maran
(b) All other assembly Hindi and English

constituencies
shall be substituted
By Order,
(K.R. PRASAD)
SECRETARY TO THE
भ रत न र च आय ग सनचर लय
SECRETARIAT OF THE
ELECTION COMMESSION OF INDIA
सख य/No. न रच सद
त र ख/Dated 22 म च, 2004 NIRVACHAN SADAN
2 चत, 1926 (शक) अश क र ड, ई ददल ल – 110001
ASHOKA ROAD, NEW DELHI – 110001
न द" श
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ITEM NO. 9
Election Commission's letter No.23/ER-Revised-Format/2003/PLN-II, dated 14.05.2004 addressed to

the Chief Electoral Officer of all States/UTs
Subject:- Pilot Project for printing electoral rolls with the photograph of electors.
I am directed to invite your attention to Dr. Noor Mohammad, IAS, Deputy Election
Commissioner’s letter dated 21st January, 2004 on the subject cited (copy enclosed for ready
reference). The steps mentioned in the Commission’s letter under reference are required to be
initiated immediately after the completion of Lok Sabha elections, in case they have not already
started.
I am further directed by the Commission to invite your attention to point 5 of the letter under
reference wherein it has been mentioned that in all such assembly constituencies, where percentage
of issue of EPIC is high and availability of EPIC images available in current media is 75% or more, a
sample of the electoral roll pertaining to one full polling station of that AC should be got approved by
the Commission. The Commission will issue direction under rule 4 of R.E. Rules, 1960 about the
revised format of electoral roll with photograph in each case after approval of the sample received
from the Chief Electoral Officers.
The compliance report should be sent to the Commission latest by 31-05-2004.
Kindly acknowledge the receipt of this letter together with its enclosures.
ITEM NO. 10
Election Commission's letter No.218/4/2004-PLN.II, dated 20.05.2004 addressed to the Chief

Subject: Revision of Electoral Rolls – Payment of remuneration/honorarium – Regarding.
The Commission has prescribed the rates of remuneration/honorarium to be paid to the

officers and staff connected with the revision of electoral rolls. The existing rates for various
categories of staff have been prescribed by the Commission vide its letters Nos. 218/4/93- PLN-IV
dated 24.03.1993 and 218/4/93- PLN-IV, dated 19.09.2001. A statement showing the prevailing rates
is enclosed for ready reference.
With a view to make improvements in the electoral roll management, the Commission took
the decision that copies of the finally published rolls should also be placed for inspection by public,
for a limited period of one week or more at all the locations where draft rolls are published and also at
other important locations depending upon local conditions to eliminate the genuine grievances of
public that they cannot verify whether their claims for inclusion or deletion or correction filed after draft
publication have been reflected in the final rolls due to non-availability of the finally published roll at a
nearby location.
The Chief Electoral Officer, Uttar Pradesh has raised the issue as to whether designated
officers will also have to be appointed at each such locations where finally published rolls are
kept/displayed, and if so, whether any honorarium is to be paid to them. The Commission, after due
consideration, has decided that one officer at each location where finally published rolls are displayed
should be designated as the custodian of the roll. This would ensure accountability as well as safe
custody of the roll. The official designated as the custodian of final roll shall be responsible to show it
to persons visiting the location to verify the inclusions, deletions and corrections carried out after draft
publication of rolls. These designated officers will, however, not receive any claim for inclusion,
deletion or correction in the finally published roll as any claim under section 22 and 23 of the R.P.
Act, 1950 read with rule 26 of the R.E. Rules, 1960 can be filed only with the Electoral Registration
Officer concerned. It has also been decided that such officers should be paid an amount of Rs.200/-
as honorarium for the purpose. These instructions are deemed to have taken effect from 1st May,
2004 and may kindly be brought to the notice of all concerned for compliance.
Existing Rates of Honorarium/Remuneration for

Various categories of Staff Connected with Revision of
electoral rolls :-
1. Enumerators .45 paise per Letter

entry No.218/4/2001-PLN-
IV, dated 19-09-2001
2. Scribes .15 paise per
entry
3. Proof Readers Nil as this is Letter
included in the No.218/4/1993-PLN-
printing charges IV, dated 24.03.1993
4. Supervisors .70 paise per Letter

house-hold No.218/4/2001-PLN-
IV, dated 19.09.2001
5. Designated Officers Rs.35/- per
working day
6. Supporting Staff designated officers Rs.20/- per

working day
7. Electoral Registration Officers Rs.600/- per
constituency
maximum
Rs.1200/-
8. Assistant Electoral Registration Officers Rs.400/- per

constituency
maximum
Rs.800/-
Letter
9. Clerical Staff Rs.300/-
No.218/4/1999-PLN-
10. Group D Staff Rs.200/- IV, dated 24.03.1999
11. District Election Officers Rs.1000/-
12. ADM and equivalent Officers Rs.800/-
13. Other Officers Rs.600/-
14. Official in charge (Custodian) of the draft
electoral roll in the polling stations and other
identified places for reference of the public
during the revision process.
NOTE : In case the Designated Officer is Rs.200/-
custodian of draft rolls, he shall in addition
receive the remuneration at (5) above also, but
only for the specific days connected with
receipt of applications etc., at the location and
mobilization and demobilization for the same.
ITEM NO11
Election Commission's letter No. 23/ER-Summary/2004-PLN-II, dated: 02.06.2004 addressed to the

Chief Electoral Officers of Andhra Pradesh, Bihar, Chhattisgarh, Goa, Gujarat, Haryana, Himachal
Pradesh, Jharkhand, Karnataka, Kerala, Madhya Pradesh, Maharashtra, Orissa, Punjab, Rajasthan,
Sikkim, Tamil Nadu, Uttar Pradesh, Uttaranchal, West Bengal, Andaman & Nicobar Islands,
Chandigarh, Daman & Diu, Dadra & Nagar Haveli, NCTD, Lakshadweep and Pondicherry.
Subject:- Special Summary Revision of Electoral Rolls w.r.t.01-01-2005 as qualifying date.
The Commission has decided to order Special Summary Revision of Electoral Rolls w.r.t.01-
01-2005 as qualifying date in the States of 1. Andhra Pradesh, 2.Bihar, 3.Chhattisgarh, 4.Goa,
5.Gujarat, 6.Haryana, 7. Himachal Pradesh, 8.Jharkhand, 9. Karnataka, 10. Kerala, 11. Madhya
Pradesh, 12. Maharashtra, 13. Orissa, 14. Punjab, 15. Rajasthan, 16. Sikkim, 17. Tamil Nadu, 18.
Uttar Pradesh, 19. Uttaranchal, 20. West Bengal, 21. Andaman & Nicobar Islands, 22. Chandigarh,
23. Daman & Diu, 24. Dadra & Nagar Haveli, 25. NCT of Delhi, 26. Lakshadweep and 27.
Pondicherry.
The schedule for the Special Summary Revision of Electoral Rolls in these States (except
Maharashtra) is as given below:-
S.No STAGES OF REVISION PERIOD ALLOWED FOR

EACH STAGE
1. Preparation of list of identification particulars of each 01-07-2004 (Thursday) to
section like village/hamlet name in case of part of 10-09-2004 (Friday)
village and main area or localities or societies or
Blocks in a colony in case of towns/metros. Splitting
of each part of electoral roll as per the list of sections
mentioned above and their distribution to different
localities/RWAs/Housing Societies and Gaon Sabhas
before the date fixed for draft publication of roll.
Supply of electoral rolls and Forms 6, 7, 8 & 8A to
area Post Offices.
2. Draft publication of rolls on 15-09-2004 (Wednesday)

3. Period for filing of claims and objections and reading Between
of relevant part/section of electoral roll in Gram 15-09-2004 (Wednesday)
Sabha / Urban Local Bodies and Resident Welfare and
Association Meetings etc. 15-10-2004 (Friday)
4. Special Campaign dates for receiving claims and 18-09-2004 (Saturday) &
objections at all designated locations. 19-09-2004 (Sunday)
09-10-2004 (Saturday) &
10-10-2004 (Sunday)
5. Disposal of claims and objections by 01-12-2004 (Wednesday)
6. Preparation and printing of supplements of Additions, 31-12-2004 (Friday)

deletions and corrections by
7. Final publication of Electoral Rolls on 03-01-2005 (Monday)

The schedule for the state of Maharashra will be announced separately after the completion
of the General Election to its State Legislative Assembly due to be held in the later part of 2004.
The Commission has been constantly taking initiatives for improvement of the quality and
purity of the electoral rolls. In line with this policy, it has decided that during the current revision of
rolls, the services of Post Offices and postmen will also be used for receiving applications, verification
etc. before they are sent to the EROs concerned for further action. Modalities for this are being
worked out by the Commission in consultation with the postal authorities. It has been further decided
to explore ways and means to provide facility for submission of applications electronically on-line.
The detailed guidelines for the revision will follow shortly.
Kindly acknowledge the receipt of this letter.
The following guidelines were sent to the Chief Electoral Officers of Andhra Pradesh, Bihar,
Chhattisgarh, Goa, Gujarat, Haryana, Himachal Pradesh, Jharkhand, Karnataka, Kerala, Madhya
Pradesh, Maharashtra, Orissa, Punjab, Rajasthan, Sikkim, Tamil Nadu, Uttar Pradesh, Uttaranchal,
West Bengal, Andaman & Nicobar Islands, Chandigarh, Daman & Diu, Dadra & Nagar Haveli, NCTD,
Lakshadweep and Pondicherry vide letter No.23/ER-Summary/2004-PLN-II, dated 19th June, 2004
with the following text:
"In continuation of Commission's letter of even number dated 2nd June, 2004 communicating
the programme of summary Revision of Electoral Rolls I am directed to forward herewith the detailed
guidelines to be followed for the revision.
Kindly acknowledge the receipt."
SUMMARY REVISION OF ELECTORAL ROLLS

with reference to 01-01-2005 as qualifying date
GUIDELINES
1. LEGAL FRAMEWORK:
1. 1 CONSTITUTION OF INDIA
Article 325 of the Constitution of India lays down that there shall be one general electoral roll
for every territorial constituency for election to either House of Parliament or either House of the
Legislature of a State and no person shall be ineligible for inclusion in any such roll for any such
constituency on grounds only of religion, race, caste, sex or any of them.
Article 326 prescribes that election to the House of the People and State Legislative
Assemblies shall be held on the basis of adult suffrage. Adult suffrage means every person who is a
citizen of India and who is not less than 18 years of age on such date as may be fixed in that behalf
by or under any law made by the appropriate legislature and is not otherwise disqualified, shall be
registered as a voter at any such election.
1.2. REPRESENTATION OF THE PEOPLE ACT, 1950
The Representation of the People Act, 1950 provides for the qualifications and
disqualifications for registration in electoral rolls, the administrative machinery in the field for the
proper preparation and revision of rolls and the manner in which the rolls should be prepared or
revised.
Section 21 (1) of the Representation of the People Act, 1950 provides that the electoral roll for
each constituency shall be prepared in the prescribed manner by reference to the qualifying date and
shall come into force immediately upon its final publication in accordance with the rules made under
this Act.
The ‘qualifying date’ in this context has been defined in section 14(b) of the R. P. Act, 1950
to mean the first day of January of the year in which the electoral roll is prepared or revised.
Section 21(2) of the said Act provides that the said electoral rolls:
(a) shall, unless otherwise directed by the Election Commission for reasons to be recorded in
writing, be revised in the prescribed manner by reference to the qualifying date:-
(i) before each general election to the House of the People or to the Legislative
Assembly of a State; and
(ii) before each bye-election to fill a casual vacancy in a seat allotted to the constituency;
and
(iii) shall be revised in any year in the prescribed manner by reference to the qualifying
date if such revision has been directed by the Election Commission;
Provided that if the electoral roll is not revised as aforesaid, the validity or continued operation of the
said roll shall not thereby be affected.
Section 21(3) of the said Act also provides that notwithstanding anything contained in sub-
section (2), the Election Commission may at any time, for reasons to be recorded, direct a Special
Revision of the electoral roll for any constituency or part of a constituency in such manner as it may
think fit;
Provided that subject to the other provisions of this Act, the electoral roll for the constituency,
as in force at the time of the issue of any such direction, shall continue to be in force until the
completion of the special revision so directed.
2. CORRECTION AND INCULSION OF NAMES IN ELECTORAL ROLLS AFTER FINAL

PUBLICATION:
Section 22 of the R. P. Act, 1950 empowers the ERO for a constituency to take remedial
action after giving the person concerned a reasonable opportunity of being heard in respect of the
action proposed to be taken in relation to him, in the event of an entry being erroneous or defective,
entry should be transposed to another place in the roll on the ground that the person concerned has
changed his place of ordinary residence within the constituency or deletion of the entry on account of
death of a person or the person ceases to ordinarily reside in the constituency or is otherwise not
entitled to be registered in that roll.
Section 23 provides for inclusion of names in electoral rolls in accordance with the provisions
of Act and the rules thereunder. However, no transposition or deletion of any entry shall be made
under section 22 and no direction for the inclusion of a name in the electoral roll of a constituency
shall be given under this section, after the last date for making nominations for an election in that
constituency or in a parliamentary constituency within which that constituency is comprised and
before the completion of that election.
3. REGISTRATION OF ELECTORS RULES 1960

The Registration Of Electors Rules 1960, framed under the said Act set out in detail the
procedure to be followed in the preparation or revision of electoral rolls as well as the consideration
and disposal of appeals arising out of non-inclusion or wrong inclusion of names in the rolls.
4. PROCEDURE OF PREPARATION AND REVISION OF ELECTORAL ROLL:
4.1. ROLLS PREPARED ASSEMBLY CONSTITUENCY-WISE
The Electoral Rolls are prepared Assembly Constituency-wise. A Parliamentary Constituency

does not have a separate Electoral Roll except in the case of Jammu & Kashmir and the Union
Territories not having a Legislative Assembly. In the case of J&K, there are separate rolls for
Assembly Constituencies and Parliamentary Constituencies as the Assembly Rolls in Jammu and
Kashmir are prepared under the provisions of Section 140 of the Constitution of Jammu and Kashmir
and Sections 10 to 20 of the Jammu and Kashmir Representation of the People Act, 1957. The
Electoral Roll of a Parliamentary Constituency (except in Jammu & Kashmir) consists of the Electoral
Rolls of all the Assembly Constituencies comprised within the said Parliamentary Constituency.
4.2. TYPES OF REVISION
The Electoral roll for a constituency can be revised either intensively or summarily or partly
intensively and partly summarily as the Election Commission may direct. It can also order a special
revision, if necessary. Thus there can be four types of revision of electoral rolls. These are:
(i) Intensive
(ii) Summary
(iii) Partly summary and partly intensive
(iv) Special
The procedure of revision of electoral rolls is as follows.
4.2.1. Intensive Revision of Rolls:
In an intensive revision, enumerators visit each house and note down the particulars of the
eligible members of the house in an Electoral Card. A copy of the Electoral Card is handed over to the
head of the household or, in his absence, to any adult member of the family. On the basis of such
enumeration, draft rolls are prepared and published, inviting claims and objections. After disposal of
such claims and objections, the rolls are finally published.
4.2.2. Summary revision of Rolls:
In a summary revision, there is no house-to-house enumeration. The existing roll is published

in draft inviting claims and objections.
During the summary revision only a notice is issued advising electors to make individual
applications for inclusion or exclusion in or from a particular roll as the case may be. Enquiry of a
summary nature is conducted on applications received. Thereafter supplementary lists indicating
additions and deletions are published. It is possible that at a given time there are multiple
supplementary lists which together with a last finally published roll constitute the current roll.
4.2.3. Partly Summary Partly Intensive Revision:
In a partly intensive and partly summary revision, existing rolls are published in draft.
Simultaneously, enumerators are sent to the each household. They prepare lists of
additions/deletions. After disposing of claims and objections, integrated lists of addition/deletions are
prepared which together with main roll form the Electoral Roll.
4.2.4. Special Revision:
Where by reason of any inaccuracies in the rolls, such as failure to cover any place or
localities or blocks or any section of voters of for any other reasons, the Commission considers it
necessary so to do, the Commission may, after recording such reasons, order special revision of the
roll of any constituency or part thereof. The procedure for carrying out special revision is determined
by the Commission in each case having regard to the circumstances of the case and other relevant
factors. It may be intensive, summary or partly intensive and partly summary.
5. CONCEPT OF CONTINUOUS REVISION:
The Electoral Registration System in India is essentially in the nature of a continuous updation,
even though this is not widely known as such or utilised except during the periods when elections are
held. As per the law applications for inclusion/deletion of names or modifications of entries in the roll
can be given at any time even after the election process has started but during the latter the requests
can be acted upon only up to the last date of nomination. Only during the period between the last date
of nomination and the date of completion of the electoral process no requests are acted upon. As with
summary revision, supplementary lists are produced containing additions and deletions or
modifications of entries allowed during the period intervening between the last final publication and
the last date of nomination. It is quite possible that such a supplementary list is an addition to the
supplementary list which has been produced through summary or intensive revision earlier.
There is however no publication of separate addition/deletion lists at fixed intervals due to
continuous revision, though the Electoral Registration Officers are required to maintain such lists
corrected uptodate at all times.
6. BACKGROUND:
After the first general election in 1952, the Commission directed that in respect of each of the 5
years from 1952 to 1956 the annual revision of electoral rolls in State should intensively cover 1/5th of
the entire area of the State so that every locality might have its electoral roll intensively revised at
least once before the second general election. Apart from this the Commission also directed the
intensive revision of the rolls every year in respect of some special kinds of areas where the electoral
rolls were likely to become inaccurate and out of date fairly soon after their preparation, e.g. (i) Urban
Areas (ii) Areas with a floating labour population and (iii) Areas to and from where fairly large
movements of population were known to have taken place. The Commission further directed all
Electoral Registration Officers that the rolls for the year 1956 should be prepared or revised as
accurately as possible and that special steps should be taken to ensure that the revised rolls for 1956
were finally published in time.
After the general election in 1957, the Commission directed that during each of the three
following years the electoral rolls related to 1/3rd of the entire area of every State should be revised
intensively so that the electoral roll for every locality would have been revised intensively once at
least before the next general election in 1962. During the year 1961 the revision taken up was non-
intensive in respect of the entire rural area but intensive in respect of (a) Urban Areas (b) Areas where
there were floating local population (c) areas to or from where migration was known to have taken
place and (d) Service voters.
In the CEOs' Conference held in 1960 the following decision was taken in regard to revision of
roll: "there should be an annual revision of rolls and the programme for such revision should start on
the 1st January and the work completed on the 31st January of the year".
After the general elections of 1962, the Commission directed that the summary revision of
electoral rolls should ordinarily be sufficient in the years 1963 and 1964. The Commission was
convinced that it was a waste of effort to revise every year the electoral rolls of all the constituencies
in the country. The device of summary revision made the task some what easier for the Electoral
Registration Officers since they had only to prepare a list of amendments to the various parts of the
electoral rolls on the basis of such information as might be readily available, published the roll
together with this list in draft and finalise it after going through usual claims and objections procedure.
The Commission issued a general direction that about 40% of the electoral rolls should be intensively
revised in 1965 and the rest in 1966 and that the latter should include all urban areas, areas with a
floating population and areas to or from which large scale migration was known to have taken place.
Shortly after the indications became clear that a great split in the Indian National Congress
was certain, the Commission felt that such split might force the Prime Minister to advice the President
to dissolve the House of the People at any opportune moment. The Election Commission did not wait
till the dissolution of the Lok Sabha and called a one day conference of all the CEOs on 5 th November,
1969 and directed them to take up the revision of rolls on 15th of November, 1969 and finish the entire
process of revision by 15th January, 1970. This was an unprecedented step in the election history of
India because previously the preparation or revision or rolls took a very longer period even in
summary revision. And as such the Election Commission was in a position to take up the challenge of
holding elections at a short notice. When the Lok Sabha was dissolved towards the end of December,
1970, the Election Commission felt confident to hold the general election well in time before the
financial year was out. It may be pointed out here that whenever a general election is held either to
the Lok Sabha or to Legislative assembly during the first quarter of a year, the electoral rolls which
can be used for such election can only be the rolls prepared or revised with reference to the first of
January of the preceding year because it is physically impossible to hold and complete any general
election by the middle of March of a year by preparing or revision the electoral rolls with reference to
the first January of that very year. Therefore prior to 1971 whenever the general elections were held,
by and large, in the first quarter of the year, the rolls which have been used for such general elections
have always been the rolls prepared or revised with reference to the 1 st January of the previous year
and therefore the rolls which were used at the general election in February-March, 1971 were the rolls
which were prepared with reference to the 1st January, 1970. It is pertinent to mention here that under
Section 23 of the R. P. Act, 1950 any person whose name is not included in the electoral roll of a
constituency may apply to Electoral Registration Officer for the inclusion of his name in that roll and
the ERO, if satisfied that the applicant is entitled to be registered in the electoral rolls, is required by
the law to direct his name to be included therein. Sub Section 3 of section 23 sets a time limit for such
inclusion that no direction for the inclusion of name in the electoral rolls of a constituency can be given
after the last date for making nominations for a election in that constituency with the result that even if
an application for inclusion is made before the last date of making nominations then in that case the
application for inclusion will remain undisposed till the elections are held and completed.
In 1975 with a view to be prepared for general elections the Commission took early steps for
revision of the electoral rolls under a crash programme and directed all the States and Union
Territories that the existing rolls should be published as draft rolls on 1 st January, 1975 and claims for
inclusion of names in, and objections for the deletion of entries from the rolls, should be invited up to
16th January, 1975. This procedure was intended to reduce the consumption of paper, volume of
printing and expedite the revision of rolls. The Commission further directed that simultaneously there
should be house to house enumeration of voters by the officially appointed enumerators in
accordance with the system of Electoral Card. On the basis of the enumeration, the enumerators were
asked to prepare two lists, namely (i) list of persons who were eligible to be registered in the electoral
roll but whose names were not previously included in the draft rolls and (ii) list of persons whose
names were included in the draft rolls but who were since dead or had ceased to be ordinarily
resident in the constituency.
Having regard to large scale shifting of population to various new colonies in Delhi it was
considered desirable that the draft rolls should not be the existing rolls, as in the case of other states,
but those prepared afresh after house to house enumeration. The rolls were published in the draft on
10th February, 1975 and finally published by 7th April, 1975 while in all other cases the rolls were finally
published on 28th February, 1975.
Since the general election to the House of the People was not held in 1976 as the duration of
the existing House had been extended till March, 1977, in March, 1976 the Commission decided to
undertake summary revision of rolls with reference to 1.1.1976 as the qualifying date. The electoral
rolls so revised in 1976 were accepted to be valid for the general election in 1977. However with a
view to updating rolls to the extent possible the Commission through a press note exhorted all duly
qualified persons to file claims to the respective rolls not latter than 5 th February, 1977. All efforts were
made to dispose of all such claims and objections to ensure the accuracy of the roll.
Keeping in view the general elections in 1985, the Commission decided to stagger the revision
of rolls in such a way that the electoral rolls of all rural constituencies could be intensively revised in
1983 with reference to 1.1.1983 as the qualifying date and those of all urban constituencies with
reference to 1.1.1984 as the qualifying date. To achieve optimum accuracy of electoral rolls the
Commission directed that Chief Electoral Officer, Joint Chief Electoral Officer, Dy. Chief Electoral
Officer and other senior officers of the election departments and District Election Officers to undertake
frequent tours particularly at the time of house to house enumeration in various districts of the states
to ensure that enumeration work progressed in an orderly and systematic manner. The Electoral
Registration Officers and Assistant Electoral Registration Officers were instructed to make spot
checks at random in respect of areas where there were complaints of large scale omissions of names
in the past.
The electoral rolls of all constituencies were revised intensively in 1987 and 1988, followed by
a special revision in 1989. In 1992 the summary revision was ordered and thereafter in 1993
Commission ordered for the intensive revision with reference to 1.1.1993 as the qualifying date.
Thereafter in 1995 again the intensive revision was done.
In 1997, the Commission decided to computerise the rolls and work started practically in 1998.
The Commission took a conscious decision of not ordering intensive revision till the roll is cleaned
through computerisation.
The summary revision was ordered by the Commission in the years 1999, 2000 and 2001 in
respect of all States/Union Territories.
The special revision of intensive nature was undertaken w.r.t. 01-01-2002 as the qualifying
date in 20 States/UTs of Andhra Pradesh, Goa, Gujarat, Haryana, Himachal Pradesh, Karnataka,
Kerala, Maharashtra, Orissa, Rajasthan, Sikkim, Tamil Nadu, West Bengal, A & N Islands,
Chandigarh, Daman & Diu, Dadra & Nagar Haveli, NCT of Delhi, Lakshadweep and Pondicherry. For
the remaining States/Union Territories, the summary revision was ordered.
The Commission ordered Special revision of Intensive Nature of electoral rolls with
reference to 01-01-2003 as the qualifying date in the States of Bihar, Chattisgarh, Jharkhand, Madhya
Pradesh, Punjab, Uttaranchal and Uttar Pradesh.
Of the above seven States, in Chhattisgarh a special summary revision was also undertaken
after the Special revision of intensive nature and the rolls were finally published on 09-07-2003.
Out of the remaining 28 States/UTs, a special revision of summary nature was ordered in all
except the States of Assam, Jammu & Kashmir, Gujarat and Maharashtra. In these four States
summary revision was ordered.
6.1. REVISION OF ELECTORAL ROLL IN 2004

The electoral rolls in respect of all States and Union Territories, except four assembly
constituencies No. 14, 46, 49 & 50 of Arunachal Pradesh were summarily revised with reference to
01-01-2004 as the qualifying date. The date of final publication of rolls in respect of all the 35 States
is as under :-
Sl.No. Name of State Date of Final publication

1. Andhra Pradesh 20.01.2004
2. Arunachal Pradesh 01.032004
(except AC No.14, 46, 49 & 50)
3. Assam 05.02.2004
4 Bihar 28-02-2004
5. Chhattisgarh 28-02-2004
6. Goa 03.02.2004
7. Gujarat 20.01.2004
AC No.76-Jamalpur 28.02.2004
8. Haryana 23.02.2004
9. Himachal Pradesh 20.01.2004
10. Jammu & Kashmir 06.03.2004
11. Jharkhand 04-02-2004
AC No.07, 10, 11 & 12 in Dumka 28.02.2004
District.
12. Karnataka 31.01.2004
13. Kerala 10.02.2004
AC No.105-Thiruvalia 28.02.2004
14. Madhya Pradesh 28-02-2004
15. Maharashtra 20.02.2004
16. Manipur 20.01.2004
17. Meghalaya 20.01.2004
18. Mizoram 28.02.2004
19. Nagaland 20.01.2004
20. Orissa 31.01.2004
In 86 ACs 26.02.2004
In 37 ACs 01.03.2004
In 24 ACs 10.03.2004
21. Punjab 20-01-2004
22. Rajasthan 08.03.2004
23. Sikkim 05.02.2004
24. Tamil Nadu 25.02.2004
25. Tripura 28.02.2004
26. Uttaranchal 20-01-2004
27. Uttar Pradesh 20-03-2004
28. West Bengal 04.02.2004
29. A & N Islands 20.01.2004
30. Chandigarh 20.01.2004
31. Daman & Diu 20.01.2004
32. Dadra Nagar Haveli 20.01.2004
33. NCT of Delhi 08.03.2004
34. Lakshadweep 20.01.2004
35. Pondicherry 20.01.2004
7. THE PRESENT REVISION OF ELECTORAL ROLLS
The Commission has decided to undertake intensive revision of electoral rolls in the Northern
Eastern States of Arunachal Pradesh, Assam, Manipur, Meghalaya, Mizoram, Nagaland and Tripura
and the State of Jammu and Kashmir and special summary revision in all the remaining States/Union
territories of 1. Andhra Pradesh, 2.Bihar, 3.Chhattisgarh, 4.Goa, 5.Gujarat, 6.Haryana, 7. Himachal
Pradesh, 8.Jharkhand, 9. Karnataka, 10. Kerala, 11. Madhya Pradesh, 12. Maharashtra, 13. Orissa,
14. Punjab, 15. Rajasthan, 16. Sikkim, 17. Tamil Nadu, 18. Uttar Pradesh, 19. Uttaranchal, 20. West
Bengal, 21. Andaman & Nicobar Islands, 22. Chandigarh, 23. Daman & Diu, 24. Dadra & Nagar
Haveli, 25. NCT of Delhi, 26. Lakshadweep and 27. Pondicherry w.r.t.01.01.2005 as qualifying date.
In respect of the states of Arunachal Pradesh and Maharashtra, the intensive and special summary
revision respectively will be taken up after the completion of general elections to their respective
Legislative Assemblies to be held in the later part of 2004.
7.1. THE SCHEDULE:

The Commission has announced the following schedule vide it’s order dated 2 nd June,2004
for the special summary revision of electoral rolls in all the above mentioned States/UTs except
Maharashtra.
EACH STAGE
1. Preparation of list of identification particulars of each 01-07-2004 (Thursday) to
section like village/hamlet name in case of part of 10-09-2004 (Friday)
Blocks in a colony in case of towns/metros. Splitting
of each part of electoral roll as per the list of sections
area Post Offices.
3. Period for filing of claims and objections and reading Between
of relevant part/section of electoral roll in Gram 15-09-2004 (Wednesday)
Sabha / Urban Local Bodies and Resident Welfare and
Association Meetings etc. 15-10-2004 (Friday)
09-10-2004 (Saturday) &
10-10-2004 (Sunday)

The schedule for the state of Maharashra will be announced separately after the completion
of the General Election to its State Legislative Assembly due to be held in the later part of 2004.
7.2. PRELIMINARY WORK BEFORE DRAFT PUBLICATION
The following preparatory steps have to be taken before publication of the draft roll –
details.
1. The electoral roll is revised polling station wise and each part of the electoral roll covers the
area falling within one polling station. In other words, the part number of the electoral roll and the
polling station number is the same. Therefore, it is absolutely necessary that the list of
villages/localities/sub-localities covered by a part of electoral roll is very clearly defined as a section in
the part and tagged to the postal zone of the corresponding area. There shall be no scope for
confusion and the designated officer should be clear about the area covered by the polling station(s)
for which he is appointed as designated officer. To ensure this, the polling station details, a copy of
which is also given to the political parties, should be verified with the electoral roll section details to
ensure that all the sections (localities) are properly reflected in the draft roll.
2. The ERO shall ensure that sufficient copies of the existing rolls are available for publication as
draft in various designated locations.
3. He should also ensure printing of sufficient copies of various forms required for this revision
exercise.
4. The ERO shall split each part of electoral roll as per the list of sections mentioned above and
distribute them to different localities/RWAs/Housing Societies etc. and Gaon Sabhas before the date
fixed for draft publication of roll alongwith copies of various application Forms.
5. Copies of the electoral roll and sufficient number of Forms should also be kept in post offices
also.
6. Adequate publicity should be given to the programme as well as the campaign dates to get
the desired level of response.
7.2.1. Training
A comprehensive training programme covering all aspects of the Revision Process has to be
planned and conducted in good time. The target groups for the training programme would be the
supervisory officers and the personnel to be deployed at designated locations. Training of trainers
should be conducted well in advance in a thorough manner. Comprehensive written materials should
be made available to all trainees. Audio-visual materials should be utilised, with good quality
presentation for conducting the training at all levels. For this purpose, standard audio-visual materials
including overhead transparencies/slides or computer based presentations should be prepared in
advance in the local language. It is important that the size of the training group is kept manageable,
so that the trainees can absorb the training imparted and can have an opportunity for clarifying doubts
through interaction with the trainers and senior officers present. A set of all the relevant Forms and
other documents to be used for the revision process should be made available to each of the trainees.
7.2.2. Consultations with political parties
CEOs will hold detailed consultations with political parties at State level and apprise them
about the broad strategy and action plan for the Special Revision of Rolls, 2005. Copies of the draft
Electoral Rolls should be made available to them in time so that they can study the same and help in
the process of preparing clean, correct and up-to-date rolls. In addition to the free copies available to
recognised political parties, the locations where copies of the roll could be available for inspection in
the period immediately preceding the days fixed for verification of electoral rolls in the meetings of
Gaon/Ward Sabhas, Resident Welfare Associations etc. and on the special campaign dates for
revision should be indicated to them during the meeting. These meetings should be held sufficiently in
advance of the actual publication of the draft Electoral Rolls.
8. DRAFT PUBLICATION
The electoral rolls as on date shall be published as draft rolls for the purposes of this revision
on dates given in the revision schedule.
In case the Chief Electoral Officer thinks proper to integrate the mother roll and supplements
before draft publication, he may do so with prior approval of the Commission. However no additional
time shall be given for this exercise and the summary revision should be done according to time
schedule fixed by the Commission.
In case the Chief Electoral Officer decides to do integration before draft publication, he may
keep the following precaution in mind:-
(i) The exercise of integration and consolidation involves exclusion of the entries of
electors whose name has been deleted from the printed roll. Currently in
computerised roll their names have been printed in the supplements of deletion.
These entries will be removed during integration.
(ii) The exercise also involves the re-grouping of electors from various supplements in
the appropriate sections. Members of the same family sometimes are listed at
different places in the existing rolls, primarily because they have entered the roll on
qualification at a later date. A careful exercise needs to be undertaken to list
members of a family living at the same address as successive entries in the
integrated roll.
(iii) The electors should also be listed, as far as possible in groups, following the natural
sequence of the concerned geographical area like the street and mohalla and house
number.
(iv) Incorporate the corrections made in entries at the time of issue of EPICs in the
database.
Care should be taken that while integration there is no loss of data i.e. the names of electors
do not get missed out or dropped. This can easily be checked by tallying the number of electors in
each part before and after integration.
8.1. DESIGNATED LOCATIONS
The draft electoral roll shall be published on locations designated for this purpose. These designated
locations, for the whole period of filing of claims and objections, shall be the offices of EROs/AEROs.
Similarly, the Polling Station locations shall also be the designated locations where the electoral rolls
shall be published and claims and objections shall be received during the revision exercise. Further,
the offices of rural and urban elected bodies shall also function as designated locations on the dates
of meetings as and when organized by the ERO during this period.
During the current revision of electoral roll the services of the Post Office shall also be used
as Designated locations for display of draft electoral roll in the area covered by respective Delivery
Post Offices. Claims and objections shall also be received in all the post offices.
Detailed guidelines about use of Post-offices and Postmen for display of rolls, receipt of duly
filled in Forms and their verification etc. will be issued separately.
For special campaign dates, the designated locations shall be each polling station. Adequate
numbers of staff have to be mobilized to be present at each location on the special campaign dates.
8.2. DISSEMINATION OF ELECTORAL ROLLS AT A WIDER SCALE
8.2.1. Availability and Checking of Draft Rolls
The draft electoral rolls shall be published and disseminated at a wider scale for information
of the public. The following procedure shall be followed to ensure this:-
(a) It has been decided that the draft roll prepared polling station wise, shall be published for
inviting claims and objections during the period specified in the schedule given above for
the purpose by the Election Commission at the offices of EROs/AEROs and at
designated locations mentioned above and simultaneously copies shall be provided on
the day of publication of the draft roll to the rural and urban local bodies. Copies of the
relevant parts of the draft roll shall also be provided to the Residents’ Welfare
Associations (RWAs), Mohalla Sudhar Samitis, J.J.Sudhar Samitis, Housing Societies
etc., where the rolls are to be read in the presence of the public. In addition, sufficient
number of forms shall also be made available at these places. The availability of electoral
rolls in these organizations will be helpful in eliciting their cooperation in the roll revision
exercise and also in the continuous updation of rolls later.
(b) Widest publicity shall be given to the draft publication of roll by all media of mass
communication, including paid advertisements in the news papers having wide circulation
in the areas concerned.
8.2.2. Verification of draft rolls in the meetings of Gaon Sabhas/Ward sabhas/RWAs
The modalities to be followed during this exercise are as follows:

Rural Areas :
a) The Village Panchayat Officer, who is the Secretary of the Gaon Sabha, shall
convene the Gaon Sabha/ Ward Sabha meetings. The local revenue official (for
instance Lekhpal in case of UP) may also be deputed to attend these meetings.
These revenue officials may be provided with sufficient number of Forms so that
necessary claims and objections can be got filled in during the meeting itself. The
members of the public especially those who contested the last Gaon Sabha election
but could not be elected, should also be invited as special invitees to these meetings.
Immediately after the meeting, the revenue official may record his report on these
applications and forward the same to the Electoral Registration Officer for action at
his level under rules 16 to 20 of the R.E. Rules, 1960.
b) If the Gaon Sabha includes more than one village, these meetings may be organised
village-wise and elector’s verification exercise in respect of a village may be
completed in the meeting held in that village only. If there are a number of hamlets in
a Gaon Sabha, the meetings may be organised hamlet-wise. In states like
Rajasthan, the institution of Ward Sabha has been functional and in such states the
Ward Sabha meetings may be organised to verify the draft roll.
c) The remedial measures wherever required, on the basis of information made available in
these meetings, will also have to be taken suo motu under rule 21 and 21A of the R.E.
Rules, 1960.
Urban Areas :
a) In urban areas the electoral rolls have to be read out in the specially convened Ward
meetings of Corporations, Municipal Boards, Town Area Committees, Notified Area
Committees, Cantonment Boards and also in the meetings of the Mohalla Sudhar
Samitis, JJ/Slum Sudhar Samitis etc. Residents Welfare Associations of the locality or
any other forum available in the area and suitable for such an exercise. Any NGOs
willing to be associated in the exercise should also be involved. The draft electoral roll
which are prepared polling station-wise will be split section-wise in the first instance and
distributed to the different localities/ Residents’ Welfare Associations/ Housing Societies
alongwith an appeal which inter-alia will seek their co-operation to display the extract of
the roll prominently for the benefit of the residents of that locality so that any person who
is residing but is not a registered elector can take the necessary steps to enroll himself/
herself as well as members of his family.
b) If a Polling Station includes more than one mohalla or residential colony, these meetings
may be organized mohalla-wise or colony-wise and the electors’ verification exercise in
respect of that mohalla or colony may be completed in the meeting held in that mohalla
or colony. If the area of any polling station is large and there is only one mohalla or
colony, the mohalla or the colony, as the case may be, be divided into convenient parts at
the discretion of the ERO concerned and the meetings may be organized in such parts of
the mohalla or colony.
b) If the mohalla or colony or ward or any part thereof, does not have any Ward Sabha or
RWA, or any such body the ERO concerned may choose a prominent non-political
citizen, working or retired government officer, NGO or a professional like doctor etc.
residing in the locality, to chair the meetings and help the exercise to be completed. In
case of residential colonies of govt. or semi govt. bodies, the staff responsible for
maintenance of these colonies, may be actively involved in this exercise.
c) The Electoral Registration Officer shall, in consultation with the Ward Sabhas/RWAs etc.
concerned, decide the place, date and time for holding the meetings in such a way that
the involvement of the people is assured. All such meetings shall be chaired by the
member/office bearer of the Ward Sabha/RWA etc. concerned in the presence of an
official designated to be present at the meeting. Here also, the procedure suggested in
the preceding paragraphs for receipt and disposal of claims and objections under rules 16
to 20 and for suo motu action under rule 21 and 21A of the R.E. Rules, 1960 will have to
be followed.
8.2.3. Minutes of the meetings:

The proceedings of the meetings in rural as well as the urban areas, referred to in the
preceding paragraphs have to be meticulously recorded/minuted and a copy of the same should be
forwarded to the Electoral Registration Officer who may take its help while disposing of the claims and
objections received. These meetings may begin with the message from the Electoral Registration
Officer/ District Election Officer/ Chief Electoral Officer regarding the responsibility of the members of
the Gaon Sabha/ Samiti/ Association etc. in truthfully carrying out this exercise.
The EROs/DEOs shall also attend some of the meetings in rural and urban areas with a view
to improve the quality of revision exercise.
8.3. Special campaign dates

Besides the above, four campaign dates have been scheduled 18.09.2004 (Saturday),
19.09.2004 (Sunday), 09.10.2004 (Saturday) & 10.10.2004 (Sunday) for all States and Union
Territories. Full compliment of staff representing EROs should be present at the designated locations
on these days and relevant forms related to revision of electoral rolls can be submitted at these
locations.
8.4. AVAILABILITY OF BLANK FORMS
The Statutory Forms 6, 7, 8 and 8A appended to the Registration of Electors Rules, 1960
have been amended vide Ministry of Law and Justice Notification dated 18 th August, 2003 along with
certain other minor amendments in the Rules. A copy of the Notification has already been circulated
vide Commission's letter No.3/2/2002/J.S.II dated 25th August, 2003.
Form 8B has been deleted. The revised Form 7 will now be used for filing objection to the
inclusion of a name in the draft electoral roll between the period allowed for filing claims and
objections during revision of rolls and also for deletion of entry after the final publication of rolls.
The use of the amended Forms shall be for the following purposes :-
FORM-6 - for inclusion of name for the first time and also for inclusion of name of a person
already enrolled in a constituency for inclusion of name in another constituency.
FORM-7 - for objecting inclusion of name in the draft roll and also seeking deletion of name
included in the final roll.
FORM-8 - for correction to particulars entered in the roll. This form can be used after draft
publication as well as final publication.
FORM-8A - for transposition of entry in any other part of the roll of the same constituency.
This form can be used after draft publication as well as after final publication. (Prior to the
amendment this Form could be used only after final publication of rolls during the process of
continuous updation).
FORM-8B has since been repealed.
Blank forms for addition, deletion, correction & transposition in the electoral roll should be
available in all the locations where the Electoral Rolls are displayed so that these can be distributed in
advance of the campaign dates to the concerned persons. Adequate number of forms may, therefore,
be printed for this purpose.
It is not necessary to use only Forms supplied by the registration authorities. Forms
downloaded from the Election Commission website, cyclostyled, hand written or privately printed can
also be used for submitting applications for inclusion, deletion etc. so long as they conform to the
statutory Forms. However, these forms should be on white paper of A-4 size and should not contain
the name/symbol or any distinguishing mark of any party/organization printing/supplying the same.
This point should be made clear during publicity.
8.5. On line Forms
The Commission has taken up a pilot project to provide facility to file claims and objections on
line through Internet. Necessary guidelines, in this regard, shall be sent to the CEO before the date
fixed for draft publication of the roll.
8.6. Manuscript for supplements
Preparation of manuscript for addition (Form 6), deletion (Form 7), modification (Form 8) and
transposition (Form 8A) should be meticulously done. Data entry for all such electors should be done
meticulously and checklist should be printed. These check list should also be compared with the
manuscript for such supplements and necessary corrections should be made wherever required.
8.7. ARRANGEMENTS AT THE DESIGNATED LOCATIONS
8.7.1. Staff
The electoral roll will be published at the designated locations and will be available with a
government official designated for the purpose, who will make the electoral roll available to the public
for inspection and receive claims and objections. These officials shall also participate in the meetings
stated above, collect the minutes of the meetings and also the claims and objections received during
these meetings. Schedule of meetings to be held in the Designated Locations shall be displayed at
these locations for information of the public.
In order to provide prompt and efficient service to the electors, adequate number of staff
should be mobilised and counters set up. The DEOs/EROs and Supervisory Officers shall ensure
that all Designated Locations remain functional with full complement of staff. Strict action be taken
against such officials who are found to be guilty of dereliction of duty.
Further, Control Rooms and help desks should be fully functional during the period of filing of
claims and objections. It shall be further ensured that the officials at all designated locations are fully
conversant with the duties to be performed and shall respond to public queries promptly.
8.7.2. Assistance to Electors
Electors who wish to complete forms can be assisted to ensure completeness and
consistency of the Forms. There should be adequate space at each designated location for the
electors to sit and complete the forms.
8.7.3. Acknowledgments
The completed forms should be accepted and proper acknowledgments printed on the lower
part of the forms should be immediately issued.
8.7.4. Receiving forms
Forms 6, 7, 8 and 8A shall be received on all working days in the offices of EROs/AEROs and
designated locations including area Post Offices from the date of draft publication till the period
specified for the purpose. Acknowledgment for Receipt of Application printed below each Form
should be filled up, detached and handed over to each applicant compulsorily. Applications in bulk
should not be accepted at Post Offices and any other designated locations except at the offices of
EROs/AEROs only by the RWAs/office bearers of political parties/ Mohalla Sudhar Samiti/JJ Sudhar
Samiti office bearers etc. stated in the following para.
The above forms shall also be received in the meetings of the rural and urban elected bodies
by the Lekhpal for rural bodies and the government officer deployed to be present in the meeting for
the urban bodies on the date(s) of meeting.
8.7.5. Receipt of Claims and Objections in bulk
Ordinarily, each claim in Form-6 for inclusion of name in the electoral roll should be submitted
individually by the claimant concerned. However, such claim forms in respect of the members of the
same household may be allowed to be filed by one person if so authorized by the claimants in their
claim forms in the appropriate column provided for the purpose.
8.7.5.1. Therefore, claim application should not be received by the ERO and designated
officers in bulk. The above instructions will, however, be subject to the following exceptions:-
(i) The claim applications may be received in bulk pertaining to more than one
household, if they are duly forwarded by the President or Secretary of a
Residents Welfare Association (RWA) etc. and the President/Secretary of these
organizations forwards these applications on its letter head along with a complete
list of the claim applications being forwarded therewith, and the said list is duly
authenticated by the said President/ Secretary.
(ii) The same will hold good in the case of applications forwarded by the Executive
Officer (by whatever name called) of the Gaon Sabha.
(iii) The President/Secretary of a recognized political party to whom the copies of the
electoral rolls have been furnished under the provisions of the Registration of
Electors Rule, 1960, may also follow the above procedure in the presentation of
claim applications in bulk.
8.7.5.2. (a) Objections in Form-7, seeking deletion of entries from the electoral rolls should
also, normally, be filed by the objectors concerned individually. An objector should, ordinarily, be
permitted to file objections in Form-7 pertaining to the members of the same household.
(b) The instructions contained in sub-paras 1(i), (ii) and (iii) above will apply mutatis-
mutandis in relation to submission of objections in Form-7 by the RWAs etc., Gaon Sabhas and
recognized political parties, as they apply in relation to submission of claim applications in Form-6 by
them.
(c) If any person, other than the aforementioned office bearer of an RWA etc. or Gaon
Sabha or recognized political party, wishes to submit objections in Form-7 in respect of more than
seven persons, either belonging to the same household or to different households, such person
should be asked to submit a complete list, duly authenticated by him, of each objection in Form-7
being submitted by him. In addition, he should be asked to submit an affidavit duly sworn before a
Magistrate of the first class or a Notary Public or a Commissioner of Oaths, verifying the list of
objections being submitted by him.
8.7.5.3. In all cases, where the claims and objections are being submitted in bulk by any
person or an office bearer of a Resident's Welfare Association, Gaon Sabha or President/Secretary of
a recognized political party etc. as the case may be, he may be asked to make a statement in his
forwarding letter that he is aware of the provisions of Section 31 of the Representation of the People
Act, 1950, under which the making of a statement or declaration which is false and which the person
making that statement/declaration either knows or believes to be false or does not believe to be true is
a penal offence and vouch for particulars like name, father’s name, address and genuineness of the
applicant as given in the prescribed list duly authenticated by him. The EROs will dispose off the
genuine applications as per the law. The Commission has also prescribed the format of these
forwarding letters and the list (annexed as Form-SR-2005-7 & Form-SR-2005-7A) in which the office
bearers of RWAs etc. and Gaon Sabhas and recognised National and State Political Parties should
forward bulk applications. All applications received as aforesaid in bulk should be assigned suitable
numbers in such a fashion that any time later, it should be possible to trace the persons/office bearers
who submitted them so that responsibility for filing a wrong application can be fixed at a later date, if
necessary.
It has been observed that bulk applications filed by political parties etc. are rejected on
technical grounds such as non-submission alongwith the application prescribed for submitting the bulk
Forms or the forwarding application is unsigned or not signed by the authorized persons. Due to this
many applications of genuine eligible electors filed in bulk with such applications remain to be
considered. The genuine persons whose Forms are collected remain unaware of rejection of their
applications due to above reasons till they go to the polling stations during elections. Therefore, while
giving publicity, the political parties in particular and other organizations shall be advised accordingly.
They may be educated about proper use of each Form and also how to fill them so that they can get
the incomplete Forms, if any, completed before submission.
8.7.5.4. It is hereby clarified that the concession to file claims and objections in bulk will apply only
during the period for filing claims and objections fixed by the Commission at the time of this revision
exercise of electoral rolls. This facility will not be available on a permanent basis at any other time.
Similarly individuals desiring to file bulk applications alongwith an affidavit duly sworn before a
Magistrate of the first class or a Notary Public or a Commissioner of Oaths can do so only during the
period fixed for filing claims and objections.
8.7.5.5. The purport and intention of the Commission to allow filing of applications for claims and
objections in bulk during the annual revision is to provide an opportunity to the recognised Political
parties etc. to seriously participate in the process of revision of electoral rolls at the appropriate time.
The general tendency is to highlight omissions and commissions in the electoral rolls prior to the
general elections. The Commission desires to enlist their active cooperation now itself.
8.7.5.6. The above concession may be highlighted at the time of the publicity to be given for revision
of electoral rolls. The state units of the recognised political parties may be informed of the instructions
in writing whereas the same should be publicised for the benefit of the RWAs and Gaon Sabha etc.
during reading out of rolls in the meetings.
8.8. SPECIAL CAMPAIGN DATES
On the four special campaign dates mentioned above, all the claims and objections shall be
received at the designated locations to ensure that the electors who could not have filed their claims
and objections till then may avail of the opportunity. The campaigning hours on these special
campaigning days shall be from 9 A.M. to 6 P.M.
8.9. PRESCRIBED LISTS
The relevant lists as prescribed in Forms 9, 10 and 11 under the Registration of Electors
Rules, 1960 should be filled up by the staff from the details filled in the relevant forms (6, 7, and 8). A
summary report should also be prepared with totals of each of the lists corresponding to different
forms.
It has been observed by the Commission that the EROs have not been maintaining, in
duplicate, the lists in Form 9,10 and 11, entering therein the particulars of every claim or objection as
and when they are received by them and that they have not been exhibiting one copy of such lists on
the notice board in their office. The maintenance of such lists is mandatory under the provisions of
Rule 16 of the Registration of Electors Rules, 1960. All the DEOs shall ensure that these lists are
properly prepared, in duplicate, and one copy each of such lists is exhibited on the notice board by the
EROs concerned, without fail. Any violation of these provisions of the Rules will be viewed seriously
by the Commission.
8.10. ADDITION OF NAMES

In case of additions, the election official accepting the applications for inclusion of name
should be instructed to conduct a preliminary enquiry right at the time of acceptance. The preliminary
enquiry for various categories should be on the following lines:
1. In the case of applicants in the age group 18 – 20 years, the name and relationship
should be checked with respect to the applicant’s family members already enrolled with
the same address. Particular care should be taken that underage applicants do not get
enrolled.
2. In the case of applicants above the age of 20 who are applying for enrollment for the first
time, the circumstances because of which they have not sought enrollment earlier should
be ascertained. The facts should be briefly recorded on Form 6. A detailed enquiry
should be got done in all such cases at the time of disposal of claims and objections.
3. In the case of applicants who have shifted their place of residence after the last
revision and were enrolled in the draft roll of another part of the same constituency
/ other constituencies, the full details of the previous address and of earlier Rolls
and EPIC, if issued to the elector, must be filled in by the applicant in Form-8A/6,
respectively. As per proviso to Section 23(2) of the R.P. Act, 1950 it is the duty of
the ERO who receives the application for inclusion in Form 6 to dispose of the
application on merit and after proper verification, and after necessary enquiry,
where called for, and if the name is found qualified for inclusion, the same shall be
included in the roll. The ERO then shall inform the concerned ERO of the place of
previous enrollment in the draft rolls to take steps to delete the relevant entries
from the previous place. Failure to furnish the details entered in the draft rolls and
EPIC due to ignorance would not be a ground for non-acceptance of applications.
4. The ERO of the constituency in which the applicant has already been previously
enrolled or claims to have been enrolled should, immediately on receipt of
information from the other ERO verify whether the person has been enrolled at the
address given and if so enrolled, take action to delete the entry from the roll and
communicate a copy of his order to the ERO of the constituency where the person
has been subsequently enrolled.
5. It is also clarified that the follow up action for deletion of such entries in the other
constituency should be administratively followed up, preferably in a specified time
frame. Though no uniform time can be fixed for this purpose, however, it is desired
that all such cases should be disposed of within 30 days from the date of disposal
of the application by the ERO of the constituency where the elector's name has
now been included.
8.11. DELETION OF NAMES
The primary objective of the revision is to update the rolls with qualifying date of 01.01.2005.
Within the overall objective the important goal is to make the entire Electoral Rolls as clean and
correct as possible with the maximum involvement of the electors and political parties. The process,
therefore, involves not merely inclusion of names of persons who become eligible for the first time on
01.01.2005 or those who have shifted into the constituency but also deletion of names of dead
persons and electors who have shifted out of the relevant areas, and also incorporating necessary
corrections in entries, where required.
It has to be ensured that all Form 7 are verified before accepting for deletion. In cases of
Form 7 in respect of electors having EPIC, there should be another verification to ensure that no
names are wrongly deleted. List of such electors can be even given to the political parties or even be
published if deemed necessary.
8.11.1. Birth and Death Registers:

Birth and Death Registers provide the primary source for eliminating dead voters. To
institutionalise the arrangements for obtaining information from Birth and Death Registers, the
Commission had issued an Order No. 22/2/94 dated 28 th March 1994 in exercise of its powers under
Article 324 of the Constitution, wherein the commission had directed as follows:-
i) Every municipality and every other local body located in any and every constituency
in a state or Union Territory, through its Registrar of Births and Deaths, shall
mandatorily furnish to the Electoral Registration Officer of the Constituency in which
the dead person was resident as per the address given in the register of deaths, the
names together with age at the time of death and addresses of the dead persons on
the first of January and the first of July of every calendar year.
ii) The information mentioned in para (i) above shall be supplied in writing so as to reach
the concerned Electoral Registration officer not later than 15th January and 15th July of
every calendar year.
iii) For this purpose, every District Electoral Officer shall furnish immediately to every
municipality and other local bodies located in his district, the complete list of all
Electoral Registration Officers in the District with their full address together with the
details of the territorial extent of the Constituency under their charge. It will also be
the duty of every District Electoral Officer to intimate, thereafter any change in the
Office or address of any Electoral Registration Officer within 15 days of such change
taking place. The list of Electoral Registration Officers will also be updated on every
1st June and 1st December of a Calendar year.”
The CEOs must immediately take up with the concerned department and ensure that the lists
of dead voters are sent to the concerned EROs and that appropriate action is taken after following the
prescribed procedure. On receipt of such lists, the EROs concerned should take suo motu action
under Rule 21A of the R.E. rules, 1960 to delete the names of dead persons
8.11.2. Electors above 80 years:
For the current Summary Revision, full and exhaustive physical verification should be done by
the field staff to identify electors who might since have died and delete relevant entries from the
Electoral Roll. For this purpose it is necessary to focus attention on the cases of electors in the current
roll who have attained the age of 80 or more. Since the Electoral Rolls have been computerised in all
States & UTs, lists of electors who fulfil the age criterion set by the Commission should be printed
indicating the details of the electors above 80 years of age and a physical verification undertaken
during the Revision exercise. This should be followed by suo motu action under the powers vested in
the ERO.
8.11.3. Verification of residual electors:

Another strategy for removal of electors who are dead or have shifted, will be to prepare a list
of residual electors yet to be issued Photo Identity Cards and verify whether they are still residing in
the relevant locality in the polling station area. In constituencies where the coverage of EPIC has
reached a substantial level of 80 per cent or more, this may be a practical proposition inasmuch as
the number of residual electors will be manageable. In all such cases the EROs concerned shall
cause to conduct a house to house verification/enquiry and if the elector is found to be not residing at
the place of registration, action should be taken to delete the names of such electors from the rolls
after issuing the requisite notice as required under rule 21 A of the Registration of Electors Rules,
1960. Such notices should specifically mention that the elector was given repeated opportunities to
get photographed (dates and places should be indicated) and failure on the part of the elector to get
himself photographed leads to an inference that he is not ordinarily resident at the place in which he is
enrolled. An opportunity may be given to him to show cause as to why his name should not be
removed from the roll and that if he has to say anything in the matter, he should appear before the
ERO/AERO on a date, time and place to be indicated in the notice.
8.12. SUPERVISION
A Sector Officer to be designated as such and an AERO should attend as many meetings of
Gaon Sabhas/RWAs etc. as possible for them and also supervise a group of such Designated
Locations for purposes of overseeing the revision process.
8.13. DISPOSAL OF CLAIMS & OBJECTIONS AND PRINTING OF SUPPLEMENTS
All applications for inclusion, deletion or modification received prior to draft publication of the
rolls should also be disposed of positively. In no case those applications filed should be left
undisposed. The disposal of claims and objections has to be followed by preparation of separate lists
of additions, deletions and modifications and then the printing of supplements. First of all a check list
will be printed which will be compared with the manuscript and any corrections, if necessary will be
made. The final supplements will be printed thereafter.
The following points should be borne in mind while disposing of claims and objections:
(a) It shall be the duty of the Electoral Registration Officer to ensure that each the every claim and
objection received in Form 6, Form 7, Form 8 and Form 8A is duly disposed of fully in accordance
with law and the directions and instructions of the Commission.
(b) Scrutinise each and every application meticulously and ensure that it is complete in all respects.
In the light of provisions of section 13C of the Representation of the People Act, 1950, the
Commission has no objection to the disposal of claims and objections by Assistant Electoral
Registration Officers. However, such delegation of powers to Assistant Electoral Registration
Officer shall not absolve the Electoral Registration Officer of his responsibility for ensuring a
defect-free electoral roll. The Assistant Electoral Registration Officer is performing a quasi-judicial
function while disposing of claims and objections and must apply his mind independently to all
such evidence, documentary or otherwise, which the concerned persons may adduce in
evidence.
(c) No material column requiring the applicant to indicate his name in full, his
father’s/mother’s/husband’s name, "Relationship" and particulars of his place of residence should
be left blank by the applicant. All the declarations as prescribed in Form 6 should be complete in
all respects. If a claimant states in the declaration that his name may have been included in some
other roll, full address of his previous residence must be given in that declaration.
(d) The Electoral Registration Officer is a statutory authority charged with the duty of preparing the
electoral roll. He has to ensure that the electoral roll contains only the names of persons who are
fully eligible and fulfil all the conditions for registration. One of such conditions of eligibility is that
the elector should be a citizen of India. Therefore, when a claim application is preferred before
the Electoral Registration Officer, he has to satisfy himself that the applicant is, inter alia, a citizen
of India.
(e) While disposing of a claim or an objection, the Electoral Registration Officer must bear in mind the
following guidelines as laid-down by the Supreme Court in its judgment dated 06-02-1995 in Writ
Petition(Civil) No. 731 of 1994 (Lal Babu Hussain and others Vs. Electoral Registration Officer
and others), etc., etc.:-
(i) The Officer holding the enquiry shall bear in mind that the enquiry being quasi-judicial in
nature, he must entertain all such evidence, documentary or otherwise, as the concerned
affected person may like to tender in evidence and its evidentiary value assessed and
applied in decision making. The Electoral Registration Officer shall disclose all such
material on which he proposes to place reliance, so that the concerned person has had a
reasonable opportunity of rebutting such evidence. The concerned person, it must
always be remembered, must have a reasonable opportunity of being heard.
(ii) Needless to state that the Officer inquiring into the matter must apply his mind
independently to the material placed before him and without being influenced by
extraneous considerations or instructions.
(iii) Before taking a final decision in the matter, the Officer concerned will bear in mind the
provisions of the Constitution and the Citizenship Act, 1955 and all related provisions
having a bearing on the question of citizenship and then pass an appropriate order. It
must be remembered that there is a provision for appeal against the decision of the
Electoral Registration Officer.
(iv) If any, person whose citizenship is suspected is shown to have been included in the
immediately preceding Electoral Roll, the Electoral Registration Officer or any other
officer inquiring into the matter shall bear in mind that the entire gamut for inclusion of
the name in the Electoral roll must have been undertaken and hence adequate
probative value be attached to that factum before issuance of notice and in
subsequent proceedings.
These guidelines not being exhaustive, the Officers concerned must, where special situations
arise, conduct themselves fairly and in a manner consistent with the principles of natural justice and
should not appear to be acting on any pre-conceived notions.
The onus of proof of the citizenship shall lie on the applicant who applies for inclusion of his
name for the first time. The ERO must be satisfied that the person seeking to have his name enrolled
is not disqualified, among others, by reason of his not being a citizen of India. Therefore, the Electoral
Registration Officer would be justified in requiring the concerned person to show evidence that he is a
citizen of India. Some of the documents that could be used to prove the citizenship are any of the
following:-
(i) National Register of Citizens (NRC), would be used/referred to wherever it exists.
(ii) Citizenship certificate issued by competent authority.
(iii) A valid passport issued by the Government of India.
(iv) Birth Certificate.

(care should be taken to ensure that the entry/certificate produced is genuine).
It must, however, be borne in mind that the above mentioned documents are only illustrative
and not exhaustive.
Any other documents having a bearing on the question of citizenship should also be
entertained and evaluated.
A certificate issued by village headman, Panchayat president, etc., to the effect that a person
is a citizen of India is not by itself reliable documentary evidence as conclusive proof of citizenship.
In the case of married women who change their residence as a result of marriage and who
cannot produce documentary evidence as a proof of citizenship, but who are otherwise genuine
Indian citizens eligible for registration as voters, the following documents but not restricted thereto,
may also be accepted by the Electoral Registration Officer at the time of disposal of claims and
objections :-
(i) proof of being registered as voter as an unmarried girl, if her name was registered;
(ii) proof of marriage, wherever possible;
(iii) certificates issued by the village headmen of both the villages i.e. the village to which the
woman belonged before marriage and the village to which she has moved after her
marriage, countersigned by a village level Government Official;
(iv) Where there is no village headman in existence, the certificate to the above effect issued
by the Secretary, Gram Panchayat or an officer equivalent to village headman in terms of
his powers and functions, and countersigned by village level Government Official.
Especially in the case of persons producing citizenship certificates, the genuineness and
authenticity of each such certificate should be duly verified. Wherever there is any doubt, those cases
should be referred to the authorities who issued those certificates. This is necessary as there is
reason to suspect that some of these certificates are bogus or issued without due care.
It should be noted that the certificates issued by State Government authorities as regards
permanent residence in the State are not themselves necessarily conclusive proof of citizenship.
Whenever an Electoral Registration officer is in doubt in regard to the qualifying age or place
of ordinary residence of a claimant, he shall decide that question with reference to, but not restricted
to, the birth certificate, school or college certificate, passport, baptism certificate, telephone
connection LPG connection, Bank account, etc.
In the case of persons who claim to be migrants from other parts of India, their statements
should not be taken at face value. They will be required by the Electoral Registration Officer to
adduce such evidence as may satisfy him in regard to their claim of migration from another place of
India. In appropriate cases, the Electoral Registration Officer shall crosscheck the position with the
District Election Officer of the District from where the claimants claim to have migrated.
In case of an objection filed in Form 7 seeking the deletion of name from the electoral roll on
the ground that the person objected to is not a citizen of India, the onus of proof shall lie on the
objector. It shall be ensured that such onus is fully discharged in accordance with law.
8.14. FINAL PUBLICATION OF ROLLS AND NO. OF COPIES TO BE PRINTED
The final roll shall be prepared after all claims and objections have been duly disposed of.
Supplements as stated above shall be prepared to give effect to the decisions of the Electoral
Registration Officer allowing or rejecting the claims applications and objections, in the forms
prescribed by the Commission for the purpose of such supplements. It is made clear that under the
existing election law, for the purpose of final publication of the electoral roll, the EROs shall prepare
supplements of additions, deletion and corrections and publish the draft roll together with the three
supplements. On such publication, the draft roll plus the Supplements shall be the final roll of the
Constituency. Further the electoral rolls should be finally published in the new format prescribed by
the Commission. These will, therefore, have AC summary, part summary, and section headers
containing summary information and the list of electors with additional columns giving EPIC number.
The Chief Electoral Officers should closely monitor and supervise this aspect.
Copies of the finally published roll should be placed for inspection at all the locations where
the draft rolls had been made available for a limited period of one week for greater accessibility of the
final rolls to the public. In addition, copies of the rolls can be displayed at various other public
locations like Rural Libraries, Panchayat Bhavans, Resident Welfare Associations and any other
important location depending on local conditions. This would eliminate the genuine grievances of the
electors at large about non-availability of final rolls at a nearby location for verification of entries and
increase their level of involvement in cleaning the electoral roll.
The number of copies to be printed may be assessed by the CEOs keeping in view the
requirement for the ensuing general elections to Lok Sabha and also for the Legislative Assembly
where elections are due next year. The copies required by the State Election Commission and future
revisions of Electoral Rolls should also be taken into account. On the basis of the total requirements,
the final print numbers should be decided by the Chief Electoral Officers.
Simultaneously, four copies of the archival and back up copy of CD-ROM (AB) as prescribed
under the guidelines of the Commission, for computerization of rolls, must be produced. Two copies
are to be retained by the DEO and two by the CEO for purpose of record and future reference.
8.15. SUPPLY OF COPIES OF ELECTORAL ROLLS
Rules 11 and 22 of the R.E. Rules, 1960, provide that the ERO shall supply free of cost to
every political party for which a symbol has been exclusively reserved in the State, two copies of each
separate part of the electoral roll immediately after draft publication and again after final publication.
Wherever the CD-ROM (publication and sale) version of the electoral rolls have been prepared after
computerisation of electoral rolls with reference to 1.1.2003 as the qualifying date and there has been
no modifications in the form of additions, deletions or corrections till the date of draft publication of
electoral rolls with reference to 1-1-2004 as the qualifying date, one copy of the CD-ROM along with a
printed copy of the electoral roll should be supplied to the political parties as draft roll. Similarly, CD-
ROM (publication and sale version) should be made available on sale to interested parties from the
office of the CEO and DEOs. Wide publicity about availability of the electoral rolls in CD-ROM should
be given. The political parties while being given copies of draft rolls should be requested in
writing to verify the rolls and bring to the notice of DEO/ERO the shortcomings, if any, within a
specified time.
9. MISCELLANEOUS ISSUES
9.1. Help Desks & Control Rooms

A large number of people are not aware of the assembly constituency to which they belong
and the polling station to which they are tagged. This is particularly true for metros and large urban
areas and also for big villages. Complete list of towns, villages, localities and areas as listed in the
Electoral Rolls for each assembly constituency should, therefore, be printed separately in booklets
and their links to the concerned polling stations should be available in these booklets. These lists can
be utilised to provide information to electors and to answer queries to facilitate filing of claims &
objections by them correctly and submit the same to the concerned Electoral Registration Officer.
The Chief Electoral Officers should set up a Control Room for the Revision and ensure that
these are manned during office hours in the normal working days and for such extended period as
decided by the concerned Chief Electoral Officers for the campaign dates, and two days preceding
the campaign dates and two days following the same. Adequate staff should be mobilised for this
purpose. Similarly, at the district level and the EROs’ level, suitable Control Rooms have to be put in
place for the campaign dates and two days preceding the campaign date and two days following the
same.
In the Control Rooms, Help-Desk facility to answer queries, particularly regarding the
designated locations, dates fixed for reading out of the electoral roll in different localities and also links
of particular area to the relevant polling station and Assembly Constituency should be provided. At the
State Headquarters and the district level, as far as possible, such Help-Desks should utilise the
computer data base of the Control Tables to handle queries. The persons manning the Help-Desk
should be able to give prompt answer to queries using the relevant software. It should be ensured that
at least the printed booklets containing this information are available in the control room and properly
flagged and indexed for providing prompt answers to queries.
9.2. Record Keeping
The EROs will be personally responsible for the proper maintenance of all records and their
safety. District Electoral Officers will supervise and ensure that appropriate arrangements have been
made in this regard. When an ERO is transferred and a new incumbent joins, the outgoing ERO must
explain the arrangements to his successor. When the post designated as the ERO is modified and a
new post is designated as ERO, thorough and comprehensive arrangements for handing over and
taking over the records from one office to the other must be made. Any slackness in this regard will be
viewed very seriously by the Commission and the concerned officer will be liable for suitable action.
Custodians of records must be designated as such and complete registers must be maintained as
required under standard record keeping procedure of the concerned State/UT government.
9.3. Reports
The Commission has prescribed the following proforma for collection of information about this
revision:
Form ID-SR-2005-01:
This Report is to be submitted for each Assembly Constituency by the concerned Electoral
Registration Officer after completion of the period for filing claims and objections. EROs have to
cover all applications received from all the Polling Stations including the offices of the EROs/AEROs,
Post Offices and other rural and urban bodies.
Form ID-SR-2005-02:
After scrutiny of the data received from EROs, Chief Electoral Officer should forward to the
Commission a statement in this format in respect of such constituencies in the State where there
is major deviation in the number of Claims in Form-6 and/or Objections in Form-7 from the
average number of forms received in the State. For example, if the State average is 2%, all cases
where the figure for a constituency is 3% or more, these have to be scrutinized. The Statement in this
Form should reach the Commission within 7 days after the last date for filing claims and objections. If
the information is “nil”, after filling up the relevant data in the columns (i) to (v), they should mention
“nil” under columns 1 to 7 relating to constituency details.
Form ID-SR-2005-03
A constituency wise report about total number of applications received for inclusion and
deletion of names in the State in Form ID: SR-2005-03 may be furnished within seven days from the
last date of receiving claims and objections.
Form ID-SR-2005-04
The constituency wise report on disposal of applications received in the State and suo moto
additions and deletion cases under rule 21 and 21A should be forwarded to the Commission in Form
ID: SR-2005-04 within seven days after disposal of all claims and objections.
Form ID-SR-2005-05
Report of constituency wise data of electors in final roll, both general and service voters (with
men/women breakup) should be furnished within a week after final publication in Form ID: SR-2005-
05.
Form ID-SR-2005-06
Details of EPIC number indicated in the finally published electoral roll in Form ID-SR-2005-06
within one month after final publication.
The data has to be collected by the Chief Electoral Officers on these proformas from the
EROs/DEOs which shall be consolidated at the CEO’s level and sent to the Commission.
The CEOs have to send following consolidated reports to the Commission:-
1. Confirming draft publication at designated locations in all constituencies - by 17.00
hours on the date of draft publication.
2. Report of constituency-wise total electors in draft roll, claims / objections filed and
their percentages within one week after the last date for filing claims and objections.
(Form ID-SR2005-03)
3. Consolidated report of constituency wise data of electors in draft roll,
claims/objections received, admitted and rejected and su-moto action taken for
inclusion/deletion and final data of electors with percentage of increase/decrease.
(Form ID-SR2005-04)
4. Confirmation of final publication by 1700 hours on the date of final publication.
1. Report of constituency wise data of electors in final roll (with men/women breakup)
and service voters (with men/women breakup) within a week after final publication.
(Form ID-SR2005-05)
2. Details of EPIC number indicated in the finally published electoral roll in Form ID-
SR2005-06 within one month after final publication.
3. DEOs shall prepare their reports in the prescribed forms in respect of the Assembly
Constituencies falling in their districts and send to the CEOs who shall compile the
information for the whole state and forward it to the Commission.
ALL THE ABOVE REPORTS SHOULD BE ADDRESSED TO THE SECRETARY IN THE
COMMISSION WHO IS IN CHARGE OF THE STATE/UT.
9.4. Field Visits
It is important that the Chief Electoral Officers make intensive tours of all the districts to
oversee the programme in the preparatory phase and during the actual campaign as well as in the
post campaign phase. The Revenue Divisional Commissioners wherever available, may also be
advised to visit the districts during the revision process and to check and oversee the progress. The
District Election Officers should make intensive tours within their districts to oversee the programme.
The preparatory phase between the date of publication of the draft rolls and the date of the
four days’ campaign, should be fully utilised to ensure that maximum number of electors are able to
verify if their names exist in the relevant roll or not and also to see whether these are correctly entered
or not.
9.5. Accountability of Staff Deployed
It is important that proper record is maintained of each employee drafted for the Revision of
Rolls to improve the accountability of the staff deputed to conduct the meetings, to verify the claims
and also to compare the check list from the manuscript.
9.8. Special efforts to enroll women electors
Special efforts have to be made by all concerned to ensure that women electors are enrolled
and included in the Electoral Rolls. Sometimes unmarried daughters, new brides and even widows
are left out from the Electoral Rolls for various reasons. Concerted efforts should be made to create
awareness for full inclusion of all eligible women electors. The field staff may be sensitised on this
aspect so that they too can make special efforts for this purpose. Women’s organisations, and local
NGOs as well as political parties should be encouraged to make voluntary efforts to ensure that no
eligible woman voter is left out from the rolls during this special verification campaign for revision.
Wherever such organizations or NGOs are not available, local lady teacher or doctor or government
servant or any other reputed lady may be involved so as to achieve the purpose of inclusion of all
eligible women electors.
LIST OF FORMS ENCLOSED WITH THESE GUIDELINES
S.NO FORM ID: BRIEF DESCRIPTION
1. SR2005-01 Summary Report (For Assembly Constituency)

2. SR2005-02 Report of Large Scale Applications Received in the
Constituencies
3. SR2005-03 Constituency-wise report of applications received
4. SR2005-04 Report of disposal of claims & objections
5. SR2005-05 Constituency-wise report of electors in final roll
6. SR2005-06 Details of EPIC numbers in electoral roll
7. SR2005-07 Forwarding letter and List of applications of claims
forwarded in bulk by RWAs/Gaon Sabhas/Recognised
Political Party
8. SR2005-07A Forwarding letter and List of applications of objections
forwarded in bulk by RWAs/Gaon Sabhas/Recognised
Political Party
9. FORM-EC-11A List of applications for transposition of entry in electoral roll
received in Form 8A
ELECTION COMMISSION OF INDIA FORM ID
SUMMARY REPORT (For each AC) SR-2005-01

(To be submitted by each ERO to the DEO & CEO concerned in case of
Union Territories)
SUMMARY REVISION, 2005
State / UT Name :
AC@ No. : Name :
Application Type & No. of Applications Received at all Polling Station in the Assembly Constituency (including
those received directly in the office of ERO)
Period of Receipt From Date : To Date :
Type of Form Total No. of Forms received Remarks (if any)
during the Period for the AC@
From Individual In Bulk
Form 6£
Form 7$
Form 8#
Form 8 A *
Total of all Forms for All Days
Place : Signature of
Date : Electoral Registration Officer
NAME OF OFFICER :
Note : One Summary Report-2 is to be submitted for each Assembly Constituency
(Parliamentary Constituency in case of UT without Assembly) by the
concerned Electoral Registration Officer after completion of the period during
which applications can be received anywhere in the Constituency as per
schedule specified by the Commission in the order pertaining to the Revision. Seal
£ Should be equal to be last (highest) number in LIST in Form 9 for the Last Date of Receipt
$ Should be equal to be last (highest) number in LIST in Form 10 for the Last Date of Receipt
# Should be equal to be last (highest) number in LIST in Form 11 for the Last Date of Receipt
* Should be equal to be last (highest) number in LIST in Form 11A for the Last Date of Receipt
@ PC in case of UTs without Assembly
ELECTION COMMISSION OF INDIA FORM ID:
Constituency-wise report of electors in the final roll -2005 SR-2005-05
Name of State/UT Date of Final Publication
TOTAL NUMBER OF ELECTORS IN THE FINAL ROLL :
Constituency GENERAL ELECTORS SERVICE ELECTORS

No. Name MEN WOMEN TOTAL MEN WOMEN TOTAL GRAND
TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total
SIGNATURE OF CHIEF ELECTORAL OFFICER

ECI-SR-06

SUMMARY REVISION 2005
State: __________________________
Date of Final
Publication: ________________________
DETAILS OF EPIC NUMBERS IN ELECTORAL ROLLS

AC AC Name No. of electors No. of electors Total number of
No. with EPIC without EPIC Electors
indicated number
Date: Signature and Stamp of CEO

REPORT FROM CEO ELECTION COMMISSION OF INDIA FORM ID
TO ECI Report of Large scale Applications Received in the Constituencies SR-2005-02
State/UT Name: DATE OF REPORT:
(i) Total Electors in the Draft rolls in the State/UT
(ii) Total No. of Forms-6 filed in the (iii) Average of Form 6 filed per
State/UT : Constituency:
(iv) Total No. of Forms-7 filed in the (v) Average of Forms 7 filed per
State/UT : Constituency :
DATA OF CONSTITUENCIES WITH MAJOR DEVIATIONS IN THE NUMBER OF APPLICATIONS
FILED COMPARED TO THE STATE AVERAGE
No. & Name of Total No. of FORM-6 FILED FORM - 7 FILED
Assembly Electors in the
Constituency Draft Roll of the TOTAL Percentage of TOTAL Percentage of REMARKS
Constituency deviation compared deviation compared
to State average to State average
1 2 3 4 5 6 7

Constituency-Wise Report of Disposal of Applications Received in the State / UT SR-2005-04

State/ UT Name: Consolidated Statement at the end of the period for disposal of
Claims & Objections on ………….
TOTAL ELECTORS IN THE DRAFT ROLLS FOR THE STATE :

Total No. of TOTAL CLAIMS IN FORM 6 Inclusion Total TOTAL OBJECTIONS IN Deletion Total Deletion Net Addition %Age
Electors in the under Admitted FORM 7 under rule 21- (Col. 10 +12) (Col 8-13) Of increase
Constituency Draft Roll of the rule 21 (Col.5+7) A (+)
Constituency Or
Lodged Admitted Rejected Lodged Admitted Rejected
decrease
No. Name
(-)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Total or Sub-total C/F
Signature of Chief Electoral Officer

Constituency-Wise Report of Applications Received in the State/UT SR-2005-03
SUMMARY REVISION, 2005 - TOTAL NUMBER OF APPLICATIONS RECEIVED
State/UT Name: Consolidated Statement at the end of the period for
filing Claims & objections on ……………
Dates of Special Campaign Period
Constituency Total No. of FORM-6 FILED FORM-7 FILED
Electors in the
No Name Draft Rolls of On special Other than At the offices TOTAL On special Other than At the offices of TOTAL
the campaign special of ERO/ FORMS-6 campaign special ERO/ AEROs FORMS-
Constituency day at campaign AEROs for the RECEIVED day at campaign for the entire 7
Designated day at entire period Designate day at period RECEIV
Designated Designated ED
Locations From In d
Locations Locations From In
Indiv- Bulk Locations Indiv- Bulk
idual idual
1 2 3 4 5 6 6A 7 8 9 10 10A 11
Place :
Date:
FORM -EC 11A
Designated location List of applications for transposition of entry in Revision identity

identity electoral roll
(where applications have been
received) Received in Form - 8A
Constituency (Assembly /£ Parliamentary Constituency):
1. List number@ 2. Period of receipt of applications From date To date
(covered in this list)
___/___/___ ___/___/___
3. Place of hearing*
Serial Date of Details of applicant Details of person whose entry is to be transposed Date/Time
number§ of receipt (As given in Part V of of hearing*
application Form 8A) Name of Part/Serial no. EPIC No. Present place
person whose of roll in which of ordinary
entry is to be name is residence
transposed included
1 2 3 4 5 6 7 8
£ In case of Union Territories having no Legislative Assembly and the State of Jammu & Kashmir
Date of exhibition at Date of exhibition at
@ For this revision for this designated location designated location Electoral Registration
* Place, time and date of hearing as fixed by electoral registration officer Officer's Office
§
Running serial number is to be maintained for each revision for each designated location
Form : SR-2005-07
Format for submitting applications in bulk for inclusion of names in the electoral rolls.
Letterhead of recognised Political Party or Residents Welfare Association or Gaon

Sabha
To
The Electoral Registration Officer,
_______________Assembly constituency
_______________(Name of the State)
Subject : Revision of electoral rolls w.r.t. 01-01-20___ as the qualifying date.
Sir,
I am forwarding herewith _______(total No.) original claim applications in Form 6,
submitted by the citizens of India ordinarily residing at the address mentioned in each
application and who according to the best of my knowledge and belief are not disqualified for
registration in the electoral rolls, for inclusion in the relevant part of the electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the
______(total no.) claim applications being forwarded herewith and the same is duly
authenticated by me on each page.
I further submit that I am aware of the provisions of Section 31 of the Representation
of the People Act, 1950, under which the making of a statement or declaration which is false
and which the person making that statement/declaration either knows or believes to be false
or does not believe to be true is a penal offence, and that I shall be liable for penal action for
any false statement or declaration in the Forms being forwarded herewith.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
Name of the recognised Political Party/
Residents Welfare Association or
Executive Officer (by whatever name called)
of the Gaon Sabha/Village Council etc.
FORMAT OF THE LIST OF APPLICATIONS FOR INCLUSION OF NAMES FILED IN BULK
BY RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE ASSOCIATION / GAON
SABHA / VILLAGE COUNCIL
Sl. No. Name of applicant Address of Applicant Remarks

Form : SR-2005-07A
Format for submitting applications in bulk for deletion of names from the electoral
rolls.
Letterhead of recognised Political Party or Residents Welfare Association or Gaon

Sabha
To
Sir,
I am forwarding herewith ________(total No.) original objections in Form 7 seeking

deletion of entries from the electoral rolls in respect of persons who are either not ordinarily
residents or dead or shifted filed by Objector(s) enrolled in that electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the
______(total no.) objections being forwarded herewith and the same is duly authenticated by
me on each page.
I further submit that I am aware of the provisions of Section 31 of the Representation
of the People Act, 1950, under which the making of a statement or declaration which is false
and which the person making that statement/declaration either knows or believes to be false
or does not believe to be true is a penal offence, and that I shall be liable for penal action for
any false statement or declaration in the Forms being forwarded herewith.
Yours faithfully,
Dated :
(Name in
full)
President/Secretary
FORMAT OF THE LIST OF OBJECTIONS TO ENTRIES IN THE ELECTORAL ROLL FILED
IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE ASSOCIATION
/ GAON SABHA / VILLAGE COUNCIL
Sl. Name of Objector Name of person whose entry is Part No./Sl. No. of the
No. sought to be deleted entry in the electoral
roll
ITEM NO. 12
Election Commission's letter No.23/ER-Intensive/2004-PLN-II, dated 02.06.2004 addressed to

the Chief Electoral Officers of Arunachal Pradesh, Assam, Jammu & Kashmir, Manipur,
Meghalaya, Mizoram, Nagaland and Tripura.
Subject:- Intensive Revision of Electoral Rolls w.r.t.01-01-2005 as qualifying date.
The Commission has decided to order Intensive Revision of Electoral Rolls w.r.t.01-
01-2005 as qualifying date in the States of 1. Arunachal Pradesh, 2. Assam, 3. Jammu &
Kashmir, 4. Manipur, 5. Meghalaya, 6. Mizoram, 7. Nagaland and 8. Tripura.
The schedule for the Intensive Revision of Electoral Rolls in these States (except Arunachal
Pradesh) is as given below:-

EACH STAGE
1. Preparatory work 01-07-2004(Thursday) to
01-08-2004 (Sunday)
2. House-to-house enumeration 02-08-2004 (Monday) to
03-09-2004 (Friday)
3. Preparation of manuscript, comparison of manuscript 04-09-2004 (Saturday) to
with relevant parts of the previous electoral roll of 2004, 28-10-2004 (Thursday)
data entry of new electors and carrying out corrections,
wherever necessary, in respect of electors already
included in the data base, generation of check list,
comparison thereof and printing of draft roll.
Supply of electoral rolls and Forms 6, 7, 8 & 8A to area
Post Offices.
4. Draft publication of rolls on 29-10-2004 (Friday)

5. Period for filing of claims and objections and reading of Between
relevant part/section of electoral roll in Gram Sabha / 29-10-2004 (Friday) and
Urban Local Bodies and Resident Welfare Association 20-11-2004 (Saturday)
Meetings etc.
6. Disposal of claims and objections by 13-12-2004 (Monday)

The schedule for the state of Arunachal Pradesh will be announced separately after
the completion of the General Election to its State Legislative Assembly due to be held in the
later part of 2004.
The Commission has been constantly taking initiatives for improvement of the quality
and purity of the electoral rolls. In line with this policy, it has decided that during the current
revision of rolls, the services of Post Offices and postmen will also be used for receiving
applications, verification etc. before they are sent to the EROs concerned for further action.
Modalities for this are being worked out by the Commission in consultation with the postal
authorities. It has been further decided to explore ways and means to provide facility for
submission of applications electronically on-line.

ITEM NO. 13
Election Commission's letter dated 04.06.2004 addressed to the Chief Electoral Officers of all
States/UTs
Subject: National Register of Voters in digital form

Hon'ble President of India, during his speeches on e-governance, has touched on the
point of having a National Register of Voters in digital form. This matter was discussed in the
Commission and it has been decided that each CEO should put the entire electoral roll of
State/Union Territory on its election website. Most of the States have already put full or partial
roll on their website. Now, however, the entire electoral roll of the state/UT should be put on
the website. From the election Commission website we shall give a link to each State/UTs
Electors list so that whenever a user comes to the Election Commission of India website and
want to search for his name anywhere in the country, he can choose a state and then choose
his district/parliamentary constituency/assembly constituency and he can locate his name. In
this sense, the Commission website would act like a National Register of Voters. Though the
data will be hosted on state servers in a distributed fashion, this will be transparent to the
user.
Most of the CEOs, who have put the rolls on the website, have also put some kind of
search mechanism, whereby the user can search by typing his name or locality or EPIC
number. However, the search mechanism needs to be made more user-friendly and more
intelligent. As most of the Internet surfers are more proficient in English, search mechanism
must provide for a vernacular interface as well as English interface. Also the name matching
or locality matching should be based on fuzzy pattern matching and not exact spell matching.
Similarly in addition if some kind of graphical interface is provided to choose the locality, it
would be extremely helpful. For example, in Metros like Delhi and Mumbai, detailed GIS
maps are available; if the user can zoom into his locality or even into his building and then
search for his name, it would provide a friendly and fast search mechanism. Of course, in
future some kind of online registration can also be provided so that if the user finds his name
missing in the voter list or wants some modification/deletion etc. he can fill in an online form,
and further processing like physical verification etc. can be carried out by the ERO concerned.
Such a pilot project is being planned in Mumbai and after it is carried out and results
analyzed, suitable instructions will be issued to all states/UTs regarding this aspect also.
We hope that the exercise of putting the entire electoral rolls on websites and
evolving a suitable search mechanism will be completed by July end, so that during the
summary revision/intensive revision oaf electoral rolls people are able to search for their
names and take necessary action.
ITEM NO. 14
Election Commission's letter No. 23/ER-Intensive/2004-PLN-II,dated 17.06.2004 addressed to

the Chief Electoral Officers of Manipur, Meghalaya, Mizoram, Nagaland and Tripura
Subject:- Intensive Revision of Electoral Rolls w.r.t.01-01-2005 as qualifying date.
In continuation of Commission’s letter of even number dated 2nd June, 2004

communicating the programme of Intensive Revision of Electoral Rolls I am directed to
forward herewith the detailed guidelines to be followed for the revision.
Kindly acknowledge the receipt.
INTENSIVE REVISION OF ELECTORAL ROLLS

WITH REFERENCE TO 1-1-2005 AS QUALIFYING DATE
GUIDELINES
The Commission has decided to order intensive revision of electoral rolls in Jammu and
Kashmir and all North-Eastern States of Arunachal Pradesh, Assam, Manipur, Meghalaya,
Mizoram, Nagaland and Tripura and special summary revision in all other States/UTs w.r.t.
01-01-2005 as qualifying date. The present guidelines relate to intensive revision in North
Eastern States.
1. LEGAL FRAMEWORK:
Article 325 of the Constitution of India lays down that there shall be one general
electoral roll for every territorial constituency for election to either House of Parliament or
either House of the Legislature of a State and no person shall be ineligible for inclusion in any
such roll for any such constituency on grounds only of religion, race, caste, sex or any of
them.
Assemblies shall be held on the basis of adult suffrage. Adult suffrage means every person
who is a citizen of India and who is not less than 18 years of age on such date as may be
fixed in that behalf by or under any law made by the appropriate legislature and is not
otherwise disqualified, shall be registered as a voter at any such election.
disqualifications for registration in electoral rolls, the administrative machinery in the field for
the proper preparation and revision of rolls and the manner in which the rolls should be
prepared or revised.
Section 21 (1) of the Representation of the People Act, 1950 provides that the
electoral roll for each constituency shall be prepared in the prescribed manner by reference to
the qualifying date and shall come into force immediately upon its final publication in
accordance with the rules made under this Act.
The ‘qualifying date’ in this context has been defined in section 14(b) of the R. P.
Act, 1950 to mean the first day of January of the year in which the electoral roll is prepared or
revised.
1(a) shall, unless otherwise directed by the Election Commission for reasons
to be recorded in writing, be revised in the prescribed manner by reference to
the qualifying date,
(i) before each general election to the House of the People or to the
Legislative Assembly of a State; and
(ii) before each bye-election to fill a casual vacancy in a seat allotted to
the constituency; and
(iii) shall be revised in any year in the prescribed manner by reference to
the qualifying date if such revision has been directed by the Election
Commission;
Provided that if the electoral roll is not revised as aforesaid, the validity or continued operation
of the said roll shall not thereby be affected.
Section 21(3) of the said Act also provides that notwithstanding anything contained in
sub-section (2), the Election Commission may at any time, for reasons to be recorded, direct
a Special Revision of the electoral roll for any constituency or part of a constituency in such
manner as it may think fit;
Provided that subject to the other provisions of this Act, the electoral roll for the
constituency, as in force at the time of the issue of any such direction, shall continue to be in
force until the completion of the special revision so directed.
2. CORRECTION AND INCULSION OF NAMES IN ELECTORAL ROLLS AFTER

FINAL PUBLICATION:
Section 22 of the R. P. Act, 1950 empowers the ERO for a constituency to take
remedial action after giving the person concerned a reasonable opportunity of being heard in
respect of the action proposed to be taken in relation to him, in the event of an entry being
erroneous or defective, entry should be transposed to another place in the roll on the ground
that the person concerned has changed his place of ordinary residence within the
constituency or deletion of the entry on account of death of a person or the person ceases to
ordinarily reside in the constituency or is otherwise not entitled to be registered in that roll.
Section 23 provides for inclusion of names in electoral rolls in accordance with the
provisions of Act and the rules thereunder. However, no transposition or deletion of any entry
shall be made under section 22 and no direction for the inclusion of a name in the electoral
roll of a constituency shall be given under this section, after the last date for making
nominations for an election in that constituency or in a parliamentary constituency within
which that constituency is comprised and before the completion of that election.
The Registration Of Electors Rules 1960, framed under the said Act set out in detail
the procedure to be followed in the preparation or revision of electoral rolls as well as the
consideration and disposal of appeals arising out of non-inclusion or wrong inclusion of
names in the rolls.
The Electoral Rolls are prepared Assembly Constituency-wise. A Parliamentary

Constituency does not have a separate Electoral Roll except in the case of Jammu & Kashmir
and the Union Territories not having a Legislative Assembly. In the case of J&K, there are
separate rolls for Assembly Constituencies and Parliamentary Constituencies as the
Assembly rolls in Jammu and Kashmir are prepared under the provisions of Section 140 of
the Constitution of Jammu and Kashmir and Sections 10 to 20 of the Jammu and Kashmir
Representation of the People Act, 1957. The Electoral Roll of a Parliamentary Constituency
(except in Jammu & Kashmir) consists of the Electoral Rolls of all the Assembly
Constituencies comprised within the said Parliamentary Constituency.
The Electoral roll for a constituency can be revised either intensively or summarily or
partly intensively and partly summarily as the Election Commission may direct. It can also
order a special revision, if necessary. Thus there can be four types of revision of electoral
rolls. These are:
1(i) Intensive
2(ii) Summary
3(iii) Partly summary and partly intensive
4(iv) Special
14.2.1. INTENSIVE REVISION OF ROLLS:
In an intensive revision, enumerators visit each house and note down the particulars
of the eligible members of the house in an Electoral Card. A copy of the Electoral Card is
handed over to the head of the household or, in his absence, to any adult member of the
family. On the basis of such enumeration, draft rolls are prepared and published, inviting
claims and objections. After disposal of such claims and objections, the rolls are finally
published.
4.2.2. SUMMARY REVISION OF ROLLS:
In a summary revision, there is no house-to-house enumeration. The existing roll is

published in draft inviting claims and objections.
During the summary revision only a notice is issued advising electors to make
individual applications for inclusion or exclusion in or from a particular roll as the case may be.
Enquiry of a summary nature is conducted on applications received. Thereafter
supplementary lists indicating additions and deletions are published. It is possible that at a
given time there are multiple supplementary lists, which together with a last finally published
roll constitute the current roll.
4.2.3. PARTLY SUMMARY PARTLY INTENSIVE REVISION:
Simultaneously, enumerators are sent to each household. They prepare lists of
additions/deletions. After disposing of claims and objections, integrated lists of
addition/deletions are prepared which together with main roll form the Electoral Roll.
4.2.4. SPECIAL REVISION:
localities or blocks or any section of voters or for any other reasons, the Commission
considers it necessary so to do, the Commission may, after recording such reasons, order
special revision of the roll of any constituency or part thereof. The procedure for carrying out
special revision is determined by the Commission in each case having regard to the
circumstances of the case and other relevant factors. It may be intensive, summary or partly
intensive and partly summary.
The Electoral Registration System in India is essentially in the nature of a continuous

updation, even though this is not widely known as such or utilised except during the periods
when elections are held. As per the law, applications for inclusion/deletion of names or
modifications of entries in the roll can be given at any time even after the election process has
started but during the latter the requests can be acted upon only up to the last date of
nomination. Only during the period between the last date of nomination and the date of
completion of the electoral process no requests are acted upon. As with summary revision,
supplementary lists are produced containing additions and deletions or modifications of
entries allowed during the period intervening between the last final publication and the last
date of nomination. It is quite possible that such a supplementary list is an addition to the
supplementary list, which has been produced through summary or intensive revision earlier.
continuous revision, though the Electoral Registration Officers are required to maintain such
lists corrected uptodate at all times.
6. BACKGROUND:
After the first general election in 1952, the Commission directed that in respect of
each of the 5 years from 1952 to 1956 the annual revision of electoral rolls in State should
intensively cover 1/5th f the entire area of the State so that every locality might have its
electoral roll intensively revised at least once before the second general election. Apart from
this, the Commission also directed the intensive revision of the rolls every year in respect of
some special kinds of areas where the electoral rolls were likely to become inaccurate and out
of date fairly soon after their preparation, e.g. (i) Urban Areas (ii) Areas with a floating labour
population and (iii) Areas to and from where fairly large movements of population were known
to have taken place. The Commission further directed all Electoral Registration Officers that
the rolls for the year 1956 should be prepared or revised as accurately as possible and that
special steps should be taken to ensure that the revised rolls for 1956 were finally published
in time.
After the general election in 1957, the Commission directed that during each of the
three following years the electoral rolls related to 1/3 rd of the entire area of every State should
be revised intensively so that the electoral roll for every locality would have been revised
intensively once at least before the next general election in 1962. During the year 1961 the
revision taken up was non-intensive in respect of the entire rural area but intensive in respect
of (a) Urban Areas (b) Areas where there were floating local population (c) areas to or from
where migration was known to have taken place and (d) Service voters.
In the CEOs' Conference held in 1960 the following decision was taken in regard to
revision of roll: "there should be an annual revision of rolls and the programme for such
revision should start on the 1st January and the work completed on the 31 st January of the
year".
After the general elections of 1962, the Commission directed that the summary
revision of electoral rolls should ordinarily be sufficient in the years 1963 and 1964. The
Commission was convinced that it was a waste of effort to revise every year the electoral rolls
of all the constituencies in the country. The device of summary revision made the task some
what easier for the Electoral Registration Officers since they had only to prepare a list of
amendments to the various parts of the electoral rolls on the basis of such information as
might be readily available, published the roll together with this list in draft and finalise it after
going through usual claims and objections procedure. The Commission issued a general
direction that about 40% of the electoral rolls should be intensively revised in 1965 and the
rest in 1966 and that the latter should include all urban areas, areas with a floating population
and areas to or from which large scale migration was known to have taken place.
Shortly after the indications became clear that a great split in the Indian National
Congress was certain, the Commission felt that such split might force the Prime Minister to
advice the President to dissolve the House of the People at any opportune moment. The
Election Commission did not wait till the dissolution of the Lok Sabha and called a one day
conference of all the CEOs on 5th November, 1969 and directed them to take up the revision
of rolls on 15th of November, 1969 and finish the entire process of revision by 15th January,
1970. This was an unprecedented step in the election history of India because previously the
preparation or revision or rolls took a very longer period even in summary revision. And as
such the Election Commission was in a position to take up the challenge of holding elections
at a short notice. When the Lok Sabha was dissolved towards the end of December, 1970,
the Election Commission felt confident to hold the general election well in time before the
financial year was out. It may be pointed out here that whenever a general election is held
either to the Lok Sabha or to Legislative assembly during the first quarter of a year, the
electoral rolls which can be used for such election can only be the rolls prepared or revised
with reference to the first of January of the preceding year because it is physically impossible
to hold and complete any general election by the middle of March of a year by preparing or
revising the electoral rolls with reference to the first January of that very year. Therefore prior
to 1971 whenever the general elections were held, by and large, in the first quarter of the
year, the rolls which have been used for such general elections have always been the rolls
prepared or revised with reference to the 1st January of the previous year and therefore the
rolls which were used at the general election in February-March, 1971 were the rolls which
were prepared with reference to the 1st January, 1970. It is pertinent to mention here that
under Section 23 of the R. P. Act, 1950 any person whose name is not included in the
electoral roll of a constituency may apply to Electoral Registration Officer for the inclusion of
his name in that roll and the ERO, if satisfied that the applicant is entitled to be registered in
the electoral rolls, is required by the law to direct his name to be included therein. Sub Section
3 of section 23 sets a time limit for such inclusion that no direction for the inclusion of name in
the electoral rolls of a constituency can be given after the last date for making nominations for
an election in that constituency with the result that even if an application for inclusion is made
before the last date of making nominations then in that case the application for inclusion will
remain undisposed till the elections are held and completed.
In 1975 with a view to be prepared for general elections, the Commission took early
steps for revision of the electoral rolls under a crash programme and directed all the States
and Union Territories that the existing rolls should be published as draft rolls on 1st January,
1975 and claims for inclusion of names in, and objections for the deletion of entries from the
rolls, should be invited up to 16th January, 1975. This procedure was intended to reduce the
consumption of paper, volume of printing and expedite the revision of rolls. The Commission
further directed that simultaneously there should be house to house enumeration of voters by
the officially appointed enumerators in accordance with the system of Electoral Card. On the
basis of the enumeration, the enumerators were asked to prepare two lists, namely (i) list of
persons who were eligible to be registered in the electoral roll but whose names were not
previously included in the draft rolls and (ii) list of persons whose names were included in the
draft rolls but who were since dead or had ceased to be ordinarily resident in the constituency.
Having regard to large scale shifting of population to various new colonies in Delhi it
was considered desirable that the draft rolls should not be the existing rolls, as in the case of
other states, but those prepared afresh after house to house enumeration. The rolls were
published in the draft on 10th February 1975 and finally published by 7th April 1975 while in all
other cases the rolls were finally published on 28th February 1975.
Since the general election to the House of the People was not held in 1976 as the
duration of the existing House had been extended till March, 1977, in March, 1976 the
Commission decided to undertake summary revision of rolls with reference to 1.1.1976 as the
qualifying date. The electoral rolls so revised in 1976 were accepted to be valid for the
general election in 1977. However with a view to updating rolls to the extent possible the
Commission through a press note exhorted all duly qualified persons to file claims to the
respective rolls not latter than 5th February 1977. All efforts were made to dispose of all such
claims and objections to ensure the accuracy of the roll.
Keeping in view the general elections in 1985, the Commission decided to stagger the
revision of rolls in such a way that the electoral rolls of all rural constituencies could be
intensively revised in 1983 with reference to 1.1.1983 as the qualifying date and those of all
urban constituencies with reference to 1.1.1984 as the qualifying date. To achieve optimum
accuracy of electoral rolls the Commission directed that Chief Electoral Officer, Joint Chief
Electoral Officer, Dy. Chief Electoral Officer and other senior officers of the election
departments and District Election Officers to undertake frequent tours particularly at the time
of house to house enumeration in various districts of the states to ensure that enumeration
work progressed in an orderly and systematic manner. The Electoral Registration Officers and
Assistant Electoral Registration Officers were instructed to make spot checks at random in
respect of areas where there were complaints of large scale omissions of names in the past.
The electoral rolls of all constituencies were revised intensively in 1987 and 1988,
followed by a special revision in 1989. In 1992 the summary revision was ordered and
thereafter in 1993 Commission ordered for the intensive revision with reference to 1.1.1993
as the qualifying date. Thereafter in 1995 again the intensive revision was done.
In 1997, the Commission decided to computerise the rolls and the work started
practically in 1998. The Commission took a conscious decision of not ordering intensive
revision till the roll is cleaned through computerisation.
The summary revision was ordered by the Commission in the years 1999, 2000 and 2001 in
respect of all States/Union Territories.
The special revision of intensive nature was undertaken w.r.t. 01-01-2002 as the
qualifying date in 20 States/UTs of Andhra Pradesh, Goa, Gujarat, Haryana, Himachal
Pradesh, Karnataka, Kerala, Maharashtra, Orissa, Rajasthan, Sikkim, Tamil Nadu, West
Bengal, A & N Islands, Chandigarh, Daman & Diu, Dadra & Nagar Haveli, NCT of Delhi,
Lakshadweep and Pondicherry and w.r.t. 01-01-2003 in Bihar, Chhattisgarh, Jharkhand,
Madhya Pradesh, Punjab, Uttaranchal and Uttar Pradesh.
constituencies No. 14, 46, 49 & 50 of Arunachal Pradesh were summarily revised with
reference to 01-01-2004 as the qualifying date. The date of final publication of rolls in
respect of all the 35 States is as under :-

2. Arunachal Pradesh 0.032004
(except AC No.14, 46, 49 & 50)
3. Assam 05.02.2004
4 Bihar 28-02-2004
6. Goa 03.02.2004
7. Gujarat 20.01.2004
8. Haryana 23.02.2004
11. Jharkhand 04-02-2004
AC No.07, 10, 11 & 12 in Dumka District. 28.02.2004
12. Karnataka 31.01.2004
13. Kerala 10.02.2004
16. Manipur 20.01.2004
17. Meghalaya 20.01.2004
18. Mizoram 28.02.2004
19. Nagaland 20.01.2004
20. Orissa 31.01.2004
In 86 ACs 26.02.2004
In 37 ACs 01.03.2004
In 24 ACs 10.03.2004
21. Punjab 20-01-2004
22. Rajasthan 08.03.2004
23. Sikkim 05.02.2004
24. Tamil Nadu 25.02.2004
25. Tripura 28.02.2004
28. West Bengal 04.02.2004
29. A & N Islands 20.01.2004
31. Daman & Diu 20.01.2004
33. NCT of Delhi 08.03.2004
As stated above, the Commission has decided to order intensive revision of electoral
rolls in the States of Jammu and Kashmir and North-Eastern States of Arunachal Pradesh,
Assam, Manipur, Meghalaya, Mizoram, Nagaland and Tripura. The Commission has decided
to undertake special summary revision w.r.t.01.01.2005 as qualifying date in all the remaining
States/Union territories. In respect of Arunachal Pradesh and Maharashtra, where Legislative
Assembly elections are due to be held later this year, revision exercise shall be taken up after
these elections with a separate schedule to be announced later.
7.1. INTENSIVE REVISION OF ELECTORAL ROLLS w.r.t. 01- 01-2005 AS THE

QUALIFYING DATE
7.1.1. THE SCHEDULE:

The Commission has announced the following schedule vide its order dated 2 nd June,
2004 for intensive revision in Jammu and Kashmir and the North Eastern states.

EACH STAGE
01-08-2004 (Sunday)
03-09-2004 (Friday)
3. Preparation of manuscript, comparison of 04-09-2004 (Saturday) to
manuscript with relevant parts of the previous 28-10-2004 (Thursday)
electoral roll of 2004, data entry of new electors and
carrying out corrections, wherever necessary, in
respect of electors already included in the data
base, generation of check list, comparison thereof
and printing of draft roll.
area Post Offices.
5. Period for filing of claims and objections and Between

reading of relevant part/section of electoral roll in 29-10-2004 (Friday) and
Gram Sabha / Urban Local Bodies and Resident 20-11-2004 (Saturday)
Welfare Association
Meetings etc.
7. Preparation and printing of supplements of 31-12-2004 (Friday)

Additions, deletions and corrections by
7.2. PRELIMINARY WORK BEFORE START OF ENUMERATION
7.2.1. POLLING STATION AREAS - MAPS AND OTHER DETAILS
The electoral roll shall be revised polling station wise and each part of the electoral
roll shall cover the area falling within one polling station. In other words, the part number of
the electoral roll and the polling station number shall be the same. Therefore, it is absolutely
necessary that the list of villages/localities/sub-localities covered by a part of electoral roll is
very clearly defined as a section in the part and tagged to the postal zone of the
corresponding area. There shall be no scope for confusion and the enumerators should be
clear about the area to be enumerated by him/her.
The ERO shall have each Polling Station Area surveyed in advance to ensure that all
the residential units are included in the list of locations falling within the area. He shall also
ensure that house numbers are assigned to each residential unit. Temporary constructions to
which house numbers have not been assigned yet may also be surveyed for clear
identification of polling areas in which they fall. Temporary collective numbers may be given
to such clusters of temporary constructions, wherever necessary. The numbers allotted by
Census Authorities, if available, may be adopted for enumeration purpose in these cases.
These collective numbers should indicate the exact repeat exact number of households in the
clusters and will not in any way be treated as regularizing any irregular unauthorized
occupation/irregular unauthorized encroachment.
In order to avoid the error of mixing of electors of one polling area with other and / or
inclusion of same area in two or more polling stations, Section falling within a particular
Polling Station should be printed using the existing database of Control Tables and it should
be compared with the extent of Polling Stations approved by the Commission, a copy of which
is provided to the political parties.
Each enumerator shall be supplied with a list of house numbers alongwith a sketch
map of the area which he is required to cover during enumeration. (It should be noted that all
the polling station areas in an Assembly Constituency joined together constitute the
constituency itself and no island should be left.) This is being provided to ensure that no
areas are left out at the time of enumeration. A copy of this map should be safely preserved
as the Commission is contemplating preparation of GIS maps for polling stations and
Assembly Constituencies and these maps will be required at the time of preparation of the
GIS maps.
The house numbering should, as far as possible, be the ones adopted by the
authorities for preparation of electoral rolls for local bodies. This would greatly help in
adopting of the electoral data of assembly constituencies, for preparation of rolls for local
bodies elections. In case the polling area does not have proper house numbering, dummy
house numbers (as is assigned by Census authorities at the time of census) should be
assigned to all the dwelling units in these areas. Normally such house numbering is done
starting from North-West and ending in South-East as is done in numbering of plots of land by
the revenue authorities. It must be ensured that there is no overlapping in the jurisdiction of
enumerators.
7.2.2. APPOINTMENT OF ENUMERATORS AND SUPERVISORS
Under the provisions of sub-section (2) of section 13B of the Representation of the
People Act, 1950, an Electoral Registration Officer is permitted to employ such persons as he
thinks fit for the preparation and revision of the electoral rolls.
Section 29 of the said Act provides that every local authority in a State shall make
available to any Electoral Registration Officer such staff as may be necessary for the
performance of any duties in connection with the preparation and revision of electoral rolls.
Enumerators are appointed to carry out enumeration of electors residing in each

household in the area assigned to him. One enumerator should be appointed for each part of
the existing electoral roll. Supervisors are to be appointed to oversee the work done by the
enumerators. Normally, one supervisor shall be appointed to oversee the work of two
Enumerators. However, there is no objection to appointment of one Supervisor for each
Enumerator depending on the ground situation. Necessary planning may be done in advance
to requisition the services of sufficient number of employees to be appointed as Enumerators
and Supervisors.
Each Enumerator and Supervisor should be given Identity Card (specimen Annexed
as IR-2005-01) by the ERO, which should be displayed on their person while on duty.
7.2.3. DISCIPLINARY ACTION
As per provisions laid down in Section 13CC of the said Act, officers or staff
employed in connection with the preparation, revision and correction of the electoral rolls for,
and the conduct of, all elections shall be deemed to be on deputation to the Election
Commission of India for the period during which they are so employed and such officers and
staff shall, during that period, be subject to the control, superintendence and discipline of the
Election Commission. The enumerators and supervisors are also covered by the above
provision.
Enumerators and Supervisors shall further bear in mind the provisions of section 32
of the said Act which envisage that if any person required to perform any official duty in
connection with the preparation, revision or correction of an electoral roll or the inclusion or
exclusion of any entry in or from that roll, is without reasonable cause, guilty of any act or
omission in breach of such official duty, he shall be punishable with imprisonment for a term
which shall not be less than three months but which may extend to two years and with fine.
7.2.4. CODE OF CONDUCT
Enumerators and Supervisors appointed for house to house enumeration/verification

in connection with the Intensive Revision of the electoral rolls have a very vital role in the
matter of preparation of correct and accurate electoral rolls. The Enumerators and
Supervisors should remember that they are doing a vital public service and not any favour.
While on duty, they should have patience and exhibit good manners when dealing with the
public. After reaching a house, they should greet the head of the family or senior adult
member politely, explain their duty and ask for information using a very polite language.
7.2.5. TRAINING OF ENUMERATORS AND SUPERVISORS
The District Election Officer (DEO)/Electoral Registration Officer (ERO) shall be

organising comprehensive training classes covering all aspects of the Intensive revision for
the enumerators and supervisors to clearly understand the job requirements and what they
are expected to deliver in an efficient manner.
There may be a number of training classes and all enumerators and supervisors shall
attend these training sessions without fail in order to have a very clear idea of their duties.
During the training sessions, copies of all Formats and Forms in which the data
relating to electors is to be obtained should be supplied. Further thorough training will be
provided as to the precautions to be taken for obtaining the information and the method to be
used for filling up various columns of the Forms. All enumerators and supervisors should be
advised to understand the procedure and ask detailed questions if they have any doubts.
Unless the enumerators and supervisors have a clear and thorough knowledge of their duties,
they will not be in a position to discharge their duties as required under law and will find it
difficult to fill the required Forms. Ignorance or lack of training shall not be accepted as a
defence in case of non compliance of the Commission's instruction on revision of rolls.
7.2.6. PRINTING OF ELECTORAL CARDS
The format of the "Electoral Card" shall be in the form Annexed as IR-2005-02. The
columns of the card are provided in accordance with the present format of the electoral roll.
These cards should be printed and stitched in a book form. These books (enumeration pad)
shall contain enumeration cards in duplicate and shall be serially machine numbered. The
duplicate copy may be printed on a different coloured paper, to distinguish it clearly. The
original copy and the duplicate copy should bear the same serial number and should have the
printing properly aligned. The Declaration to be signed by the Head/Senior adult member of
the household should be printed on both the copies. Groups of hundred or two hundred cards
should be stitched together in pads.
It is left to the discretion of the Chief Electoral Officer to decide whether the
enumeration pads for the entire State should be printed centrally or by the District Election
Officers.
7.3. HOUSE TO HOUSE ENUMERATION
7.3.1. STATIONARY TO BE SUPPLIED TO THE ENUMERATOR

7.3.2.
The Enumerator will not be supplied with copy of any previous electoral rolls. He shall be
supplied with a complete list of villages/localities/sub-localities alongwith a sketch map of the
area under his/her jurisdiction.
Each enumerator will be supplied with the following materials :-
1
2a) Enumeration Pad containing enumeration forms (Electoral Cards);
3b) Sufficient number of new carbon papers;
4c) Good quality ball point pen;
5d) Stamp pad to get thumb impression of the illiterate electors;
6e) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
7.3.2. ENUMERATION OF EACH HOUSEHOLD:

As mentioned here before, one enumerator is to be appointed for the area covered in
each part of the existing electoral roll. However, separate Enumeration Pad containing
Electoral Cards shall be compulsorily used if there are more than one Section in that part i.e.
separately identifiable localities like block, mohallas, villages, hamlets etc. On the cover
page of each Enumeration Pad, the identity of the area/sub-area covered should be clearly
written in capital letters.
When the enumerator visits a household, he will meet the head of the household or, in
his absence, the senior adult member of that household. He will ascertain the names of
adult Indian citizens i.e. those Indian citizens who are of the age of 18 or above on the
qualifying date and are ordinarily residing in the house. He shall enumerate the names of all
such persons as are claimed to be adult Indian Citizens and are ordinarily residents, by the
head/senior adult member of the household, in the enumeration pad provided to him by the
Electoral Registration Officer for the purpose of such enumeration.
The Enumerator should clearly explain and bring home to the head or the senior adult
member of the house hold that no person can be enrolled at more than one constituency and
not more than once in the same constituency and that furnishing of any information which is
false and which he/she knows or believes to be false or does not believe to be true, is an
electoral offence. The persons furnishing such false information are liable for
punishment with imprisonment for a term which may extend to one year or with fine or
with both under section 31 of the Representation of the People Act, 1950.
The Enumerator should thereafter obtain the full signature of the head/senior adult
member who furnished the information to him and if the head/senior adult member of the
household is illiterate, the thumb impression of the person (left thumb impression in the case
of male person and right thumb impression in the case of female member for the sake of
uniformity) at the appropriate place on the right side of the Electoral Card. Below such thumb
impression, the full name of the person affixing such thumb impression shall be mentioned
legibly by the enumerator along with words ‘LTI’ or ‘RTI’ as the case may be.
The Enumerator should also append his signature thereafter on the left-hand corner of
the Electoral Card with his name and date of enumeration. In no case the signature of either
the senior/adult member of the household or that of the Enumerator should be blank in any of
the Enumeration Card. In case the number of eligible members of a household is more than
the number of entries that can be accommodated in one Electoral Card, then the next card
may be used to enumerate all the eligible persons. The signature of the head/senior member
of the household may be obtained only in last of such Electoral Cards used for enumeration.
It is not necessary to obtain the signature on each card.
If in any house/building, there is more than one family residing, each family should be
enumerated separately, even if the house number is common. In no case should the name of
members belonging to more than one family be included along with the names of members of
another household in the same electoral card.
Every enumerator will personally visit each and every household in the polling area
under his charge. During such visits if he finds any new house having come up which is not
included in the list of house numbers given to him, he will include that house also by giving it a
suitable auxiliary number. For instance, if between house numbers 33 and 34 a new
inhabited structure has come up and the eligible electors of the household have not been
enumerated, the enumerator will give 33A/33B/33C etc. as the auxiliary number for
identification of the house and proceed to enumerate the eligible electors therein.
A specific day may be fixed for enumeration of electors living in a specific cluster of
unnumbered temporary constructions referred to above. This day should be widely publicised
in the area concerned and notified to all recognized political parties. The political parties
should be invited to appoint one agent each to witness the process of enumeration in the said
cluster.
The enumerator on the day of actual enumeration, accompanied by the supervisor

should assign a temporary number, if no other number is assigned by local authorities, with
chalk or such like instruments in front of each individual construction in the cluster and
complete the enumeration in one go on the same day. No piecemeal enumeration of the
cluster will be accepted.
Any such additional temporary constructions or clusters that come up after the
process of enumeration should be dealt with during the process of disposal of claims and
objections under Rule 21 and 21A of the Registration of Electors Rules, 1960.
If any enumerator finds a particular house locked or that no adult member of the
house hold is available at the time of his visit, he shall visit that house at least three times on
different occasions and during different hours in the morning or evening when he may
reasonably expect to find some adult person to be present/available in the house. If even
after three such visits he is not able to meet any adult member of the household, he will make
an entry to that effect against that house number in the List of house numbers provided. He
should also prepare a separate list of all such households and furnish that list to his
supervisor.
Where an enumerator reports to the Supervisor that a particular house has been
found locked or no adult member of household is available in any house on his repeated
visits, the Supervisor will himself visit that house and verify the fact. In case the house is
found locked or no adult member of the household is available even at the time of the
Supervisor’s visit, he shall drop the letter of request in Form 4 (Appended to the
Registration of Electors Rules, 1960) in the premises. He shall make another visit to that
house after two or three days and collect Form 4, if somebody is present at the time of his
subsequent visit. He shall keep a proper account of his visits to such houses.
7.3.3. PREPARATION OF MANUSCRIPT
As soon as the enumerator completes an enumeration pad, the work of preparing the
list of persons enumerated, as per the enumeration pad shall be started. It shall not be
necessary to wait for the enumeration of the entire polling area to be completed before the
work of such preparation of the list of enumerated persons is taken up.
Separate list should be prepared for each identifiable area covered in one part of the
electoral roll. Like in rural areas if there are more than one village in a part then separate list
should be prepared for each village. Similarly if there are more than one identifiable localities
like mohalla, block, society, apartment etc. in a part of an urban area, separate list for each
such segment shall be prepared. This will facilitate reading out of the rolls separately in
different villages/ localities/sub-localities.
The proforma to be used for preparing the list of enumerated persons shall be the
same as that of the Electoral Card with an additional column to show the 'Sl. No. in the
Existing roll' The Enumerator will prepare the manuscript from the names of enumerated
persons in the Electoral Cards. He shall not fill up the additional last column, as he will not be
provided with relevant part of the previous electoral roll.
Immediately after a polling area has been completely enumerated and all the
enumeration pads in respect of that area have been received and lists of persons enumerated
therein prepared, all such lists shall be consolidated and arranged house-number wise
starting with the first house and ending with the last house in that polling area. All such lists
shall be prepared in quadruplicate (four copies) polling station-wise.
While preparing these lists polling station-wise, the information furnished by the
households in Form 4 either through the supervisors or direct to the ERO shall also be
included in the relevant places having regard to the house numbers where such households
reside.
7.4. DUTIES OF THE SUPERVISOR
Every Supervisor shall personally check and ensure every day that the enumerators
under his charge are visiting the households in the polling areas assigned to them and
performing their functions properly and strictly in accordance with the Commission’s
instructions. For this purpose, the Supervisors should make daily visits to the areas under
their charge.
As soon as an enumerator has returned a Enumeration Pad, duly filled, to a

Supervisor, alongwith the manuscript of enumerated persons, he shall personally check each
and every Electoral Card serial wise in the enumeration pad and verify that it contains all the
pages which it is supposed to contain and that all 'Electoral Card' have been properly filled in
and duly completed in all respects and that no column has been left blank.
The Supervisors shall be provided with the previous electoral roll of the corresponding
area covered by the Enumeration Cards in respect of a polling station area. As soon as the
manuscript in respect of a polling area is handed over by the Enumerator alongwith the
enumeration pad containing the original 'Electoral Cards', the Supervisor will prepare a list
showing the serial number of the Enumeration Cards used to cover a polling station area vis-
à-vis corresponding existing electoral roll. The unused number of electoral cards in a
enumeration pad should also be noted by him.
He shall then compare the entries house number-wise with the corresponding entries
in respect of each household in the previous electoral roll in the following manner: -
1
2(i) In case of such persons whose names do not appear in the previous electoral
roll, he shall indicate the word "New" in the last column of the manuscript. In case
the names in the manuscript appear in the previous electoral roll, the serial No. of
such elector (in the previous electoral roll) shall be entered in the last column
mentioned above;
3(ii) He shall correct the entries in the printed copy of the electoral roll from the
manuscript wherever necessary and also tick () the entries checked;
4(iii) Score the entries in the printed electoral roll that do not appear in the
manuscript to indicate missing voters i.e. dead/shifted; However, in all such cases, it
will be the personal responsibility of the Supervisor to ensure that all such deletions
are genuine and no person living in the area should be removed from the list.
All indications in the printed electoral roll should be marked with red ink.
In order to ensure that the enumerators have done their work properly, every
Supervisor should make random checking of not less than 25% of the households covered by
the enumerators. During such checking, they should check the entries made in the original of
the 'Electoral Card' in the enumeration pad with the duplicate supplied to the household and
must satisfy that the entries in both the original and duplicate cards are identical in all
respects. He should countersign the original Electoral Cards verified with Name and date.
During his visit to the households for checking, the Supervisor will also check and
satisfy himself that the entries made in the 'Electoral Card' are of persons of the age of
eighteen years or above as on the qualifying date and are actually ordinarily resident in that
household. He should also verify that the 'Electoral Card' issued to the head of the
household and its original in the enumeration pad bears the actual signature/thumb
impression of the head of the household or senior adult member of the household and that of
the enumerator and the entries have been correctly made on the basis of the information
furnished by the head/senior adult member of the household.
He should also bring the penal provisions of section 31 of the Representation

of the People Act, 1950, about making any false statement relating to inclusion or
exclusion of any name to the notice of the head/senior adult member of the household
when he makes the enquiry during his checking.
If during his checking, he finds that the name of any person not qualified for
registration on the ground of age or ordinary residence, has been wrongly enumerated and
included in Electoral Card he shall delete every such name under his full signature with date
indicating briefly the reason for such deletion.
Similarly, if a supervisor finds during his sample checking that any name of a member
of the household which should have been included in the 'Electoral Card' has been left out for
any reason, he will include that name in the 'Electoral Card' supplied to the household under
his full name and signature with a suitable endorsement indicating the reason for such
inclusion and exactly similar entries will be made by the Supervisor in the original of the
'Electoral Card' and also in the list of enumerated persons i.e. the manuscript.
Where, on his checking as aforesaid, any Supervisor finds that there are large
number of wrongful inclusions or wrongful exclusions of names in the 'Electoral Cards' issued
by a particular enumerator, he should undertake 100% verification of all the household
enumerated by the said enumerator.
Such enumerator shall forthwith be removed from the job of enumeration and a report
shall be made by the Supervisor to the Electoral Registration Officer for disciplinary action
against the delinquent enumerator.
Supervisor’s visit, he shall drop the letter of request in Form 4 appended to the Registration of
Electors Rules, 1960 in the premises. He shall make another visit to that house after two or
three days and collect Form 4, if somebody is present at the time of his subsequent visit. He
shall keep a proper account of his visits to such houses. As soon as a supervisor has
completed his random checking as aforesaid, in respect of the households enumerated, he
shall deposit forthwith the verified 'Enumeration Pad' and the manuscript after filling the last
column as explained above, and the corrected copy of the previous roll provided to him with
the Electoral Registration Officer. Before depositing the verified 'Enumeration Pad' and the
manuscript, he shall give a certificate that he has conducted the required supervisory checks
mentioning specifically the number of house/households visited and checked by him.
During supervisory checks, the Supervisor shall, apart from verifying specific
instances indicated above, also make a similar endorsement in any new cases which are
noticed by him where he has doubts about the information furnished. He shall make
necessary corrections in the manuscript as may be necessary after verification by him.
He should compulsorily verify all the entries in the list of missing voters prepared by
him after comparing with the list of enumerated persons and the existing part of the roll. In
case of persons shown to have been issued EPIC, included in this list, he must try to
ascertain if the persons are dead or the place or complete address, wherever possible, where
they have shifted.
7.5. CHECKS BY SENIOR OFFICERS
Apart from the checks by Supervisors of the work done by the enumerators under
their charge, supervisory checks shall also be made during the period of enumeration by the
Assistant Electoral Registration Officers, Electoral Registration Officers, District Election
Officers, and Chief Electoral Officer. The minimum percentage of checking to be done by
each of them by visits to the households shall not be less than the following. (This is only a
lower limit. The actual should be higher).
Assistant Electoral Registration Officers 12%
Electoral Registration Officers 05%
District Election Officers 02%
The household checked by the senior officials should by and large be mutually
exclusive. The official checking the household should also check the entries in the duplicate
copy of the Electoral Card available with the household and sign and affix his name and date
of checking.
The Chief Electoral Officer will conduct random checking and also satisfy himself that
all the instructions are being scrupulously and correctly followed.
The supervisory checking by the AEROs, EROs and DEOs shall not be confined to
visits to households, but shall include checking that no pockets have been completely left out
or enumerated more than once in the constituency during enumeration and that no area or
pocket of another constituency has been included in the enumeration for the constituency
under checking. On the border areas of the constituency, it shall be particularly ensured that
no area belonging to one constituency has been allowed to be included in the enumeration of
another constituency. They shall certify that these aspects have been specially checked by
them during their supervisory visits. The previous rolls may be used for conducting
supervisory checks.
The Supervisory checking would also ensure that no names appearing in the previous
roll are deleted erroneously. The Supervisors have been given personal responsibility to
check and verify all names that are to be deleted. However, the senior officer shall pay
adequate attention to verify that the supervisors have done their job well. Ordinarily, at least
two persons should verify that the deletions are correct, the cases of voters (in the previous
roll) having EPIC, the names to be deleted, may be published and a copy of said deletions
may be provided to political parties eliciting their cooperation in correcting the roll.
7.6. PRINTING OF DRAFT ROLL
7.6.1. UPDATION OF EXISTING DATABASE
As soon as the manuscript and corresponding part of the previous electoral roll
compared by the Supervisor is received in the office of the Electoral Registration Officer, the
work of updating the existing electoral roll database with reference to the information collected
shall be started.
The data entry operators should take the following actions to update the existing
electoral roll database: -
1
2(i) Carry out the corrections in the respective fields to incorporate modifications
indicated with red ink in the printed copy of the previous roll provided to the
supervisor in respect of the entries already available in the database;
3(ii) Delete the entries of missing voters i.e. dead/shifted voters that are struck out
by the supervisor in the printed copy of the previous roll.
4(iii) Thereafter insert the names of New electors at the appropriate place under
the same household, renumber the serial no. of the electors according to the
manuscript and sort out the data base after the above changes. Detailed step-by-step
technical guidelines will be issued separately.
It should be ensured that all the above operations in respect of one part (Polling
Station) are done by the same data entry operator so that in case of negligence in data
updation responsibility can be fixed.
The Electoral Registration Officer shall take every precaution to ensure that all the
inputs collected by way of house-to-house enumeration by the enumerator and the supervisor
is reflected in the electors database before the same is used to generate draft rolls. He shall
particularly verify and satisfy himself that the existing database has been duly modified with
due care and nothing has been left out.
To ensure accuracy of the draft roll, he shall first generate a Check List from the
database and shall have the entries necessarily compared with the manuscript, relevant
printed copy of the previous roll and satisfy himself that the printed roll conforms exactly in all
respects with the inputs and that no error either by design or by mistake has crept into the
database. Instances have come to the notice of the Commission that proper comparison of
the check list is not done before generating draft rolls resulting in improper deletion of entries
of genuine electors, many a times enbloc causing embarrassment to the institution and
disenfranchisement of genuine electors. Any laxity will be viewed seriously.
After making further necessary corrections in the data base, that might be necessary
after comparison of the Check List, the ERO shall get required number of copies of the drafts
rolls prepared.
17.7. DRAFT PUBLICATION
The electoral rolls prepared and printed as above, polling station-wise shall be
published as draft for inviting claims and objections on the date specified for the purpose by
the Election Commission.
7.7.1. DESIGNATED LOCATIONS
The draft electoral roll shall be published on locations designated for this purpose.
These designated locations, for the whole period of filing of claims and objections, shall be the
offices of EROs/AEROs. Similarly, the Polling Station locations shall also be the designated
locations, where the electoral rolls shall be published and claims and objections shall be
received during the revision exercise. Further, the offices of rural and urban elected bodies
shall also function as designated locations on the dates of meetings as and when organized
by the ERO during this period.
During the current revision of electoral roll the services of the Post Office shall also be
used as Designated locations for display of draft electoral roll in the area covered by
respective Delivery Post Offices. Claims and objections shall also be received in all the post
offices.
Detailed guidelines about use of Post-offices and Postmen for display of rolls,
receipt of duly filled in Forms and their verification etc. will be issued separately.
7.7.2. DISSEMINATION OF ELECTORAL ROLLS AT A WIDER SCALE
7.7.2.1. AVAILABILITY AND CHECKING OF DRAFT ROLLS
The draft electoral rolls shall be published and disseminated at a wider scale for
information of the public. The following procedure shall be followed to ensure this:-
(a) It has been decided that the draft roll prepared polling station wise, shall be
published for inviting claims and objections during the period specified in the
schedule given above for the purpose by the Election Commission at the offices
of EROs/AEROs and at designated locations mentioned above and
simultaneously copies shall be provided on the day of publication of the draft roll
to the rural and urban local bodies. Copies of the relevant parts of the draft roll
shall also be provided to the Residents’ Welfare Associations (RWAs), Mohalla
Sudhar Samitis, J.J.Sudhar Samitis, Housing Societies etc., where the rolls are
to be read in the presence of the public. In addition, sufficient number of forms
shall also be made available at these places. The availability of electoral rolls in
these organizations will be helpful in eliciting their cooperation in the roll revision
1(b) Widest publicity shall be given to the draft publication of roll by all media of mass
communication, including paid advertisements in the news papers having wide
circulation in the areas concerned.
7.7.2.2. VERIFICATION OF DRAFT ROLLS IN THE MEETINGS OF GAON SABHAS/WARD

SABHAS/RWAs
Rural Areas :
members of the public especially those who contested the last Gaon Sabha
election but could not be elected, should also be invited as special invitees to
these meetings. Immediately after the meeting, the revenue official may record
his report on these applications and forward the same to the Electoral
Registration Officer for action at his level under rules 16 to 20 of the R.E. Rules,
1960.
b) If the Gaon Sabha includes more than one village, these meetings may be
organised village-wise and elector’s verification exercise in respect of a village
may be completed in the meeting held in that village only. If there are a number
of hamlets in a Gaon Sabha, the meetings may be organised hamlet-wise. In
states like Rajasthan, the institution of Ward Sabha has been functional and in
such states the Ward Sabha meetings may be organised to verify the draft roll.
1c) The remedial measures wherever required, on the basis of information made
available in these meetings, will also have to be taken suo motu under rule 21 and
21A of the R.E. Rules, 1960.
Urban Areas :
a) In urban areas the electoral rolls have to be read out in the specially convened
Ward meetings of Corporations, Municipal Boards, Town Area Committees,
Notified Area Committees, Cantonment Boards and also in the meetings of the
Mohalla Sudhar Samitis, JJ/Slum Sudhar Samitis, Residents Welfare
Associations of the locality or any other forum available in the area and suitable
for such an exercise. Any NGOs willing to be associated in the exercise should
also be involved. The draft electoral roll which are prepared polling station-wise
will be split section-wise in the first instance and distributed to the different
localities/ Residents’ Welfare Associations/ Housing Societies alongwith an
appeal which inter-alia will seek their co-operation to display the extract of the
roll prominently for the benefit of the residents of that locality so that any person
who is residing but is not a registered elector can take the necessary steps to
enroll himself/ herself as well as members of his family.
1b) If a Polling Station includes more than one mohalla or residential colony, these
meetings may be organized mohalla-wise or colony-wise and the electors’ verification
exercise in respect of that mohalla or colony may be completed in the meeting held in
that mohalla or colony. If the area of any polling station is large and there is only one
mohalla or colony, the mohalla or the colony, as the case may be, be divided into
convenient parts at the discretion of the ERO concerned and the meetings may be
organized in such parts of the mohalla or colony.
2c) If the mohalla or colony or ward or any part thereof, does not have any Ward
Sabha or RWA or any such body, the ERO concerned may choose a prominent non-
political citizen, working or retired government officer, NGO or a professional like
doctor etc. residing in the locality, to chair the meetings and help the exercise to be
completed. In case of residential colonies of govt. or semi govt. bodies, the staff
responsible for maintenance of these colonies, may be actively involved in this
exercise.
3d) The Electoral Registration Officer shall, in consultation with the Ward
Sabhas/RWAs etc. concerned, decide the place, date and time for holding the
meetings in such a way that the involvement of the people is assured. All such
meetings shall be chaired by the member/office bearer of the Ward Sabha/RWA etc.
concerned in the presence of an official designated to be present at the meeting.
Here also, the procedure suggested in the preceding paragraphs for receipt and
disposal of claims and objections under rules 16 to 20 and for suo motu action under
rule 21 and 21A of the R.E. Rules, 1960 will have to be followed.
Minutes of the meetings :
preceding paragraphs have to be meticulously recorded/minuted and a copy of the same
should be forwarded to the Electoral Registration Officer who may take its help while
disposing of the claims and objections received. These meetings may begin with the
message from the Electoral Registration Officer/ District Election Officer/ Chief Electoral
Officer regarding the responsibility of the members of the Gaon Sabha/ Samiti/ Association
etc. in truthfully carrying out this exercise.
The EROs/DEOs shall also attend some of the meetings in rural and urban areas with
a view to improve the quality of revision exercise.
The Statutory Forms 6, 7, 8 and 8A appended to the Registration of Electors Rules,

1960 have been amended vide Ministry of Law and Justice Notification dated 18 th August,
2003 along with certain other minor amendments in the Rules. A copy of the Notification has
already been circulated vide Commission's letter No.3/2/2002/J.S.II dated 25th August, 2003.
Form 8B has been deleted. The revised Form 7 will now be used for filing objection
to the inclusion of a name in the draft electoral roll between the period allowed for filing claims
and objections during revision of rolls and also for deletion of entry after the final publication of
rolls.
FORM-6 - for inclusion of name for the first time and also for inclusion of name of a
person already enrolled in a constituency for inclusion of name in another
constituency.
FORM-7 - for objecting inclusion of name in the draft roll and also seeking deletion of
name included in the final roll.
FORM-8 - for correction to particulars entered in the roll. This form can be used after
draft publication as well as final publication.
FORM-8A - for transposition of entry in any other part of the roll of the same
constituency. This form can be used after draft publication as well as after final
publication. (Prior to the amendment this Form could be used only after final
publication of rolls during the process of continuous updation).
Blank forms for addition, deletion, correction & transposition in the draft electoral roll
should be available in all the locations where the draft Rolls are displayed so that these can
be distributed in advance of the campaign dates to the concerned persons. Adequate number
of forms may, therefore, be printed for this purpose.
downloaded from the Election Commission website, cyclostyled, hand written or privately
printed can also be used for submitting applications for inclusion, deletion etc. so long as they
conform to the statutory Forms. However, these forms should be on white paper of A-4 size
and should not contain the name/symbol or any distinguishing mark of any party/organization
printing/supplying the same. This point should be made clear during publicity.
7.8.1. ON LINE FORMS
The Commission has taken up a pilot project to provide facility to file claims and
objections on line through Internet. Necessary guidelines, in this regard, shall be sent to the
CEO before the date fixed for draft publication of the roll.
7.8.2. MANUSCRIPT FOR SUPPLEMENTS
Preparation of manuscript for addition (Form 6), deletion (Form 7), modification (Form
8) and transposition (Form 8A) should be meticulously done. Data entry for all such electors
should be done meticulously and checklist should be printed. These check list should also be
compared with the manuscript for such supplements and necessary corrections should be
made wherever required.
7.9.1. STAFF
The draft roll will be published at the designated locations and will be available with a
government official designated for the purpose, who will make the draft roll available to the
public for inspection and receive claims and objections. These officials shall also participate in
the meetings stated above, collect the minutes of the meetings and also the claims and
objections received during these meetings. Schedule of meetings to be held in the designated
area shall be displayed at the designated locations for information of the public.
In order to provide prompt and efficient service to the electors, adequate number of
staff should be mobilised and counters set up. The DEOs/EROs and Supervisory Officers
shall ensure that all Designated Locations remain functional with full complement of staff.
Strict action be taken against such officials who are found to be guilty of dereliction of duty.
claims and objections. It shall be further ensured that the officials at all designated locations
are fully conversant with the duties to be performed and shall respond to public queries
promptly.
7.9.2. ASSISTANCE TO ELECTORS
consistency of the Forms. There should be adequate space at each designated location for
the electors to sit and complete the forms.
7.9.3. ACKNOWLEDGEMENTS
The completed Forms should be accepted and proper acknowledgments printed on

the lower part of the Forms should be immediately issued.
7.9.4. RECEIVING FORMS
Forms 6, 7, 8 and 8A shall be received on all working days in the offices of

EROs/AEROs and designated locations including area Post Offices from the date of draft
publication till the period specified for the purpose. Acknowledgment for Receipt of
Application printed below each Form should be filled up, detached and handed over to each
applicant compulsorily. Applications in bulk should not be accepted at Post Offices and any
other designated locations except at the offices of EROs/AEROs only by the RWAs/office
bearers of political parties/ Mohalla Sudhar Samiti/JJ Sudhar Samiti office bearers etc. stated
in the following para.
The above Forms shall also be received in the meetings of the rural and urban
elected bodies by the Lekhpal for rural bodies and the government officer deployed to be
present in the meeting for the urban bodies on the date(s) of meeting.
7.9.5. RECEIPT OF CLAIMS AND OBJECTIONS IN BULK
Ordinarily, each claim in Form-6 for inclusion of name in the electoral roll should be
submitted individually by the claimant concerned. However, such claim Forms in respect of
the members of the same household may be allowed to be filed by one person of the same
household at all designated locations, if so authorized by the claimants in their claim Forms in
the appropriate column provided for the purpose.
7.9.5.1. Therefore, claim application should not be received by the ERO and designated
1
2(i) The claim applications may be received in bulk only at the offices of the
EROs/AEROs pertaining to more than one household, if they are duly forwarded by
the President or Secretary of a Residents Welfare Association (RWA) etc. and the
President/ Secretary of these organizations forwards these applications on its
letterhead along with a complete list of the claim applications being forwarded
therewith, and the said list is duly authenticated by the said President/ Secretary.
3(ii) The same will hold good in the case of applications forwarded by the
Executive Officer (by whatever name called) of the Gaon Sabha.
4(iii) The President/Secretary of a recognized political party to whom the copies of
the electoral rolls have been furnished under the provisions of the Registration of
Electors Rule, 1960, may also follow the above procedure in the presentation of claim
applications in bulk.
also, normally, be filed by the objectors concerned individually. An objector should, ordinarily,
be permitted to file objections in Form-7 pertaining to the members of the same household.
mutandis in relation to submission of objections in Form-7 by the RWAs etc., Gaon Sabhas
and recognized political parties, as they apply in relation to submission of claim applications in
Form-6 by them.
Sabha or recognized political party, wishes to submit objections in Form-7 in respect of more
than seven persons, either belonging to the same household or to different households, such
person should be asked to submit a complete list, duly authenticated by him, of each
objection in Form-7 being submitted by him. In addition, he should be asked to submit an
affidavit duly sworn before a Magistrate of the first class or a Notary Public or a Commissioner
of Oaths, verifying the list of objections being submitted by him.
person or an office bearer of a Resident's Welfare Association, Gaon Sabha or a recognized
political party etc., as the case may be, he may be asked to make a statement in his
forwarding letter that he is aware of the provisions of Section 31 of the Representation of the
People Act, 1950, under which the making of a statement or declaration which is false and
which the person making that statement/declaration either knows or believes to be false or
does not believe to be true is a penal offence and vouch for particulars like name, father’s
name, address and genuineness of the applicant as given in the prescribed list duly
authenticated by him. The EROs will dispose off the genuine applications as per the law. The
Commission has also prescribed the format of these forwarding letters and the list (annexed
as IR-2005-10 & IR-2005-10A) in which the office bearers of RWAs etc. and Gaon Sabhas
and recognised National and State Political Parties should forward bulk applications. All
applications received as aforesaid in bulk should be assigned suitable numbers in such a
fashion that any time later, it should be possible to trace the persons/office bearers who
submitted them so that responsibility for filing a wrong application can be fixed at a later date,
if necessary.
It has been observed that bulk applications filed by political parties etc. are rejected
on technical grounds such as non-submission alongwith the application prescribed for
submitting the bulk Forms or the forwarding application is unsigned or not signed by the
authorized persons. Due to this many applications of genuine eligible electors filed in bulk
with such applications remain to be considered. The genuine persons whose Forms are
collected remain unaware of rejection of their applications due to above reasons till they go to
the polling stations during elections. Therefore, while giving publicity, the political parties in
particular and other organizations shall be advised accordingly. They may be educated about
proper use of each Form and also how to fill them so that they can get the incomplete Forms,
if any, completed before submission.
7.9.5.4. It is hereby clarified that the concession to file claims and objections in bulk will apply
only during the period for filing claims and objections fixed by the Commission at the time of
this revision exercise of electoral rolls. This facility will not be available on a permanent basis
at any other time. Similarly individuals desiring to file bulk applications alongwith an affidavit
duly sworn before a Magistrate of the first class or a Notary Public or a Commissioner of
Oaths can do so only during the period fixed for filing claims and objections.
7.9.5.5. The purport and intention of the Commission to allow filing of applications for claims
and objections in bulk during the annual revision is to provide an opportunity to the recognised
Political parties etc. to seriously participate in the process of revision of electoral rolls at the
appropriate time. The general tendency is to highlight omissions and commissions in the
electoral rolls prior to the general elections. The Commission desires to enlist their active
cooperation now itself.
7.9.5.6. The above concession may be highlighted at the time of the publicity to be given for
revision of electoral rolls. The state units of the recognised political parties may be informed
of the instructions in writing whereas the same should be publicised for the benefit of the
RWAs and Gaon Sabha etc. during reading out of rolls in the meetings.
The relevant lists as prescribed in Forms 9, 10, and 11 under the Registration of
Electors Rules, 1960 should be filled up by the staff from the details filled in the relevant forms
(6, 7, and 8). A summary report should also be prepared with totals of each of the lists
corresponding to different Forms.
It has been observed by the Commission that the EROs have not been maintaining,
in duplicate, the lists in Form 9,10 and 11, entering therein the particulars of every claim or
objection as and when they are received by them and that they have not been exhibiting one
copy of such lists on the notice board in their office. The maintenance of such lists is
mandatory under the provisions of Rule 16 of the Registration of Electors Rules, 1960. All the
DEOs shall ensure that these lists are properly prepared, in duplicate, and one copy each of
such lists is exhibited on the notice board by the EROs concerned, without fail. Any violation
of these provisions of the Rules will be viewed seriously by the Commission.
7.11. APPLICATIONS FOR ADDITION OF NAMES
In case of additions, the election official accepting the applications for inclusion of
name should be instructed to conduct a preliminary enquiry right at the time of acceptance.
The preliminary enquiry for various categories should be on the following lines:
1
2(i) In the case of applicants in the age group 18 – 20 years, the name and
relationship should be checked with respect to the applicant’s family members
already enrolled with the same address. Particular care should be taken that
underage applicants do not get enrolled.
3(ii) In the case of applicants above the age of 20 who are applying for enrollment
for the first time, the circumstances because of which they could not be registered
during previous revisions should be ascertained. The facts should be briefly recorded
on Form 6. A detailed enquiry should be got done in all such cases at the time of
disposal of claims and objections.
4(iii) In the case of applicants who have shifted their place of residence after the
enumeration work and were enrolled in the draft roll of another part of the same
constituency / other constituencies, the full details of the previous address and of
earlier Rolls and EPIC, if issued to the elector, must be filled in by the applicant in
Form-8A/6, respectively. As per proviso to Section 23(2) of the R.P. Act, 1950 it is the
duty of the ERO who receives the application for inclusion in Form 6 to dispose of the
application on merit and after proper verification, and after necessary enquiry, where
called for, and if the name is found qualified for inclusion, the same shall be included
in the roll. The ERO then shall inform the concerned ERO of the place of previous
enrollment in the draft rolls to take steps to delete the relevant entries from the
previous place. Failure to furnish the details entered in the draft rolls and EPIC due to
ignorance would not be a ground for non-acceptance of applications.
5(iv) The ERO of the constituency in which the applicant has already been
enrolled in the draft roll or claims to have been enrolled should, immediately on
receipt of information from the other ERO verify whether the person has been
enrolled at the address given and if so enrolled, take action to delete the entry from
the roll and communicate a copy of his order to the ERO of the constituency where
the person has been subsequently enrolled.
6(v) It is also clarified that the follow up action for deletion of such entries in the
other constituency should be administratively followed up, preferably in a specified
time frame. Though no uniform time can be fixed for this purpose, however, it is
desired that all such cases should be disposed of within 30 days from the date of
disposal of the application by the ERO of the constituency where the elector's name
has now been included.
7.12. SUPERVISION
A Sector Officer to be designated as such and an AERO should attend as many

meetings of Gaon Sabhas/RWAs etc. as possible for them and also supervise a group of such
Designated Locations for purposes of overseeing the revision process.
The disposal of claims and objections has to be followed by preparation of separate

lists of additions, deletions and modifications and then the printing of supplements. The
following points should be borne in mind while disposing of claims and objections:
1(a) It shall be the duty of the Electoral Registration Officer to ensure that each
and every claim and objection received in Form 6, Form 7, Form 8 and Form 8A is
duly disposed of fully in accordance with law and the directions and instructions of the
Commission.
2(b) Scrutinise each and every application meticulously and ensure that it is
complete in all respects. In the light of provisions of section 13C of the
Representation of the People Act, 1950, the Commission has no objection to the
disposal of claims and objections by Assistant Electoral Registration Officers.
However, such delegation of powers to Assistant Electoral Registration Officer shall
not absolve the Electoral Registration Officer of his responsibility for ensuring a
defect-free electoral roll. The Assistant Electoral Registration Officer is performing a
quasi-judicial function while disposing of claims and objections and must apply his
mind independently to all such evidence, documentary or otherwise, which the
concerned persons may adduce in evidence.
1(c) No material column requiring the applicant to indicate his name in full, his
father’s/mother’s/husband’s name, "Relationship" and particulars of his place of
residence should be left blank by the applicant. All the declarations as prescribed in
Form 6 should be complete in all respects. If a claimant states in the declaration that
his name may have been included in some other roll, full address of his previous
residence must be given in that declaration.
2(d) The Electoral Registration Officer is a statutory authority charged with the
duty of preparing the electoral roll. He has to ensure that the electoral roll contains
only the names of persons who are fully eligible and fulfil all the conditions for
registration. One of such conditions of eligibility is that the elector should be a citizen
of India. Therefore, when a claim application is preferred before the Electoral
Registration Officer, he has to satisfy himself that the applicant is, inter alia, a citizen
of India.
3(e) While disposing of a claim or an objection, the Electoral Registration Officer
must bear in mind the following guidelines as laid-down by the Supreme Court in its
judgment dated 06-02-1995 in Writ Petition (Civil) No. 731 of 1994 (Lal Babu Hussain
and others Vs. Electoral Registration Officer and others), etc., etc.:-
4
5(i) The Officer holding the enquiry shall bear in mind that the enquiry
being quasi-judicial in nature, he must entertain all such evidence,
documentary or otherwise, as the concerned affected person may like to
tender in evidence and its evidentiary value assessed and applied in decision
making. The Electoral Registration Officer shall disclose all such material on
which he proposes to place reliance, so that the concerned person has had a
reasonable opportunity of rebutting such evidence. The concerned person, it
must always be remembered, must have a reasonable opportunity of being
heard.
6(ii) Needless to state that the Officer inquiring into the matter must apply
his mind independently to the material placed before him and without being
influenced by extraneous considerations or instructions.
7(iii) Before taking a final decision in the matter, the Officer concerned will
bear in mind the provisions of the Constitution and the Citizenship Act, 1955
and all related provisions having a bearing on the question of citizenship and
then pass an appropriate order. It must be remembered that there is a
provision for appeal against the decision of the Electoral Registration Officer.
8(iv) If any, person whose citizenship is suspected is shown to have been
included in the immediately preceding Electoral Roll, the Electoral
Registration Officer or any other officer inquiring into the matter shall bear in
mind that the entire gamut for inclusion of the name in the Electoral roll must
have been undertaken and hence adequate probative value be attached to
that factum before issuance of notice and in subsequent proceedings.
These guidelines not being exhaustive, the Officers concerned must, where special
situations arise, conduct themselves fairly and in a manner consistent with the principles of
natural justice and should not appear to be acting on any pre-conceived notions.
The onus of proof of the citizenship shall lie on the applicant who applies for inclusion
of his name for the first time. The ERO must be satisfied that the person seeking to have his
name enrolled is not disqualified, among others, by reason of his not being a citizen of India.
Therefore, the Electoral Registration Officer would be justified in requiring the concerned
person to show evidence that he is a citizen of India. Some of the documents that could be
used to prove the citizenship are any of the following:-
1
2i) National Register of Citizens (NRC), would be used/referred to wherever it
exists.
ii) Citizenship certificate issued by competent authority.
iii) A valid passport issued by the Government of India.
iv) Birth Certificate.

(Care should be taken to ensure that the entry/certificate produced is
genuine).
It must, however, be borne in mind that the above mentioned documents are only
illustrative and not exhaustive.
A certificate issued by village headman, Panchayat president, etc., to the effect that a
person is a citizen of India is not by itself reliable documentary evidence as conclusive proof
of citizenship.
In the case of married women who change their residence as a result of marriage and
who cannot produce documentary evidence as a proof of citizenship, but who are otherwise
genuine Indian citizens eligible for registration as voters, the following documents but not
restricted thereto, may also be accepted by the Electoral Registration Officer at the time of
disposal of claims and objections: -
1
2i) proof of being registered as voter as an unmarried girl, if her name was
registered;
3ii) proof of marriage, wherever possible;
4iii) certificates issued by the village headmen of both the villages i.e. the village
to which the woman belonged before marriage and the village to which she has
moved after her marriage, countersigned by a village level Government Official;
5iv) Where there is no village headman in existence, the certificate to the above
effect issued by the Secretary, Gram Panchayat or an officer equivalent to village
headman in terms of his powers and functions, and countersigned by village level
Government Official.
Especially in the case of persons producing citizenship certificates, the genuineness

and authenticity of each such certificate should be duly verified. Wherever there is any doubt,
those cases should be referred to the authorities who issued those certificates. This is
necessary as there is reason to suspect that some of these certificates are bogus or issued
without due care.
It should be noted that the certificates issued by State Government authorities as

regards permanent residence in the State are not themselves necessarily conclusive proof of
citizenship.
Whenever an Electoral Registration officer is in doubt in regard to the qualifying age

or place of ordinary residence of a claimant, he shall decide that question with reference to,
but not restricted to, the birth certificate, school or college certificate, passport, baptism
certificate, telephone connection, LPG connection, Bank account, etc.
In the case of persons who claim to be migrants from other parts of India, their
statements should not be taken at face value. They will be required by the Electoral
Registration Officer to adduce such evidence as may satisfy him in regard to their claim of
migration from another place of India. In appropriate cases, the Electoral Registration Officer
shall crosscheck the position with the District Election Officer of the District from where the
claimants claim to have migrated.
In case of an objection filed in Form 7 seeking the deletion of name from the electoral
roll on the ground that the person objected to is not a citizen of India, the onus of proof shall
lie on the objector. It shall be ensured that such onus is fully discharged in accordance with
law.
The final roll shall be prepared after all claims and objections have been duly
disposed of. Supplements as stated above shall be prepared to give effect to the decisions of
the Electoral Registration Officer allowing or rejecting the claims applications and objections,
in the forms prescribed by the Commission for the purpose of such supplements. It is made
clear that under the existing election law, for the purpose of final publication of the electoral
roll, the EROs shall prepare supplements of additions, deletion and corrections and publish
the draft roll together with the three supplements. On such publication, the draft roll plus the
Supplements shall be the final roll of the Constituency. Further the electoral rolls should be
finally published in the new format prescribed by the Commission. These will, therefore, have
AC summary, part summary, and section headers containing postal address and other
summary information and the list of electors with additional columns giving EPIC number.
Instructions issued by the Commission to provide postal address in the election shall be
followed in regard to printing the postal address in the roll. The Chief Electoral Officers should
closely monitor and supervise this aspect.
Copies of the finally published roll should be placed for inspection at all the locations,
where the draft rolls had been made available, for a limited period of one week for greater
accessibility of the final rolls to the public. Designated Officers who would be custodian of the
roll and responsible for assisting the public to verify their entries in the finally published roll
shall be appointed for each such location. These officers shall be paid an honorarium of
Rs.200/- for the purpose. In addition, copies of the rolls can be displayed at various other
public locations like Rural Libraries, Panchayat Bhavans, Resident Welfare Associations and
any other important location depending on local conditions. This would eliminate the genuine
grievances of the electors, at large, about non-availability of final rolls at a nearby location for
verification of entries and increase their level of involvement in cleaning the electoral roll.
requirement for elections due next year. The copies required by the State Election
Commission and future revisions of Electoral Rolls should also be taken into account. On the
basis of the total requirements, the final print numbers should be decided by the Chief
Electoral Officers.
Simultaneously, four copies of the archival and back up copy of CD-ROM (AB) as
prescribed under the guidelines of the Commission, for computerization of rolls, must be
produced. Two copies are to be retained by the DEO and two by the CEO for purpose of
record and future reference.
Rules 11 and 22 of the R.E. Rules, 1960, provide that the ERO shall supply free of
cost to every political party for which a symbol has been exclusively reserved in the State, two
copies of each separate part of the electoral roll immediately after draft publication and again
after final publication. Wide publicity about availability of the electoral rolls in CD-ROM should
be given. The political parties while being given copies of draft rolls should be
requested in writing to verify the rolls and bring to the notice of DEO/ERO the
shortcomings, if any, within a specified time.
1
8.1. ENUMERATION IN AREAS HAVING SUBSTANTIAL PRESENCE OF FOREIGN
NATIONALS
Special care has to be taken at the time of enumeration in areas having substantial
presence of foreign nationals and the following procedure shall be adhered to:
1(a) The assembly constituencies where there is a large-scale presence of foreign

nationals should be identified first by the State Government authorities concerned and within
such assembly constituencies, the polling areas having a substantial presence of foreign
nationals should also be likewise identified by those authorities.
2(b) At the time of house to house enumeration in these areas, the enumerators shall
include in the 'Electoral Card' the names of all persons as are declared to be adult Indian
citizens by the head/senior adult member of the household furnishing the information to the
Enumerator.
3(c) The Enumerator shall prepare the list of persons enumerated as per the enumeration
pad as explained herein before.
4(d) As soon as the manuscript in respect of a polling area is handed over by the
Enumerator alongwith the enumeration pad containing the original 'Electoral Cards', the
Supervisor shall take action to compare the entries house number-wise with the
corresponding entries in respect of each household in the previous electoral in the following
manner :-
1 In case of such persons whose names do not appear in the previous electoral roll, he
shall indicate the word "New" in the last column of the manuscript. In case the names in the
manuscript appear in the previous electoral roll, the serial No. of such elector (in the previous
electoral roll) shall be entered in the last column mentioned above;
2 He shall correct the entries in the printed copy of the electoral roll from the manuscript
wherever necessary and also tick () the entries checked;
3 Score the entries in the printed electoral roll that do not appear in the manuscript to
indicate missing voters i.e. dead/shifted.
All these indications should be marked with red ink.

5
6(e) The ERO will then get the entries in respect of new persons verified to ascertain if the
entries have any linkage with the other persons of the same household figuring in the
previous electoral roll. Wherever such linkage is established that name may be entered in the
draft roll subject to fulfilling of other qualifications.
7(f) In respect of other new entries, where the concerned person is in possession of an EPIC
issued either for that constituency or for any other constituency the same should be
incorporated in the draft roll.
8(g) In respect of all other persons whose name appeared for the first time in the list of
enumerated persons but their linkage to any other entry in the previous roll as given in para
(e) and (f) above, can't be established, the ERO shall prepare a separate list of such names.
9(h) Thereafter, it shall be the duty of the E.R.O. concerned, as the quasi judicial authority, to
get the particulars of such persons verified by employing or utilising such agencies as he may,
in consultation with the District Election Officer and the State Government, consider
appropriate having regard to all applicable laws. The agencies, that might be employed by
the Electoral Registration Officer for effective discharge of his duties, shall make such
enquiries by visiting the persons concerned at their place of residence and gather such
evidence as may be necessary and submit a report to the Electoral Registration Officer in
each individual case. In no case, any such agency, other than the concerned Electoral
Registration Officer, shall summon the persons under verification to police stations or their
offices or insist for production of documents of only a specified nature.
10(i) While making such verification, the status as Indian citizen of every person shall be
verified with regard to all relevant laws as applicable in the State/Union Territory. These laws
include, among others, Part II of the Constitution of India, Citizenship Act, 1955, Foreigners
Act, 1946, Illegal Migrants (Determination by Tribunals) Act, 1985 (only in the case of Assam)
and the rules and orders made thereunder. The provisions of all these Acts and rules and
orders made thereunder should be applied harmoniously.
11(j) As soon as all the entries have been verified by the Electoral Registration Officer as
stated above, he shall prepare a list of names and other details of those persons who are
entitled to be registered in that roll and include the same in the draft electoral roll. If in some
cases, the aforesaid verification cannot be completed before updation of existing database
before draft publication, these names may be included in the supplement of additions to the
final roll.
The disposal of claims & objections received after publication of the draft rolls in the
areas as identified above, shall be done by following the procedure stated above.
8.2. HELP DESKS & CONTROL ROOMS
A large number of people are not aware of the assembly constituency to which they
belong and the polling station to which they are tagged. This is particularly true for metros and
large urban areas and also for big villages. Complete list of towns, villages, localities and
areas as listed in the Electoral Rolls for each assembly constituency should, therefore, be
printed separately in booklets and their links to the concerned polling stations should be
available in these booklets. These lists can be utilised to provide information to electors and to
answer queries to facilitate filing of claims & objections by them correctly and submit the same
to the concerned Electoral Registration Officer.
The Chief Electoral Officers should set up a Control Room during the period fixed for
filing claims & objections after publication of the draft roll and ensure that these are manned
during office hours in the normal working days and for such extended period as decided by
the concerned Chief Electoral Officers. Adequate staff should be mobilised for this purpose.
Similarly, at the district level and the EROs’ level, suitable Control Rooms have to be put in
place.
designated locations, dates fixed for reading out of the electoral roll in different localities and
also links of particular area to the relevant polling station and Assembly Constituency should
be provided. At the State Headquarters and the district level, as far as possible, such Help-
Desks should utilise the computer data base of the Control Tables to handle queries. The
persons manning the Help-Desk should be able to give prompt answer to queries using the
relevant software. It should be ensured that at least the printed booklets containing this
information are available in the control room and properly flagged and indexed for providing
prompt answers to queries.
8.3. RECORD KEEPING
The EROs will be personally responsible for the proper maintenance of all records
and their safety. District Electoral Officers will supervise and ensure that appropriate
arrangements have been made in this regard. When an ERO is transferred and a new
incumbent joins, the outgoing ERO must explain the arrangements to his successor. When
the post designated as the ERO is modified and a new post is designated as ERO, thorough
and comprehensive arrangements for handing over and taking over the records from one
office to the other must be made. Any slackness in this regard will be viewed very seriously by
the Commission and the concerned officer will be liable for suitable action. Custodians of
records must be designated as such and complete registers must be maintained as required
under standard record keeping procedure of the concerned State/UT government.
8.4. Reports
The Commission has prescribed the following proforma for collection of information
about this revision:
Form ID-IR-2005 -03 :
Immediately after updation of the electoral roll database on the basis of manuscript
prepared from the enumeration pads and existing part of the electoral roll in the manner
outlined before, a summary of the draft roll in Form ID IR-2005-03 should be
forwarded to the Commission within a week from the draft publication.
Form ID-IR-2005-04 :
This Report is to be submitted for each Assembly Constituency by the concerned

Electoral Registration Officer after completion of the period for filing claims and objections.
EROs have to cover all applications received from all the Polling Stations including the offices
of the EROs/AEROs, Post Offices and other rural and urban bodies.
After scrutiny of the data received from EROs, Chief Electoral Officer should forward
to the Commission a statement in this format in respect of such constituencies in the State
where there is major deviation in the number of Claims in Form-6 and/or Objections in Form-7
from the average number of forms received in the State. For example, if the State average is
2%, all cases where the figure for a constituency is 3% or more, these have to be scrutinized.
The Statement in this Form should reach the Commission within 7 days after the last date for
filing claims and objections. If the information is “nil”, after filling up the relevant data in the
columns (i) to (v), they should mention “nil” under columns 1 to 7 relating to constituency
details.
Form ID-IR2005-06
A constituency wise report about total number of applications received for inclusion
and deletion of names in the State in Form ID: IR-2005-06 may be furnished within seven
days from the last date of receiving claims and objections.
Form ID-IR-2005-07
The constituency wise report on disposal of applications received in the State and
suo moto additions and deletion cases under rule 21 and 21A should be forwarded to the
Commission in Form ID: IR-2005-07 within seven days after disposal of all claims and
objections.
Form ID-IR-2005-08
Report of constituency wise data of electors in final roll, both general and service
voters (with men/women breakup) should be furnished within a week after final publication in
Form ID: IR-2005-08.
Form ID-IR-2005-09
Details of EPIC number indicated in the finally published electoral roll in Form ID-IR-
2005-09 within one month after final publication.
The data has to be collected by the Chief Electoral Officers on these proformas from
the EROs/DEOs which shall be consolidated at the CEO’s level and sent to the Commission.
The CEOs have also to send following consolidated reports to the Commission :-
1
21. Confirming commencement of the process of house-to-house enumeration on
the appointed date.
32. Confirming completion of the process of house-to-house enumeration.
43. Confirming draft publication at designated locations in all constituencies - by
17.00 hours on the date of draft publication.
54. Confirmation of final publication by 1700 hours on the date of final
publication.
.
DEOs shall prepare their reports in the prescribed forms in respect of the Assembly
ALL THE ABOVE REPORTS SHOULD BE ADDRESSED TO THE SECRETARY IN

THE COMMISSION WHO IS IN CHARGE OF THE STATE/UT.
8.5. SPECIAL EFFORTS TO ENROLL WOMEN ELECTORS
Special efforts have to be made by all concerned to ensure that women electors are
enrolled and included in the Electoral Rolls. Sometimes unmarried daughters, new brides
and even widows are left out from the Electoral Rolls for various reasons. Concerted efforts
should be made to create awareness for full inclusion of all eligible women electors. The field
staff may be sensitised on this aspect so that they too can make special efforts for this
purpose. Women’s organisations, and local NGOs as well as political parties should be
encouraged to make voluntary efforts to ensure that no eligible woman voter is left out from
the rolls during this current revision. Wherever such organizations or NGOs are not available,
local lady teacher or doctor or government servant or any other reputed lady may be involved
so as to achieve the purpose of inclusion of all eligible women electors.
LIST OF FORMS ENCLOSED WITH GUIDELINES FOR INTENSIVE REVISION W.R.T. 01-
01-2005 AS QUALIFYING DATE
1. IR-2005-01 Identity Card for Enumerator/Supervisor

2. IR-2005-02 Electoral Card
3. Form 4 Letter of Request
4. IR-2005-03 Summary of Draft Electoral Rolls
5. IR-2005-04 Summary Report (For Assembly Constituency)
6. IR-2005-05 Report of Large Scale Applications Received in the Constituencies
7. IR-2005-06 Constituency-wise report of applications received

8. IR-2005-07 Constituency-wise Report of Disposal of Application Received
9. IR-2005-08 Constituency-wise Report of Electors in Final Roll

10. IR-2005-09 Details of EPIC Numbers in Electoral Roll
11. IR-2005-10 Format for submitting applications in bulk for inclusion of names
12. IR-2005-10A Format for submitting applications in bulk for deletion of names from the
rolls.
13. Form 11A List of Applications for transposition of entry in Electoral Roll received in
Form 8A
Form : IR-2005-01
IDENTITY CARD FOR ENUMERATORS & SUPERVISORS

IDENTITY CARD FOR
ENUMERATOR /SUPERVISOR
Shri/Smt. ………………………………………..
Whose specimen signature is given below has been appointed
as an Enumerator / Supervisor for the Intensive Revision of
Rolls, 2005 in respect of ……………………………………
….………. Constituency.
Specimen Signature of Signature

Enumerator / Supervisor Electoral Registration Officer
SEAL
Form : IR-2005-02
ELECTORAL CARD
Book No.……………… Serial No.………………………
No. and Name of the Assembly Constituency…………………………………………

Part No.……………… Section No.………… Segment No.……………..
Polling Station No. …………………………
In Rural Areas the details like House No./House Name, Village, Post Office, Tehsil, Police Station, Pin Code, District etc. shall be
covered.
In Urban areas the details like House No. /House Name, Gali No., Municipal Block, Municipal Ward No., Locality Name, Street
Name, Post Office, Town/City/ Metro, Police Station, Pin Code, District shall be covered.
COMPLETE POSTAL ADDRESS

……………………………………………………………………………………………………………
……………………………………………………………………………………………………………
……………………………………………………………………………………………………….
NAMES AND DETAILS OF ADULT CITIZENS ORDINARILY RESIDING AT ABOVE ADDRESS
Sl. House Name of Citizen Relationship Name of Relation Sex Age EPIC No.
No No.
(Total Number of Adult Citizens (IN WORDS)………………………………………………………

I…………………………….. have read the Declaration overleaf/the Declaration overleaf has been read
out and explained to me and I hereby affix my signature/thumb impressions in confirmation thereof.
Signature of Enumerator Signature/Thumb impression of the

PIN---------------------- Head of the family or any Senior adult member
DATE:---------------------
NOTICE
Please check the relevant part of the draft roll inviting claims and objections. In case of
member of the family enumerated in this card not finding his/her name in the said draft roll, he/she should file
a claim under the law in Form-6 for his/her inclusion.
DECLARATION
I solemnly declare that all the persons whose particulars are mentioned overleaf are
citizens of India, are the age of 18 years or above on the qualifying date and are ordinarily
residence at the given address.
I further solemnly declare that the particulars of the said persons as furnished by me
are true to the best of my knowledge and belief and that none of the said persons has been
included in the electoral rolls of any other Constituency or more than once in this
Constituency.
I am also aware that making any statement or declaration in connection with the
inclusion or exclusion of any entry in or from the electoral roll which is false or which I either
know or believe to be false or do not believe to be true is punishable with imprisonment for a
term which may extend to one year or with fine, or with both, under section 31 of the
Representation of the People Act 1950.

THE REGISTRATION OF ELECTORS RULES, 1960
FORM 4
(See rule 8)
Letter of request
Place.......................
Date.........................
To
The occupant
of...................................................................................................
Sir/Madam,
The preparation of the electoral roll for the Assembly Constituency in which
you are residing has been taken in hand. It will greatly facilitate my work if you will
kindly complete the statement below after reading the attached instruction and hand
it over to my assistant who will call for it.
Electoral Registration Officer of

the...........................
......................…….....................................................
Assembly Constituency ………
..........................
STATEMENT
Names and particulars of adult citizens ordinarily residing in the above
premises
Name of citizen Particulars as to Age on 1st January 2005

Father or Mother or Husband
1.
2.
3.
4.
5.
etc.
Signature.................
Date........................
INSTRUCTIONS
1. Enter the names of all persons who have completed 18 years of age on or before the 1st
of January of this year and who are ordinarily residing in the premises.
2. Only the names of those who are citizens of India should be entered.
3. Enter against Serial No. 1 in the first column, the name of the head or other senior
member of the family, provided he or she has the qualifications mentioned in paragraphs
1 and 2 above.
4. "Ordinarily residing" does not mean that the person should be actually i n the house when
you are filling in the form. The persons who normally live in the house should be included
even though they may be temporarily absent, e.g., on a journey or on business or in
hospital. On the other hand, a guest or visitor, who normally lives elsewhere but happens
to be in the house at the time should no be included.
5. All ordinary residents of the house should be included, whether they are members of the
family or not. But do not enter the name of any person who is a member of the Armed
Forces of India or is employed under the Government of India in a post outside India or
the name of such person's wife if she ordinarily resides with him.
6. In the case of every male citizen, enter in the second column the name of his father
preceded by the words "son of"
7. In the case of every female citizen, enter in the second column—
(i) the name of the husband preceded by the words "wife of', if she be married;
(ii) the name of the late husband preceded by the words "widow of", if she be a
widow; and
(iii) the name of the [Father of Mother] preceded by the words "daughter of', if she be
unmarried.
8. In the third column, enter the age of the citizen as accurately as possible, giving only the
number of complete years and ignoring the months.
SUMMARY REPORT (For each AC) IR-2005-04

Union Territories)
INTENSIVE REVISION, 2005
State / UT Name :
AC@ No. : Name :
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :
Constituency-wise report of electors in the final roll -2005 IR-2005-08
Name of State Date of Final Publication

TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

IR-2005-09

INTENSIVE REVISION 2005
State: __________________________Date of Final Publication: __________________

indicated number

Form : IR-2005-10
Letterhead of recognised Political Party or Residents Welfare Association or Gaon Sabha
To
Sir,
I am forwarding herewith _______(total No.) original claim applications in Form 6, submitted by
the citizens of India ordinarily residing at the address mentioned in each application and who according
to the best of my knowledge and belief are not disqualified for registration in the electoral rolls, for
inclusion in the relevant part of the electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the ______(total no.)
claim applications being forwarded herewith and the same is duly authenticated by me on each page.
I further submit that I am aware of the provisions of Section 31 of the Representation of the
People Act, 1950, under which the making of a statement or declaration which is false and which the
person making that statement/declaration either knows or believes to be false or does not believe to be
true is a penal offence, and that I shall be liable for penal action for any false statement or declaration in
the Forms being forwarded herewith.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF APPLICATIONS FOR INCLUSION OF NAMES FILED IN BULK BY
RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE ASSOCIATION / GAON SABHA /
VILLAGE COUNCIL

Form : IR-2005-10A
Format for submitting applications in bulk for deletion of names from the electoral rolls.
To
Sir,
I am forwarding herewith ________(total No.) original objections in Form 7 seeking deletion of

entries from the electoral rolls in respect of persons who are either not ordinarily residents or dead or
shifted filed by Objector(s) enrolled in that electoral roll.
objections being forwarded herewith and the same is duly authenticated by me on each page.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF OBJECTIONS TO ENTRIES IN THE ELECTORAL ROLL FILED IN BULK
BY RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE ASSOCIATION / GAON SABHA /
VILLAGE COUNCIL
roll
FORM ID :
Intensive Revision, 2005 IR-2005-03
SUMMARY OF DRAFT ELECTORAL ROLL
Name of State : Date of Report :
No. & Name of Total no. of No. of No. of Total No. New New entries Total no. of Total No. of Percentage of Remarks
Assembly electors in entries entries of entries entries to due to other new entries electors in the increase /
Constituency the existing deleted on deleted deleted the reasons (col.6 + 7) draft roll decrease over
roll of 2004 account of for other (Col.3+4) existing (shifted in) (Col. 2- 5+ 8) the roll of 2004
death reasons families
1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11.
Place:
Date: Signature of the Chief Electoral Officer
TO ECI Report of Large scale Applications Received in the Constituencies IR-2005-05
State Name: DATE OF REPORT:
(i) Total Electors in the Draft rolls in the State
State : Constituency:
State : Constituency :
Constituency deviation deviation
compared to State compared to
average State average
1 2 3 4 5 6 7
Date: Signature of Chief Electoral Officer

Constituency-Wise Report of Applications Received in the State IR-2005-06
INTENSIVE REVISION, 2005 - TOTAL NUMBER OF APPLICATIONS RECEIVED
State Name: Consolidated Statement at the end of the period
for filing Claims & objections on ……………
Electors in the
No Name Draft Rolls of the At At the offices of TOTAL At At the offices of TOTAL
Constituency Designated ERO/AEROs for FORMS-6 Designated ERO/AEROs for FORMS-7
Locations the entire period RECEIVED Locations the entire period RECEIVED
1 2 3 4 5 6 7 8 9

Constituency-Wise Report of Disposal of Applications Received in the State IR-2005-07

State Name: Consolidated Statement at the end of the period for disposal of

Total No. of TOTAL CLAIMS IN FORM 6 Inclusion Total TOTAL OBJECTIONS IN Deletion Total Net %Age
Electors in the under Admitted FORM 7 under rule Deletion Addition Of increase (+)
Constituency Draft Roll of rule 21 (Col.5+7) 21-A (Col. 10 +12) (Col 8-13) Or decrease
the Lodged Admitted Rejected Lodged Admitted Rejected (-)
No. Name Constituency
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

FORM -EC 11A

___/___/___ ___/___/___
transposed included
1 2 3 4 5 6 7 8
§
ITEM NO. 15
Election Commission's letter No.23/ER-Intensive/2004-PLN-II, dated 17.06.2004 addressed to the

Chief Electoral Officer, Assam, Dispur
Subject: Intensive Revision of Electoral Rolls w.r.t. 01-01-2005 as qualifying date.
In continuation of Commission's letter of even number dated 2 nd June, 2004

communicating the programme of Intensive Revision of Electoral Rolls I am directed to forward
herewith the detailed guidelines to be followed for the revision.
Kindly acknowledged the receipt.
INTENSIVE REVISION OF ELECTORAL ROLLS IN ASSAM

GUIDELINES
The Commission has ordered intensive revision of electoral rolls in Assam w.r.t. 01-01-
2005 as qualifying date vide its letter dated 2nd June, 2004. The present guidelines relate to
Assam and are in consonance with laws applicable to the state specifically.
1. LEGAL FRAMEWORK:
1.1. CONSTITUTION OF INDIA
Article 325 of the Constitution of India lays down that there shall be one general electoral
roll for every territorial constituency for election to either House of Parliament or either House of
the Legislature of a State and no person shall be ineligible for inclusion in any such roll for any
such constituency on grounds only of religion, race, caste, sex or any of them.
Assemblies shall be held on the basis of adult suffrage. Adult suffrage means every person who
is a citizen of India and who is not less than 18 years of age on such date as may be fixed in that
behalf by or under any law made by the appropriate legislature and is not otherwise disqualified,
shall be registered as a voter at any such election.
disqualifications for registration in electoral rolls, the administrative machinery in the field for the
proper preparation and revision of rolls and the manner in which the rolls should be prepared or
revised.
Section 21 (1) of the Representation of the People Act, 1950 provides that the electoral
roll for each constituency shall be prepared in the prescribed manner by reference to the
120
qualifying date and shall come into force immediately upon its final publication in accordance with
the rules made under this Act.
The ‘qualifying date’ in this context has been defined in section 14(b) of the R. P. Act,
1950 to mean the first day of January of the year in which the electoral roll is prepared or revised.
(a) shall, unless otherwise directed by the Election Commission for reasons to
be recorded in writing, be revised in the prescribed manner by reference to
the qualifying date,
(ii) before each bye-election to fill a casual vacancy in a seat allotted to
the constituency; and
(iii) shall be revised in any year in the prescribed manner by reference to
the qualifying date if such revision has been directed by the Election
Commission;
Provided that if the electoral roll is not revised as aforesaid, the validity or continued operation of
the said roll shall not thereby be affected.
sub-section (2), the Election Commission may at any time, for reasons to be recorded, direct a
Special Revision of the electoral roll for any constituency or part of a constituency in such manner
as it may think fit;
1.3. CORRECTION AND INCLUSION OF NAMES IN ELECTORAL ROLLS AFTER FINAL
PUBLICATION:
Section 22 of the R. P. Act, 1950 empowers the ERO for a constituency to take remedial
action after giving the person concerned a reasonable opportunity of being heard in respect of the
action proposed to be taken in relation to him, in the event of an entry being erroneous or
defective, entry should be transposed to another place in the roll on the ground that the person
concerned has changed his place of ordinary residence within the constituency or deletion of the
entry on account of death of a person or the person ceases to ordinarily reside in the constituency
or is otherwise not entitled to be registered in that roll.
shall be made under section 22 and no direction for the inclusion of a name in the electoral roll of
121
a constituency shall be given under this section, after the last date for making nominations for an
election in that constituency or in a parliamentary constituency within which that constituency is
comprised and before the completion of that election.
1.4. REGISTRATION OF ELECTORS RULES 1960
consideration and disposal of appeals arising out of non-inclusion or wrong inclusion of names in
the rolls.
1.5. PROCEDURE OF PREPARATION AND REVISION OF ELECTORAL ROLL:
ROLLS PREPARED ASSEMBLY CONSTITUENCY-WISE

separate rolls for Assembly Constituencies and Parliamentary Constituencies as the Assembly
rolls in J & K are prepared under the provisions of Section 140 of the Constitution of Jammu and
Kashmir and Sections 10 to 20 of the Jammu and Kashmir Representation of the People Act,
1957. The Electoral Roll of a Parliamentary Constituency (except in Jammu & Kashmir) consists
of the Electoral Rolls of all the Assembly Constituencies comprised within the said Parliamentary
Constituency.

partly intensively and partly summarily as the Election Commission may direct. It can also order a
special revision, if necessary. Thus there can be four types of revision of electoral rolls. These are
:
(i) Intensive
(ii) Summary
(iv) Special
1.7. Intensive Revision of Rolls:
In an intensive revision, enumerators visit each house and note down the particulars of
the eligible members of the house in an Electoral Card. A copy of the Electoral Card is handed
over to the head of the household or, in his absence, to any adult member of the family. On the
basis of such enumeration, draft rolls are prepared and published, inviting claims and objections.
After disposal of such claims and objections, the rolls are finally published.
122
1.8. Summary revision of Rolls:

During the summary revision only a notice is issued advising electors to make individual
applications for inclusion or exclusion in or from a particular roll as the case may be. Enquiry of a
summary nature is conducted on applications received. Thereafter supplementary lists indicating
additions and deletions are published. It is possible that at a given time there are multiple
supplementary lists, which together with a last finally published roll constitute the current roll.
1.9. Partly Summary Partly Intensive Revision:
additions/deletions. After disposing of claims and objections, integrated lists of addition/deletions
are prepared which together with main roll form the Electoral Roll.
1.10. Special Revision:
localities or blocks or any section of voters or for any other reasons, the Commission considers it
necessary so to do, the Commission may, after recording such reasons, order special revision of
the roll of any constituency or part thereof. The procedure for carrying out special revision is
determined by the Commission in each case having regard to the circumstances of the case and
other relevant factors. It may be intensive, summary or partly intensive and partly summary.
1.11. CONCEPT OF CONTINUOUS REVISION:

updation, even though this is not widely known as such or utilised except during the periods when
elections are held. As per the law, applications for inclusion/deletion of names or modifications of
entries in the roll can be given at any time even after the election process has started but during
the latter the requests can be acted upon only up to the last date of nomination. Only during the
period between the last date of nomination and the date of completion of the electoral process no
requests are acted upon. As with summary revision, supplementary lists are produced containing
additions and deletions or modifications of entries allowed during the period intervening between
the last final publication and the last date of nomination. It is quite possible that such a
supplementary list is an addition to the supplementary list, which has been produced through
summary or intensive revision earlier.
123
continuous revision, though the Electoral Registration Officers are required to maintain such lists
corrected up-to-date at all times.
2. BACKGROUND:
2.1. After the first general election in 1952, the Commission directed that in respect of each of
the 5 years from 1952 to 1956 the annual revision of electoral rolls in State should intensively
cover 1/5th of the entire area of the State so that every locality might have its electoral roll
intensively revised at least once before the second general election. Apart from this, the
Commission also directed the intensive revision of the rolls every year in respect of some special
kinds of areas where the electoral rolls were likely to become inaccurate and out of date fairly
soon after their preparation, e.g. (i) Urban Areas (ii) Areas with a floating labour population and
(iii) Areas to and from where fairly large movements of population were known to have taken
place. The Commission further directed all Electoral Registration Officers that the rolls for the
year 1956 should be prepared or revised as accurately as possible and that special steps should
be taken to ensure that the revised rolls for 1956 were finally published in time.
After the general election in 1957, the Commission directed that during each of the three
following years the electoral rolls related to 1/3rd of the entire area of every State should be
revised intensively so that the electoral roll for every locality would have been revised intensively
once at least before the next general election in 1962. During the year 1961 the revision taken up
was non-intensive in respect of the entire rural area but intensive in respect of (a) Urban Areas
(b) Areas where there were floating local population (c) areas to or from where migration was
known to have taken place and (d) Service voters.
revision of rolls: "there should be an annual revision of rolls and the programme for such revision
should start on the 1st January and the work completed on the 31st January of the year".
After the general elections of 1962, the Commission directed that the summary revision of
electoral rolls should ordinarily be sufficient in the years 1963 and 1964. The Commission was
convinced that it was a waste of effort to revise every year the electoral rolls of all the
constituencies in the country. The device of summary revision made the task some what easier
for the Electoral Registration Officers since they had only to prepare a list of amendments to the
various parts of the electoral rolls on the basis of such information as might be readily available,
published the roll together with this list in draft and finalise it after going through usual claims and
objections procedure. The Commission issued a general direction that about 40% of the electoral
rolls should be intensively revised in 1965 and the rest in 1966 and that the latter should include
all urban areas, areas with a floating population and areas to or from which large scale migration
was known to have taken place.
124
Shortly after the indications became clear that a great split in the Indian National Congress
was certain, the Commission felt that such split might force the Prime Minister to advice the
President to dissolve the House of the People at any opportune moment. The Election
Commission did not wait till the dissolution of the Lok Sabha and called a one day conference of
all the CEOs on 5th November, 1969 and directed them to take up the revision of rolls on 15 th of
November, 1969 and finish the entire process of revision by 15th January, 1970. This was an
unprecedented step in the election history of India because previously the preparation or revision
or rolls took a very longer period even in summary revision. And as such the Election
Commission was in a position to take up the challenge of holding elections at a short notice.
When the Lok Sabha was dissolved towards the end of December, 1970, the Election
Commission felt confident to hold the general election well in time before the financial year was
out. It may be pointed out here that whenever a general election is held either to the Lok Sabha
or to Legislative assembly during the first quarter of a year, the electoral rolls which can be used
for such election can only be the rolls prepared or revised with reference to the first of January of
the preceding year because it is physically impossible to hold and complete any general election
by the middle of March of a year by preparing or revising the electoral rolls with reference to the
first January of that very year. Therefore prior to 1971 whenever the general elections were held,
by and large, in the first quarter of the year, the rolls which have been used for such general
elections have always been the rolls prepared or revised with reference to the 1 st January of the
previous year and therefore the rolls which were used at the general election in February-March,
1971 were the rolls which were prepared with reference to the 1 st January, 1970. It is pertinent to
mention here that under Section 23 of the R. P. Act, 1950 any person whose name is not
included in the electoral roll of a constituency may apply to Electoral Registration Officer for the
inclusion of his name in that roll and the ERO, if satisfied that the applicant is entitled to be
registered in the electoral rolls, is required by the law to direct his name to be included therein.
Sub Section 3 of section 23 sets a time limit for such inclusion that no direction for the inclusion of
name in the electoral rolls of a constituency can be given after the last date for making
nominations for an election in that constituency with the result that even if an application for
inclusion is made before the last date of making nominations then in that case the application for
inclusion will remain undisposed till the elections are held and completed.
In 1975 with a view to be prepared for general elections, the Commission took early steps
for revision of the electoral rolls under a crash programme and directed all the States and Union
Territories that the existing rolls should be published as draft rolls on 1st January, 1975 and claims
for inclusion of names in, and objections for the deletion of entries from the rolls, should be invited
up to 16th January, 1975. This procedure was intended to reduce the consumption of paper,
volume of printing and expedite the revision of rolls. The Commission further directed that
simultaneously there should be house to house enumeration of voters by the officially appointed
125
enumerators in accordance with the system of Electoral Card. On the basis of the enumeration,
the enumerators were asked to prepare two lists, namely (i) list of persons who were eligible to be
registered in the electoral roll but whose names were not previously included in the draft rolls and
(ii) list of persons whose names were included in the draft rolls but who were since dead or had
ceased to be ordinarily resident in the constituency.
Having regard to large scale shifting of population to various new colonies in Delhi it was
considered desirable that the draft rolls should not be the existing rolls, as in the case of other
states, but those prepared afresh after house to house enumeration. The rolls were published in
the draft on 10th February 1975 and finally published by 7th April 1975 while in all other cases the
rolls were finally published on 28th February 1975.
Since the general election to the House of the People was not held in 1976 as the duration
of the existing House had been extended till March, 1977, in March, 1976 the Commission
decided to undertake summary revision of rolls with reference to 1.1.1976 as the qualifying date.
The electoral rolls so revised in 1976 were accepted to be valid for the general election in 1977.
However with a view to updating rolls to the extent possible the Commission through a press note
exhorted all duly qualified persons to file claims to the respective rolls not latter than 5 th February
1977. All efforts were made to dispose of all such claims and objections to ensure the accuracy of
the roll.
revision of rolls in such a way that the electoral rolls of all rural constituencies could be intensively
revised in 1983 with reference to 1.1.1983 as the qualifying date and those of all urban
constituencies with reference to 1.1.1984 as the qualifying date. To achieve optimum accuracy of
electoral rolls, the Commission directed that Chief Electoral Officers, Joint Chief Electoral
Officers, Dy. Chief Electoral Officers and other senior officers of the election departments and
District Election Officers to undertake frequent tours particularly at the time of house to house
enumeration in various districts of the states to ensure that enumeration work progressed in an
orderly and systematic manner. The Electoral Registration Officers and Assistant Electoral
Registration Officers were instructed to make spot checks at random in respect of areas where
there were complaints of large-scale omissions of names in the past.
The electoral rolls of all constituencies were revised intensively in 1987 and
1988, followed by a special revision in 1989. In 1992 the summary revision was ordered and
thereafter in 1993 Commission ordered for the intensive revision with reference to 1.1.1993 as
the qualifying date.
Being aware of the presence of a substantial number of foreign nationals in some
States of the country, the Commission, in consultation with the Ministry of Home Affairs, issued a
direction in 1992 containing a special enumeration procedure for areas having a substantial
presence of foreign nationals.
126
According to the abovementioned procedure the Assembly Constituencies
having a large scale presence of foreign nationals were to be identified first by the State Govt.
authorities concerned and within such Assembly constituencies, the polling areas having a
substantial presence of foreign nationals were also to be likewise identified by those authorities
and top priority was to be given for such identified areas and the enumeration work to such areas
was to be completed by the 31st August, 1992.
Taking into all material facts and prevailing ground situation into consideration,
the Commission directed that all further work relating to the above intensive revision of electoral
rolls in respect of the State of Assam shall remain in total abeyance and directed ‘de novo’
intensive revision of electoral rolls in the State w.r.t. 01-01-1993 as the qualifying date. This was
to be done as per the detailed guidelines issued by the Commission on 17-05-1993 which was
framed taking into consideration all relevant rules in the State, Assam Accord, Citizenship Act,
1955, the Foreigners Act, 1946, IMDT Act, 1983 etc. The said guidelines was revised by the
Commission during the intensive revision of electoral rolls with reference to 01-01-1995 as
qualifying date ordered by the Commission on 06-12-1994, in view of the judgment and order
dated 28-01-1994 and 01-02-1994 of the Hon’ble Guwahati High Court in cases of H.R.A.
Chaudhury Vs. Election Commission of India and others (Civil Rules Nos. 1566,1616,1836 and
2814 of 1993), which was upheld by the Hon’ble Supreme Court by its judgment and order dated
05-05-1994 in Civil Appeals No. 4171-4180 of 1994 arising out of SLPs (Civil) Nos. 2484-85 of
1994). However, the said intensive revision of electoral rolls could not be undertaken as the
process was stayed by the interim order of the Hon’ble High Court of Guwahati dated 22-12-
1994 even before the first step of house to house enumeration was started. The Hon’ble High
Court pronounced its final judgment dated 04-12-1995 dismissing the writ petition and holding
that ‘under rule 25 of the Registration of Electors Rules, 1960, the Election Commission only is
vested with the power to revised the electoral rolls intensively or summarily or partly intensive or
partly summary.
As the general election to the House of the People from 14 Parliamentary Constituencies
in the State of Assam and general election to State Legislative Assembly were due shortly, the
Commission could not undertake the intensive revision of electoral rolls as ordered above and
therefore, summary revision of electoral rolls with reference to 01-01-1996 was ordered and rolls
were finally published on 12-02-1996.
In 1997 intensive revision of electoral rolls was again undertaken in Assam and fresh
guidelines were issued by the Commission on 04-02-1997 and 17-07-1997, taking into account all
relevant Acts and Rules and also the judgments and orders mentioned above and also the
judgment and order dated 06-02-1995 of the Hon’ble Supreme Court in the case of Lal Babu
Hussain and Others Vs. Electoral Registration Officers and Others (1995 (3) SCC 100).
127
2.2 “D” voters
The Commission in its above said guidelines, issued in 1997, laid down clear instructions
on how to proceed on the question of citizenship in so far as drawing up the electoral rolls were
concerned. In the judgment of the Hon’ble Supreme Court in Lal Babu Hussain case (Supra), it
has been decided that the question of citizenship is to be determined by the authorities vested
with such powers under the Citizenship Act, 1955, and other relevant laws relating to citizenship.
In so far as the State of Assam is concerned, the competent authority to decide the
question of citizenship is the Foreigners Tribunal, set up under the Foreigners Act, 1946,
in respect of those persons who entered into the State from other countries on or before
24-03-1971; and the Illegal Migrants Determination Tribunal, set up under the Illegal
Migrants (Determination by Tribunals) Act, 1983, in respect of those persons who entered
into the State on or after 25-03-1971.
The Commission, in its aforesaid guidelines stated that where the Electoral Registration
Officer is not so satisfied and had reasonable doubt, after due verification and inquiry, about the
claim of any person being a citizen of India, he should not straight-away reject the claim of such
person, but should refer the case of such doubtful person to the appropriate Tribunals, through
the competent authorities prescribed under the relevant Acts, for determination of the question as
to whether such person is a citizen of India or not. In the context of the above revision of electoral
rolls in the State of Assam in 1997, objections and doubts were raised before the Electoral
Registration Officers in relation to 17,99,857 persons, whose names found place in draft electoral
rolls published on 22-07-1997 or who filed claims for inclusion of their names in the electoral rolls.
The Electoral Registration Officers, in consonance with the aforesaid guidelines of the
Commission accepted the claims of as many as 13,41,994 persons as being citizens of India and
issued notices under rule 21A of the R.E.Rules, 1960 to 184619 persons and referred the cases
of only 2,02,092 persons, about whom they have reasonable doubt, to the appropriate Tribunals,
through competent authorities, for determination of the question of their citizenship.
As the judicial process of determining the citizenship status of those persons, referred to
the Tribunals, was likely to take quite sometime and at the same time as the scheme of the
Representation of the People Act, 1950, as contained in sections 14 to 21 thereof, is that the
process of revision of electoral rolls must be completed in all respect and all electoral rolls should
be finally published in the same calendar year, with reference to the 1st January whereof,
128
as the qualifying date, such revision has been undertaken and thus the electoral rolls of all
126 assembly constituencies in Assam, had thus to be finally published before the end of the
year, 1997, that is , before 31-12-1997, and as the relevant Tribunals would not be able to
dispose of all cases referred to them before 31-12-1997, the Commission directed that
electoral rolls of all 126 assembly constituencies in the State should be finally published on
09-12-1997. It was further directed that the names of all such persons, whose cases have
been referred to the aforesaid appropriate Tribunals, may be provisionally included in the final
electoral rolls and the letter ‘D’ may be indicated against each such names in the electoral
rolls to denote that their citizenship status is doubtful/disputed. Their names shall either be
deleted or retained in the electoral rolls by the Electoral Registration Officers concerned, only
after the receipt of decisions from the appropriate Tribunals to whom such cases were
referred.
Now the question arises as to whether the aforesaid persons, against whose names
the letter ‘D’ appears in the electoral rolls, would be eligible to cast their votes or contest in
any elections before their names are finally cleared by the Tribunals. The Commission after
careful examination of the case and in pursuance of Articles 326, 84,102,173 and 191 of the
Constitution, Section 16 of the Representation of the People Act, 1950 read with Sections
62(1) and 62(2) of the Representation of Peoples Act, 1951 had directed that all such persons
shall not be eligible to vote or contest in any election, unless such Tribunal decides in his
favour that he is a citizen of India. These instructions shall remain enforce till such time the
Commission issues any directions on the contrary.
2.3. REVISION OF ELECTORAL ROLL WITH REFERENCE TO 01- 01- 2004

The electoral roll in respect of Assam was summarily revised with reference to 01-01-
2004 as the qualifying date as per the following programme.
Sl. No. Stages of Revision Date/Period

1. Publication of Draft Roll 17.11.2003
2. Reading of relevant part of electoral roll in Gaon Between 17.11.2003 to

Sabha/Urban local bodies and Resident Welfare 23.12.2003
Association meetings and filing of Claims and
Objection
3. Special campaign dates 6th and 7th December, 2003

4. Disposal of claims and objections and printing of 30.01.2004
supplements by
5. Final publication 05.02.2004
3. INTENSIVE REVISION OF ELECTORAL ROLLS w.r.t. 01-01-2005 AS THE

QUALIFYING DATE
3.1. THE SCHEDULE:

The Commission has announced the following schedule vide its order dated 2 nd June,
2004 for intensive revision in Jammu and Kashmir and the North Eastern states including
Assam.
STAGES OF REVISION PERIOD ALLOWED FOR
EACH STAGE
1. Preparatory work 01.07.2004 (Thursday) to
01.08.2004 (Sunday)
2. House-to-house enumeration 02.08.2004 (Monday) to
03.09.2004 (Friday)
3. Preparation of manuscript, comparison of 04.09.2004 (Saturday) to
manuscript with relevant parts of the previous 28.10.2004 (Thursday)
electoral roll of 2003, data entry of new
electors and carrying out corrections, wherever
necessary, in respect of electors already
included in the data base, generation of check
list, comparison thereof and printing of draft
roll.
Supply of electoral rolls and Forms 6, 7, 8 & 8A
to area Post Offices.
4. Draft publication of rolls on 29.10.2004 (Friday)
5. Local verification/Period for filing of claims and Between 29.10.2004 (Friday)
objections and reading of relevant part/section and 20.11.2004 (Saturday)
of electoral roll in Gram Sabha / Urban Local
Bodies and Resident Welfare Association
Meetings etc.
6. Local verification/Disposal of claims and 13.12.2004 (Monday)
objections by
Preparation and printing of supplements of 31.12.2004 (Friday)
additions, deletions and corrections by
7. Final publication of Electoral Rolls on 03.01.2005 (Monday)
3.2.1. Polling Station Areas - Maps and other details

Each enumerator shall be supplied with a list of house numbers alongwith a sketch
map of the area, which he is required to cover during enumeration. (It should be noted that all
GIS maps.
starting from North-west and ending in South-East as is done in numbering of plots of land by
enumerators.
3.2.2. Appointment of Enumerators and Supervisors
Enumerators are appointed to carry out enumeration of elector residing in each
and Supervisors.
3.2.3. Disciplinary action

As per provisions laid down in Section 13CC of the said Act, officers or staff
employed in connection with the preparation, revision and correction of the electoral rolls for,
and the conduct of, all elections shall be deemed to be on deputation to the Election
Commission of India for the period during which they are so employed and such officers and
staff shall, during that period, be subject to the control, superintendence and discipline of the
Election Commission. The enumerators and supervisors are also covered by the above
provision.
3.2.4. Code of conduct
Enumerators and Supervisors appointed for house to house enumeration/verification in
connection with the Intensive Revision of the electoral rolls have a very vital role in the matter
of preparation of correct and accurate electoral rolls. The Enumerators and Supervisors
should remember that they are doing a vital public service and not any favour. While on duty,
they should have patience and exhibit good manners when dealing with the public. After
reaching a house, they should greet the head of the family or senior adult member politely,
explain their duty and ask for information using a very polite language.
3.2.5. Training of Enumerators and Supervisors
defence in case of non-compliance of the Commission's instruction on revision of rolls.
3.2.6. Printing of Electoral Cards
The format of the "Electoral Card” shall be in the form Annexed as IR-2005-02. The
Officers.
3.3. THE PRESENT REVISION OF ELECTORAL ROLLS
The following guidelines shall be strictly followed by the Electoral Registration Officers
of all the Assembly constituencies in the State of Assam in connection with the intensive
revision of electoral rolls with reference to 01-01-2005 as the qualifying date. These
guidelines borrow heavily from the guidelines issued by the Commission in 1997 revision and
have been framed by the Commission keeping in view the Judgment and Order dated 28-01-
1994 and 01-02-1994 of the Hon’ble Gauhati High Court in the case of H.R.A. Chaudhury vs.
Election Commission and others (Civil Rule Nos. 1566,1616,1836 and 2814 of 1993), which
was upheld by the Hon’ble Supreme Court by its judgment and Order dated 05-05-1994 in
Civil Appeals NO. 4171-4180 of 1994 arising out of SLPs (Civil) Nos. 2484-85 of 1994), and
the judgment and order dated 06-02-1995 of the Hon’ble Supreme Court in the case of Lal
Babu Hussain and others vs. Electoral Registration Officer and others ( 1995 (3) SCC 100 ).
The Hon’ble Gauhati High Court has held in the case of H.R.A. Chaudhury vs.
Election Commission and others (Supra) (upheld by the ;Hon’ble Supreme Court of India):
‘the draft rolls are to be prepared on the basis of the statements submitted by the
heads of the households in a constituency in Form 4 under Rule 8-------
the statement ;made by a Head of the Household has its own value and can not be lightly
brushed aside. Rules do not contemplate any inquiry into the question of citizenship at the
stage of preparation of draft roll, although there is provision for objection after the draft roll is
published on the grounds that a person who is not a citizen of India has been erroneously
included.”
The Hon’ble Supreme Court has held in the case of Lal Babu Hussain vs Electoral
Registration Officer and others (Supra):
“ Thus, the question whether a person is a foreigner is a question of fact
which would require careful scrutiny of evidence since the enquiry is quasi-judicial in
character. This question has to be determined by the Central Government, vide
Government of Andhra Pradesh vs. Syed Mohd. Khan 1962 Supp. 3 SCR 288 and
State of U.P. vs. Rehametullah 1971 (2) SCC 113. xxxxxxxxxxxxxxxxxxx—
It is obvious from the above that two situations arise; the first where
the name is to be entered on the rolls for the first time and the second where the
name already entered is required to be deleted. In the first mentioned situation
before the name is entered on the rolls, the concerned officer must be satisfied that
the person seeking to have his name entered is not disqualified by reason of his not
being a citizen of India. Therefore, he would be justified in requiring the concerned
person to show evidence that he is a citizen of India. In the second situation, since
the name is already entered, it must be presumed that before entering his name the
concerned officer must have gone through the procedural requirements under the
statute. This would be so even if we invoke Section 114(e) of the Evidence Act. But
then possibilities of mistakes cannot be ruled out. These mistakes, if any, would have
to be corrected. Even if we are to assume (without deciding) that the words “is
otherwise not entitled to be registered in that roll” used in Section 22 of the 1950, Act
or Rule 21A of the 1960 Rules are wide enough to cover the question relating to
citizenship, the issue would have to be decided after giving the concerned person
reasonable opportunity of being heard. If the opportunity of being heard before
deletion of the name is to be a meaningful and purposive one, it goes without saying
that the concerned person whose name is borne on the roll and is intended to be
removed must be informed why a suspicion has arisen in regard to his status as a
citizen of India so that he may be able to show that the basis for the suspicion is ill-
founded. Unless the basis for the doubt is disclosed, it would not be possible for the
concerned person to remove the doubt and explain any circumstance or
circumstances responsible for the doubt.”
3.4.1. Stationary to be supplied to the enumerator

supplied with a complete list of villages/localities/sub-localities along with a sketch map of the
a) Enumeration Pad containing enumeration forms (Electoral Cards);
b) Sufficient number of new carbon papers;
c) Good quality ball point pen;
d) Stamp pad to get thumb impression of the illiterate electors;
e) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
3.4.2. Enumeration of each household:
each part of the existing roll. However, separate Enumeration Pad containing Electoral Cards
shall be compulsorily used if there are more than one section in that part i.e, separately
identifiable localities like block, mohallas, hamlets etc. On the cover page of each
Enumeration Pad, the identity of the area/sub-area covered should be clearly written in
capital letters.
electoral offence. The persons furnishing such false information are liable for
punishment with imprisonment for a term, which may extend to one year or with fine
or with both under section 31 of the Representation of the People Act, 1950.
impression, the enumerator along with words ‘LTI’ or ‘RTI’ shall mention the full name of the
person affixing such thumb impression legibly as the case may be.
unnumbered temporary constructions referred to above. This day should be widely publicized
cluster.
The enumerator on the day of actual enumeration, accompanied by the supervisor should
assign a temporary number, if no other number is assigned by local authorities, with chalk or
such like instruments in front of each individual construction in the cluster and complete the
enumeration in one go on the same day. No piecemeal enumeration of the cluster will be
accepted.
Any such additional temporary constructions or clusters that come up after the process of
enumeration should be dealt with during the process of disposal of claims and objections
under Rule 21 and 21A of the Registration of Electors Rules, 1960.
If any enumerator finds a particular house locked or that no adult member of the house
hold is available at the time of his visit, he shall visit that house at least three times on
supervisor.
Where an enumerator reports to the Supervisor that a particular house has been found
locked or no adult member of household is available in any house on his repeated visits, the
Supervisor will himself visit that house and verify the fact. In case the house is found locked
or no adult member of the household is available even at the time of the Supervisor’s visit, he
shall drop the letter of request in Form 4 (Appended to the Registration of Electors Rules,
1960) in the premises. He shall make another visit to that house after two or three days and
collect Form 4, if somebody is present at the time of his subsequent visit. He shall keep a
proper account of his visits to such houses.
3.4.3. Preparation of Manuscript
like mohalla, block, society, apartment colony etc. in a part of an urban area, separate list for
each such segment shall be prepared. This will facilitate reading out of the rolls separately in
same as that of the Electoral Card with an additional column to show the 'Sl. No. in the
Existing roll' The Enumerator will prepare the manuscript from the names of enumerated
persons in the Electoral Cards. He shall not fill up the additional last column, as he will not be
provided with relevant part of the previous electoral roll.
reside.

their charge.
Supervisor, along with the manuscript of enumerated persons, he shall personally check each
manuscript in respect of a polling area is handed over by the Enumerator along with the
(i) In case of such persons whose names do not appear in the previous electoral
roll, he shall indicate the word "New" in the last column of the manuscript. In
case the names in the manuscript appear in the previous electoral roll, the
serial No. of such elector (in the previous electoral roll) shall be entered in the
last column mentioned above;
(ii) He shall correct the entries in the printed copy of the electoral roll from the
manuscript wherever necessary and also tick () the entries checked;
(iii) Score the entries in the printed electoral roll that do not appear in the
manuscript to indicate missing voters i.e. dead/shifted. However, in all such
cases, it will be the personal responsibility of the supervisor to ensure that all
such deletions are genuine and no person living in the area shall be removed
from the list.
(iv) Supervisor shall also check if name of any ‘D’ voter in the existing roll also
finds a place in the enumeration pad received from the enumerator. If so, he
will enter the letter ‘D’ in the relevant part of the enumeration pad against the
name.
(v) If the name of a ‘D’ voter does not find a place in the enumeration pad, he will
strike out such name from the previous electoral roll but after physical
verification only and also such names shall not be included in the draft roll.
of the People Act, 1950, about making any false statement relating to inclusion or
exclusion of any name to the notice of the head/senior adult member of the household
when he makes the enquiry during his checking.
'Electoral Card' and also in the list of enumerated persons i.e. the manuscript.
numbers of wrongful inclusions or wrongful exclusions of names in the 'Electoral Cards'
issued by a particular enumerator, he should undertake 100% verification of all the household
Such enumerator shall forthwith be removed from the job of enumeration and the
Supervisor shall make a report to the Electoral Registration Officer for disciplinary action
instances indicated above, also make a similar endorsement in any new cases, which are
him after comparing with the list of enumerated persons and the existing part of the electoral
roll. In case of persons shown to have been issued EPIC, included in the list, he must try to
they have shifted.
of checking.
another constituency. They shall certify that they have specially checked these aspects
during their supervisory visits. The previous rolls may be used for conducting supervisory
checks.

Updation of existing database
As soon as the manuscript and corresponding part of the previous electoral roll
compared by the Supervisor is received in the office of the Electoral Registration Officer, the
work of updating the existing electoral roll database with reference to the information collected
shall be started.
(i) Carry out the corrections in the respective fields to incorporate modifications
indicated with red ink in the printed copy of the previous roll provided to the
supervisor in respect of the entries already available in the database;
(ii) Delete the entries of missing voters i.e. dead/shifted voters that are struck out
by the supervisor in the printed copy of the previous roll.
(iii) Thereafter insert the names of New electors at the appropriate place under
the same household, renumber the serial no. of the electors according to the
manuscript and sort out the data base after the above changes. Detailed
step-by-step technical guidelines will be issued separately.
(iv) It must be scrupulously ensured by the Electoral Registration Officer that no
name of any of those persons who have been declared/detected as
foreigners by any of the Tribunals/authorities constituted under any Act of
Parliament or the State Legislature is included in the said lists, even if any of
these names are enumerated in any of the electoral cards.
input collected by way of house-to-house enumeration by the enumerator and supervisor is
reflected in the electors database before the same is used to generate draft rolls. He shall
database and shall have the entries necessarily compared with the manuscript and relevant
printed copy of the previous roll and the list of missing electors provided by the supervisor and
satisfy himself that the printed roll conforms exactly in all respects with the inputs and that no
error either by design or by mistake has crept into the database. Instances have come to the
notice of the Commission that proper comparison of the check list is not done before
generating draft rolls resulting in improper deletion of entries of genuine electors, many a
times enbloc causing embarrassment to the institution and disenfranchisement of genuine
electors. Any laxity in this regard will be viewed seriously.
rolls prepared.
The electoral rolls prepared and printed as above, polling station-wise shall be published as
draft for inviting claims and objections on the date specified for the purpose by the Election
Commission.
3.8.1. Designated locations
During the current revision of electoral roll, the services of the Post Office shall also
be used as Designated locations for display of draft electoral roll in the area covered by
respective Delivery Post Offices. Claims and objections shall also be received in all the Post
Offices.
receipt of duly filled in Forms and their verification etc. will be issued separately.
3.8.2. Dissemination of electoral rolls at a wider scale
Availability and Checking of Draft Rolls
Sudhar Samitis, J.J.Sudhar Samitis/Housing Societies etc., where the rolls are to
be read in the presence of the public. In addition, sufficient number of forms shall
also be made available at these places. The availability of electoral rolls in these
organizations will be helpful in eliciting their cooperation in the roll revision
3.8.3. Verification of draft rolls in the meetings of Gaon Sabhas/Ward

Sabhas/RWAs
Rural Areas :
1960.
Necessary claims and objections can be got filled in during the meeting itself.
The members of the public especially those who contested the last Gaon Sabha
d) The remedial measures wherever required, on the basis of information made
available in these meetings, will also have to be taken suo motu under rule 21
and 21A of the R.E. Rules, 1960.
Urban Areas :
Mohalla Sudhar Samitis, JJ/Slum Sudhar Samitis etc. Residents Welfare
b) If a Polling Station includes more than one mohalla or residential colony, these
meetings may be organized mohalla-wise or colony-wise and the electors’
verification exercise in respect of that mohalla or colony may be completed in the
meeting held in that mohalla or colony. If the area of any polling station is large
and there is only one mohalla or colony, the mohalla or the colony, as the case
may be, be divided into convenient parts at the discretion of the ERO concerned
and the meetings may be organized in such parts of the mohalla or colony.
c) If the mohalla or colony or ward or any part thereof, does not have any Ward
Sabha or RWA or any such body, the ERO concerned may choose a prominent
non-political citizen, working or retired government officer, NGO or a professional
like doctor etc. residing in the locality, to chair the meetings and help the exercise
to be completed. In case of residential colonies of govt. or semi govt. bodies, the
staff responsible for maintenance of these colonies, may be actively involved in
this exercise.
d) The Electoral Registration Officer shall, in consultation with the Ward
meetings shall be chaired by the member/office bearer of the Ward Sabha/RWA
etc. concerned in the presence of an official designated to be present at the
meeting. Here also, the procedure suggested in the preceding paragraphs for
receipt and disposal of claims and objections under rules 16 to 20 and for suo
motu action under rule 21 and 21A of the R.E. Rules, 1960 will have to be
followed.

preceding paragraphs have to be meticulously recorded/minutes and a copy of the same
Officer regarding the responsibility of the members of the Gaon Sabha/ Samiti/ Association
etc. in truthfully carrying out this exercise.

rolls.
constituency.
printed can also be used for submitting application for inclusion/deletion etc so long as they
conform to the statutory Forms. However, these Forms should be on white paper of A-4 size
and should not contain the name/symbol or any distinguishing mark of any political
party/organization etc. This should be made clear during publicity.
4.2. On line Forms
objections on line through Internet. Necessary guidelines, in this regard, shall be sent to the
CEO before the date fixed for draft publication of the roll.
4.3 Manuscript for supplements
8) and transposition (Form 8A) should be meticulously done. Data entry for all such electors
should be done meticulously and checklist should be printed. These check list should also be
compared with the manuscript for such supplements and necessary corrections should be
made wherever required.
5.1 ARRANGEMENTS AT THE DESIGNATED LOCATIONS
(a) Staff
Further, Control Rooms and help desks should be fully functional during the period of
filing of claims and objections. It shall be further ensured that the officials at all designated
locations are fully conversant with the duties to be performed and shall respond to public
queries promptly.
5.2. Assistance to Electors
5.3. Acknowledgments
The completed forms should be accepted and proper acknowledgments printed on

the lower part of the forms should be immediately issued.
5.4. Receiving forms

publication till the period specified for the purpose. Acknowledgment for receipt of Application
printed below each Form should be filled up, detached and handed over to each applicant
compulsorily. Applications in bulk should not be accepted at Post Offices and at any other
designated locations except at the offices of EROs/AEROs only by the RWAs/office bearers
of political parties/ Mohalla Sudhar Samiti/JJ Sudhar Samiti office bearers etc. stated in the
following para.
elected bodies by the Lekhpal for rural bodies and the government officer deployed to be
present in the meeting for the urban bodies on the date(s) of meeting.
5.5. Receipt of Claims and Objections in bulk
Ordinarily, the claimant concerned should submit each claim in Form-6 for inclusion of
name in the electoral roll individually. However, such claim forms in respect of the members of
the same household may be allowed to be filed by one person of the same household at all
designated locations, if so authorized by the claimants in their claim forms in the appropriate
column provided for the purpose.
(A) Therefore, claim application should not be received by the ERO and designated
(i) The claim applications may be received in bulk only at the offices of
EROs/AEROs pertaining to more than one household, if they are duly
forwarded by the President or Secretary of a Residents Welfare Association
(RWA) etc. and the President/ Secretary of these organizations forwards
these applications on its letter head along with a complete list of the claim
applications being forwarded therewith, and the said list is duly authenticated
by the said President/ Secretary.
(ii) The same will hold good in the case of applications forwarded by the
(iii) The President/Secretary of a recognized political party to whom the copies of
the electoral rolls have been furnished under the provisions of the
Registration of Electors Rule, 1960, may also follow the above procedure in
the presentation of claim applications in bulk.
(B). (i) Objections in Form-7, seeking deletion of entries from the electoral rolls should
(ii) The instructions contained in sub-paras 1(i), (ii) and (iii) above will apply mutatis-
Form-6 by them.
(iii) If any person, other than the aforementioned office bearer of an RWA etc. or
Gaon Sabha or recognized political party, wishes to submit objections in Form-7 in respect of
more than seven persons, either belonging to the same household or to different households,
such person should be asked to submit a complete list, duly authenticated by him, of each
(C) In all cases, where the claims and objections are being submitted in bulk by any
authenticated by him. The ERO will dispose off the genuine applications as per the law. The
and reognised National and State Political Parties should forward bulk applications. All
if necessary.
on technical grounds such as non-submission along with the application prescribed for
authorized persons Due to this many applications of genuine eligible electors filed in bulk with
such applications remain to be considered. The genuine persons whose Forms are collected
remain unaware of rejection of their applications due to above reason till they go to the polling
stations during elections. Therefore, while giving publicity, the political parties in particular and
other organization shall be advised accordingly. They may be educated about proper use of
each Form and also how to fill them so that they get the incomplete Forms, if any, completed
before submission.
(D) It is hereby clarified that the concession to file claims and objections in bulk will apply
(E) The purport and intention of the Commission to allow filing of applications for claims
and objections in bulk during the annual revision is to provide an opportunity to the recognized
Political parties etc. to seriously participate in the
process of revision of electoral rolls at the appropriate time. The general tendency is to
highlight omissions and commissions in the electoral rolls prior to the general elections. The
Commission desires to enlist their cooperation now itself.
(F) The above concession may be highlighted at the time of the publicity to be given for
The relevant lists as prescribed in Forms 9, 10 and 11 under the Registration of

corresponding to different forms.
DEOs shall ensure that these lists are properly prepared, in duplicate, and the EROs
concerned, without fail, exhibits one copy each of such lists on the notice board. The
Commission will view any violation of these provisions of the Rules seriously.
7.1. APPLICATION FOR ADDITIONS OF NAMES
In case of additions, the elections officials accepting the applications for inclusion of
names should be instructed to conduct a preliminary enquiry right at the time acceptance. The
preliminary enquiry for various categories should be on the following lines:
(i) In the case of applicants in the age group 18-20, the name and
relationship should be checked with respect to the applicants family
members already enrolled with the same address. Particular cares
should be taken that underage applicants do not get enrolled.
(ii) In the case of applicants above the age of 20 who are applying for
enrollment for the first time, the circumstances because of which they
could not be registered during previous revisions should be
ascertained. The facts should be briefly recorded on Form-6. A
detailed enquiry should be got done in all such cases at the time of
disposal of claims and objections.
(iii) In the case of applicants who have shifted their place of residence
after the enumeration work and were enrolled in the draft roll of
another part of the same constituency/ other constituencies, the full
details of the previous address and of earlier rolls and EPIC, if
issued, to the elector, must be filled in by the applicant in Form 8A/6,
respectively. As per proviso to Section 23(2) of the R.P.Act, 1950it is
the duty of the ERO who receives the applications in Form-6 to
dispose of the applications on merit and after proper verification, and
after necessary enquiry, where called for, and if the name is found
qualified for inclusion, the same shall be included in the electoral roll.
The ERO then shall inform the concerned ERO of the place of
previous enrollment in the draft rolls to take steps to delete the
relevant entries from the previous place. Failure to furnish the details
entered in the draft rolls and EPIC due to ignorance would not be a
ground for non-acceptance of applications.
(iv) The ERO of the constituency in which the applicant has already been
enrolled in the draft roll or claims to have been enrolled should,
immediately on receipt of information from the other ERO verify
whether the person has been enrolled at the address given and if so
enrolled, take action to delete the entry from the roll and
communicate a copy of his order to the ERO of the constituency
where the person has been subsequently enrolled.
(v) It is also clarified that the follow up action for deletion of such entries
in the other constituency should be administratively followed up,
preferably in a specified time frame. Though no uniform time can be
fixed for this purpose, however, it is desired that all such cases
should be disposed of within 30 days from the date of disposal of the
application by the ERO of the constituency where the elector’s name
has now been included.
7.2. SUPERVISION
A sector Officer to be designated as such and an AERO should attend as many

designated locations for purposes of overseeing the revision process.
8. VERIFICATION BY ELECTORAL REGISTRATION OFFICERS
(i) The essential conditions for registration of a person in the electoral roll under the
Constitution of India, the Representation of the People Act, 1950 and the Registration of
Electors Rules, 1960 are that (i) he must be a citizen of India, (ii) he must have attained
the age of 18 years as on the qualifying date (01-01-2005), and (iii) he must be an
ordinary resident of the place where he is to be enrolled as an elector.
(ii) The Electoral Registration Officers should ensure, as far as possible, that only the
names of Indian citizens are borne on the electoral rolls. But basically it is not for the
Electoral Registration Officers to determine whether a particular person is a citizen of
India or not. This determination is to be made by the authorities vested with this
responsibility under the Citizenship Act, 1955, The Foreigners Act, 1946, and the
Illegal Migrants (Determination by Tribunals) Act, 1983. However, the Electoral
Registration Officer has to decide, for the limited purpose of preparation/revision of the
electoral roll, whether a person is eligible for inclusion of his name in the electoral roll or
not on the ground of citizenship, as the citizenship of India is an essential condition for
such registration.
(iii) As per the existing law, the following persons are to be treated as citizens of India for
the purposes of the present revision of electoral rolls:-
(a) Persons who are originally inhabitants of Assam and their children and descendants, who
are citizens of India ab initio;
(b) Persons who are originally inhabitants of other States/Union Territories of India and have
migrated to Assam for purposes of trade, business, etc. and their children and their
descendants, who are also citizens of India ab initio;
(c) Persons who migrated to Assam from Bangladesh before 1.01.1966, including those
whose names are borne on the electoral rolls used for the general elections to the House
of the People from Assam in 1967 which were prepared with reference to 1.01.1966 as
the qualifying date (vide Section 6A (2) of the Citizenship Act, 1955, as amended by the
Citizenship (Amendment) Act, 1985);
(d) Persons who migrated to Assam from Bangladesh between 1.01.1966 and 24.03.1971
(inclusive), but only after the expiry of 10 years from the date of their detection as
foreigners by Foreigners Tribunals set up under the Foreigners Act, 1946 and the
Foreigners (Tribunals) Order, 1964 (vide Section 6A (5) of the Citizenship Act);
(e) Persons who are born in India before 1-7-1987, irrespective of whether their parents are
citizens of India or not (vide Section 3 (i) (a) of the Citizenship Act);
(f) Persons granted citizenship by the Central Government under the Citizenship Act, 1955
and carrying certificates of citizenship.
Note: Persons who have migrated to Assam from Bangladesh on or after 25-03-
1971 will be treated as illegal migrants.
8.1. The draft roll, shall consist of two categories of persons:-
(a) Those electors whose names appear in the existing electoral rolls
prepared in 1997 and further revised with reference to 01-01-2004
as the qualifying date; and
(b) Those electors whose names do not find a place in the said existing rolls
revised with reference to 1.01.2004 as the qualifying date.
In view of the Supreme Court judgments cited in the earlier paragraphs, these two
categories of enumerated persons will necessarily have to be treated differently in so far as
consequential action to finalise the electoral rolls is concerned.
8.2. In respect of persons mentioned in para 8.1(b) above, i.e., persons who have been
enumerated and whose names are included in the published draft rolls, but whose names do
not find place in the existing rolls revised with reference to 1.01.2004 as the qualifying date,
these can be further sub-divided into six categories:-
(i) Persons who have attained the age of 18 years as on the 1st January, 2005;
(ii) Persons enrolled in other constituencies, within the State who have shifted to
the constituency;
(iii) Persons who have entered Assam from Bangladesh between 1.1.1966 and
24.3.1971 and detected to be foreigners by the Foreigners Tribunals under
the Foreigners Act, 1946, but have completed a period of ten years from the
date of such detection;
(iv) Persons who have migrated to Assam from outside the state after the last
revision of rolls;
(v) Persons whose names have been deleted from the previous rolls on the
ground of non-citizenship;
(vi) Persons whose names were not included in the existing rolls on any other
ground.
8.3. So far as person mentioned at 8.2 (i) & (ii) above (who have attained the age of 18
years as on 1st January, 2005) are concerned, their names may be straightaway included in
the final rolls, provided there is linkage through father/mother to the existing rolls. In case no
such linkage can be established, the Electoral Registration Officer shall cause a local
verification to be made as prescribed hereunder in the forthcoming paragraphs.
8.4. In the case of persons mentioned at 8.2.(iii) above ( who have entered Assam from
Bangladesh between 1.1.1966 and 24.3.1971 and have completed a period of ten years from
the date of their detection as foreigner), their names may also be included straight away in the
final roll, as per provisions contained in Section 6A(5) of the Citizenship Act, 1955.
8.5. In all other cases of persons mentioned in para 8.1(b) above, the Electoral
Registration Officer shall cause a local verification to be made by local officers. The local
officers whose services the Electoral Registration Officer may use in this regard should have
the prior approval of the Chief Electoral Officer. In no case, Teachers will be appointed as
Local Verification Officers for this purpose. Nor should any officer who was actually engaged
in the physical enumeration work in that area be engaged for this purpose.
8.6. The Local Verification Officer will conduct the verification by making an on-the-spot
visit and the person concerned may adduce in support of his claim as citizen of India, any one
or more of the following documents of evidentiary value under the Indian Evidence Act-
(i) Certified copy/extract of electoral rolls of 1997 or any previous year;
(ii) Patta (land holding record);
(iii) Rent receipt issued by any revenue authority;
(iv) Certified copy of entry in N.R.C (National Register for Citizenship);
(v) Birth certificate certifying place and date of birth issued by the competent
authority under the Registration of Births and Deaths Act, 1969 and Assam
Registration of Births and Deaths Rules, 1978;
(vi) Citizenship certificate issued by any competent authority in the State of

Assam;
(vii) Citizenship certificate issued from outside the State ( which all should be got
verified from the issuing authority);
(viii) Refugee registration certificate;

(ix) Passport issued by Government of India;
(x) Insurance policy;
(xi) Any license issued by any Government authority ( other than ration cards);
(xii) Document showing service/employment under Government/Public Sector

Undertakings;
(xiii) Certificate issued by the Secretary of the Village Panchayat countersigned by

the local revenue official in respect of females who have migrated to other
villages after marriage;
(xiv) Any other document relevant and admissible under the Indian Evidence Act
that the Electoral Registration Officer may consider fit to dwell upon to make
up his mind on the question of citizenship.
8.7. After due verification as mentioned above and of the documentary evidence
adduced during such verification, the Local Verification Officer shall submit his report in the
format at Annexure ‘A’
8.8 The Electoral Registration Officer shall, on receipt of the verification reports from
the Local Verification Officers, consider the same. Where he is satisfied, on such report and
such other material/information as may be available to him, about the eligibility of a person, he
shall allow his name to continue on the roll and include it in the final roll. Where, however, he
is not so satisfied and has reasonable doubt, about the citizenship of any person, he shall
refer all such doubtful cases to the competent authority under the Illegal Migrants
(Determination by Tribunals) Act, 1983 or the Foreigners Act, 1946, as the case may be. For
the convenience of the Electoral Registration Officer, the Commission has devised a proforma
(Annexure ‘B’) for making such reference, which shall be adopted by all the Electoral
Registration Officers. While making such a reference, the Electoral Registration Officer shall
also furnish to the Competent authority all documentary evidence collected during the process
of verification (including the local verification report ) pertaining to the person concerned, and
also inform the person concerned of his case having been referred by him to the competent
authority.
8.9 After the Electoral registration Officer has referred the case of a person, as aforesaid,
he shall wait for the decision of the relevant Tribunal in relation to that person and act
accordingly to such decisions.
8.10 Where the relevant Tribunal decides that any such person is not a citizen of India, the
Electoral Registration Officer shall proceed under rule 21A of the Registration of Electors
Rules, 1960 to have the name of such person deleted from the electoral roll, before it is finally
published. The Electoral Registration Officer shall issue notice as required under the proviso
to the said rule 21A of the Registration of Electors Rules, 1960 to the individual concerned in
the prescribed format ( Please see Para 16 of Chapter V- Claims and Objections- of the Hand
Book for Electoral Registration Officers).
8.11 The Electoral Registration Officer shall keep the Commission informed from time to
time about disposal of above doubtful cases by the Tribunals, to enable the Commission to
decide about the date of final publication of electoral roll of the constituency concerned. No
Electoral registration Officer shall finally publish the roll till he receives a written clearance
from the Commission to that effect.
9. DISPOSAL OF CLAIMS AND OBJECTIONS

(i) It shall be the duty of the Electoral registration Officer to ensure that each and
every claim and objection received in Form 6, Form 7 and Form 8 is duly
disposed of, fully in accordance with law and the directions and instructions of
the Commission.
(ii) The Electoral Registration Officer must personally scrutinize each and every
claim application meticulously and ensure that it is complete in all respects. In
the light of provision of Section 13C of the Representation of the People Act,
1950, the Commission has no objection to the disposal of claims and
objections by Assistant Electoral Registration Officers. However, such
delegation of powers to the Assistant Electoral Registration Officer shall not
absolve the Electoral Registration Officer of his responsibilities of ensuring a
defect –free electoral roll.
(iii) No material column in the claim application (Form 6) requiring the applicant to
indicate his name in full; his father’s/mother’s/husband’s name and particulars
of his place of residence should be left blank by the applicant. All the
declarations as prescribed in Form 6 should be complete in all respect and, in
particular the column (iv). If a claimant states in column (iv) of the declaration
that his name may have been included in some other roll, full address of his
previous residence must be given in that declaration.
(iv) While disposing of a claim or an objection, the Electoral Registration Officer
must bear in mind the dictate of the Hon’ble Supreme Court in its judgments
referred to in para 3.3 above.
(v) The Electoral Registration Officer holding the enquiry shall bear in mind the
guidelines laid down by the Hon’ble Supreme Court in the case of Lal
Babu Hussain (Supra). These guidelines are:-
(a) The enquiry being quasi-judicial in nature, the Electoral Registration
Officer must entertain all such evidence, documentary or otherwise,
as the concerned affected person may like to tender in evidence and
its evidentiary value assessed and applied in decision-making. The
Electoral registration Officer shall disclose all such material evidence
on which he proposes to place reliance, so that the concerned

person has had a reasonable opportunity of rebutting such material
evidence. The concerned person, it must always be remembered,
must have a reasonable opportunity of being heard.
(b) Needless to state that the Officer inquiring into the matter must apply
his mind independently to the material placed before him and without
being influenced by extraneous considerations or instructions.
(c) Before taking a final decision in the matter, the Officer concerned will
bear in mind the provisions of the Constitution of India, the
Citizenship Act, 1955, the Foreigners Act, 1946 and the Illegal
Migrants (Determination by Tribunals) Act, 1983 and all related
provisions having a bearing on the question of citizenship and then
pass an appropriate speaking order. It must be remembered that
there is a provision for appeal against the decision of the Electoral
Registration Officer.
(d) If any person whose citizenship is suspected is shown to have been
included in the existing Electoral Roll, the Electoral Registration
Officer or any other officer inquiring into the matter shall bear in mind
that the entire gamut for inclusion of the name in the electoral roll
must have been undertaken and hence adequate probative value be
attached to that factor before issuance of notice and in subsequent
proceedings.
(e) These guidelines not being exhaustive, the Officers concerned must,
where special situation arise, conduct themselves fairly and in a
manner consistent with the principles of natural justice and should not
appear to be acting on any pre-conceived notions.
(f) The onus of proof of citizenship shall lie on the applicant who applies
for inclusion of his name for the first time. The ERO must be satisfied
that the person seeking to have his name enrolled is not disqualified,
among others, by reason of his not being a citizen of India. Therefore,
the Electoral Registration Officer would be justified in requiring the
concerned person to show evidence that he is a citizen of India.
(Some of the documents that could be adduced by the person
concerned in support of his claim of citizenship are enumerated in
para 8.6 herein above. It must, however, be borne in mind that the list
of abovementioned documents is only illustrative and not exhaustive).
(g) Any other documents having a bearing on the question of citizenship
should also be entertained and evaluated.
(vi) The Electoral registration Officer should also keep in mind that a certificate
issued by village headman, panchayat president, etc, to the effect that person
is a citizen of India is not by itself a reliable documentary evidence as
conclusive proof of citizenship.
(vii) In the case of married women, who change their residence as a result of
marriage and who cannot produce documentary evidence as proof of
citizenship, but who are otherwise genuine Indian citizen eligible for
registration as voters, the following documents, but not restricted thereto, may
also be accepted by the Electoral registration Officer at the time of disposal of
claims and objections:-
(a) Proof of being registered as voter as an unmarried girl, if her name
was registered;
(b) Proof of marriage wherever possible;
(c) Certificate issued by Secretary of the village Panchayat
countersigned by the local revenue Official.
(viii) Especially in the case of persons producing citizenship certificates, the
genuineness and authenticity of each such certificate should be duly verified.
Wherever there is any doubt, those cases should be referred to the
authorities who issued those certificates. This is necessary as there is reason

to suspect that some of these certificates are bogus or not genuine.
(ix) In case of an objection filed in Form 7 seeking the deletion of name from the
electoral roll on the ground that the person objected to is not a citizen of India,
the onus of proof shall lie on the objector. It shall be ensured that such onus
is fully discharged in accordance with law.
(x) Whenever the Electoral Registration Officer, after due enquiry in relation to a
claim (in Form 6) or an objection (in Form 7), has a reasonable doubt about
the citizenship status of the claimant or person objected to (whose name is
already included in the draft roll), he shall refer the case of every such person
to the Competent Authority under the provisions of the Foreigners Act, 1946
or the Illegal Migrants (determination by Tribunal) Act, 1983, as the case may
be, in the prescribed proforma (Annexure C in the case of claim applications
in Form 6 and Annexure D in the case of objections in Form 7), like other
doubtful cases referred to in para 8.8 herein above. He shall further proceed
in relation to such persons in the same manner as directed in paras 8.9 to
8.11. and shall not finally publish the electoral roll, until and unless he
receives a written clearance from the Commission to that effect.
(xi) Whenever an Electoral Registration Officer in doubt in regard to the
qualifying age or place of ordinary residence of a claimant, he shall decide
that question with reference to, but not restricted to, the birth certificate,
school or college certificate, passport, baptism certificate, telephone
connection, LPG connection, Bank account, post office account, life
insurance policy, records of service under the government or public sector
undertakings, etc., having a bearing on that question.
(xii) In all such cases where ERO has referred to the respective Tribunals under
para 8.8 and para 9 (x) and cases are still pending with the concerned
Tribunals till the final publication of electoral rolls, their names shall be
included in the final electoral rolls provisionally and the letter ‘D’ may be
indicated against each such names to denote that their citizenship status is
doubtful/disputed. Their names shall either be deleted or retained in the
electoral rolls by the EROs concerned, only after receipt of decisions from the
appropriate Tribunals to whom such cases were referred.
10. FINAL PUBLICATION OF ELECTORAL ROLLS
The electoral roll shall be finally published on the date fixed for the purpose by the
Commission. Such publication shall take place only after obtaining a prior written clearance
from the Commission in respect of each assembly constituency separately and any
publication in the absence of such clearance will be null and void. For the purpose, the
Commission has already prescribed a standard proforma. The Electoral Registration Officer
should send the proforma duly filled in through the Chief Electoral Officer for obtaining the
clearance of the Commission.
(i) Copies of the finally published rolls should be placed for inspection at
all the locations, where the draft rolls have been made available, for a
limited period of one week for greater accessibility of the final rolls to
the public. Designated officers who would be custodian of the roll
and responsible for assisting the public to verify their entries in the
finally published roll shall be appointed for each such location. These
officers shall be paid an honorarium of Rs.200/-only for the purpose.
In addition, copies of the rolls can be displayed at various other

public locations like Rural Libraries, Panchayat Bhavans, Resident
Welfare Associations and any other important locations depending on
local conditions. This would eliminate the genuine grievances of the
electors, at large, about non-availability of final rolls at a nearby
location for verification of entries and increase their level of
involvement in clearing the electoral roll.
(ii) The number of copies to be printed may be assessed by the CEO
keeping in view the requirement for elections if, due next year. The
copies required by the State Election Commission and future
revisions of electoral rolls should also be taken into account. On the
basis of the total requirement, the final print numbers should be
decided by the CEO.
(iii) Simultaneously, four copies of the archival and back up copy of CD-
ROM (AB) as prescribed under the guidelines of the Commission for
computerization of rolls, must be produced. Two copies are to be
retained by the DEO and two by the CEO for purpose record and
future reference.
11. SUPPLY OF COPIES OF ELECTORAL ROLLS

be given. The political parties while being given copies of draft roll should be
MISCELLANEOUS ISSUES
12. Help Desks & Control Rooms
belong and the polling station to which they are tagged. This is particularly true for metros
and large urban areas and also for big villages. Complete list of towns, villages, localities and
areas as listed in the Electoral Roll for each assembly constituency should, therefore, be
printed separately in booklets. These lists can be utilized to provide information to electors
and to answer queries to facilitate filing of claims & objections by them correctly and submit
the same to the concerned Electoral Registration Officer.
The Chief Electoral Officers should set up a Control Room during the period fixed for filing
claims & objections after publication of the draft roll and ensure that these are manned during
office hours in the normal working days and for such extended period as decided by the
concerned Chief Electoral Officers. Adequate staff should be mobilized for this purpose.
place.
In the Control Rooms, Help-Desk facility to answer queries, particularly regarding he
designated locations, dated fixed for reading out of the electoral roll in different localities and
Desks should utilize the computer date base of the Control Tables to handle queries. The
13. Record Keeping
safety. District Electoral Officers will supervise and ensure that appropriate arrangements
have been made in this regard. When an ERO is transferred and a new incumbent joins, the
outgoing ERO must explain the arrangements to his successor. When the post designated as
the ERO is modified and a new post is designated as ERO, thorough and comprehensive
arrangements for handing over and taking over the records from one office to the other must
be made. The Commission in this regard will view any slackness very seriously and the
concerned officer will be liable for suitable action. Custodians of records must be designated
as such and complete registers must be maintained as required under standard record
keeping procedure of the concerned State/UT government.
14. Reports
revision:
Form ID-IR-2005-03
outlined before, a summary of the draft roll in Form ID-IR-2005-03 should be forwarded to the
Commission within a week from the draft publication.
Form ID-IR-2005-04
of the EROs/AEROs, Post Offices and other rural and urban bodies
FormID-IR-2005-05:
After scrutiny of the date received from EROs, Chief Electoral Officer should forward to
the Commission a statement in the format in respect of such constituencies in the State where
there is major deviation in the number of Claims in Form-6 and /or objections in Form-7 from
the average number of forms received in the State. For example, if the State average is 2%,
all cases where the figure for a constituency is 3% or more, these have to scrutinized. The
Statement in this Form should reach the Commission within 7 days after the last date for filing
claims and objections. If the information is “nil”, after filling up the relevant data in the
details.
Form ID-IR-2005-06
deletion of names in the State in Form ID:IR-2005-06 may be furnished within seven days
from the last date receiving claims and objections.
Form ID-IR-2005-07
The constituency wise report on disposal of applications received in the State and suo
moto additions and deletion cases under rule 21 and 21A should be forwarded to the
objections.
Form ID-IR-2005-08
Report of constituency wise date of electors in final roll, both general and service voters
(with men/women breakup) should be furnished within a week after final publication in Form
ID:IR-2005-08.
The CEO has also to send following consolidated reports to the Commission:-
(i) Confirming commencement of the process of house-to-house enumeration on the
appointed date.
(ii) Confirming completion of the process of house-to house enumeration.
(iii) Confirming draft publication at designated locations in all constituencies by 1700
(iv) Confirmation of final publication by 1700 hours on the date of final publication.
Constituencies falling in their districts and sent to the CEOs who shall compile the information
for the whole state and forward it to the Commission.
COMMISSION WHO IS IN CHARGE OF ASSAM.
15. Special efforts to enroll women electors

enrolled and included in the Electoral Rolls. Sometimes unmarried are enrolled and included
in the Electoral Rolls for daughters, new brides and even widows are left out from the
Electoral Rolls for various reasons. Concerted efforts should be made to create awareness
for full inclusion of all eligible women electors. The field staff may be sensitised on this aspect
so that they too can make special efforts for this purpose. Women’s organizations, and local
NGOs as well as political parties should be encouraged to make voluntary efforts to ensure
that no eligible woman voter is left out from the rolls during this current revision. Wherever
such organizations or NGOs are not available, local lady teacher or doctor or government
servant or any other reputed lady may be involved so as to achieve the purpose of inclusion
of all eligible women electors.
ANNEXURE- ‘A’
FORMAT FOR VERFICATION OFFICER’S REPORT

To
The Electoral Registration Officer for
……………………………………..assembly constituency.
Sir,
As desired by you, I have made necessary verification in respect of Shri/Smt./Ms……
…………………………………………. by making an on-the-spot visit. My verification reveals
the following particulars in his/her case :-
1. Name :
2. Address :
3. Father’s/Mother’s/Husband’s Name :
4. Date of Birth :
5. Place of Birth :
6. Whether registered as an elector of
any constituency in India : Yes/No
7. If so, Serial No. and part No. of the concerned electoral rolls, together with
constituency Number, Name and the State :
State :-
No. and Name of Constituency :-
Part No. :-
Sl. No. :-
8. Whether Father is registered as an
Elector of any constituency in India : Yes/No
9. If so, serial no. and part no. of the concerned electoral roll, together with
constituency number, Name and the State:
State :-
Part No. :-
Sl. No. :-
10. Whether Mother is registered as an
Elector of any constituency in India : Yes/No
11. If so, serial no and part no. of the concerned electoral roll, together with
constituency number, Name and the State :
State :-
Part No. :-
Sl. No. :-
12. Mother tongue :
13. Inquiry Officers’ assessment on the dialect spoken…………
14. Documentary evidence produced:-
*(i) Certified copy/extract of electoral rolls of 1966
or any previous year :
*(ii) Patta (land holding record ) :
Year……………………………………
Name of issuing authority ……………………………………
*(iii) Rent receipt issued by any revenue authority :
Year………………………
Name of issuing authority ………………………………………
*(iv) certified copy of entry in N.R.C.
(National Register for Citizenships );
*(v) Birth certificate, issued by competent authority under the provision of
the Registration of Births and Deaths Act, 1969 and the Assam
Registration of Births and Deaths Rules, 1978, showing:
Place of birth :-
Date of birth :-
Date of Issue :-
Name of issuing authority :-
State :-
*(vi) Citizenship certificate issued by any competent authority in the State
of Assam :
Date of issue …………..
Name of issuing authority ………………………….
*(vii) Citizenship certificate issued from outside the State (which should be
got verified from the issuing authority ) :
*(viii) Refugee registration certificate :
*(ix) Passport issued by Govt. of India :
*(x) Insurance Policy :
*(xi) Any license issued by any Govt..
authority (other than ration cards ) ;
(Specify nature of license ) :-
*(xii) Government/Public Sector Undertaking service records (specify
documents produced )………………………………
*(xiii) Certificate issued by the Secretary of the village Panchayat
countersigned by the local revenue official in respect of females who
have migrated to other villages after marriage:
*(xiv) Any other document relevant and admissible under the Indian
Evidence Act ( please specify documents produced ) ……….
15. Whether migrated into Assam : Yes/No
16. If yes,
(i) Place from where migrated :-
State/Country ……………………………………..
(ii) whether migrated :-
* (a) before 1.1.1966
* (b) between 1.1.1966 and 24.3.1971
* (c) on or after 25.3.1971.
Place :
Date :
signature of the Local
verification officer
(with full name and designation)
*strike out whichever is not applicable.

ANNEXURE-‘B’
Format for making reference to the Competent Authority
( in case of suo motu local verification)
Office of the Electoral Registration Officer for

……………………………… Assembly Constituency.
No. Dated:
WHEREAS, the Election Commission of India has ordered intensive revision of
electoral rolls for the ……………….. Assembly Constituency in Assam with reference to 01-
01-2005 as the qualifying date; and
2. Whereas, house-to-house enumeration was done during the period from 2nd August,
2004 to 3rd September, 2004; and
3. Whereas, the name of Shri/Smt/Ms…………………… son/daughter/wife of Shri …………
…………… who has been declared to be an Indian Citizen and also an ordinary resident
of ……………………. (address) has been enumerated for inclusion in the draft electoral
roll; and
4. Whereas, the electoral roll of the said Constituency was published in draft on……………
……..2004, including therein the name of the said Shri/Smt/Ms…………………………;
and
5. Whereas, I, the Electoral Registration Officer for the said Assembly Constituency, having
doubt about the citizenship of the said person, got the matter verified by an on-the spot
local verification; and
6. Whereas, on consideration the report of such verification, I have reasonable doubt that
he/she is not a citizen of India.
7. Now, therefore, the matter is forwarded to…………………… (Competent Authority) under

the Illegal Migrants (Determination by Tribunals) Act, 1983/ The Foreigners Act, 1946 and
Rules made thereunder, for deciding the question whether the said Shri/Smt/Ms…………
…………………… is a citizen of India or not. The following documents on the basis of
which the aforesaid doubt has arisen are also enclosed herewith.
1.
2.
3.
Signature of the E.R.O.
To
The Competent Authority,

ANNEXURE-‘C’

( in case of claim application in Form-6)

No. Dated:
3. Whereas, the electoral roll of the said Constituency was published in draft on…………
………..2004,; and
4. Whereas, I, the Electoral Registration Officer for the said Assembly Constituency,
have received a claim application in Form-6 for inclusion of name of Shri/Smt./Ms……
…………………………………..of………………….(address) in the electoral roll for the
said assembly constituency ( a copy of which is enclosed); and
5. Whereas, on inquiry in relation to the said claim in lForm-6 conducted by me in

accordance with the provisions of the Registration of Electors Rules, 1960, I have
reasonable doubt that he/she is not a citizen of India;
6. Now, therefore, the matter is forwarded to…………………… (Competent Authority)

under the Illegal Migrants (Determination by Tribunals) Act, 1983/ The Foreigners Act,
1946 and Rules made thereunder, for deciding the question whether the said
Shri/Smt/Ms……………………………… is a citizen of India or not. The following
documents on the basis of which the aforesaid doubt has arisen are also enclosed
herewith.
1.
2.
3.
To

ANNEXURE-‘D’

( in case of objection in Form-7)

No. Dated:
3. Whereas, the name of Shri/Smt/Ms…………………… son/daughter/wife of Shri ……
………………… who has been declared to be an Indian Citizen and also an ordinary resident
of ……………………. (address) has been enumerated for inclusion in the draft electoral roll;
and
4. Whereas, the electoral roll of the said Constituency was published in draft on………
…………..2004, including therein the name of the said Shri/Smt/Ms…………………………;
and
5. Whereas, I, the Electoral Registration Officer for the said Assembly Constituency,
have received an objection in Form-7 against his/her citizenship status, a copy of which is
enclosed; and
6. Whereas, on enquiry in relation to the said objection, conducted by me in accordance

of the provisions of the Registration of Electors Rules, 1960, I have reasonable doubt that
he/she is not a citizen of India;
7. Now, therefore, the matter is forwarded to…………………… (Competent Authority)

under the Illegal Migrants (Determination by Tribunals) Act, 1983/ The Foreigners Act, 1946
and Rules made thereunder, for deciding the question whether the said Shri/Smt/Ms…………
…………………… is a citizen of India or not. The following documents on the basis of which
the aforesaid doubt has arisen are also enclosed herewith.
1.
2.
3.
To

LIST OF FORMS ENCLOSED WITH GUIDELINES FOR INTENSIVE
REVISION W.R.T. 01-01-2005 AS QUALIFYING DATE

6. IR-2005-05 Report of Large Scale Applications Received in the
Constituencies
8. IR-2005-07 Constituency-wise Report of Disposal of Application
Received
10. IR-2005-09 Format for submitting applications in bulk for inclusion of
names
11. IR-2005-09A Format for submitting applications in bulk for deletion of
names from the rolls.
12. Form 11A List of Applications for transposition of entry in Electoral
Roll received in Form 8A
Form : IR-2005-01

IDENTITY CARD FOR
Shri/Smt. ………………………………………..

SEAL
Form : IR-2005-02
ELECTORAL CARD
Book No.………… Serial No.………………………

In Rural Areas the details like House No./House Name, Village, Post Office, Tehsil, Police Station, Pin Code,
District etc. shall be covered.
In Urban areas the details like House No. /House Name, Gali No., Municipal Block, Municipal Ward No., Locality
Name, Street Name, Post Office, Town/City/ Metro, Police Station, Pin Code, District shall be covered.

……………………………………………………………………………………………………………
……………………………………………………………………………………………………………
……………………………………………………………………………………………………….
No No.


DATE:---------------------
NOTICE
DECLARATION
I solemnly declare that all the persons whose particulars are mentioned overleaf are citizens of India,
are the age of 18 years or above on the qualifying date and are ordinarily residence at the given address.
I further solemnly declare that the particulars of the said persons as furnished by me are true to the best of my
knowledge and belief and that none of the said persons has been included in the electoral rolls of any other
Constituency or more than once in this Constituency.
I am also aware that making any statement or declaration in connection with the inclusion or exclusion
of any entry in or from the electoral roll which is false or which I either know or believe to be false or do not
believe to be true is punishable with imprisonment for a term which may extend to one year or with fine, or
with both, under section 31 of the Representation of the People Act 1950.
FORM 4
(See rule 8)
Letter of request
Place.......................
Date.........................
To
The occupant of...................................................................................................
Sir/Madam,
The preparation of the electoral roll for the Assembly Constituency in which you are
residing has been taken in hand. It will greatly facilitate my work if you will kindly complete
the statement below after reading the attached instruction and hand it over to my assistant
who will call for it.
Electoral Registration Officer of the...........................

......................…….....................................................
Assembly Constituency ………..........................
STATEMENT
Names and particulars of adult citizens ordinarily residing in the above premises
Name of citizen Particulars as to Age on 1st January

2005
1.
2.
3.
4.
5.
etc.
Signature.................
Date........................
INSTRUCTIONS
1. Enter the names of all persons who have completed 18 years of age on or before the 1st
of January of this year and who are ordinarily residing in the premises.
member of the family, provided he or she has the qualifications mentioned in paragraphs
1 and 2 above.
widow; and
(iii) the name of the [Father of Mother] preceded by the words "daughter of', if she
be unmarried.
SUMMARY REPORT (For each AC) IR-2005-04

Union Territories)
State / UT Name :
AC@ No. : Name :
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :

TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

Form : IR-2005-09
To
Sir,
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF APPLICATIONS FOR INCLUSION OF NAMES FILED
IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE
ASSOCIATION / GAON SABHA / VILLAGE COUNCIL

Form : IR-2005-09A
To
Sir,

Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF OBJECTIONS TO ENTRIES IN THE ELECTORAL
ROLL FILED IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT
WELFARE ASSOCIATION / GAON SABHA / VILLAGE COUNCIL
roll
FORM ID :
roll of 2004 account of for other (Col.3+4) existing (shifted in) (Col. 2- 5+ 8) the roll of 2004
12. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22.
Place:
Date: Signature of the Chief Electoral Officer
1 2 3 4 5 6 7

Electors in the
1 2 3 4 5 6 7 8 9


State Name: Consolidated Statement at the end of the period for disposal of

Electors in the under Admitted FORM 7 under rule Deletion Addition Of increase (+)
Constituency Draft Roll of rule 21 (Col.5+7) 21-A (Col. 10 +12) (Col 8-13) Or decrease
the Lodged Admitted Rejected Lodged Admitted Rejected (-)
No. Name Constituency
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

FORM -EC 11A
Designated location List of applications for transposition of

Constituency (Assembly /£ Parliamentary Constituency
1. List number@ 2. Period of receipt of applications
Serial Date of Details of applicant Details of person whose entry
number§ of receipt (As given in Part V of
application Form 8A) Name of Part/Serial no. E
person whose of roll in which
entry is to be name is
transposed included
1 2 3 4 5
Date
@ For this revision for this designated location desig
* Place, time and date of hearing as fixed by electoral registration officer
§
ITEM NO. 16
Election Commission's letter No.23/ER-Intensive/2004-PLN-II, dated 19.06.2004 addressed

to the Chief Electoral Officer, Jammu and Kashmir, Srinagar
In continuation of Commission's letter of even number dated 2nd June, 2004
communicating the programme of Intensive Revision of Electoral Rolls I am directed to
forward herewith the detailed guidelines to be followed for the revision.
Kindly acknowledged the receipt.
INTENSIVE REVISION OF ELECTORAL ROLLS IN JAMMU & KASHMIR

WITH REFERENCE TO 01-01-2005 AS QUALIFYING DATE.
Guidelines
1. Legal Framework:
In Jammu & Kashmir there, are separate electoral rolls for Assembly Constituencies
and Parliamentary Constituencies. The rolls for Assembly Constituencies are prepared
under the Constitution of Jammu & Kashmir and Jammu & Kashmir Representation of the
People Act, 1957 and the Jammu & Kashmir Registration of Electors Rules, 1966. The rolls
of Parliamentary Constituencies in Jammu & Kashmir are prepared under the Constitution of
India and the Representation of the People Act, 1950, and the Registration of Electors
Rules, 1960.
1.1. Electoral Rolls for Assembly Constituencies:
1.1.1. The Constitution of Jammu & Kashmir
Section 138 of the Constitution of Jammu & Kashmir provides that the
superintendence, direction and control of the preparation of electoral rolls for, and the
conduct of, elections to the either House of State Legislature shall vest in the Election
Commission of India.
1.1.2. Qualifications for registration of elector
Section 140 of the Constitution of Jammu & Kashmir provides that the elections to
the Legislative Assembly shall be on the basis of adult suffrage; that is to say, every person
who is a permanent resident of the State and who is not less than eighteen years of age on
such date as may be fixed in that behalf by or under any law made by the Legislature and is
not otherwise disqualified under this Constitution or any law made by the Legislature on the
ground of non-residence, unsoundness of mind, crime or corrupt or illegal practice, shall be
entitled to be registered as a voter at any such election.
The permanent residence of the State of Jammu & Kashmir which is an essential
requirement to be registered as elector in the assembly constituency has been defined in
Part III of the Constitution of the Jammu & Kashmir. The relevant extracts are given below:-
Permanent residence:- (1) Every person who is, or is deemed to be a citizen of
India under the provisions of the Constitution of India shall be a permanent resident of the
State, if on the fourteenth day of May, 1954 :-
(a) he was a State Subject of Class I or of Class II; or
(b) having lawfully acquired immovable property in the State, he has been
ordinarily resident in the State for not less than ten years prior to that date.
(2) Any person who, before the fourteenth day of May, 1954, was a State Subject of
Class I or of Class II and who, having migrated after the first day of March, 1947, to
the territory now included in Pakistan returns to the State under a permit for
resettlement in the State or for permanent return issued by or under the authority of
any law made by the State Legislature shall on such return be a permanent resident
of the State.
(3) In the section, the expression "State Subject of Class I or of Class II" shall have the
same meaning as in State Notification No.I-L/84 dated 20th April, 1927 read with
State Notification No.13-L/1989 dated 27th June, 1932.
1.1.3. Jammu & Kashmir Representation of People Act, 1957
Section 11 of the Jammu & Kashmir Representation of the People Act, 1957
provides that :-
Electoral roll for every constituency:- For every constituency there shall be
an electoral roll which shall be prepared in accordance with the provisions of this
Act under the superintendence, direction and control of the Election Commission.
Section 12 of the said Act prescribes the disqualifications for registration in an

electoral roll which reads as under :-
Disqualifications for registration in an electoral roll:- (1) A person shall be

disqualified for registration in an electoral roll if he :
(a) is nor a citizen of India; or
(b) is not a permanent resident of the State as defined in Part III of the
Constitution; or
(c) is of unsound mind and stands so declared by a competent court; or
(d) is for the time being disqualified from voting under the provisions of any law
relating to corrupt practices and other offences in connection with elections.
(2) The name of any person who becomes so disqualified after registration shall
forthwith be struck off the electoral roll in which it is included:
Provided that the name of any person struck off the electoral roll of a
constituency by reason of a disqualification under clause (d) of sub-section (I) shall
forthwith be reinstated in that roll if such disqualification is, during the period such
roll is in force, removed under any law authorising such removal.
Section 17 of the Jammu & Kashmir Representation of the People Act, 1957 deals
with the preparation & revision of electoral roll which reads as under:-
1.1.4. Preparation and revision of electoral roll:- (1) The electoral roll for each
constituency shall be prepared in the prescribed manner by reference to the qualifying date
and shall come into force immediately, upon its final publication in accordance with the rules
made under this Act.
(2) The said electoral roll ;
(a) shall, unless otherwise directed by the Election Commission for reasons to
be recorded in writing, be revised in the prescribed manner by reference to
the qualifying date ;
(i) before each general election to the Legislative Assembly of the State; and
(ii) before each bye-election to fill a casual vacancy in a seat allotted to the
constituency; and
(b) shall be revised in any year in the prescribed manner by reference to the
qualifying date if such revision has been directed by the Election
Commission.
Provided that if the electoral roll is not revised as aforesaid, the validity or continued
operation of the said electoral roll shall not thereby be affected.
(3) Notwithstanding anything contained in sub-section (2), the Election

Commission may, at any time, for reasons to be recorded, direct a special revision
of the electoral roll for any constituency or part of a constituency in such manner as
it may think fit.
1.1.5. Qualifying Date:
Section 10 of Jammu & Kashmir R. P. Act, 1957 provides;

Definitions - In this Part, unless the context otherwise requires;
(a) "constituency" means an Assembly Constituency;
(b) "qualifying date" in relation to the preparation or revision of every electoral roll under
this Part, means the first day of January, the first day of April, the first day of July,
the first day of October (as may be applicable) of the year in which it is so prepared
or revised.
1.1.6. Jammu & Kashmir Registration of Electors Rules, 1966
The Registration Of Electors Rules 1966, framed under the said Act set out in detail the
procedure to be followed in the preparation or revision of electoral rolls as well as the
names in the rolls.
1.2. Electoral Roll for Parliamentary Constituencies:
The electoral rolls for Parliamentary Constituencies in Jammu & Kashmir as

mentioned earlier are prepared under the Constitution of India and the provisions of
Representation of the People Act, 1950 and the Registration of Electors Rules, 1960.
1.2.1. Constitution of India

either House of the Legislature of a State and no person shall be ineligible for inclusion in
any such roll for any such constituency on grounds only of religion, race, caste, sex or any
of them.
1.2.2. Representation of the People Act, 1950
electoral roll for each constituency shall be prepared in the prescribed manner by reference
to the qualifying date and shall come into force immediately upon its final publication in
Act, 1950 to mean the first day of January of the year in which the electoral roll is prepared
or revised.
(a) shall, unless otherwise directed by the Election Commission for

reasons to be recorded in writing, be revised in the prescribed
manner by reference to the qualifying date:-
(i) before each general election to the House of the People or to

the Legislative Assembly of a State; and
(ii) before each bye-election to fill a casual vacancy in a seat
allotted to the constituency; and
(iii) shall be revised in any year in the prescribed manner by
reference to the qualifying date if such revision has been
directed by the Election Commission;
Provided that if the electoral roll is not revised as aforesaid, the validity or continued
operation of the said roll shall not thereby be affected.
Section 21(3) of the said Act also provides that notwithstanding anything contained
in sub-section (2), the Election Commission may at any time, for reasons to be recorded,
direct a Special Revision of the electoral roll for any constituency or part of a constituency in
such manner as it may think fit;
1.2.3. Correction and inclusion of names in Electoral Rolls after Final Publication:
remedial action after giving the person concerned a reasonable opportunity of being heard
in respect of the action proposed to be taken in relation to him, in the event of an entry in the
finally published electoral roll being erroneous or defective, entry should be transposed to
another place in the roll on the ground that the person concerned has changed his place of
ordinary residence within the constituency or deletion of the entry on account of death of a
person or the person ceases to ordinarily reside in the constituency or is otherwise not
entitled to be registered in that roll.
Section 23 provides for inclusion of names in electoral rolls after their final
publication in accordance with the provisions of Act and the rules thereunder. However, no
transposition or deletion of any entry shall be made under section 22 and no direction for
the inclusion of a name in the electoral roll of a constituency shall be given under this
section, after the last date for making nominations for an election in that constituency or in a
parliamentary constituency within which that constituency is comprised and before the
completion of that election.
1.2.4. Registration of Electors Rules 1960
The Registration Of Electors Rules 1960, framed under the said Act set out in
detail the procedure to be followed in the preparation or revision of electoral rolls as well as
the consideration and disposal of appeals arising out of non-inclusion or wrong inclusion of
names in the rolls.
2. Background:
In 1967, the law provided for the first time for direct elections in the State of Jammu
& Kashmir to fill the six seats allotted to that State in the House of the People. This involved
the preparation of electoral rolls for each of the six parliamentary constituencies into which
the State was divided. Under the Constitution of Jammu & Kashmir only permanent
residents of the State were entitled to be registered in the electoral rolls for the assembly
constituencies, other citizens of India ordinarily residing in the State were entitled to be
registered as electors only for voting in parliamentary constituencies. With a view to having
a common roll at the simultaneous general elections, the Commission issued instructions to
the electoral registration officers of the State to enroll all citizens of India ordinarily resident
in the State and to mark those who were not permanent residents of the State as defined in
the Jammu & Kashmir Constitution and would vote only for the parliamentary elections.
The rolls in Jammu & Kashmir alongwith other parts of the country were revised
under a general direction that about 40% of the roll should be intensively revised in 1965
and rest in 1966.
Thereafter, after the completion of Lok Sabha election in 1971, the intensive
revision was ordered throughout the country including Jammu & Kashmir with 01-01-1971
as the qualifying date.
The intensive revision for the rolls of Lok Sabha and legislative assembly in Jammu
& Kashmir was again ordered in 1975 with 01-01-1975 as the qualifying date.
The last intensive revision in Jammu & Kashmir was done in the year 1988. In 1989
a special intensive revision was done w.r.t.01-04-1989 as the qualifying date for inclusion of
names of electors who had attained the age of 18 in that particular year. This was done
because the age of citizen to be registered as an elector was reduced from 21 to 18 year in
1989.
Besides the intensive revision ordered by the Commission, as referred to above the
summary revision was ordered in the intervening years. After 1989 Summary Revisions
were ordered in Jammu & Kashmir in the years 1991, 1992, 1995, 1996, 1998, 2001, 2002,
2003 and 2004.
After a gap of about 15 years the intensive revision has been ordered by
the Commission for the year 2005 with 01-01-2005 as qualifying date.
The electoral rolls in respect of all States and Union Territories, except four
assembly constituencies No. 14, 46, 49 & 50 of Arunachal Pradesh were summarily revised
with reference to 01-01-2004 as the qualifying date. The date of final publication of rolls in
respect of all the 35 States is as under :-

2. Arunachal Pradesh (except AC No.14, 46, 01.03.2004
49 & 50)
3. Assam 05.02.2004
4 Bihar 28-02-2004
6. Goa 03.02.2004
7. Gujarat 20.01.2004
8. Haryana 23.02.2004
11. Jharkhand 04-02-2004
AC No.07, 10, 11 & 12 in Dumka District. 28.02.2004
12. Karnataka 31.01.2004
13. Kerala 10.02.2004
16. Manipur 20.01.2004
17. Meghalaya 20.01.2004
18. Mizoram 28.02.2004
19. Nagaland 20.01.2004
20. Orissa 31.01.2004
In 86 ACs 26.02.2004
In 37 ACs 01.03.2004
In 24 ACs 10.03.2004
21. Punjab 20-01-2004
22. Rajasthan 08.03.2004
23. Sikkim 05.02.2004
24. Tamil Nadu 25.02.2004
25. Tripura 28.02.2004
28. West Bengal 04.02.2004
29. A & N Islands 20.01.2004
31. Daman & Diu 20.01.2004
33. NCT of Delhi 08.03.2004
The Commission has decided to order intensive revision of electoral rolls in the
Northern Eastern States of Arunachal Pradesh, Assam, Manipur, Meghalaya, Mizoram,
Nagaland and Tripura and the State of Jammu and Kashmir. The Commission has decided
to undertake special summary revision w.r.t.01.01.2005 as qualifying date in all the
remaining States/Union territories. In respect of the states of Arunachal Pradesh and
Maharashtra, the intensive and special summary revision respectively will be taken up after
the completion of general elections to their respective Legislative Assemblies to be held in
the later part of 2004.
3.1. THE SCHEDULE OF INTENSIVE REVISION IN JAMMU & KASHMIR, 2005
S. STAGES OF REVISION PERIOD ALLOWED FOR

No. EACH STAGE
01-08-2004 (Sunday)
03-09-2004 (Friday)
3. Preparation of manuscript, comparison of 04-09-2004 (Saturday) to
manuscript with relevant parts of the previous 28-10-2004 (Thursday)
electoral roll of 2004, data entry of new electors
and carrying out corrections, wherever
list, comparison thereof and printing of draft roll.
Supply of electoral rolls and Forms 6, 7, 8 & 8A
to area Post Offices.
5. Period for filing of claims and objections and Between

reading of relevant part/section of electoral roll in 29-10-2004 (Friday) and
Gram Sabha / Urban Local Bodies and Resident 20-11-2004 (Saturday)
Welfare Association
Meetings etc.
7. Preparation and printing of supplements of 31-12-2004 (Friday)


the electoral roll and the polling station number shall be the same. Therefore, it is
absolutely necessary that the list of villages/localities/sub-localities covered by a part of
electoral roll is very clearly defined as a section in the part and tagged to the postal zone of
the correspondence area. There shall be no scope for confusion and the enumerators
should be clear about the area to be enumerated by him/her.
The ERO shall have each Polling Station Area surveyed in advance to ensure that
all the residential units are included in the list of locations falling within the area. He shall
also ensure that house numbers are assigned to each residential unit. Temporary
constructions to which house numbers have not been assigned yet may also be surveyed
for clear identification of polling areas in which they fall. Temporary collective numbers may
be given to such clusters of temporary constructions, wherever necessary. The numbers
allotted by Census Authorities, if available, may be adopted for enumeration purpose in
these cases. Similarly Chulha numbers allotted to households in rural areas, the record of
which is kept meticulously by the authorities, can be used to identify families, in place of
house numbers. These collective numbers should indicate the exact repeat exact number of
households in the clusters and will not in any way be treated as regularizing any irregular
unauthorized occupation/irregular unauthorized encroachment.
In order to avoid the error of mixing of electors of one polling area with other and /
or inclusion of same area in two or more polling stations, Sections falling within a particular
be compared with the extent of Polling Stations approved by the Commission, a copy of
which is provided to the political parties.
Each enumerator shall be supplied with a list of house or Chulha numbers, as the
case may be, alongwith a sketch map of the area which he is required to cover during
enumeration. (It should be noted that all the polling station areas in an Assembly
Constituency joined together constitute the constituency itself and no island should be left.)
This is being provided to ensure that no areas are left out at the time of enumeration. A
copy of this map should be safely preserved as the Commission is contemplating
preparation of GIS maps for polling stations and Assembly Constituencies and these maps
will be required at the time of preparation of the GIS maps.
The house numbering should, as far as possible, be the one adopted by the
starting from North-West and ending in South-East as is done in numbering of plots of land
by the revenue authorities. It must be ensured that there is no overlapping in the jurisdiction
of enumerators.

Under the provisions of sub-section (2) of section 8 of the Jammu & Kashmir
Representation of the People Act, 1957, an Electoral Registration Officer is permitted to
employ such persons as he thinks fit for the preparation and revision of the electoral rolls for
the constituency.
Section 159 of the J&K R.P. Act, 1957 and Section 29 of the R. P. Act, 1950
provide that every local authority in a State shall make available to any Electoral
Registration Officer such staff as may be necessary for the performance of any duties in
connection with the preparation and revision of electoral rolls.
household in the area assigned to them one enumerator should be appointed for each part
of the existing roll. Supervisors are to be appointed to oversee the work done by the
Enumerator depending on the ground situation. Necessary planning may be done in
advance to requisition the services of sufficient number of employees to be appointed as
Enumerators and Supervisors.
Adequate numbers of Enumerators and Supervisors should also be appointed for
enumeration of permanent residents of J & K who have temporarily migrated on or after 01-
04-1989 to camps within Jammu & Kashmir as well as to other parts of the Country.
Each Enumerator and Supervisor should be given Identity Card (specimen
Annexed as IR-2005-01) by the ERO, which should be displayed on their person while on
duty.

As per provisions laid down in Section 9-A of the J & K R.P. Act, 1957 and Section
13CC of the R.P. Act, 1950 officers or staff employed in connection with the preparation,
revision and correction of the electoral rolls for, and the conduct of, all elections shall be
deemed to be on deputation to the Election Commission of India for the period during which
they are so employed and such officers and staff shall, during that period, be subject to the
control, superintendence and discipline of the Election Commission. The enumerators and
supervisors are also covered by the above provision.
of the R.P. Act, 1950 and section 141 of the J & K R.P. Act, 1957 which envisage that if any
person required to perform any official duty in connection with the preparation, revision or
correction of an electoral roll or the inclusion or exclusion of any entry in or from that roll, is
without reasonable cause, guilty of any act or omission in breach of such official duty, he
shall be punishable with imprisonment for a term which shall not be less than three months
but which may extend to two years and with fine.

Enumerators and Supervisors appointed for house to house enumeration/verification
in connection with the Intensive Revision of the electoral rolls have a very vital role in the
matter of preparation of correct and accurate electoral rolls. The Enumerators and
Supervisors should remember that they are doing a vital public service and not any favour.
While on duty, they should have patience and exhibit good manners when dealing with the
public. After reaching a house, they should greet the head of the family or senior adult
member politely, explain their duty and ask for information using a very polite language.

There may be a number of training classes and all enumerators and supervisors
shall attend these training sessions without fail in order to have a very clear idea of their
duties.
provided as to the precautions to be taken for obtaining the information and the method to
be used for filling up various columns of the Forms. All enumerators and supervisors should
be advised to understand the procedure and ask detailed questions if they have any doubts.
Unless the enumerators and supervisors have a clear and thorough knowledge of their
duties, they will not be in a position to discharge their duties as required under law and will
find it difficult to fill the required Forms. Ignorance or lack of training shall not be accepted as
a defence in case of non compliance of the Commission's instruction on revision of rolls.

The format of the "Electoral Card" shall be in the form Annexed as IR-2005-02.
The columns of the card are provided in accordance with the present format of the electoral
roll. These cards should be printed and stitched in a book form. These books (enumeration
pad) shall contain enumeration cards in duplicate and shall be serially machine numbered.
The duplicate copy may be printed on a different coloured paper, to distinguish it clearly.
The original copy and the duplicate copy should bear the same serial number and should
have the printing properly aligned. The declaration to be signed by the Head/Senior adult
member of the household should be printed on both the copies. Groups of one hundred
cards should be stitched together in pads.
Officers.
4. HOUSE TO HOUSE ENUMERATION
4.1. Enumeration of persons staying within the limit of territorial constituencies of
the State
4.1.1. Stationery to be supplied to the enumerator

The Enumerator will not be supplied with copy of any previous electoral rolls. He shall
be supplied with a complete list of villages/localities alongwith a sketch map of the area
under his/her jurisdiction.
a) Enumeration Pad containing enumeration forms (Electoral Cards);
b) Sufficient number of new carbon papers;
c) Good quality ball point pen;
c) Stamp pad to get thumb impression of the illiterate electors;
e) Adequate number of Form-4 appended to Registration of Electors Rules, 1960
& Form - 4 appended to the Jammu & Kashmir Registration of Electors Rules,
1966.

As mentioned herebefore, one enumerator is to be appointed for the area covered in
Electoral Cards shall be compulsorily used if there are more than one Sections in that part
i.e. separately identifiable localities like block, mohallas, villages, hamlets etc. On the
cover page of each Enumeration Pad, the identity of the area/sub-area covered should be
clearly written in capital letters.
When the enumerator visits a household, he will meet the head of the household or,
in his absence, the senior adult member of that household. He shall enumerate the names
of all such persons as are claimed to be adult Indian Citizens and are ordinarily residents,
by the head/senior adult member of the household, in the enumeration pad provided to him
by the Electoral Registration Officer for the purpose of such enumeration. He shall
thereafter classify the enumerated citizens into two categories viz. ( i ) those Indian
citizens who are permanent resident of the State as defined in Part-III of the Constitution
of Jammu & Kashmir and mark the alphabets "PR" and ( ii ) who are Indian citizens
ordinarily residing in the house but are not permanent resident of the State and mark the
alphabets "NPR" in the REMARKS column of the Electoral Card. It shall not repeat not
be left blank even if all the persons enumerated are either only "PR" or "NPR".
The Enumerator should clearly explain and bring home to the head or the
senior adult member of the house hold that no person can be enrolled at more than
one constituency and not more than once in the same constituency and that
furnishing of any information which is false and which he/she knows or believes to
be false or does not believe to be true, is an electoral offence. The persons
furnishing such false information are liable for punishment with imprisonment for a
term which may extend to one year or with fine or with both under section 31 of the
Representation of the People Act, 1950 and section 140 A of the J & K R.P. Act, 1957.
uniformity) at the appropriate place on the right side of the Electoral Card. Below such
thumb impression, the full name of the person affixing such thumb impression shall be
mentioned legibly by the enumerator along with words ‘LTI’ or ‘RTI’ as the case may be.
The Enumerator should also append his signature thereafter on the Electoral Card
with his name and date of enumeration. In no case the signature of either the senior/adult
member of the household or that of the Enumerator should be blank in any of the
Enumeration Card. In case the number of eligible members of a household is more than the
number of entries that can be accommodated in one Electoral Card, then the next card may
be used to enumerate all the eligible persons. The signature of the head/senior member of
the household may be obtained only in last of such Electoral Cards used for enumeration. It
is not necessary to obtain the signature on each card.
If in any house/building, there is more than one family residing, each family should
be enumerated separately, even if the house number is common. In no case should the
name of members belonging to more than one family be included along with the names of
members of another household in the same electoral card.
included in the list of house numbers given to him, he will include that house also by giving it
a suitable auxiliary number. For instance, if between house numbers 33 and 34 a new
unnumbered temporary constructions referred to above. This day should be widely
publicised in the area concerned and notified to all recognized political parties. The political
parties should be invited to appoint one agent each to witness the process of enumeration in
the said cluster.
The enumerator on the day of actual enumeration, accompanied by the supervisor
should assign a temporary number, if no other number is assigned by local authorities, with
chalk or such like instruments in front of each individual construction in the cluster and
complete the enumeration in one go on the same day. No piecemeal enumeration of the
cluster will be accepted.
Any such additional temporary constructions or clusters that come up after the process
of enumeration should be dealt with during the process of disposal of claims and objections
under Rule 21 and 21A of the Registration of Electors Rules, 1960 and Rule 21 and 21A of
the J & K Registration of Electors Rules, 1966.
after three such visits he is not able to meet any adult member of the household, he will
make an entry to that effect against that house number in the List of house numbers
provided. He should also prepare a separate list of all such households and furnish that list
to his supervisor.
Supervisor will himself visit that house and verify the fact. In case the house is found locked
or no adult member of the household is available even at the time of the Supervisor’s visit,
he shall drop the letter of request in Form 4 in the premises. He shall make another visit
to that house after two or three days and collect Form 4, if somebody is present at the time
of his subsequent visit. He shall keep a proper account of his visits to such houses.
4.1.3. Noting down the EPIC numbers in the electoral card.
The Electoral Photo Identity Cards have been issued to substantial number of electors.
To synchronise the EPIC scheme with electoral roll, the opportunity of house-to-house
enumeration shall be extensively utilised to note down the EPIC numbers against the name
of the concerned persons in the Electoral Card. This would enable to focus on the residual
electors to be issued with EPICs.
4.2. Enrolment of eligible permanent residents of the state of Jammu & Kashmir
staying in camps or elsewhere away from their place of ordinary residence
In view of the circumstances prevailing in the State of Jammu & Kashmir, some
residents of Kashmir Valley have temporarily migrated on or after 01-04-1989 to camps
within Jammu and Kashmir as well as to other parts of the Country. These persons shall be
treated as ordinary residents of the places at which they would have been ordinarily residing
but for their temporary migration. The other members of their household who shall be
above 18 years of age on the 1st January 2004 should also be enrolled in the same part of
the roll of the assembly constituency.
To enumerate migrant residents staying in camps located in various parts of the
country, the officers in-charge of such camps already appointed as Assistant Electoral
Registration Officers vide Notification No.429/J&K/LA/2002 (1) dated 20th August, 2002,
shall take all necessary action. They shall engage such number of enumerators as may be
necessary to enumerate the adult members of each household. The camp commandants of
various migrant camps should be associated with the process of revision.
Wide publicity may be given in concerned areas, as was done prior to the last
general election to the State Assembly, that the electoral rolls of all the assembly
constituencies of the State of Jammu & Kashmir are being prepared afresh, and that the
residents of the Kashmir Valley who have temporarily migrated, on or after 01-04-1989, to
camps within Jammu and Kashmir or to other parts of the Country and other members of
their household who qualify for registration for the first time with reference to the qualifying
date, shall be treated as ordinary residents of the places at which they would have been
ordinarily residing but for their temporary migration, and are eligible to be enumerated as
electors. For this purpose they shall cooperate with the officer(s) appointed as
Enumerator(s) during their visit to the camps/households.
When the enumerator visits a household in these camps, he will meet the head of
the household or, in his absence, the senior adult member of that household. He shall first
ascertain the particulars of the assembly constituency under the extent of which his
permanent residence falls. It is not necessary to use a separate Electoral Card pad for each
assembly constituency. Same pad can be used for enumerating persons belonging to
various constituencies living in that camp. The Enumerator shall write down the no. & name
of the assembly constituency at the appropriate place on the top of the Electoral Card. Only
thereafter he should enumerate the names of all such persons as are claimed to be adult
Indian Citizens and are ordinarily residents, by the head/senior adult member of the
household, in the enumeration pad provided to him by the Electoral Registration Officer for
the purpose of such enumeration.
Any person who is not a permanent resident of the State of Jammu & Kashmir as
defined in Part III of the Constitution of Jammu & Kashmir, shall not be enumerated even if
found staying with permanent residents of any household living in camps. The Enumerator
after following the procedure for enumeration shall hand over the duplicate copy of the
Electoral Card to the head/senior member of the household. The enumerator shall, then,
prepare a manuscript Assembly Constituency wise with the help of the enumeration cards
and handover the manuscript so prepared alongwith the enumeration cards to the AERO.
He will keep one copy of the manuscript with him for his record.
The AEROs should then verify that all the names given in the manuscript are
registered as migrants and try to ensure that all migrants are enrolled and for that they
should verify/cross check all the records available with them with the total number of
enumerated persons. The segregated electoral cards of each constituency alongwith the
manuscript shall be forwarded to the concerned Electoral Registration Officers. The
concerned EROs shall acknowledge the receipt of the manuscript.
Such of the electors as are staying outside the Camps may furnish their particulars in
Form 4 and send the same to the ERO concerned. For this purpose, necessary action may
be taken to give advertisements in various National news Papers publishing therein Form 4
and requesting the migrants of Kashmir Valley to furnish their particulars to the ERO
concerned to enable him to include his and other family members' names in the rolls after
necessary verification. Further, if the officer in charge of any relief camp has the addresses
of eligible migrant citizens, he may send to them Form 4 along with a copy of the revision
programme and self-addressed envelope to enable them to fill up the same and send the
duly filled in Form 4 to the ERO concerned for inclusion of his name and his family
members' names in the rolls. Kashmiri Samiti, Delhi, a Nodal Agency, recognised by the
Govt. of India and Delhi Govt. and other NGOs may also be supplied with sufficient number
of requisite forms and also the revision programme. Electors living in camps or outside away
from their place of ordinary residence shall send their forms to the relief Commissioner,
migrants, who will record the status of their being registered as migrant, prepare a list of
such names and send the same to the concerned ERO alongwith the forms. The relief
Commissioner, migrants will also indicate postal address of each family so that the same
can be sent to the DEO in whose jurisdiction these migrants reside who in turn will take
steps to delete names entered in the roll in this DEO’s jurisdiction. In case of migrants living
in camps, camp wise list shall have to be provided to the DEO in whose jurisdiction the
camp is situated.
5. PREPARATION OF MANUSCRIPT
As soon as the enumerator completes an enumeration pad, the work of preparing

the list of persons enumerated, as per the enumeration pad shall be started. It shall not be
Separate list should be prepared for each identifiable area covered in one part of
the electoral roll. Like in rural areas if there are more than one village in a part then separate
list should be prepared for each village or patti. Similarly if there are more than one
identifiable localities like mohalla, block, society, apartment etc. in a part of an urban area,
separate list for each such segment shall be prepared. This will facilitate reading out of the
rolls separately in different villages/ localities/sub-localities.
The proforma to be used for preparing the list of enumerated persons (manuscript)
shall be the same as that of the Electoral Card with an additional column to show the 'Sl.
No. in the Existing roll' The Enumerator will prepare the manuscript from the names of
enumerated persons in the Electoral Cards. He shall not fill up the additional last column,
as he will not be provided with relevant part of the previous electoral roll.
enumeration pads in respect of that area have been received and lists of persons
enumerated therein prepared, all such lists shall be consolidated and arranged house-
number wise starting with the first house and ending with the last house in that polling area.
All such lists shall be prepared in quadruplicate (four copies) polling station-wise.
5.1. Preparation of manuscript in respect of persons residing in camps:

The enumeration cards in respect of persons enumerated in the camps furnished by
the designated AEROs of the camps, shall be first segregated as per polling station areas.
Thereafter, list of persons in respect of each part/ polling station should be prepared,
verified as described in the preceding paragraph and the names included at the appropriate
place according to house member in the relevant part.
5.2. Preparation of manuscript in respect of persons who are Non-State subject:
The list of persons who are not permanent residents of the State but are ordinary
residents and qualify for registration in the electoral rolls of Parliamentary Constituencies of
Jammu & Kashmir prepared under the Constitution of India and the Representation of the
People Act, 1950, against whom the alphabet "NPR" is indicated in Remarks column of the
electoral card shall be prepared separately. The manuscript containing PRs for the
concerned part may be marked with red ink as NPR enclosed or no NPR enclosed so that
NPR list is not missed out at the time of data entry.
6. DUTIES OF THE SUPERVISOR

their charge.
Supervisor, alongwith the manuscript of enumerated persons, he shall personally check
each and every Electoral Card serial wise in the enumeration pad and verify that it contains
all the pages which it is supposed to contain and that all 'Electoral Card' have been properly
filled in and duly completed in all respects and that no column has been left blank.
The Supervisors shall be provided with the previous electoral roll of the
corresponding area covered by the Enumeration Cards in respect of a polling station area.
As soon as the manuscript in respect of a polling area is handed over by the Enumerator
alongwith the enumeration pad containing the original 'Electoral Cards', the Supervisor will
prepare a list showing the serial number of the Enumeration Cards used to cover a polling
station area vis-à-vis corresponding existing electoral roll. The unused number of electoral
cards in a enumeration pad should also be noted by him.
He shall then compare the entries house number-wise with the corresponding
entries in respect of each household in the previous electoral roll of assembly/parliamentary
constituency in the following manner: -
(i) In case of such persons whose names do not appear in the
previous electoral roll, he shall indicate the word "New" in the last
column of the manuscript. In case the names in the manuscript
appear in the previous electoral roll, the serial No. of such elector
(in the previous electoral roll) shall be entered in the last column
mentioned above. He shall also mark the entry in old roll with red
ink indicating the serial number on which the elector is shown in the
manuscript;
(ii) He shall correct the entries in the printed copy of the electoral roll
from the manuscript wherever necessary and also tick () the
entries checked;
(iii) Score the entries in the printed electoral roll that do not appear in
the manuscript to indicate missing voters i.e. dead/shifted.

Supervisor should make random checking of not less than 25% of the households covered
by the enumerators. During such checking, they should check the entries made in the
original of the 'Electoral Card' in the enumeration pad with the duplicate supplied to the
household and must satisfy that the entries in both the original and duplicate cards are
identical in all respects. He should countersign the original Electoral Cards verified with
Name and date.
impression of the head of the household or senior adult member of the household and that
of the enumerator and the entries have been correctly made on the basis of the information
of the People Act, 1950 and section 140A of the J & K R. P. Act, 1957 about making
any false statement relating to inclusion or exclusion of any name to the notice of the
head/senior adult member of the household when he makes the enquiry during his
checking.
Similarly, if a supervisor finds during his sample checking that any name of a
member of the household which should have been included in the 'Electoral Card' has been
left out for any reason, he will include that name in the 'Electoral Card' supplied to the
household under his full name and signature with a suitable endorsement indicating the
reason for such inclusion and exactly similar entries will be made by the Supervisor in the
original of the 'Electoral Card' and also in the list of enumerated persons.
number of wrongful inclusions or wrongful exclusions of names in the 'Electoral Cards'
issued by a particular enumerator, he should undertake 100% verification of all the
household enumerated by the said enumerator.
Such enumerator shall forthwith be removed from the job of enumeration and a
report shall be made by the Supervisor to the Electoral Registration Officer for disciplinary
action against the delinquent enumerator.
Supervisor’s visit, he shall drop the letter of request in Form 4 appended to the J & K
Registration of Electors Rules, 1966 for Permanent Residents and Form 4 appended to
Registration of Electors Rules, 1960 for Non Permanent Residents, as the case may be, in
the premises. He shall make another visit to that house after two or three days and collect
Form 4, if somebody is present at the time of his subsequent visit. He shall keep a proper
account of his visits to such houses.
As soon as a supervisor has completed his random checking as aforesaid, in
respect of the households enumerated, he shall deposit forthwith the verified 'Enumeration
Pad' and the manuscript after filling the last column as explained above, and the corrected
copy of the previous roll provided to him with the Electoral Registration Officer. Before
depositing the verified 'Enumeration Pad' and the manuscript, he shall give a certificate that
he has conducted the required supervisory checks mentioning specifically the number of
house/households visited and checked by him.
him after comparing with the list of enumerated persons and the existing part of the roll.
7. CHECKS BY SENIOR OFFICERS

copy of the Electoral Card available with the household and sign and affix his name and
date of checking.
The Chief Electoral Officer will conduct random checking and also satisfy himself
that all the instructions are being scrupulously and correctly followed.
visits to households, but shall include checking that no pockets have been completely left
out or enumerated more than once in the constituency during enumeration and that no area
or pocket of another constituency has been included in the enumeration for the constituency
under checking. On the border areas of the constituency, it shall be particularly ensured
that no area belonging to one constituency has been allowed to be included in the
enumeration of another constituency. They shall certify that these aspects have been
specially checked by them during their supervisory visits. The previous rolls may be used for
conducting supervisory checks.
In case of migrant residents such checking should be done by the designated
AEROS.
8. PRINTING OF DRAFT ROLL

8.1. Updation of existing database
The updation of the existing computerised database shall be carried out on the
basis of input of house-to-house enumeration of persons living in their house in the State as
well as migrants living in camps enumerated through the Designated AEROs of the Camps.
The first activity shall start as soon as the manuscript and corresponding part of the
previous electoral roll compared by the Supervisor is received in the office of the Electoral
Registration Officer. The work of updating the existing electoral roll database with reference
to the information collected shall be the first step.
(i) Carry out the corrections in the respective fields to incorporate
modifications indicated with red ink in the printed copy of the previous roll
provided to the supervisor in respect of the entries already available in the
database;
(ii) Delete the entries of missing voters i.e. dead/shifted voters from the
separate verified list of such missing voters provided by the supervisor.
These deleted names should be saved in another file (deletion file) and a
audit trail may be maintained so that any checks, if necessary, can be done
in future. Final deletion of these names should be accepted only after 100%
verification of names in the deletion file;
(iii) Sort out the database according to the according to the S. No. given in the
manuscript of list of enumerated persons staying in the houses;
(iv) Insert the New entries at the appropriate places in respect of each
household in the database;
(v) Insert the entries in the list prepared by the ERO on the basis of letter of
request in Form 4 submitted by the migrant citizens for inclusion of names
at the appropriate place;
(vi) Entries in respect of new houses coming up in an area shall be entered in
the existing database in a proper sequence;
(vii) Thereafter the manuscript list of non permanent residents who qualify for
registration in the Parliamentary Constituency shall be entered under a
separate section "Non-State subject electors";
(viii) The Electors Photo Identity Card Number against each such elector who
have been issued with an EPIC shall be entered in relevant column of the
electoral roll;
(ix) After carrying out the above actions, the serial number of the electors
already available in the database will change and will become the same as
given in the manuscript.
input collected by way of house-to-house enumeration by the enumerator and the
supervisor is reflected in the electors database before the same is used to generate draft
rolls. He shall particularly verify and satisfy himself that the existing database has been duly
modified with due care and nothing has been left out.
8.2. Printing of Check List

database and shall have the entries compared with the manuscripts and satisfy himself that
the printed roll conforms exactly in all respects with the inputs and that no error either by
design or by mistake has crept into the database. Instances have come to the notice of the
Commission that proper comparison of the check list is not done before generating draft
rolls resulting in improper deletion of entries of genuine electors, many a times enbloc
causing embarrassment to the institution and disenfranchisement of genuine electors. Any
laxity will be viewed seriously.
After making further necessary corrections in the data base, that might be
necessary after comparison of the Check List, the ERO shall get required number of copies
of the drafts rolls prepared.
8.3. Format of the Electoral Roll

Each part of the electoral roll shall be prepared for a well defined polling area. Each
part of the roll shall be subdivided into two categories. The first sub-part shall contain the
names of all eligible permanent residents. The second sub-part shall contain the names of
all eligible citizens who are not permanent residents of the state. Each sub-part shall start
from a fresh page but the serial number shall be continuous.
The electoral rolls prepared and printed as above, polling station-wise shall be
published as draft for inviting claims and objections on the date specified for the purpose by
the Election Commission at all polling station areas including camps where some migrants
have been temporarily residing.
9.1. Designated locations
The draft rolls of all such parts of the electoral roll where entries have been made on the
basis of list of migrant citizens shall also be published at the office of the AEROs concerned
and Officer-in-charge of the camps. These designated locations, for the whole period of
filing of claims and objections, shall also include the offices of EROs/AEROs. Similarly, the
Polling Station locations shall also be the designated locations, where the electoral rolls
shall be published and claims and objections shall be received during the revision exercise.
Further, the offices of rural and urban elected bodies shall also function as designated
locations on the dates of meetings as and when organized by the ERO during this period.
During the current revision of electoral roll the services of the Post Office shall also
be used for display of draft electoral roll in the area covered by respective Delivery Post
Offices. Claims and objections shall also be received in all the post offices.
9.2. Dissemination of electoral rolls at a wider scale
9.2.1. Availability and Checking of Draft Rolls The draft electoral rolls shall be published
and disseminated at a wider scale for information of the public. The following procedure
shall be followed to ensure this:-
these organizations will be helpful in eliciting their cooperation in the summary
revision and also in the continuous updation of rolls later.
(b) Widest publicity shall be given to the draft publication of roll by all media of
mass communication, including paid advertisements in the news papers having
wide circulation in the areas concerned.
9.2.2. Verification of draft rolls in the meetings of Gaon Sabhas/Ward

Sabhas/RWAs

Rural Areas :
convene the Gaon Sabha/ Ward Sabha meetings to read out the roll in public
and verify the electoral roll. The local revenue official (for instance Lekhpal in
case of UP) may also be deputed to attend these meetings. These revenue
officials may be provided with sufficient number of Forms so that necessary
claims and objections can be got filled in during the meeting itself. The
Registration Officer for action at his level under rules 16 to 20 of the J & K R.E.
Rules, 1966.
d) If the Gaon Sabha includes more than one village, these meetings may be
of hamlets/pattis in a Gaon Sabha, the meetings may be organised hamlet/patti-
wise. In states like Rajasthan, the institution of Ward Sabha has been
functional and in such states the Ward Sabha meetings may be organised to
verify the draft roll.
and 21A of the R.E. Rules, 1960 and corresponding provisions of rule 21
and 21A of the J & K R.E. Rules, 1966.

Urban Areas :
also be involved. The existing part of the electoral roll which are prepared
polling station-wise will be split section-wise in the first instance and distributed
to the different localities/ Residents’ Welfare Associations/ Housing Societies
alongwith an appeal which inter-alia will seek their co-operation to display the
extract of the roll prominently for the benefit of the residents of that locality so
that any person who is residing but is not a registered elector can take the
necessary steps to enroll himself/ herself as well as members of his family.
verification exercise in respect of that mohalla or colony may be completed in
the meeting held in that mohalla or colony. If the area of any polling station is
large and there is only one mohalla or colony, the mohalla or the colony, as the
case may be, be divided into convenient parts at the discretion of the ERO
concerned and the meetings may be organized in such parts of the mohalla or
colony.
Sabha or RWA, the ERO concerned may choose a prominent non-political
citizen, working or retired government officer, NGO or a professional like doctor
etc. residing in the locality, to chair the meetings and help the exercise to be
completed. In case of residential colonies of govt. or semi govt. bodies, the staff
responsible for maintenance of these colonies, may be involved in this exercise.
Sabhas/RWAs concerned, decide the place, date and time for holding the
concerned in the presence of an official designated to be present at the
motu action under rule 21 and 21A of the R.E. Rules, 1960 and corresponding
provisions of rule 21 and 21A of the J & K R.E. Rules, 1966 will have to be
followed.
Migrant Camps:
The rolls shall be read out in a meeting specifically called by the in-charge of the
relief camp and procedure followed for receipt and disposal of claims as mentioned in
the proceeding paragraph. Representatives of Kashmiri Samiti, Delhi, a Nodal Agency
recognised by the Govt. of India and Delhi Government may be invited to attend the
meeting.
9.3. Minutes of the meetings:

The proceedings of the meetings in rural as well as the urban areas and relief
camps referred to in the preceding paragraphs have to be meticulously
recorded/minuted and a copy of the same should be forwarded to the Electoral
Registration Officer who may take its help while disposing of the claims and objections
received. These meetings may begin with the message from the Electoral Registration
Officer/ District Election Officer/ Chief Electoral Officer regarding the responsibility of the
members of the Gaon Sabha/ Samiti/ Association etc. in truthfully carrying out this
exercise.
The EROs/DEOs shall also attend some of the meetings in rural and urban areas
with a view to improve the quality of revision exercise.
10. AVAILABILITY OF BLANK FORMS
10.1. Forms to be used in connection with revision of rolls of parliamentary

constituency

1960 have been amended vide Ministry of Law and Justice Notification dated 18th August,
2003. A copy of the Notification has already been circulated vide Commission's letter
No.3/2/2002/J.S.II dated 25th August, 2003.
to the inclusion of a name in the draft electoral roll between the period allowed for filing
claims and objections during revision of rolls and also for deletion of entry after the final
publication of rolls.
constituency.
FORM-7 - for objecting inclusion of name in the draft roll and also seeking deletion
of name included in the final roll.
FORM-8 - for correction to particulars entered in the roll. This form can be used
after draft publication as well as final publication.
be distributed in advance of the campaign dates to the concerned persons. Adequate
number of forms may, therefore, be printed for this purpose.
10.2. Forms to be used in connection with revision of rolls of assembly
constituency
Forms 6, 7 and 8 appended to Jammu & Kashmir Registration of Electors Rules,

1966 shall be used for inclusion, deletion and correction of entries in the draft electoral roll
of assembly constituencies.
downloaded from website, cyclostyled, hand written or privately printed can also be used for
submitting applications for inclusion, deletion etc. so long as they conform to the statutory
Forms. However, these forms should be on white paper of A-4 size and should not contain
the name/symbol or any distinguishing mark of any party/organization printing/supplying the
same. This point should be made clear during publicity.
11. ARRANGEMENTS AT THE DESIGNATED LOCATIONS
11.1. Staff
The draft roll will be published at the designated locations and will be available with
a government official designated for the purpose, who will make the draft roll available to the
public for inspection and receive claims and objections. These officials shall also participate
in the meetings stated above, collect the minutes of the meetings and also the claims and
objections received during these meetings. Schedule of meetings to be held in the
designated area shall be displayed at the designated locations for information of the public.
Further, Control Rooms and help desks should be fully functional during the period
of filing of claims and objections. It shall be further ensured that the officials at all
designated locations are fully conversant with the duties to be performed and shall respond
to public queries promptly.
11.3 Acknowledgments
The completed forms should be accepted and proper acknowledgments printed on

the lower part of the forms should be immediately issued.
11.4Receiving forms
Forms shall be received on all working days in the offices of EROs/AEROs and
designated locations including area Post Offices from the date of draft publication till the
period specified for the purpose. Acknowledgment for Receipt of Application printed below
each Form should be filled up, detached and handed over to each applicant compulsorily.
Applications in bulk should not be accepted at Post Offices and any other designated
locations except at the offices of EROs/AEROs.
elected bodies by the Govt. official for rural bodies and the government officer deployed to
be present in the meeting for the urban bodies on the date(s) of meeting.
11.5. Receipt of Claims and Objections in bulk
submitted individually by the claimant concerned. However, such claim forms in respect of
household at all designated locations, if so authorized by the claimants in their claim forms
in the appropriate column provided for the purpose.
1. Therefore, claim application should not be received by the ERO and designated
(j) The claim applications may be received in bulk only at the offices of the
(RWA) etc. and the President/ Secretary of these organizations forwards these
applications on its letter head along with a complete list of the claim applications
being forwarded therewith, and the said list is duly authenticated by the said
President/ Secretary.
(iii) The President / Secretary of a recognized political party to whom the copies
of the electoral rolls have been furnished under the provisions of the
2. (a) Objections in Form-7, seeking deletion of entries from the electoral rolls should
also, normally, be filed by the objectors concerned individually. An objector should,
ordinarily, be permitted to file objections in Form-7 pertaining to the members of the same
household.
and recognized political parties, as they apply in relation to submission of claim applications
in Form-6 by them.
(c) If any person, other than the aforementioned office bearer of an RWA etc. or
Gaon Sabha or recognized political party, wishes to submit objections in Form-7 in respect
of more than seven persons, either belonging to the same household or to different
households, such person should be asked to submit a complete list, duly authenticated by
him, of each objection in Form-7 being submitted by him. In addition, he should be asked to
submit an affidavit duly sworn before a Magistrate of the first class or a Notary Public or a
Commissioner of Oaths, verifying the list of objections being submitted by him.
3. In all cases, where the claims and objections are being submitted in bulk by any
People Act, 1950 and section 140A of the J & K R. P. Act, 1957, under which the making of
a statement or declaration which is false and which the person making that
statement/declaration either knows or believes to be false or does not believe to be true is a
penal offence and vouch for particulars like name, father’s name, address and genuineness
of the applicant as given in the prescribed list duly authenticated by him. The ERO will
dispose off the genuine applications as per law. The Commission has also prescribed the
format of these forwarding letters and the list (annexed as IR-2005-10 & IR-2005-10A) in
which the office bearers of RWAs etc. and Gaon Sabhas and reognised National and State
Political Parties should forward bulk applications. All applications received as aforesaid in
bulk should be assigned suitable numbers in such a fashion that any time later, it should be
possible to trace the persons/office bearers who submitted them so that responsibility for
filing a wrong application can be fixed at a later date, if necessary.
collected remain unaware of rejection of their applications due to above reasons till they go
to the polling stations during elections. Therefore, while giving publicity, the political parties
in particular and other organizations shall be advised accordingly. They may be educated
about proper use of each Form and also how to fill them so that they can get the incomplete
Forms, if any, completed before submission.
4. It is hereby clarified that the concession to file claims and objections in bulk will
apply only during the period for filing claims and objections fixed by the Commission at the
time of this revision exercise of electoral rolls. This facility will not be available on a
permanent basis at any other time. Similarly individuals desiring to file bulk applications
alongwith an affidavit duly sworn before a Magistrate of the first class or a Notary Public or a
Commissioner of Oaths can do so only during the period fixed for filing claims and
objections.
5. The purport and intention of the Commission to allow filing of applications for claims
and objections in bulk during the annual revision is to provide an opportunity to the
recognised Political parties etc. to seriously participate in the process of revision of electoral
rolls at the appropriate time. The general tendency is to highlight omissions and
commissions in the electoral rolls prior to the general elections. The Commission desires to
enlist their active cooperation now itself.
6. The above concession may be highlighted at the time of the publicity to be given for
revision of electoral rolls. The state units of the recognised political parties may be
informed of the instructions in writing whereas the same should be publicised for the benefit
of the RWAs and Gaon Sabha etc. during reading out of rolls in the meetings.
12. PRESCRIBED LISTS
The relevant lists as prescribed in Forms 9, 10 and 11 under the J & K Registration
of Electors Rules, 1966 should be filled up by the staff from the details filled in the relevant
forms (6, 7, and 8). A summary report should also be prepared with totals of each of the lists
objection as and when they are received by them and that they have not been exhibiting
one copy of such lists on the notice board in their office. The maintenance of such lists is
mandatory under the provisions of Rule 16 of the Registration of Electors Rules, 1960 and
Rule 16 of the J & K Registration of Electors Rules, 1966. All the DEOs shall ensure that
these lists are properly prepared, in duplicate, and one copy each of such lists is exhibited
on the notice board by the EROs concerned, without fail. Any violation of these provisions
of the Rules will be viewed seriously by the Commission.
13. ADDITION OF NAMES
1. In the case of applicants in the age group 18 – 20 years, the name and
relationship should be checked with respect to the applicant’s family members
already enrolled with the same address. Particular care should be taken that
underage applicants do not get enrolled.
2. In the case of applicants above the age of 20 who are applying for enrollment
for the first time, the circumstances because of which they could not be
registered during previous revision should be ascertained. The facts should be
briefly recorded on Form 6. A detailed enquiry should be got done in all such
cases at the time of disposal of claims and objections.
3. In the case of applicants who have shifted their place of residence after the
constituency/ another constituencies, the full details of the previous address and
of earlier Rolls and EPIC, if issued to the elector, must be filled in by the
applicant in Form-8A/6 respectively. As per proviso to Section 23(2) of the R.P.
Act,1950 and proviso to Section 19(2) of the J & K R.P. Act, 1957 it is the duty
of the ERO who receives the application for inclusion in Form 6 to dispose of
the application on merit and after proper verification, and after necessary
enquiry, where called for, and if the name is found qualified for inclusion, the
same shall be included in the roll. The ERO then shall inform the concerned
ERO of the place of previous enrollment in the draft rolls to take steps to delete
the relevant entries from the previous place. Failure to furnish the details
entered in the draft rolls and EPIC due to ignorance would not be a ground for
non-acceptance of applications.
4. The ERO of the constituency in which the applicant has already been enrolled
in the draft roll or claims to have been enrolled should, immediately on receipt of
information from the other ERO verify whether the person has been enrolled at
the address given and if so enrolled, take action to delete the entry from the roll
and communicate a copy of his order to the ERO of the constituency where the
person has been subsequently enrolled.
5. It is also clarified that the follow up action for deletion of such entries in the
other constituency should be administratively followed up, preferably in a
specified time frame. Though no uniform time can be fixed for this purpose,
however, it is desired that all such cases should be disposed of within 30 days
from the date of disposal of the application by the ERO of the constituency
where the elector's name has now been included.
13. SUPERVISION

meetings of Gaon Sabhas/RWAs etc. as possible for them and also supervise a group of
such Designated Locations for purposes of overseeing the revision process.
15. DISPOSAL OF CLAIMS & OBJECTIONS AND PRINTING OF SUPPLEMENTS

(a) It shall be the duty of the Electoral Registration Officer to ensure that each
and every claim and objection received in Form 6, Form 7, Form 8 and
Form 8A is duly disposed of fully in accordance with law and the directions
and instructions of the Commission.
(b) Scrutinise each and every application meticulously and ensure that it is
Representation of the People Act, 1950 and corresponding Section 9 of the
J & K R.P. Act, 1966, the Commission has no objection to the disposal of
claims and objections by Assistant Electoral Registration Officers.
However, such delegation of powers to Assistant Electoral Registration
Officer shall not absolve the Electoral Registration Officer of his
responsibility for ensuring a defect-free electoral roll. The Assistant
Electoral Registration Officer is performing a quasi-judicial function while
disposing of claims and objections and must apply his mind independently
to all such evidence, documentary or otherwise, which the concerned
persons may adduce in evidence.
father’s/mother’s/husband’s name, "Relationship" and particulars of his
place of residence should be left blank by the applicant. All the declarations
as prescribed in Form 6 should be complete in all respects. If a claimant
states in the declaration that his name may have been included in some
other roll, full address of his previous residence must be given in that
declaration.
(d) The Electoral Registration Officer is a statutory authority charged with the
duty of preparing the electoral roll. He has to ensure that the electoral roll
contains only the names of persons who are fully eligible and fulfil all the
conditions for registration. One of such conditions of eligibility is that the
elector should be a citizen of India. Therefore, when a claim application is
preferred before the Electoral Registration Officer, he has to satisfy himself
that the applicant is, inter alia, a citizen of India.
(e) While disposing of a claim or an objection, the Electoral Registration
Officer must bear in mind the following guidelines as laid-down by the
Supreme Court in its judgment dated 06-02-1995 in Writ Petition(Civil) No.
731 of 1994 (Lal Babu Hussain and others Vs. Electoral Registration Officer
and others), etc., etc.:-
(i) The Officer holding the enquiry shall bear in mind that the enquiry being
quasi-judicial in nature, he must entertain all such evidence, documentary
or otherwise, as the concerned affected person may like to tender in
evidence and its evidentiary value assessed and applied in decision
making. The Electoral Registration Officer shall disclose all such material
on which he proposes to place reliance, so that the concerned person has
had a reasonable opportunity of rebutting such evidence. The concerned
person, it must always be remembered, must have a reasonable
opportunity of being heard.
(ii) Needless to state that the Officer inquiring into the matter must apply his
mind independently to the material placed before him and without being
influenced by extraneous considerations or instructions.
(iii) Before taking a final decision in the matter, the Officer concerned will bear
in mind the provisions of the Constitution and the Citizenship Act, 1955 and
all related provisions having a bearing on the question of citizenship and
then pass an appropriate order. It must be remembered that there is a
provision for appeal against the decision of the Electoral Registration
Officer.
(iv) If any, person whose citizenship is suspected is shown to have been
Registration Officer or any other officer inquiring into the matter shall bear in
mind that the entire gamut for inclusion of the name in the Electoral roll
must have been undertaken and hence adequate probative value be
attached to that factum before issuance of notice and in subsequent
proceedings.
The onus of proof of the citizenship shall lie on the applicant who applies for
inclusion of his name for the first time. The ERO must be satisfied that the person seeking
to have his name enrolled is not disqualified, among others, by reason of his not being a
citizen of India. Therefore, the Electoral Registration Officer would be justified in requiring
the concerned person to show evidence that he is a citizen of India. Some of the
documents that could be used to prove the citizenship are any of the following:-
i) National Register of Citizens (NRC), would be used/referred to wherever it exists.

genuine).
A certificate issued by village headman, Panchayat president, etc., to the effect that
a person is a citizen of India is not by itself reliable documentary evidence as conclusive
proof of citizenship.
In the case of married women who change their residence as a result of marriage
and who cannot produce documentary evidence as a proof of citizenship, but who are
otherwise genuine Indian citizens eligible for registration as voters, the following documents
but not restricted thereto, may also be accepted by the Electoral Registration Officer at the
time of disposal of claims and objections: -
i) proof of being registered as voter as an unmarried girl, if her name was registered;
ii) proof of marriage, wherever possible;
iii) certificates issued by the village headmen of both the villages i.e. the village to
which the woman belonged before marriage and the village to which she has moved
after her marriage, countersigned by a village level Government Official;
iv) Where there is no village headman in existence, the certificate to the above effect
issued by the Secretary, Gram Panchayat or an officer equivalent to village
headman in terms of his powers and functions, and countersigned by village level
and authenticity of each such certificate should be duly verified. Wherever there is any
doubt, those cases should be referred to the authorities who issued those certificates. This
is necessary as there is reason to suspect that some of these certificates are bogus or
issued without due care.

regards permanent residence in the State are not themselves necessarily conclusive proof
of citizenship.

migration from another place of India. In appropriate cases, the Electoral Registration
Officer shall crosscheck the position with the District Election Officer of the District from
where the claimants claim to have migrated.
In case of an objection filed in Form 7 seeking the deletion of name from the
electoral roll on the ground that the person objected to is not a citizen of India, the onus of
proof shall lie on the objector. It shall be ensured that such onus is fully discharged in
accordance with law.
16. FINAL PUBLICATION OF ROLLS AND NO. OF COPIES TO BE PRINTED
disposed of. Supplements as stated above shall be prepared to give effect to the decisions
of the Electoral Registration Officer allowing or rejecting the claims applications and
objections, in the forms prescribed by the Commission for the purpose of such supplements.
It is made clear that under the existing election law, for the purpose of final publication of the
electoral roll, the EROs shall prepare supplements of additions, deletion and corrections and
publish the draft roll together with the three supplements. On such publication, the draft roll
plus the Supplements shall be the final roll of the Constituency. Further the electoral rolls
should be finally published in the new format prescribed by the Commission. These will,
therefore, have AC summary, part summary, and section headers containing postal address
and other summary information and the list of electors with additional columns giving EPIC
number. Instructions issued by the Commission to provide postal address in the election
shall be followed in regard to printing the postal address in the roll. The Chief Electoral
Officers should closely monitor and supervise this aspect.
Copies of the finally published roll should be placed for inspection at all the
locations, where the draft rolls had been made available, for a limited period of one week for
greater accessibility of the final rolls to the public. Designated Officers who would be
custodian of the roll and responsible for assisting the public to verify their entries in the
finally published roll shall be appointed for each such location. These officers shall be paid
an honorarium of Rs.200/- for the purpose. In addition, copies of the rolls can be displayed
at various other public locations like Rural Libraries, Panchayat Bhavans, Resident Welfare
Associations and any other important location depending on local conditions. This would
eliminate the genuine grievances of the electors, at large, about non-availability of final rolls
at a nearby location for verification of entries and increase their level of involvement in
cleaning the electoral roll.
The number of copies to be printed may be assessed by the CEOs keeping in view
the requirement for elections due next year if any. The copies required by the State Election
Commission and future revisions of Electoral Rolls should also be taken into account. On
the basis of the total requirements, the final print numbers should be decided by the Chief
Electoral Officers.
17. SUPPLY OF COPIES OF ELECTORAL ROLLS
The ERO shall supply free of cost to every political party for which a symbol has
been exclusively reserved in the State, two copies of each separate part of the electoral roll
immediately after draft publication and again after final publication. Wide publicity about
availability of the electoral rolls in CD-ROM should be given. The political parties while
being given copies of draft rolls should be requested in writing to verify the rolls and
bring to the notice of DEO/ERO the shortcomings, if any, within a specified time.
18.1. Enumeration in areas having substantial presence of foreign nationals
(b) The assembly constituencies where there is a large-scale presence of

foreign nationals should be identified first by the State Government
authorities concerned and within such assembly constituencies, the polling
areas having a substantial presence of foreign nationals should also be
likewise identified by those authorities.
(c) At the time of house to house enumeration in these areas, the enumerators
shall include in the 'Electoral Card' the names of all persons as are declared
to be adult Indian citizens by the head/senior adult member of the
household furnishing the information to the Enumerator.
(d) The Enumerator shall prepare the list of persons enumerated as per the
enumeration pad as explained herein before.
(e) As soon as the manuscript in respect of a polling area is handed over by
the Enumerator alongwith the enumeration pad containing the original
'Electoral Cards', the Supervisor shall take action to compare the entries
house number-wise with the corresponding entries in respect of each
household in the previous electoral in the following manner :-
 In case of such persons whose names do not appear in the previous electoral roll, he
shall indicate the word "New" in the last column of the manuscript. In case the names
in the manuscript appear in the previous electoral roll, the serial No. of such elector (in
the previous electoral roll) shall be entered in the last column mentioned above;
 He shall correct the entries in the printed copy of the electoral roll from the manuscript
wherever necessary and also tick () the entries checked;
 Score out the entries in the printed electoral roll that do not appear in the manuscript to
 He shall prepare a separate list of such missing voters. In that list the EPIC
number of electors issued, if any, should also be indicated against the entry.
(f) The ERO will then get the entries in respect of new persons verified to
ascertain if the entries have any linkage with the other persons of the same
household figuring in the previous electoral roll. Wherever such linkage is
established that name may be entered in the draft roll subject to fulfilling of
other qualifications.
(g) In respect of other new entries, where the concerned person is in
possession of an EPIC issued either for that constituency or for any other
constituency the same should be incorporated in the draft roll.
(h) In respect of all other persons whose name appeared for the first time in the
list of enumerated persons but their linkage to any other entry in the
previous roll as given in para (e) and (f) above, can't be established, the
ERO shall prepare a separate list of such names.
(i) Thereafter, it shall be the duty of the E.R.O. concerned, as the quasi judicial
authority, to get the particulars of such persons verified by employing or
utilising such agencies as he may, in consultation with the District Election
Officer and the State Government, consider appropriate having regard to all
applicable laws. The agencies, that might be employed by the Electoral
Registration Officer for effective discharge of his duties, shall make such
enquiries by visiting the persons concerned at their place of residence and

gather such evidence as may be necessary and submit a report to the
Electoral Registration Officer in each individual case. In no case, any such
agency, other than the concerned Electoral Registration Officer, shall
summon the persons under verification to police stations or their offices or
insist for production of documents of only a specified nature.

(j) While making such verification, the status as Indian citizen of every person
shall be verified with regard to all relevant laws as applicable in the
State/Union Territory. These laws include, among others, Part II of the
Constitution of India, Constitution of Jammu & Kashmir, Citizenship Act,
1955, Foreigners Act, 1946 and the rules and orders made thereunder.
The provisions of all these Acts and rules and orders made thereunder
should be applied harmoniously.
(k) As soon as all the entries have been verified by the Electoral Registration
Officer as stated above, he shall prepare a list of names and other details of
those persons who are entitled to be registered in that roll and include the
same in the draft electoral roll. If in some cases, the aforesaid verification
can not be completed before updation of existing database before draft
publication, these names may be included in the supplement of additions to
the final roll.
18.2. HELP DESKS & CONTROL ROOMS
belong and the polling station to which they are tagged. This is particularly true for metros
and large urban areas and also for big villages. Complete list of towns, villages, localities
and areas as listed in the Electoral Rolls for each assembly constituency should, therefore,
be printed separately in booklets and their links to the concerned polling stations should be
available in these booklets. These lists can be utilised to provide information to electors and
to answer queries to facilitate filing of claims & objections by them correctly and submit the
same to the concerned Electoral Registration Officer.
The Chief Electoral Officers should set up a Control Room during the period fixed
for filing claims & objections after publication of the draft roll and ensure that these are
manned during office hours in the normal working days and for such extended period as
decided by the concerned Chief Electoral Officers. Adequate staff should be mobilised for
this purpose. Similarly, at the district level and the EROs’ level, suitable Control Rooms
have to be put in place.
In the Control Rooms, Help-Desk facility to answer queries, particularly regarding
the designated locations, dates fixed for reading out of the electoral roll in different localities
and also links of particular area to the relevant polling station and Assembly Constituency
should be provided. At the State Headquarters and the district level, as far as possible, such
Help-Desks should utilise the computer data base of the Control Tables to handle queries.
The persons manning the Help-Desk should be able to give prompt answer to queries using
the relevant software. It should be ensured that at least the printed booklets containing this
18.3. Record Keeping
office to the other must be made. Any slackness in this regard will be viewed very seriously
by the Commission and the concerned officer will be liable for suitable action. Custodians of
18.4. REPORTS
outlined before, a summary of the draft roll in Form ID IR-2005-03 should be forwarded to
the Commission within a week from the draft publication.
EROs have to cover all applications received from all the Polling Stations including the
offices of the EROs/AEROs, camps, Post Offices and other rural and urban bodies.
After scrutiny of the data received from EROs, Chief Electoral Officer should
forward to the Commission a statement in this format in respect of such constituencies in
the State where there is major deviation in the number of Claims in Form-6 and/or
Objections in Form-7 from the average number of forms received in the State. For
example, if the State average is 2%, all cases where the figure for a constituency is 3% or
more, these have to be scrutinized. The Statement in this Form should reach the
Commission within 7 days after the last date for filing claims and objections. If the
information is “nil”, after filling up the relevant data in the columns (i) to (v), they should
mention “nil” under columns 1 to 7 relating to constituency details.
Form ID-IR-2005-06
Form ID-IR-2005-07
objections.
Form ID-IR-2005-08
Report of constituency wise data of electors in final roll, both general (indicating
separately for permanent residence and non-permanent residence) and service voters (with
men/women breakup) should be furnished within a week after final publication in Form ID:
IR-2005-08.
Form ID-IR-2005-09
The data has to be collected by the Chief Electoral Officers on these proformas
from the EROs/DEOs which shall be consolidated at the CEO’s level and sent to the
Commission.
The CEOs have also to send following consolidated reports to the Commission:-
4. Confirming commencement of the process of house-to-house enumeration
on the appointed date.
6. Confirming draft publication at designated locations in all constituencies
including those at camps - by 17.00 hours on the date of draft publication.
publication.
should be made to create awareness for full inclusion of all eligible women electors. The
field staff may be sensitised on this aspect so that they too can make special efforts for this
the rolls during this current revision. Wherever such organizations or NGOs are not
available, local lady teacher or doctor or government servant or any other reputed lady may
be involved so as to achieve the purpose of inclusion of all eligible women electors.
LIST OF FORMS ENCLOSED WITH GUIDELINES FOR INTENSIVE REVISION W.R.T.

01-01-2005 AS QUALIFYING DATE IN THE STATE OF JAMMY & KASHMIR

5. IR-2005-04 Summary Report-2 (For Assembly Constituency)
Constituencies
Received
names
Roll received in Form 8A
Form : IR-2005-01

IDENTITY CARD FOR
Shri/Smt. ………………………………………..

SEAL
Form : IR-2005-02
ELECTORAL CARD

Part No.……………… Section No.…………
In Rural Areas the details like House No./House Name, Village, Post Office, Tehsil, Police Station, Pin Code, District etc. shall
be covered.
In Urban areas the details like House No. /House Name, Gali No., Municipal Block, Municipal Ward No., Locality Name, Street
Name, Post Office, Town/City/ Metro, Police Station, Pin Code, District shall be covered.

…………………………………………………………………………………………………………
…………………………………………………………………………………………………………
………………………………………………………………………………………………………..
NAMES AND DETAILS OF ADULT CITIZENS ORDINARILY RESIDING WITHIN THE ABOVE
JURISDICTION
Sl. House Name of Citizen Relation Name of Relation Sex Age EPIC No. Remarks
No No. ship (PR OR
NPR)
PR (Permanent Residents) + NPR (Non Permanent Residents = TOTAL (in figure) =

I…………………………….. have read the Declaration overleaf/the Declaration overleaf has been
read out and explained to me and I hereby affix my signature/thumb impressions in confirmation thereof.

DATE:---------------------
NOTICE
member of the family enumerated in this card not finding his/her name in the said draft roll, he/she should
file a claim under the law in Form-6 for his/her inclusion.
P.T.O.
DECLARATION
I solemnly declare that all the persons whose particulars are mentioned overleaf are citizens of
India, are of the age of 18 years or above on the qualifying date and are either permanent resident or are not
permanent resident of the State but are ordinarily resident at the given address.
I further solemnly declare that the particulars of the said persons as furnished by me are true to the best of
my knowledge and belief and that none of the said persons has been included in the electoral rolls of any
other Constituency or more than once in this Constituency.
I am also aware that making any statement or declaration in connection with the inclusion or
exclusion of any entry in or from the electoral roll which is false or which I either know or believe to be false
or do not believe to be true is punishable with imprisonment for a term which may extend to one year or with
fine, or with both, under section 31 of the Representation of the People Act 1950 and section 140A of the J
& K R. P. Act, 1957.

THE JAMMU & KASHMIR REGISTRATION OF ELECTORS RULES, 1966
FORM 4
(See rule 8)
Letter of request
Place.......................
Date.........................
To
The occupant of
.....................
Sir/Madam,
Electoral Registration Officer

of the...……….....................……………….
Assembly Constituency.
STATEMENT
Name of citizen Particulars as to father Age on 1st January

or Mother or husband 2005
1
2
3
4
5
6
7
8
9
10
etc.
Signature.................
Date........................
INSTRUCTIONS
1. Enter the names of all persons who have completed 18 years of age on or before the
1st of January of this year and who are ordinarily residing in the premises.
2. Only the names of those who are permanent residence of the state should be entered.
member of the family, provided he or she has the qualifications mentioned in
paragraphs 1 and 2 above.
4. "Ordinarily residing" does not mean that the person should be actually i n the house
when you are filling in the form. The persons who normally live in the house should be
included even though they may be temporarily absent, e.g., on a journey or on
business or in hospital. On the other hand, a guest or visitor, who normally lives
elsewhere but happens to be in the house at the time should no be included.
5. All ordinary residents of the house should be included, whether they are members of
the family or not. But do not enter the name of any person who is a member of the
Armed Forces of India or is employed under the Government of India in a post outside
India or the name of such person's wife if she ordinarily resides with him.
widow; and
(iii) the name of the [Father or Mother] preceded by the words "daughter of'" if she
be unmarried.
8. In the third column, enter the age of the citizen as accurately as possible, giving only the number
of complete years and ignoring the months.
FORM 4
(See rule 8)
Letter of request
Place.......................
Date.........................
To
The occupant of...................................................................................................
Sir/Madam,
Electoral Registration Officer of

the...........................
......................…….....................................................
STATEMENT
Names and particulars of adult citizens ordinarily residing in the above
premises
Name of citizen Particulars as to Age on 1st January

2005
1.
2.
3.
4.
5.
etc.
Signature.................
Date........................
INSTRUCTIONS
1. Enter the names of all persons who have completed 18 years of age on or before the
1st of January of this year and who are ordinarily residing in the premises.
member of the family, provided he or she has the qualifications mentioned in
paragraphs 1 and 2 above.
4. "Ordinarily residing" does not mean that the person should be actually i n the house
when you are filling in the form. The persons who normally live in the house should be
included even though they may be temporarily absent, e.g., on a journey or on
business or in hospital. On the other hand, a guest or visitor, who normally lives
elsewhere but happens to be in the house at the time should no be included.
widow; and
(iii) the name of the [Father of Mother] preceded by the words "daughter of', if
she be unmarried.
ELECTION COMMISSION OF INDIA FORM: ID
Name of State: Date of Report:
No. & Name of Total no. of entries in the existing No. of entries deleted on account of No. of entries deleted for other Total no. of entries deleted
Assembly roll of 2004 death reasons (Col. 3+4)
Constituency
1 2 3 4 5
PR NPR Total PR NPR Total PR NPR Total PR NPR Total
Contd….
Continuation Sheet
New entries to the New entries due to other Total no. of new entries Total no. of electors in draft roll Percentage of Remarks
existing families Reasons (shifted) (Col. 6+7) increase/decrease
over the roll of 2004
6 7 8 9 10 11
PR NPR Total PR NPR Total PR NPR Total PR NPR Total PR NPR Total
Place:
Signature of the Chief Electoral Officer
SUMMARY REPORT - 2 (For each AC) IR-2005-04

(To be submitted by each ERO to the DEO)
State Name :
AC No. : Name :
those received directly in the office of ERO) and other designated locations including camps.
Type of Form Total No. of Forms received during Remarks (if any)
the Period for the AC@
PR NPR TOTAL
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :
* Should be equal to be last (highest) number in LIST in Form EC-11A for the Last Date of Receipt
(i) Total Electors in the Draft rolls in the State PR: NPR: TOTAL:
(ii) Total No. of Forms-6 filed in the PR NPR Total (iii) Average of Form 6 filed per PR NPR Total
(iv) Total No. of Forms-7 filed in the PR NPR Total (v) Average of Forms 7 filed per PR NPR Total
DATA OF CONSTITUENCIES WITH MAJOR DEVIATIONS IN THE NUMBER OF APPLICATIONS FILED COMPARED TO THE STATE AVERAGE
No. & Name of Total No. of Electors FORM-6 FILED FORM - 7 FILED
Assembly in the Draft Roll of the
Constituency Constituency TOTAL Percentage of TOTAL Percentage of REMARKS
deviation compared deviation compared
1 2 3 4 5 6 7
Date:
State Name: Consolidated Statement at the end of the period for filing Claims
& objections on ……………
TOTAL ELECTORS IN THE DRAFT ROLLS FOR THE STATE : PR: NPR: TOTAL:
Electors in the
No Name Draft Rolls of the At Designated At the offices of TOTAL FORMS- At At the offices of TOTAL FORMS-7
Constituency Locations ERO/AEROs for 6 RECEIVED Designated ERO/AEROs for RECEIVED
the entire period Locations the entire period
1 2 3 4 5 6 7 8 9
PR NPR Total PR NPR Total PR NPR Total PR NPR Total PR NPR Total PR NPR Total PR NPR Total


State Name: Consolidated Statement at the end of the period for
disposal of Claims & Objections on ………….
TOTAL ELECTORS IN THE DRAFT PR: NPR: TOTAL:

ROLLS FOR THE STATE :
Constituency Total no. of Electors in the Draft Total claims in Form 6
roll of the Constituency Lodged Admitted Rejected
1 2 3 4 5 6
No. Name PR NPR Total PR NPR Total PR NPR Total PR NPR Total
Total or Sub-Total C/F
Contd…2..
Continuation Sheet No.2
Inclusion under rule 21 Total Admitted Total claims in Form 7

(Col. 5+7) Lodged Admitted Rejected
7 8 9 10 11
Contd…3..
Continuation Sheet No.3
Deletion under rule 21 A Total Deletion Net Additions %Age of increase (+) or
(Col. 10+12) Col. 8 - 13) decrease (-)
12 13 14 15

TOTAL NUMBER OF ELECTORS IN THE FINAL ROLL:

No. Name MEN WOMEN TOTAL MEN WOMEN TOTAL GRAND TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

IR-2005-09

State: __________________________Date of Final Publication: ___________________

indicated number

FORM -EC 11A

___/___/___ ___/___/___
Serial Date of Details of applicant Details of person whose entry is to be transposed Date/Time of
number§ of receipt (As given in Part V of Form hearing*
application 8A) Name of person Part/Serial no. of EPIC No. Present place of
whose entry is to roll in which ordinary
be transposed name is included residence
1 2 3 4 5 6 7 8
designated location Electoral Registration
@ For this revision for this designated location
Officer's Office
* Place, time and date of hearing as fixed by electoral registration officer
§
Form : IR-2005-10
To
Sir,
I am forwarding herewith _______(total No.) original claim applications in Form 6, submitted by the citizens of India ordinarily residing at the
address mentioned in each application and who according to the best of my knowledge and belief are not disqualified for registration in the electoral
rolls, for inclusion in the relevant part of the electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the ______(total no.) claim applications being forwarded herewith and
the same is duly authenticated by me on each page.
I further submit that I am aware of the provisions of Section 140A of the J&K R.P. Act, 1957 and Section 31 of the R P. Act, 1950, under
which the making of a statement or declaration which is false and which the person making that statement/declaration either knows or believes to be
false or does not believe to be true is a penal offence, and that I shall be liable for penal action for any false statement or declaration in the Forms
being forwarded herewith.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF APPLICATIONS FOR INCLUSION OF NAMES FILED IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT
Form : IR-2005-10A
To
Sir,
I am forwarding herewith ________(total No.) original objections in Form 7 seeking deletion of entries from the electoral rolls in respect of
persons who are either not ordinarily residents or dead or shifted filed by Objector(s) enrolled in that electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the ______(total no.) objections being forwarded herewith and the
same is duly authenticated by me on each page.
I further submit that I am aware of the provisions of Section 140A of the J&K R.P. Act, 1957 Section 31 of the R. P. Act, 1950, under which
the making of a statement or declaration which is false and which the person making that statement/declaration either knows or believes to be false or
does not believe to be true is a penal offence, and that I shall be liable for penal action for any false statement or declaration in the Forms being
forwarded herewith.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF OBJECTIONS TO ENTRIES IN THE ELECTORAL ROLL
FILED IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE
roll
ITEM NO. 17
Election Commission's letter No. 23/ER-Revised Format/WB/2004-PLN-II, dated

08.07.2004 addressed to Chief Electoral Officer, West Bengal, Kolkata
Subject: Pilot Project for printing electoral rolls with the photograph of electors
With reference to your letter no. 2410-Home(Elec.)/R10E-8/2003, dated 08-06-
04, on the subject cited, I am directed to request you to send the sample of Electoral roll
with photographs prepared after developing images from the available miniatures of
EPICs. As far as the approval for the exercise of developing digitized photographs from
all EPIC images of pre-May 02 is concerned, decision will be taken only after seeing the
quality of the images developed from miniature EPICs.

ITEM NO. 18
Election Commission's letter No.23/ER-Revised Format/2003/PLN-II, dated 15.07.2004

addressed to the the Chief Electoral Officer of all States/UTs (Except Arunachal
Pradesh, Maharashtra and Kerala)
Subject:- Pilot Project for printing electoral rolls with the photograph of electors.
I am directed to invite your attention to Commission’s letter of even number dated
14th May, 2004 on the subject cited, wherein it was mentioned that in all such assembly
constituencies, where percentage of issue of EPIC is high and availability of EPIC images
available in current media is 75% or more, a sample of the electoral roll pertaining to one
full polling station of that AC should be got approved by the Commission, and also to the
discussions in the meeting of the Chief Electoral Officers held in 23 rd June, 2004 wherein
it was decided that the Assembly Constituencies with at least 80% (90% in case of
Haryana) of image files availability will be taken up for preparing electoral rolls with
elector’s photographs in the first phase.
I am, therefore to request you to kindly expedite your proposals with samples of one
part of electoral roll of each assembly constituency selected.

ITEM NO. 19
Election Commission's letter No.22/2/KL/2004/PLN-II, dated 23.07.2004 addressed to the

Chief Electoral Officer, Kerala, Thiruvananthapuram
Subject: Printing of Electoral Rolls with Photograph of Electors – regarding.
In continuation of Commission’s letter No.23/ER-Revised Format/KL/2004/4067,
dated 19th June, 2004, communicating Commission’s approval for printing of electoral
rolls of all the 140 Assembly Constituencies of Kerala with photograph of the electors, I
am directed to forward herewith the directions issued by the Commission under Rule 4 of
the Registration of Electors Rules, 1960 for printing of the electoral rolls being revised
w.r.t. 01.01.2005 as the qualifying date and onwards in the revised format. The format
of title page of electoral rolls for each assembly constituency, first page of each part of
electoral rolls, particulars of entries relating to electors in each part, header for the
auxiliary polling stations, summary of electors in each part and supplements of additions,
deletions and corrections are enclosed to the direction.
You are requested to take appropriate action for printing of electoral roll in the revised
format.
Kindly acknowledge receipt by e-mail.
COPY

Nirvachan Sadan, Ashoka Road, New Delhi-110001
No.22/2/KL/2004/PLN-II Dated 22nd July,

2004.
DIRECTION
Subject:- Form of Electoral Rolls – Directions under Rule 4 of the Registration of Electors
Rules, 1960.
In supersession of the existing directions issued vide No.22/97/PLN-II dated 4th

November, 1997, the Election Commission of India, in exercise of the powers conferred
on it by Article 324 of the Constitution of India and Rule 4 of the Registration of the
Electors Rules, 1960, hereby directs that the Electoral Rolls of all the 140 assembly
constituencies of the State of Kerala, being prepared and revised with reference to 1 st
January, 2005 as the qualifying date and onwards, shall be in the Form as prescribed
hereinafter.
1. Title page:
The Electoral Roll of every constituency shall have a title page followed by a table of
contents. The title page and the table of contents shall be in the format as per sample at
Appendix-1. In addition the map of the assembly constituency indicating boundaries of
Taluka/District or part thereof should be printed on A-4 size paper.
2. First page of Each Part:
The first page of each part of the electoral roll of a constituency, excepting the last part of
the roll relating to the service voters, should give the material details of the part and its
contents as per Appendix-2. After the first page of each part, the map of the assembly
constituency shall be printed on the first half of the A 4 size paper and the detailed polling
area map shall be printed thereafter in the second half of the paper. In the assembly
constituency map, the portion of assembly that forms the relevant part shall be clearly
indicated and the part no. printed thereon. In the polling area map, to be printed on the
second half of the paper, the boundaries as well as area/village/ward comprised in that
part should be clearly shown and also the location of the polling station building should
be clearly indicated as per sample format at Appendix-2.1.
3. Particulars of Entries relating to Electors in Each Part:
The new rolls would have all the information presently incorporated in the existing rolls in
addition to the photographs of the electors as per sample format at Appendix-2.2. The
specifications of various particulars in the new electoral roll shall be as follows:
1The name of the assembly constituency and part no. shall be printed on each page
as shown in Appendix-2.2.
2Name of Section and segment, if any, should be on the top of each page and each
section/segment shall start on a new page.
3Section details should capture full postal address details as per instructions issued
by the Commission vide its letter No.23/2002-PLN-II dated 24th April, 2002.
4There shall be 30 entries per page
5The serial number of the elector in the part shall be given horizontally from left to
right with three elector details boxes in each row.
6The size of photo will be of size 1.5 X 2.0 cms.
7Relation should be clearly reflected in elector details box. For example, the field
name should read as “Father’s name”, “Mother’s name”, “Husband’s name” or
“Guardian’s name” as the case may be.
8The footer in every page shall indicate “Age as on the qualifying date”, “page no. of
the roll” for the part and also print “issued by the Electoral Registration Officer” as
shown in Appendix 2.2.
04. Sequence of entries relating to electors in elector details box:
The sequence of entries relating to elector in each elector details box shall be as
follows:
1 The serial number shall appear on the left hand top corner in a box
centred without leading zeroes,
1 like
2 3 , , and so on.
2
3 The EPIC number shall appear in the same row immediately after the
serial number of the elector.
4 The name of the elector shall appear in the next row.
5 Name of Relation i.e. Father/Mother/Husband/Guardian’s name shall
appear in the next row.
6 House number of the elector shall appear in the next row.
7 House name, if any, shall be indicated in the next row.
8 In the last row the Age and then Sex of the elector shall be indicated as
given in Appendix-2.2 and
9 The photograph of the specified size shall appear on the right side in a
box opposite the above entries, as shown in the Appendix-2.2.
5. Header for the Auxiliary Polling Stations:
At the end of the main part, where the portion for the first auxiliary polling station starts, a
separate header for the auxiliary polling station as per sample format at Appendix-2.3
shall be printed.
6. Summary of Electors in Each Part:
The summary of the electors in each part shall be given at the end of each part of the roll
as per sample format at Appendix-2.4
7. Supplement details:
While printing the final rolls, the supplements relating to Additions, Deletions and
Modifications shall be printed in the same format and appended to the draft roll to make
them complete. While preparing the working copy the deletions based on such
supplements shall also be shown in the mother roll by putting a seal showing “Deleted
entry” in the concerned elector details box with signature of the Returning Officer.
The serial numbers of the Additions should be continuous with the serial
numbers of the Main Part. For example, if the last serial number in a particular part was
372, the Additions should begin with serial number 373 and be numbered consecutively.
The pattern of numbering of additions in the relevant supplement shall be the same as
that of the mother roll. The list of additions shall be printed by section wise but the entries
corresponding to one section shall be followed immediately by the other.
In the supplements of deletions and modification however the relevant entries

shall be printed with the photographs one after the other.
Before the entries of Additions start, the supplement will be printed as a HEADER for
each supplement in terms of the format given at Appendix- 2.5.
By order
(K.R. PRASAD)
SECRETARY ELECTION COMMISSION OF INDIA
Appendix – 1
ELECTORAL ROLL, 2005 State – (S11) KERALA

No., Name and Reservation Status of Assembly Constituency:
1. DETAILS OF REVISION
Year of Revision : 2005 Type of Revision : Summary
Qualifying Date :1.1.2005 Date of Final Publication : …….. 2005
2. CONSTITUENCY DETAILS
a) No., Name and Reservation Status of b) District(s) in which the Assembly
a) Parliamentary Constituency(ies) in Constituency is located:
b) which the Assembly Constituency is
c) located:
c) Extent of Assembly Constituency as d) Subsequent changes, if any, in the

per Delimitation Order, 1976: nomenclature of the area corresponding to
the geographic/ administrative units:
3. COMPONENTS OF THE ROLLS

a) Mother Roll : As per Intensive Revision, 2002 integrated upto 2004
b) Supplement 1 : As per Summary Revision, 2005
4. DETAILS OF PART, POLLING STATION a) Total No.

of Parts
b) Polling Stations (including Auxiliary Polling Stations) c) Polling Station

Locations
Type No. Type No. Type No.

For Men With Single Polling
For Women Main
Stations
General With Multiple
Auxiliary
Polling Stations
Total
Total Total
5. SUMMARY OF ELECTORS
a) NUMBER OF ELECTORS
Roll Type Roll Identification No. of electors
Men Women Total
I Original Mother Roll Intensive Revision, 2002 integrated
upto 2004
II Additions Supplement 1 Summary Revision, 2005
List
III Deletions Supplement 1 Summary Revision, 2005
List
Net Electors in the Roll after Summary Revision 2005 (I+II-III)
B) NUMBER OF MODIFICATIONS
Roll Type Roll Identification No. of modifications
Supplement 1 Summary Revision, 2005
TABLE OF CONTENTS
Part Area covered by Part Total No. Polling Polling Stn. S. No. of
No. of Polling Station Type Polling Number of electors
Stations in No. (Main/ Station
Part Auxiliary) in Part
Men Women Total
(1) (2) (3) (4) (5) (6) (7) (8) (9)

Appendix – 2
ELECTORAL ROLLS 2005 (S 11) KERALA

Part No.
Assembly Constituency
Parliamentary Constituency
DETAILS OF REVISION TYPE OF REVISION:

(INTENSIVE/SUMMARY)
Qualifying Date: 01.01.2005 Date of Final Publication : ……….2005
DETAILS OF PART AND POLLING AREA
Village :
Extent of part
Ward No. :
Tehsil :
Classification of part: Number of Auxiliary Polling
District :
(Rural/Urban) Stations in this Part:
Details of Polling Station

Village :
Name & Address of polling station
Ward No. :
Tehsil :
Reservation Status of Classification of Polling District :
Polling Station Stations in this Part
(Male/Female/General) (Village/Forest/Town)
No. of Polling Stations located in polling station location:

NO. OF ELECTORS
Distribution of
Type No. of Electors
Electors
Starting Ending
Male Female Total
Sl. No. Sl. No.
1. Main Polling Station
Intensive Revision 2002
integrated upto 2004
Summary Revision 2005
2. Aux. Polling Station
Grand Total
Appendix – 2.4
SUMMARY OF ELECTORS
No., Name and Reservation Status Part No.
of Assembly Constituency:
A) NUMBER OF ELECTORS
Men Women Total
I Original Mother Roll Intensive Revision, 2002 integrated
upto 2004
List
List

Appendix-2.3
AUXILIARY POLLING No.and Name of Main

STATIONS DETAILS Polling Station:
No. and Name of Auxiliary Polling Station: Village / Town:
Ward No.
Name and Address of Auxiliary Polling Station:
Tehsil:
Reservation Status of Classification of Auxiliary
Auxiliary Polling Station: Polling Station: District:
No. of Polling Stations located in Polling Station Location:

ITEM NO. 20
Election Commission's letter No.23/AS/2004, dated 29.07.2004 addressed to the Chief Electoral
Officer, Assam, Dispur
Subject: Intensive Revision of Electoral Rolls with reference to 01-01-2005 as the

qualifying date - Guidelines & Programme.
I am directed to refer to your letter No. ELE.119/2004/118 dated 13 th July 2004

on the subject cited and to say that the matter was discussed by you with the Deputy Election
Commissioner on 16-07-2004. Accordingly, in partial modification of its detailed Guidelines
contained in its letter dated 17-06-2004 on the above-mentioned subject, the Commission has
directed that the following instructions shall be followed by the all concerned for the current
intensive revision of electoral rolls.
1. List of ‘D’ voters in previous electoral rolls:
During the stage of preparatory work, the Electoral Registration Officer shall
prepare assembly constituency-wise list of ‘D’ voters from the previous electoral rolls and keep it
separately for his record. A copy each of the list shall be forwarded to the District Election Officer
concerned. The District Election Officer shall consolidate such lists in respect of all assembly
constituencies within his jurisdiction and consolidated list shall be submitted to the Chief Electoral
Officer.
2. Check by Supervisor
The Supervisor shall check each and every entry in the enumeration pad and
compare the same with the entries in the previous electoral rolls of 1997 and 2004, he shall make
suitable entry against each name in the remark column whether the name is in the previous roll
or not. If so, he shall make suitable entry showing the serial etc of the previous roll against the
remark column. In case of new entry he shall verify if, linkage can be established with the
previous rolls mentioned above. The new entry may be categorized as follows:-
(a) name of person whose linkage is available in the previous electoral rolls;
(b) name of persons whose linkage is available with the previous rolls but with that of
the ‘D’ voters;
(c) name of persons whose linkage cannot be established.
The Supervisor shall submit the enumeration pad along with a list of manuscripts
indicating all the above category of persons to the concerned Electoral Registration Officer.
3. Preparation of Check List
The ERO shall prepare assembly constituency-wise checklist from the database
including all those information received from the Supervisor. Such checklist should reflect all
entries made in enumeration pad household wise with suitable remarks against each of the entry
as indicated above. ERO should ensure that all names enumerated by the enumerator be
suitably reflected in the checklist.
The ERO shall then prepare a separate list incorporating names whose linkage
are found with D voters as well as names of persons whose linkage cannot be established. All
such names in the second list shall be caused for local verification, as indicated in para 8.5 of
guidelines dated 17-06-2004.
After the receipt of report from the verifying officer, the ERO shall straight away
include all those names that he is satisfied to be eligible to enroll in the draft rolls. In respect of
those cases whose citizenship is still doubtful even after local verification, all such names should
be forwarded to the concerned Tribunals through Competent Authorities. The names of persons
whose cases have been forwarded to the Tribunal should also be included in the draft rolls with
suitable remarks against each such entry as “D” indicating doubtful/disputed. Thereafter the draft
rolls shall be printed and published on the date specified for the purpose at all designated
locations, inviting claims and objections.
Accordingly, the Commission has revised the schedule for intensive revision of
electoral rolls with reference to 01-01-2005 as the qualifying date as below:-
Sl.No STAGES OF REVISION PERIOD ALLOWED FOR EACH STAGE
1 Preparatory work 01-07-2004 (Thursday) to
01-09-2004 (Wednesday)
2 House- to -house enumeration 02-09-2004 (Friday) to
16-10-2004 (Saturday)
3 Preparation of manuscript, comparison of 17-10-2004 to
manuscript with relevant parts of the 09-12-2004 (Thursday)
previous electoral roll of 2003, data entry
of new electors and carrying out
corrections wherever necessary, in
respect of electors already included in the
data base, generation of check list,
comparison thereof.
4 Local verification 10-12-2004 (Friday) to
02-02-2005 (Wednesday)
5 Preparation and printing of draft rolls by 12-02-2005 (Saturday)
6 Draft publication of rolls on 14-02-2005 (Monday)
7 Period for filing of claims and objections 14-02-2005 (Monday) to
and reading of relevant part/ section of 28-02-2005 (Monday)
electoral roll in Gram Sabha / Urban Local
Bodies and Resident Welfare Association
Meetings etc.
8 Disposal of claims and objections by
15-03-2005 (Tuesday)
9 Preparation and printing of supplements 30-03-2005 (Wednesday)
of additions, deletions and corrections by
10 Final publication of Electoral Rolls on 31-03-2005 (Thursday)
Kindly ensure that the above revised guidelines are brought to the notice of all
concerned and revised programme is also widely publicized through print and electronic media
and strictly adhered to by all concerned.
Kindly acknowledge receipt of the letter.
ITEM NO. 21
Election Commission's letter No. 434/1/2004/PLN-II, dated 11.08.2004 addressed to the Chief
Secretaries of all States and UTs (except Arunachal Pradesh and Maharashtra) and copies
endorsed to the Chief Electoral Officers of all States and UTs (except Arunachal Pradesh and
Maharashtra)
Subject: Revision of Electoral Rolls w.r.to 01.01.2005 as the qualifying date - Adequate
staff & ban on transfers.
Kindly refer to Commission’s letter of even number dated 12 th July, 2004, on the above
subject, reiterating its existing direction based on the extant provisions of the law that no key
officials connected with the exercise of Revision of Electoral Rolls like the District Election
Officers, the Electoral Registration Officers and the Assistant Electoral Registration Officers
should be disturbed from their places of posting without the prior concurrence of the Election
Commission from the commencement of the work of revision of rolls till its completion.
The process of revision of electoral rolls has since started in most of the States/UTs. In
some of the States the programme had to be revised due to various reasons like local bodies
elections, floods etc. It is presumed that the Chief Electoral Officers have been keeping you
apprised of the changes.
In view of the fact that the process of revision during the period of which the standing
direction about ban on transfer of officers would be operative is a long period, the Commission
has further directed that –
1. All vacant posts related to revision of rolls shall be filled up;
2. Officers related to revision of electoral rolls should not be disturbed during the
process;
3. In case, a transfer becomes inevitable, proposal may be sent to the Commission

giving detailed and full justifications for the same.
I am further directed to inform you that the IAS probationers have been kept out of the
purview of the ban during the revision process.

ITEM NO. 22
Election Commission's letter No. 23/2002/PLN-II, dated 11.08.2004 addressed to Shri Vijay
Bhushan, Secretary (Posts), Department of Posts, Dak Bhawan, Sansad Marg, New Delhi.
Subject: Utilisation of the postal services in preparation /revision of electoral rolls –

regarding.
Please find enclosed the Record of Discussions of the meeting held on 5 th August, 2004
in the Commission to review the progress on the subject cited above. You are requested to issue
necessary directions for the field staff at the earliest as per the discussions held in the meeting to
enable the Chief Post Master Generals and the Chief Electoral Officers of various States to work
out further modalities in the matter.
An early action in the matter will be highly appreciated.
Record of discussions of the meeting held on 5 th August, 2004 at 11.00 A.M. in the
Commission's Secretariat with the Secretary to the Govt. of India, Department of Posts on
Electoral Roll Management.
The meeting was held to review the present status of implementation of the decision
taken in the previous meeting held on 14-10-2003 to make certain improvements in the Electoral
Roll Management, particularly, regarding greater accessibility of the rolls to the public and use of
Post Offices and to utilise the services of Postman in connection with revision of electoral rolls.
The following were present :-
From Commission side From Deptt. of Post side
1. Shri T. S. Krishna Murthy, CEC 1. Shri Vijay Bhushan,

2. Shri B.B. Tandon, EC Secretary (Posts)
3. Shri N. Gopalaswami, EC 2. Shri R. Ganeshan,
4. Dr. Noor Mohammad, DEC Member (Operations)
5. Shri A. N. Jha, DEC 3. Shri I.M.G. Khan,
6. Shri Anand Kumar, Director Chief General Manager,
7. Shri Rajesh Aggarwarl, Director(IT) Business Development Directorate
8. Shri K. R. Prasad, Secretary 4. Shri P.T.S. Kumar,
9. Shri Ashish Chakraborty, US General Manager,
Business Development Directorate.
2.0 At the outset, CEC welcomed the participants and briefly mentioned about the last
meeting held on 14-10-2003 with the then Secretary to the Govt. of India, Department of Posts
and other senior officers in the matter. The present Secretary (Posts) and Chief General
Manager, Business Development Directorate were also present during that meeting. In that
meeting it was agreed in principle that the Postal Department would be willing to associate itself
with the work of revision of electoral rolls undertaken under the superintendence, direction and
control of the Election Commission of India.
3.0 The Commission expressed its keenness to implement the decisions taken in the
previous meeting to display electoral rolls in Post Offices, make available various Forms for
inclusion, deletion and correction in the electoral roll and accept filled up Forms from the public.
The Commission has already instructed the Chief Electoral Officers to take necessary action to
display the electoral rolls at post offices during revision of electoral roll w.r.t.01-01-2005 as the
qualifying date. Whereas at some places necessary assistance is being provided by postal
authorities, in some places they are insisting for a written direction from their Department.
During recent visit of Shri B. B. Tandon, Election Commissioner to Jharkhand, the Post Master
General showed great enthusiasm in the matter but wanted a formal direction from the
Department of Posts before he could interact with the Chief Electoral Officer of the State in the
matter. It was also desired that the postal authorities may workout a rate for the services to be
rendered by them.
4.0 The Secretary (Post) said that the Department would be happy to associate itself with the
work and reiterated the views of his predecessor that being a deficit department they would like to
engage in other business to earn more revenue. He agreed to the use of Post Offices for display
of roll and keeping/accepting of Forms. However, he was apprehensive of the role of postmen for
verification work. He said that most postmen are affiliated to one or the other union which have
political affiliations. Therefore, the apprehension of some collusion on the part of some
employees cannot be totally ruled out. He further expressed the view that the postmen may not
be in a position to give a judgemental decision about the residential status of any citizen. At best
he can endorse “not found” in respect of persons not available at the time of his visit to the
address of the applicant. In fact he expressed reservation on use of the word “verification” by the
postmen. He was more comfortable with the word “checking”. He further desired that a re-
verification of the work done by postmen would perhaps be better before a final decision on an
application is taken by the ERO. He also desired specific assurance that no legal action would be
contemplated against the postmen involved in the process.
5.0 The Commission clarified that it does not intend to take action against any person.
However in case of any malafide action on the part of any employee of postal department whose
services are used in connection with revision of electoral rolls, the Commission will take up the
matter with the postal authorities for departmental action. No action shall be taken for bonafide
mistakes.
6.0 The Commission cited the example of Maharashtra where approximately 10 to 12
thousand Forms were received in the post offices and are being checked by the postmen. It was
also clarified that the services of postmen have been used to check the particulars of Forms
received in the Post Offices. The Forms received at other designated locations are not given to
them for verification. No bulk applications are allowed to be filed in the post offices. In addition,
they are given the Forms received on-line only by the District Collector/ District Magistrate/
Deputy Commissioner for obtaining signature of the applicant on such Forms. The idea has been
welcomed by public at large and also by the political parties mainly because of the respectability
and acceptability of Post Office/ postmen. It was also noted that the postmen have access to all
the places whereas the other persons deployed for such duties encounter difficulties in
approaching all places.
7.0 The Secretary (Posts) stated that he was yet to receive any formal feedback in the matter
from Chief PMG, Maharashtra.
8.0 The Commission emphasized that in view of the fact that in most of the States/UTs the
draft publication of electoral rolls in connection with the next revision would take place on 15-09-
2004, the Department may issue directions for general assistance by the Post Offices at the
earliest to enable the PMG and CEOs of various States to work out further modalities well before
draft publication of rolls. The Postmen may check, instead of verification, the postal address
details given in the applications and record his observations as “Not found” in respect of persons
not found present during visits to the household and “Lives in the house/flat” in case of persons
found present or stated to have been living by other family members of the household during their
visit. The Department was also requested to identify areas/pockets prone to political bias where
it is felt that the checking by the postmen may not be advisable.
9.0 The Secretary (Posts) promised to look into the matter and issue immediate orders for
providing general assistance of display of rolls, keep copies of Forms and receive filled up Forms
from the public at Post Offices. He also promised to work out the cost viability for the services of
Post Offices and Postmen at the earliest.
10.0 CEC expressed his satisfaction over the outcome of the meeting. It was also decided
that Dr. Noor Mohammad, DEC would coordinate from the Commission’s side in the matter.
The meeting ended with a vote of thanks to the Chair.

ITEM NO. 23
Election Commission's letter No.23/TN/2004-PLN-II, dated 16.08.2004, addressed to the Chief

Electoral Officer, Tamil Nadu, Chennai
Subject:- Electoral Rolls – Suggestions put forth on the floor of the Tamil Nadu Legislative
Assembly – Regarding.
I am directed to refer to your letter No.8202/2004-2 dated 23-06-2004 forwarding

therewith a copy of your letter No.3205/2003-2 dated 17-12-2003 on the subject cited and to say
that the existing provisions of the Constitution, Acts and Directions of the Commission which are
stated below in brief for better appreciation of the matter by the State government, will highlight
the necessity for appointing Govt. Servants of appropriate status, experience, commitment and
whose accountability can be ensured as Enumerators, Supervisors and Designated Officers for
preparing a clean and error free electoral roll.
Article 324(1) of the Constitution provides that the superintendence, direction and control
of the preparation of the electoral rolls for, and the conduct of, elections to Parliament and to the
Legislature of every State and of elections to the Offices of the President and Vice-President held
under the Constitution shall be vested in the Election Commission.
Article 324(6) of the Constitution provides that the President or Governor of a State shall,
when so requested by the Election Commission, make available to the Election Commission or to
a Regional Commissioner such staff as may be necessary for discharge of the functions
conferred on the Election Commission under Article 324(1).
Section 13B of the R.P. Act, 1950 provides that the Electoral Rolls for each Parliamentary
Constituency in the State of Jammu & Kashmir or in Union Territory not having a Legislative
Assembly, each Assembly Constituency and each Council Constituency shall be prepared by
Electoral Registration Officer who shall be such officer of Government or of a local authority as
the Election Commission may, in consultation with the Government of the State designate or
nominate in this behalf.
Section 13B(2) of the said 1950-Act provides that an Electoral Registration Officer may,
subject to any prescribed restriction, employ such persons as he thinks fit for the preparation and
revision of the electoral roll for the Constituency.
Section 13CC of the said 1950-Act provides that the officers referred to in Part IIA of the
said 1950-Act and any other officer or staff employed in connection with preparation, revision and
correction of the electoral rolls for, and the conduct of, all elections shall be deemed to be on
deputation to the Election Commission for the period during which they are so employed and
such officers and staff shall, during that period, be subject to the control, superintendence and
discipline of the Election Commission.
As per the existing provisions of the Representation of the People Act, 1950, the electoral
roll for assembly constituencies are revised with reference to 1st January of the year in which the
roll is revised as the qualifying date. The nature of the electoral roll revision is either intensive or
summary or special as decided by the Commission. In case of intensive revision enumerators
are required to be appointed for collection of information by house-to-house visits. In the case of
summary revision, no such house-to-house enumeration is involved.
The electoral rolls are displayed as draft rolls at every polling station for easy access to
electors - during intensive revision after compilation of data collected by way of house-to-house
visits and the existing roll during summary revision. These polling stations are mostly school
buildings. Therefore, it is imperative that one person of that school, either a teacher or a member
of the office staff in the school, is appointed as 'Designated Officer' under Rule 14(a) of the R.E.
Rules, 1960. He shall be responsible for allowing inspection to the general public of the relevant
parts of the electoral roll during such period of draft publication and also receive applications for
claims/objections filed during the specified period.
Preparation of as error-free and correct Electoral Rolls as is humanly possible is
absolutely necessary for the purpose of holding free and fair elections. Therefore, it is necessary
that only employees of the appropriate status, experience, commitment and capabilities to
prepare an error-free electoral roll are appointed as enumerators/supervisors/designated officers,
because the quality and the correctness of the Electoral Rolls depends to a very large extent
upon the work of these functionaries engaged for house-to-house enumeration of electors for the
preparation of draft rolls during the intensive revision. The Commission requires that careful
planning, forethought and attention to details should go into the mode of selection of the
Enumerators/Inspectors/Supervisors entrusted with the work of enumeration of names and
revision of electoral rolls for the purpose of ensuring their accountability in the event of mistakes.
Keeping the above objective in view, the Commission's directions are that as far as
possible these Enumerators/Inspectors/Supervisors should be drawn from among employees of
the Central and State Governments. Special care needs to be taken to ensure that employees
who are active supporter of any political party should be kept out of the work relating to
enumeration and revision of rolls. In case the Government employees owe allegiance to
Unions/Federations with marked political leaning and affiliations, it should be ensured that a
proper and balanced mix of employees from different unions/federations are appointed from each
level for the work relating to enumeration and revision of rolls. The same criteria of selection is to
be applied in case of appointment of employees of local bodies, aided school teachers as
Enumerators/Inspectors/Supervisors. The Chief Electoral Officers and others under them are
bound by the said guidelines/directions. The said guidelines clearly stipulate that employees from
Central/State Governments, etc., having accountability should be appointed for such job.
In view of the above, the appointment of unemployed youth as enumerators as has been
suggested in the Tamil Nadu Legislative Assembly cannot be agreed to. However, the
Commission would like to know the alternative sources of state government/local bodies
employees that would be provided during revision of electoral rolls to function as enumerators
supervisors and designated officers in lieu of teachers. An early reply in this regard would be
highly appreciated.
ITEM NO. 24
Election commission's letter No.22/2/2004-PLN-II, dated 23.08.2004 addressed to the Chief

Electoral Officers of all States/Union Territories
Subject:- Revision of electoral rolls – procedure for filing claims and objections.
As per the instructions of the Commission a member of one family can present the claims
and objections in respect of that family. The CEO, Andhra Pradesh has desired to be clarified
whether the above instructions shall continue and a separate authorization may be obtained as
there is no column for such authorization in the existing Forms 6, 7, 8 & 8A revised in August,
2003.
It is hereby clarified that the above concession shall continue and there is no need for
submitting a separate authorization for filing claims and objections pertaining to a single
household by a member of that household.
This disposes off the reference made by CEO, Andhra Pradesh vide his Message
No.10995/ELECS.E/2004-15, dated 29-07-2004.

ITEM NO. 25
Election Commission's letter No.23/2002-PLN-II, dated 23.08.2004 addressed to Ms. Manju

Pandey, Addl. General Manager, Department of Posts, Business Development Directorate,
Malcha Marg, PO Complex , New Delhi – 110 021.
Subject: Utilization of the Postal Services in preparation / revision of electoral rolls for
Election Commission.
The Commission has appreciated the instructions issued to give effect to the decisions
taken at the meeting held on 5th August, 2004 for utilization of postal services in preparation /
revision of electoral rolls vide your letter No.30-8/2002-D dated 16th August, 2004. The
instructions issued by you to All Heads of Circles are being circulated to the Chief Electoral
offices of all States/Union Territories together with the Commission’s guidelines to be followed by
the election authorities. The CEO of every State/UT shall liaison with the postal authorities in
their States/Union Territories to ensure that the scheme is successfully implemented and this
benefits the people.
2. It was also decided in the meeting that the application Forms received on-line by the
District Collector/District Magistrate/Deputy Commissioner would also be forwarded to the Post
Office for obtaining signatures of the applicants thereon by the Postmen. This aspect has not
been included in the instructions circulated to All Heads of Circles. This aspect has been
incorporated in the guidelines formulated by the Commission for observance by election
authorities. A copy of that guidelines is enclosed for your information. Perhaps it would be
necessary to issue supplementary instructions to cover this aspect from your side also for proper
coordination. A copy of the instructions issued may also be endorsed to the Commission for its
reference and record.
3. I am further directed to say that the period for filing claims and objections fixed between
15-09-2004 to 15-10-2004 is not uniform for all States/UTs. The Chief Electoral Officer will inform
their counterparts in postal departments about the exact period fixed for filing claims and
objections during revision of electoral rolls.
GUIDELINES FOR USE OF POSTAL SERVICES IN REVISION OF ROLLS
The Commission has been constantly taking initiatives for improvement of the quality and
purity of the electoral rolls. In line with this policy, it has decided that the services of Post Offices
will be used for display of electoral rolls, receiving applications and use the services of Postmen
for ascertaining the address particulars of the applicants during the period of annual revision of
electoral rolls. The following modalities shall be observed in this regard: -
1. The post office in-charge of all the post offices including the delivery post offices shall
be appointed as Designated Officer under rule 14 of the Registration of Electors
Rules, 1960 to receive Forms of application required to be made for inclusion of
name in the electoral roll in Form 6; for objecting inclusion or seeking deletion of
names in the electoral roll in Form 7; for correction to particulars entered in electoral
roll in Form 8 and for transposition of entry from one part to another part of the
electoral roll of the same constituency in Form 8A.
2. All the post offices will receive duly filled in Forms to be submitted by an individual or
a member of a family applying for himself/herself as well as other members of his/her
family. No authorization is required for filing applications in respect of one household
by any one member of that household.
3. The post offices will not repeat not receive applications, if any, presented in bulk
by representatives of political parties/RWAs/ Housing Societies/ Gaon
Sabha/Ward Sabha or any other organization. The post office in-charge shall
direct such representatives to present bulk applications only before the Electoral
Registration Officer/Asstt. EROs of the concerned assembly constituency.
4. Only Forms complete in all respect i.e. all relevant columns filled and necessary
documents in support of proof of ordinary residence, age etc. attached thereto shall
be accepted in the post offices. Especially full postal address at the end of the
Declaration in Part – IV of Form 6 must be filled up by applicants, already registered
in some other constituency, while filing claims for inclusion of names at the present
address mentioned in Part – II of the Form.
5. Assistance may be provided for properly filling up the Forms/completing the
incomplete Forms.
6. The post office in-charge will prepare, on a day to day basis, the list of applications
received in the Post Office in the following statutory Forms prescribed in R.E. Rules,
1960:-
(i) In Form 9 for applications for inclusion of names in Form 6;
(ii) In Form 10 for applications objecting inclusion or seeking deletion of names
in the electoral roll in Form 7;
(iii) In Form 11 for applications filed for correction to particulars entered in
electoral roll in Form 8; and
(iv) In Form 11A for applications filed for transposition of entry from one part to
another part of the electoral roll of the same constituency in Form 8A.
7. The District Election Officer shall make necessary arrangements to collect the duly
verified forms along with the lists in statutory Forms 9,10,11 & 11A, as the case may
be, from the Post Offices at least once in a week.
8. Forms received on-line in the office of the District Election Officer shall be forwarded
direct to the delivery post offices. These Forms will be distributed to the beat postman
for obtaining signature of the applicant. A separate account of these Forms will be
maintained by the DEO and he shall be responsible to collect them direct from the
delivery post offices periodically. The DEO shall prepare constituency-wise list of
these Forms in statutory Forms 9, 10, 11 and 11A.
9. The DEO shall segregate the applications and list them assembly constituency-wise
and forward them to the EROs concerned for exhibiting one copy of each such list on
the notice board in EROs office as required under rule 16(b) of the R.E. Rules, 1960.
10. After the expiry of one week from the date on which it is entered in the list exhibited
by the ERO under the above referred rule 16(b) and the procedures laid down in
rules 18, 19 and 20, action should be taken to dispose of the applications after
satisfying himself of the genuineness of the applications.
11. In order to ensure close co-ordination and effective implementation of the scheme,
the Chief Electoral Officer shall ensure that adequate training of postal authorities
and staff of DEO/ERO is conducted.
12. Under the existing provisions of law, the ERO should satisfy himself about the
qualification of each applicant before inclusion in the roll. Therefore, the Forms
received from the Post Offices shall not automatically qualify for inclusion in the roll.
The checking report of the postman, however, may be a legitimate ground for such
satisfaction. Wherever felt, further verification may also be conducted.
ITEM NO. 26
Election Commission's letter No.23/2002-PLN-II, dated 23.08.2004 addressed to the Chief

Electoral Officers of all States & Union Territories (except Arunachal Pradesh and Maharashtra)
Subject: Electoral Roll Management - use of services of Post Offices - regarding
While forwarding the guidelines for the revision of electoral rolls w.r.t. 01-01-2005 as the
qualifying date, the Commission had indicated that the services of Post-offices and Postmen shall
be utilized during the revisions process for display of rolls, receipt of duly filled in Forms and their
checking etc., and the guidelines for the same would be forwarded separately. The issues have
since been resolved with the Postal Authorities. The department of Posts, New Delhi has since
issued necessary instructions in the matter to all Heads of Circles vide their letter No.30-8/2002-D
dated 16th August, 2004. A copy of the same is enclosed for your information and reference.
2. The Commission has also prepared necessary guidelines to be followed by the
CEOs/DEOs/EROs for implementing this scheme. A copy of the guidelines is enclosed herewith
for taking immediate necessary action in the matter.
3. You are requested to liaison with the postal authorities in your Star/UT to ensure that the
scheme is successfully implemented and public at large is benefited.
4. Kindly acknowledge receipt and apprise the Co9commission of the progress.
GUIDELINES FOR USE OF POSTAL SERVICES IN REVISIONS OF ROLLS
The Commission has been constantly taking initiatives for improvement of the qualify and
purity of the electoral rolls. In line with this policy, it has been decided that the services of Post
offices will be used for display of electoral rolls, receiving applications and use the services of
Postmen for ascertaining the address particulars of the applicants during the period of annual
revision of electoral rolls. The following modalities shall be observed in this regard:-
1. The post office in-charge of all the post offices including the delivery post offices shall be
appointed as Designated Officer under rule 14 of the Registration of Electors Rules,
1960 to receive Forms of application required to be made for inclusion of name in the
electoral roll in Form 6; for objecting inclusion or seeking deletion of names in the
electoral roll in Form 7; for correction to particulars entered in electoral roll in Form 8 and
for transposition of entry from one part to another part of the electoral roll of the same
constituency in Form 8A.
2. All the post offices will receive duly filled in Forms to be submitted by an individual or a
member of a family applying for himself/herself as well as other members of his/her family.
No authorisation is required for filing applications in respect of one household by an one
member of that household.
3. The post offices will not repeat not receive applications, if any, presented in bulk by
representatives of political parties/RWAs/Housing Societies/Gaon Sabha/Ward
Sabha or any other organization. The post office in-charge shall direct sch
representatives to present bulk applications only before the Electoral Registration
Office/Assistant EROs of the concerned assembly constituency.
4. Only Forms complete in all aspect i.e. all relevant columns filled and necessary
documents in support of proof of ordinary residence, age etc. attached thereto shall be
accepted in the post offices. Especially full postal address at the end of the Declaration in
Part - IV of Form 6 must be filled up by applicants, already registered in some other
constituency, while filling claims for inclusion of names at the present address mentioned
in Part - II of the Form.
5. Assistance may be provided for properly filling up the Forms/completing the incomplete
Forms.
6. The post office in-charge will prepare, on a day to day basis,the list of applications
received in the Post Office in the following statutory Forms prescribed in R.E. Rules,
1960:-

(ii) In Form 10 for applications objecting inclusion or seeking deletion of names in the
electoral roll in Form 7;
(iii) In Form 11 for applications filed for correction to particulars entered in electoral
roll in Form 8; and
(iv) In Form 11A for applications filed for transposition of entry from one part to
another part of the electoral roll of the same constituency in Form 8A.
7. The District Election Officer shall make necessary arrangements to collect the duly
verified forms along with the lists in statutory Forms 9, 10, 11 & 11A, as the case may be,
from the Post Offices at least one in a week.
8. Forms received on-line in the office of the District Election Officer shall be forwarded direct
to the delivery post offices. These Forms will be distributed to the beat postman for
obtaining signature of the applicant. A separate account of these Forms will be
maintained by the DEO and he shall be responsible to collect them direct from the delivery
post offices periodically. The DEO shall prepare constituency-wise list of these Forms in
statutory Forms 9, 10, 11 and 11A.
9. The DEO shall segregate the applications and list them assembly constituency-
wise and forward them to the EROs concerned for exhibiting one copy of each such list
on the notice board in ERO's office as required under rule 16(b) of the RE. Rules, 1960.
10. After the expiry of one week from the date on which it is entered in the list exhibited by the
ERO under the above referred rule 16(b) and the procedures laid down in rules 187, 19
and 20, action should be taken to dispose of the applications after satisfying himself of the
genuineness of the applications.
11. In order to ensure close co-ordination and effective implementation of the scheme, the
Chief Electoral Officer shall ensure that adequate training of postal authorities and staff of
DEO, ERO is conducted.
12. Under the existing provisions of law, the ERO should satisfy himself about the qualification
of each applicant before inclusion in the roll. Therefore, the Forms received from the Post
Offices shall not automatically qualify for inclusion in the roll. The checking report of the
postman, however, may be legitimate ground for such satisfaction. Wherever felt, further
verification may also be conducted.
COPY
No.30-8/2002-D
Department of Posts
Business Development Directorate
Malcha Marg PO Complex
NEW DELHI-110 021
16TH August, 2004

To : All Heads of Circles
Sub: Utilization of the Postal Services in preparation / revision of electoral rolls for
Election Commission.
Sir / Madam
The Election Commission of India is carrying out the summary revision of electoral rolls
w.e.f. 1.1.2005 as qualifying date. The Commission has been constantly taking initiatives for
improvement of the quality & purity of the electoral rolls In line with this policy, it has asked for
the assistant of Postal staff during the current revision of rolls. The draft electoral rolls would be
published by 15.9.2004 and the period for filing claims/objections would start after that. The
Election Commission has decided that the electoral rolls would be displayed in Post Offices
between 15.9.2004 and 15.10.2004 and has requested assistance of Postal staff for carrying out
various functions in connection with the revision exercise in that period.
2. After discussions with the Election Commission, it has been decided that Post Offices will
(i) display the electoral rolls in Post Offices;
(ii) Make available various forms to the public for inclusion, deletion and correction in
the electoral roll. These forms i.e. Form 6 (for inclusion of name in the electoral
roll)m 7 (for objecting inclusion or seeking deletion of name), 8 (for correction of
particulars entered in the roll) and 8A (for transposition of entry in the electoral
roll) would be supplied to the Post Offices by the Election Commission and would
be made available free of charge to the members of the public from Post Office
counters;
(iii) accept filled up forms from the public at the Post Office counters for further
processing by delivery staff as laid down in the Operating Procedure.
3. The detailed Operational Procedure is enclosed. The charges to be recovered from the
Election Commission for this work and the amount of honorarium to be paid to the staff
involved in carrying out this work in the Post Offices would be intimated to you soon.
Meanwhile, preparations for carrying out the above may be started in consultation with
the Chief Election Officers of the State.
Sd./-
(Manju Pandey)
Addl. General Manager, BDD
Encl: as above
Copy to Dr. Noor Mohammad, Dy. Election Commissioner for information please.
Sd./-
(Manju Pandey)
COPY
ENCLOSURE
Bd Directorate File No.30-8/2002/D
PROCEDURE FOR ASCERTAINING OF ADDRES PARTICULARS
1. Forms would be available at the counter and would be given to the electors on demand
by the PA at the counter.
2. Filled in application forms would be accepted at the counter by the PA. The counterfoil of
the form would be stamped and initialed and returned to the elector.
3. At the close of the day, the total number of forms would be handed over under receipt to
the delivery branch of the Post Office and the total number of forms transferred would be
informed to the office in charge.
4. Delivery Assistant would sort the forms beat postman-wise and distribute it to the beat
postman under signature.
5. The postman while on his beat would only ascertain whether the particulars mentioned by
the applicant ion Part-II of forms 6, 8, 8A and Part-III of form 7 tally.
6. The postman would return the checked forms in the evening to the Delivery Assistant
who would see whether all the forms given to the Postmen have been received or not.
These forms would then be returned to the office in charge, who will confirm that the total
number of forms received at the counter tally with those returned by the Delivery
Assistant. The office in charge would then hand over the forms in one lot to the
representative of the Election Commission (forms would be collected by the Election
Commission directly from the Post Office) under receipt, once a week.
7. At the end of the 25 days’ exercise, a tally of the total number of forms checked should
be prepared for billing purposes and forwarded to the Divisional Head.
ITEM NO. 27

Chief Electoral Officer, Assam Dispur
Subject:- Intensive revision of electoral rolls with reference to 1-1-2005 as the qualifying
date – regarding.
In continuation of Commission’s letter of even No. dated 17th June, 2004 forwarding the
comprehensive guidelines for the revision, I am directed to forward herewith detailed step-by-step
technical guidelines as mentioned in para 3.7 (iii) thereof to be followed by the enumerators,
supervisors, data entry vendor and the data entry operators for updating the existing database for
printing of draft rolls. The instructions for the enumerators and supervisors are supplement to the
ones already given in the comprehensive guidelines issued earlier.
This may be brought to the notice of all concerned for compliance.

ITEM NO. 28
1Election Commission's letter No.23/ER-Intensive/2004-PLN-II, dated 25.08.2004 addressed to

the Chief Electoral Officers of Manipur, Meghalaya, Mizoram, Nagaland and Tripura
date – regarding.
In continuation of Commission’s letter of even No. dated 17 th June, 2004 forwarding the
comprehensive guidelines for the revision, I am directed to forward herewith detailed step-by-
step technical guidelines as mentioned in para 7.6.1 (iii) thereof to be followed by the
enumerators, supervisors, data entry vendor and the data entry operators for updating the
existing database for printing of draft rolls. The instructions for the enumerators and supervisors
are supplement to the ones already given in the comprehensive guidelines issued earlier.

ITEM NO. 29
Election Commission's letter No.23/ER- J&K/Intensive/2004-PLN-II, dated 25.08.2004 addressed

to the Chief Electoral Officer, Jammu and Kashmir, Srinagar
date – regarding.
In continuation of Commission’s letter of even No. dated 19th June, 2004 forwarding the
comprehensive guidelines for the revision, I am directed to forward herewith the supplementary
step-by-step technical guidelines to be followed by the enumerators, supervisors, data entry
vendor and the data entry operators for updating the existing database for printing of draft rolls.
The instructions for the enumerators and supervisors are supplement to the ones already
mentioned in the comprehensive guidelines issued earlier.
(STEP BY STEP TECHNICAL GUIDELINES)
INSTRUCTIONS TO THE ENUMERATORS
Inputs to the Enumerator

1
2a) Complete list of villages/localities/sub-localities alongwith a map of the area under
his/her jurisdiction.
3b) Complete list of House Nos. in each Section/segment of the Part (s) of the electoral
roll.
4c) The area covered by each Section/segment of the part clearly demarcated on the
map.
5d) Enumeration Pad containing enumeration forms (Electoral Cards).
6e) Sufficient number of new carbon papers.
7f) Good quality ball point pen.
8g) Stamp pad to get thumb impression of the illiterate electors.
9h) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
10i) Format for preparing the manuscript of list of persons enumerated.
What the enumerator should do

1• The Enumerators would be required to cover every household in each polling station
area with proper maps of the area for filling up the family wise Electoral Cards.
• The polling station areas will be sub divided into sections (identified areas) and
enumerations will be done section wise.
• The sections may be further subdivided into sub-section (Segments) if required.

• While doing enumeration, they should write the actual existing part number of the
electoral roll on the Electoral Card, which shall be indicated to each enumerator as an
input as mentioned at (b) above. Actually that will refer to the existing database of the
present roll. A mistake in doing so will make the job of data entry difficult.
• After completion of fieldwork, the enumerators would prepare the Manuscript from the
Electoral Cards with a proper section wise serializing. So electors belonging to a new
section will start from a new page of the manuscript. At the time of the preparation of the
manuscript they should fill one control sheet (format given) which will indicate the
Electoral card wise number of electors in that particular section under one particular part.
• The manuscript will have an MS Excel like view with distinct horizontal lines separating
two records to avoid parallax error. (Format enclosed)
• In each page of the manuscript the enumerator should give the assembly constituency
number and name, existing part number, section no, section name and the page number
(format given) for avoiding any confusion if any page in between gets detached.
• The Manuscript, apart from containing the usual eight columns, would also contain a
zeroth column titled ‘Old Sl. No. in Part’. This column would, however, not be filled-up by
the enumerators.
• No ditto mark (“) will be accepted in the manuscript in case of relation name for example.
• Manuscripts should be made in a legible handwriting and in English/State specific

vernacular.
INSTRUCTIONS TO THE SUPERVISORS
Inputs to the Supervisor

1o The section wise filled up manuscript.
2o The part wise, section wise control sheet.
3o Part wise, section wise Electoral cards.
4o A complete copy of the corresponding part of the existing roll.
What the Supervisor should do

1• Ensure that the manuscripts are in defined format.
• Supervisor should carry out checking of entries etc. as provided in the roll revision
guidelines.
• Supervisor should check the section wise Electoral cards and control sheet for verifying
any missing record, which is there in the Electoral card.
• The supervisor will fill the old serial number at which the elector is already enrolled in the
relevant part of the existing electoral roll in the 0th column of the manuscript. For new
records (no reference found in the existing electoral roll) the supervisor should write
“NEW” in the 0th column.
• After completion of these steps the manuscripts are to be handed over to the ERO who in
turn pass it on to the data entry vendor and it is to be ensured that no Electoral card is left
out.
INSTRUCTIONS TO THE DATA ENTRY VENDOR
Inputs
1• Copies of the manuscript from the ERO.
What he shall do
1• Take delivery of all manuscripts for all polling stations of the Assembly Constituency
allotted to them.
2• Take delivery of the corrected control tables, the data of the electors in the existing
roll w.r.t.01-01-2004 as the qualifying date and updated with all the supplements including
those of continuous revision.
3• Allot the work of data entry operators PS-wise while maintaining record of the names
of PS wise allotment to data entry operators.
4• In no case 1 Polling Station should be alloted to more than 1 operator so that
responsibility can be fixed on the operators who fail to do the job as required.
5• A check list has to be printed and checked by the ERO staff. The errors indicated
during these checking have to be incorporated and thereafter the draft list should be printed.
The Vendor has to ensure that the work is completed in the desired manner.
INSTRUCTIONS TO THE DATA ENTRY OPERATOR
Inputs to the Data Entry Operator

1o Only filled manuscript
What the Data Entry Operator should do
1• Integrate the database (Run the Integration process).

2• Using manuscript, section table will be populated with start serial & end serial.
• Populate reference table information for mapping of new serial number with the existing
old serial number of part.
• Update the existing database with the new serial number and deleting the non-referenced
electors by an intermediate process.
• Modify / add the electors using browse window or by conventional data entry form.
• Generate two Check Lists - one of entries to be retained from the old roll plus the
enumerated new entries (which means check list for the draft roll) and the second in
respect of entries in the existing database that do not appear in the manuscript (which
means a list of electors in the existing roll who do not appear in the new roll). In the
second Check List the EPIC No., if any, indicated in the existing database should also be
reflected.
• The second Check List should be handed over to the ERO/AERO/Supervisor for re-
verification as per guidelines. Any entry found to be eligible for inclusion after re-
verification should be retained at the appropriate place in the database.
• The first Check List should be thoroughly compared with the manuscript. The corrections
in entries should be carried out with red ink.
• The data entry operator shall carry out the corrections indicated with red ink in the first
Check list in the database and wherever necessary retain the entries from the second
check list as indicated above and take final print out for draft publication.
Detail Page layout of the Part wise Control Sheet
Assembly Constituency Number: - Part Number: -

Section No :- Section Name:-
Family wise Electoral Card Number Total No. of electors in the scope of this
Electoral Card
1 14
2 5
3 2
4 18
5 5
6 8
7 3
8 9
9 7
10 9
11 8
12 2
13 10
14 9
15 2
16 7
17 9
18 8
19 6
20 7
21 7
22 15
23 6
24 8
25 7
26 9
27 3
28 4
29 8
30 9
Total No. of Electoral Cards : 30 Total No. of Electors : 224

Detail Page layout of the Enumeration Manuscript
Old Serial House Name of Relation Relation Sex Age EPIC

Serial No. No Elector Type Name No
No. (3)
(0) (1) (2) (4) (5) (6) (7) (8)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
ITEM NO. 30
Election Commission's letter No. PS/DIR(IS)/2004, dated 31.08.2004 addressed to the Chief
Electoral Officers of all States and UTs (except Arunachal Pradesh).
Subject : Zonal conference of various Jt. CEOs and SLAs.
Please find enclosed the schedule for zonal conference of Jt. CEOs/SLAs as well as the
draft agenda. Please ensure that the Jt. CEO/SLA go through the agenda carefully and come
prepared with all the points mentioned therein so that a meaningful interaction can take place.
Chief Electoral Officers of Maharashtra, Karnataka and West Bengal are requested to
make arrangements for conference in Mumbai, Bangalore and Kolkata respectively.
While Delhi conference will be held in Nirvachan Sadan, the venue for the other
conferences will be intimated on phone separately.
SCHEDULE FOR CONFERENCE OF JT. CEOS/SLAS
1. 03-09-2003 Mumbai Dadar & Nagar Haveli, Daman & Diu, Goa and
(Friday) Karnataka
2. 06-09-2004 Delhi Himachal Pradesh, Punjab, Haryana, NCT of
(Monday) Delhi, Rajasthan, Uttar Pradesh, Uttaranchal,
Madhya Pradesh, Chhatisgarh, Gujarat,
Chandigarh.
3. 08-09-2004 Bangalore Karnataka, Andhra Pradesh, Kerala, Tamil
(Wednesday) Nadu, Pondicherry and Lakshadweep
4. 13-09-2004 Kolkata Andaman & Nicobar Islands, Sikkim, Bihar,
(Monday) Jharkhand, Orissa, West Bengal
5. 14-09-2004 Kolkata Jammu & Kashmir, Manipur, Nagaland, Assam,
(Tuesday) Tripura, Mizoram and Meghalaya
DRAFT AGENDA
Meeting will go on from 10.00 a.m. to 6.00 p.m. Venue will be intimated separately.
AGENDA POINTS
1. Demo and sharing of the e-registration programme so that citizen can fill up form
6 on the Internet. After receiving this programme CEOs have to put
administrative arrangements in place and also may have to make minor
modifications to the programme to suit local needs. This facility should be
available during the time of summary revision. (This point is only for the states
undergoing summary revision and is not applicable for the states undergoing
intensive revision).
2. Putting the latest database of voters list on servers alongwith a good search
facility. During the conference a search engine developed by a Nagpur company
will be demonstrated and circulated. Minor modifications may be needed in the
programme by the SLAs. This facility should be available during summary
revision as well as for all times to come thereafter.
3. The Commission has directed that alongwith PDF files a data base CD should be
given to political parties and also put in public domain. A sample PS-CD is
being designed by SLA, Karnataka, which will be circulated to all the states. On
the same line, the other SLAs will have to prepare CDs in time and give them to
the political parties as well as put in on sale for general public at the time of
draft/final publication of rolls.
4. All Jt. CEOs are requested to collect and bring all the authenticated CDs which
were given at the time of Lok Sabha polls so that they can be re-numbered and
re-used at ECI level.
5. A number of states are having bye elections alongwith the general elections to
Maharashtra and Arunachal Pradesh. At CEOs level in these states, the data
regarding nomination, polling percentage and counting is to be sent to

GENESYS website as was done during the Lok Sabha elections. Training will be
imparted on this issue as the GENESYS programme has undergone a major
revision.
6. Status of leased line alongwith the date of expiry of current payment period
should be reported so that a decision can be taken on continuity of leased line as
it has now become much cheaper to have connectivity through other means.
7. Most of the states have agreed to have atleast one assembly constituency
having photos of electors on the lines of Kerala model. Status of this will be
reviewed. All states had been asked to retrieve data from tapes etc. whether this
has been done, compliance report to be brought by all Jt CEOs.
8. It has been observed that many SLAs are not following the guidelines issued by
the Commission regarding the table structure for voter lists, to maintain data both
in local language as well as in English and the need to store local language data
in IISCI. Any deviation will now be viewed very seriously and the SLA will be
liable to be black listed. The SLAs should bring entire database of one assembly
segment, the software used for voters list and its training manual. If the
database is on some other database except MS ACCESS then that product
should also be brought so that the data can be checked. It should be ensured
that all the tables prescribed by the Commission are properly populated.
9. A letter has already been sent to all the states to give remarks on setting bench
marks/parameters for appointing as SLAs. The Commission has desired that
apart from PSUs, good private companies can also be allowed to participate in
submitting the tenders for SLAs appointments. The CEOs may give their written
view on minimum marks bench required for selection as SLAs
10. Instructions have already been issued to put all the voters list PDF files on the
website of state CEOs. A compliance report on this may be brought and the
same may also be demonstrated during the conference. It is also seen that
some CEOs are maintaining their websites on more than one server. It should
be ensured that various sub sites are consolidated into one good website on a
good server.
11. For states having intensive revision, CMC Kolkata will demonstrate and circulate
common software which allows linking of new manuscript to the old database.
ITEM NO. 31
Election Commission's letter No.22/2/KL/2004/PLN-II, dated 08.09.2004 addressed to the Chief

Electoral Officer, Kerala Thiruvanathpuram
In continuation of Commission’s letter No.23/ER-Revised Format/2003/PLN-II dated 21-
01-2004 enclosing therewith the guidelines for printing of electoral rolls with photographs and
letter No.22/2/KL/2004-PLN-II, dated 23rd July, 2004, forwarding the direction issued under Rule 4
of the Registration of Electors Rules, 1960 for printing of electoral rolls of all the 140 Assembly
Constituencies of Kerala with photograph of the electors, I am directed to bring to your notice the
following observations of the Commission for taking necessary action in the matter.
1. To bridge the gap of missing photographs, your office should act like a clearing
house where each district programmer will submit the list of electors with EPIC
number entered in the 8TH column of the existing electoral roll who have migrated
from outside the district. In addition the photographs which the district is unable to
use because the corresponding elector’s name with his EPIC number is deleted from
the electoral roll as a result of migration outside the district. Efforts have to be made
to make use of all such photographs while printing the photo roll.
2. Proper directory structure like TRN and AA999-COMPACT should be maintained as

per ECI guidelines for photo rolls after the photograph consolidation is done. Only
then the first copy of the photo roll should be printed and checked in office for visual
examination of errors in the photograph with sex and age.
3. On completing this, the necessary changes should be marked in the printed copy.
Thereafter a 100% door to door verification must be undertaken for verification of
complete details.
4. To update the PS_LOCN TABLE containing information regarding location of polling

booths, the cover page of each part of electoral roll as well as the map should be
printed from the available information in the database and then cross checked in the
field during house to house verification. Sections should also be maintained as per
guidelines issued by the Commission.
5. After incorporating the corrections on the basis of house to house verification and
acceptance of the verified data and the images by the ERO multiple copies for draft
publication should be printed.
6. The data structure prescribed by the Commission include a table E-SUP for capturing
data of all supplementaries of additions, deletions and corrections. At present the
SLA (KELTRON) is not maintaining this table and is simply overwriting the
supplementary data on the original E-DETAIL table. Hence the printed copy of
electoral roll is out of sync with the database available on the hard disk. The SLA
should be directed to maintain E-SUP table for the current revision. The database
should also be in IISCI format.
7. A step by step technical manual or a user manual should be prepared and printed for
use of data entry operators. Training classes may also be organized for the data
entry operators with the help of the manual.
8. Two copies of the electoral roll required to be supplied free of cost to all
recognized political parties shall be one printed roll and another soft copy in PSCD
ROM. However, the PS-CD ROM should not contain photograph of electors for
reasons of citizens’ privacy, the format being the same as that on the photo roll in
which the photographs will be missing.
It has been observed that the District Election Officers are not associated/aware of the
roll revision process and programme. They should be fully involved in the process of electoral roll
revision. They shall co-ordinate the functioning of all the EROs under their jurisdiction. Further in
the present concept of on-line registration in the electoral roll, the DEOs will receive claims and
objections on-line. They shall be responsible to download the applications received on-line and
their further processing.
At present the Website of the CEO is spread over two servers, one in CEO’s office and
another in KELTRON’s office. Most of the states are maintaining their Website on the NIC server
free of cost. The Commission desires that it should be consolidated and placed on the Web
through the NIC server. It is clarified that the roll to be put on the Web should not have the
photograph of electors for the reasons stated herebefore.
It has been found that the Kiosks kept in each ERO’s office are only meant for elections
and hence they are grossly under utilized. If these were opened for other activities going on in the
Tehsil’s offices, these Kiosks would become multipurpose. Therefore efforts should be made to
optimize their use for various purposes.
In order to ensure that all necessary steps as mentioned above are taken before
publication of the electoral roll with photograph in the draft roll, the programme of the summary
revision may be deferred by a month. You are accordingly requested to suggest for Commission’s
approval a revised programme after taking into account the time required for completing various
activities before the draft publication.

ITEM NO. 32
Election Commission's letter No.100/ER/2004-PLN-II, dated 08.09.2004 addressed to the Chief

Electoral Officers of Andhra Pradesh, Assam, Goa, Gujarat, Himachal Pradesh, Karnataka,
Manipur, Madhya Pradesh, Nagaland, Punjab, Rajasthan, Uttar Pradesh, West Bengal, NCT of
Delhi
Subject:- Revision of electoral rolls w.r.t.01-01-2005 as qualifying date – change of

schedule in constituencies having bye-elections.
The Commission has since announced the schedule of bye-elections vide Press Note
No.ECI/PN/27/2004 dated 24th August, 2004, I am directed to invite your attention to the
guidelines issued by the Commission with regard to the revision of rolls w.r.t. 01-01-2005 as
qualifying date and to say that the work of revision of electoral rolls w.r.t.01-01-2005 as qualifying
date, in all the Parliamentary/Assembly constituencies which are having bye-elections may be
stopped till the completion of the process of bye-elections. A revised schedule for the revision of
electoral rolls in these constituencies will be announced separately in due course after completion
of bye-elections.

ITEM NO. 33
Election Commission's letter sNo.100/ER/2004-PLN-II, dated 09.092004 addressed to the Chief

Electoral Officer, Bihar, Patna.
Subject:- Revision of electoral rolls w.r.t.01-01-2005 as qualifying date – change of

schedule in constituencies having bye-elections.
The Commission has since announced the schedule of bye-elections to fill casual
vacancies in Lok Sabha and various legislative assemblies including 21-Madhepura
parliamentary constituency in the State of Bihar vide Press Note No.ECI/PN/27/2004 dated 24-
08-2004. It has therefore been decided to postpone the programme of revision of electoral rolls
w.r.t.01-01-2005 as qualifying date, in 115-Kumarkhand (SC), 116Singheshwar, 120-Madhepura,
121-Sonbarsha, 122-Kishanganj and 123-Alamnagar assembly constituencies comprised within
21-Mahepura parliamentary constituency to commence after the completion of the process of
bye-election. The revised schedule for the revision of electoral rolls in the above six assembly
constituencies will be as under:-
Revised Schedule
S. No STAGES OF REVISION PERIOD ALLOWED FOR

EACH STAGE
2. Period for filing of claims and objections and Between 27-10-2004
reading of relevant part/section of electoral (Wednesday) and 20-11-2004
roll in Gram Sabha / Urban Local Bodies and (Saturday)
Resident Welfare Association Meetings etc.
3. Special Campaign dates for receiving claims 30-10-2004 (Saturday) & 31-
and objections at all designated locations. 10-2004 (Sunday) 06-11-2004
(Saturday) & 07-11-2004
(Sunday)
Preparation and printing of supplements 31-12-2004 (Friday)

5.

ITEM NO. 34
Election Commission's letter No.23/ER-Summary/2004-PLN-II, dated 10.09.2004 addressed to

the Chief Electoral Officer, Pondicherry,
Subject: Special Summary Revision of Electoral Rolls w.r.t. 01.01.2005 as the qualifying
date.
With reference to your letter No.E.1-11/20004(2)-1356 dated 30th August, 2004, on the
above subject, I am directed to communicate the Commission’s approval to the proposed revised
schedule for special summary revision of electoral rolls w.r.t. 01.01.2005 as the qualifying date,
suggested by you to print the electoral rolls of all the 30 assembly constituencies in the revised
format with photograph of the electors.
The Commission’s direction under rule 4 of R. E. Rules, 1960 for printing of electoral roll
in the revised format will be communicated after scrutiny of the sample of part 1 of 4-Bussy
assembly constituency forwarded with your letter dated 9th June, 2004 separately.

ITEM NO. 35
Election Commission's letter No.100/ER/2004-PLN-II, dated 14.09.2004 addressed to the Chief

Electoral Officer. Nagaland, Kohima
Subject : Revision of electoral rolls w.r.t.01.01.2005 as qualifying date – change of

Schedule in constituencies having bye-election.
With reference to your letter No.ELR/REV-35/2004 dated 14th September, 2004, I am

directed to say that the Commission has agreed to your proposal to continue the process of
house-to-house enumeration in the three assembly constituencies, where bye-elections have
been announced, alongwith the other assembly constituencies.
You are, however, directed to ensure that there is no confusion among the electorate
regarding the use of electoral roll for the bye-election to be conducted in October, 2004.
ITEM NO. 36

Electoral Officer, West Bengal, Kolkata with copies to Chief Electoral Officers of all States & UTs
(except West Bengal)
Subject: Electoral Roll Management – Use of Services of Post offices – Reg.
With reference to your letter No.2895-Hose (Elec), dated 7th September, 2004, on the
above subject, I am directed to say that the intention behind use of post offices for filing claims
and objections is to allow people to file claims and objections at the area post offices where they
ordinarily reside, as an additional facility, besides the other designated locations already available
to them.
It may not be necessary for the post offices to remain open on Sundays only to receive
claims and objections. However, the post offices should follow the time schedule for receiving
claims and objections during the period for filing claims and objections.
ITEM NO. 37
Election Commission's letter No.PS/DIR(IS)/2004, dated 16.09.2004 addressed to the Chief

Electoral Officer, Karnataka
Subject: Using RDS (Rural Digital Services) Kiosks in Mandya Taluka, Karnataka for
electoral list revision
During my visit to Mandya Taluka near Bangalore on 7.9.2004, the idea of using
RDS Kiosks during the summary revision was discussed with Secretary E-Governance,
Karnataka and the District Officers of Mandya. Later on, this issue was also discussed with Joint
CEO and SLA Karnataka. Based on these discussions, a model has been prepared for using the
existing 11 RDS Kiosks for accepting the Form 6 applications during the summary revision
period. Please find enclosed the detailed document regarding the procedure to be adopted as
well as a copy of the note sheets indicating the approval of the Commission for the same.
Basically a number of blank Form 6 will be kept at these kiosks. Whenever the
villagers come to these kiosks they can fill up the form. The kiosk owner will enter the basic
details from the forms into his computer for which the front end is already being developed by
NIC. Daily the VA (Village Accountant) for these villages is going to these kiosks to sign on RTC
copies and other certificates. The Kiosk owner will give the bunch of Form 6 applications
received to the VA for further processing. A summary sheet of applications received and handed
over will be generated from the computer inform 9 format which can be pasted outside the kiosk.
After due verification by VA, the ERO will include these names along with Form 6 received
through normal channels and at the end of the summary revision period, at ERO level using
another application developed by NIC, the status column of the applications received through
kiosks will be updated.
An immediate action which will be required at your level is to declare these 11
kiosks as designated locations during summary revision with VA as the designated officer.
Payment same as due to designated officer should also be given to kiosk owner for facilitating the
entire process.
With regards.
ITEM NO. 38
Election Commission's letter No.22/2/HR/2004/PLN-II, dated 16.09.2004 addressed to the Chief

Electoral Officer, Haryana, Chandigarh
I am directed to inform you that the Commission has approved the sample of electoral roll
in the revised format with photographs of the electors of part No.10 of 38-Baroda (SC) Assembly
Constituency forwarded with your letter No.Elec.2004/5AE-5124 dated 25th August,2004. It has
directed that the electoral rolls of 8-Ambala Cantt and 38-Baroda (SC) Assembly Constituencies
of Haryana shall be in the revised format with photograph of the electors. The directions issued
by the Commission under Rule 4 of the Registration of Electors Rules, 1960 for printing of the
electoral rolls being revised w.r.t. 01.01.2005 as the qualifying date and onwards in the revised
format in respect of 08-Ambala Cantonment and 38-Baroda (SC) assembly constituencies is
forwarded herewith. The format of title page of electoral rolls for each assembly constituency,
first page of each part of electoral rolls, particulars of entries relating to electors in each part,
header for the auxiliary polling stations, summary of electors in each part and supplements of
additions, deletions and corrections are enclosed to the direction.
format in these two assembly constituencies.
The Commission has also approved the following revised schedule proposed by you vide
your letter No.Elec.2004/5AE-5335 dated 3-9-2004 for revision of electoral rolls of the two
constituencies w.r.t. 01-01-2005 as the qualifying date :-
S.No. Stages of revision Date/Period

2. Period for filing of claims and objections and Between 29-09-2004 (Wednesday)
reading of relevant part/section of electoral roll to 29.10.2004 (Friday)
in Gram Sabha/Urban Local Bodies and
3. Special Campaign dates for receiving claims 06.10.2004 (Saturday) & 07.10.2004
and objections at all designated locations (Sunday) & 23.10.2004 (Saturday) &
24.10.2004 (Sunday)
4. Disposal of claims and objections by 06.12.2004 (Monday)

5. Preparation and printing of supplements of 31.12.2004 (Friday)
6. Final publication of electoral rolls on 03.01.2005 (Monday)
Kindly ensure that the process of revision is completed by the revised schedule as no
further extension of the date for final publication shall be given.
The Commission has also granted permission for integration of all the supplements up to
2004 revision before draft publication of the electoral rolls. The steps outlined in the guidelines of
the Commission for printing of electoral rolls with photographs, especially house-to-house
verification before taking final print out for draft publication, must be scrupulously followed.
Permission is not granted for integration of any of the supplements of additions, deletions
and corrections of the 2005 revision at the time of final publication. All these supplements should
be appended to the mother roll (draft roll integrated up to 2004) for final publication of 2005 rolls.
Kindly acknowledge receipt by e-mail/post.

No.22/2/HR/2004/PLN-II Dated 15.09.2004
DIRECTION
Subject:- Form of Electoral Rolls – Directions under Rule 4 of the Registration of Electors Rules,
1960.
In partial modification of the existing directions issued vide No.22/97/PLN-II dated 4th
November, 1997, the Election Commission of India, in exercise of the powers conferred on it by
Article 324 of the Constitution of India and Rule 4 of the Registration of the Electors Rules, 1960,
hereby directs that the Electoral Rolls of 08-Ambala Cantonment and 38-Baroda (SC) assembly
constituencies of the State of Haryana, being prepared and revised with reference to 1 st January,
2005 as the qualifying date and onwards, shall be in the Form as prescribed hereinafter.
1. Title page:
The Electoral Roll of these two assembly constituencies shall have a title page followed by a table
of contents. The title page and the table of contents shall be in the format as per sample at

The first page of each part of the electoral roll of these two assembly constituencies, excepting
the last part of the roll relating to the service voters, should give the material details of the part
and its contents as per Appendix-2. After the first page of each part, the map of the assembly
constituency shall be printed on the first half of the A 4 size paper and the detailed polling area
map shall be printed thereafter in the second half of the paper. In the assembly constituency map,
the portion of assembly that forms the relevant part shall be clearly indicated and the part no.
printed thereon. In the polling area map, to be printed on the second half of the paper, the
boundaries as well as area/village/ward comprised in that part should be clearly shown and also
the location of the polling station building should be clearly indicated as per sample format at
Appendix-2.1.
The new rolls would have all the information presently incorporated in the existing rolls in addition
to the photographs of the electors as per sample format at Appendix-2.2. The specifications of
various particulars in the new electoral roll shall be as follows:
• The name of the assembly constituency and part no. shall be printed on each page as
shown in Appendix-2.2.
• Name of Section and segment, if any, should be on the top of each page and each
• Section details should capture full postal address details as per instructions issued by the
Commission vide its letter No.23/2002-PLN-II dated 24th April, 2002.
• There shall be 30 entries per page
• The serial number of the elector in the part shall be given horizontally from left to right
with three elector details boxes in each row.
• The size of photo will be of size 1.5 X 2.0 cms.
• Relation should be clearly reflected in elector details box. For example, the field name
should read as “Father’s name”, “Mother’s name”, “Husband’s name” or “Guardian’s
name” as the case may be.
• The footer in every page shall indicate “Age as on the qualifying date”, “page no. of the
roll” for the part and also print “issued by the Electoral Registration Officer” as shown in
Appendix 2.2.
The sequence of entries relating to elector in each elector details box shall be as follows:
• The serial number shall appear on the left hand top corner in a box centred
without leading zeroes, like , and so on.
• The EPIC number shall appear in the same row immediately after the serial number of
the elector.
• The name of the elector shall appear in the next row.
• Name of Relation i.e. Father/Mother/Husband/Guardian’s name shall appear in the next
row.
• House number of the elector shall appear in the next row. 
• House name, if any, shall be indicated in the next row.
• In the last row the Age and then Sex of the elector shall be indicated as given in Appendix-2.2
and 
• The photograph of the specified size shall appear on the right side in a box opposite the
above entries, as shown in the Appendix-2.2.
separate header for the auxiliary polling station, if any, as per sample format at Appendix-2.3
shall be printed.

The summary of the electors in each part shall be given at the end of each part of the roll
as per sample format at Appendix-2.4
Modifications shall be printed in the same format and appended to the draft roll to make them
complete. While preparing the working copy, the deletions based on such supplements shall
also be shown in the mother roll by putting a seal showing “Deleted entry” in the concerned
elector details box with signature of the Returning Officer.
The serial numbers of the Additions should be continuous with the serial numbers of the
Main Part. For example, if the last serial number in a particular part was 372, the Additions
should begin with serial number 373 and be numbered consecutively. The pattern of numbering
of additions in the relevant supplement shall be the same as that of the mother roll. The list of
additions shall be printed section wise but the entries corresponding to one section shall be
followed immediately by the other.

In the supplements of deletions and modification however the relevant entries shall be
printed with the photographs one after the other.
By order,
(K.R. PRASAD)
SECRETARY ELECTION
COMMISSION OF INDIA
न रच सद , अश क र ड, ई ददल ल – 110001
स॰ 22/2/हररय ण /2004/य $ —॥ दद क : 16 नसतम बर, 2004

न द" श
करषय:-- न र चक म रनलय- क" प रप – न र चक रज$स & करणन यम 1960 क" न यम
4 क" अध न द" श।
भ रत न र च आय ग, भ रत क" सकरध क" अ च
/ R
" द 324 और न र चक
रज$स & करणन यम, 1960 क" न यम—4 क" द र पदत तशक,य- क पय ग करत" ह/ए,
दद क 4 रम बर, 1997 कK स॰ 22/97/य ॰॥ द र $ र करदम न द" श- क आनशक
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Rर तर 38—बडSद (अ॰$ ॰) करध सभ न र च —क"त- क" नलए न र चक
म रनलय , 1 $ रर , 2005 क" सदभ म5 अहत कK त र ख म कर तर आग" क" नलए,
इसक" ब द करदहत फ म म5 तय र तर प/ र जकत कK $ एग ।
1. श षक पUषV:--
पत य
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रस त/कK स रण ह च दहए। श षक पUष Vतर करषय-रस त/कK स रण पररनशष E-1 पर
ददए गए मI " क" अ स
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क ग$ पर म/दXत दकय $ च दहए।
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"क भ ग क पहल पUषV:-
दकस न र च क"त कK न र चक म रल क" पत य

"क भ ग क" पहल" पUष Vपर स"र
मतद त ओ स" सबनधत म रल क" अजनतम भ ग क R डकर उस भ ग और उसकK
करषय-रस त/क पय प त ब यSरपररनशषE-2 क" अ स
/ र ददय $ च दहए। पत य
"क भ ग क"
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U मतद क"त क" क श
" क
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उजललजखत दकय
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" म5 ज$स" क ग$ क" दस
I र"
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क"त/ग म/र ड स पष Eरप स" पररनशषE—2.1 क" फ म3E क" मI " क" अ स
/ र दश य $ ए।
3. पत य
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" :-
करदम म रनलय- म5 सजममनलत सभ सIच ई म रनलय- म5 ह ग इसक"

अनतररक तन र चक- कK फ E पररनशष E2.2 क" फ म3E क" मI " क" अ स
/ र ह च दहए।
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-- करध सभ न र च क"त क म और उसकK भ ग सख य पत य
"क पUष Vपर पररनशष E
2.2 म5 दश ए अ स
/ र म/दXत ह च दहए।
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"क पUष Vक" श ष पर ह च दहए और
पत य
"क सक श /खण ड ए पUष Vपर श/र ह च दहए।
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24 अपल, 2002 क" पत स॰ 23/2002 – य $ -2 म5 अ द
/ " श ददय गय ह।
-- पत य
"क पUष Vपर 30 पकरक<य _ ह च दहए।
-- म रल क" भ ग म5 न र चक कK कम स॰ पत य
"क पक, म5 त न र चक- क" करररण
ब क सम5 ब ए स" द ए पड ह/ई पक, म5 ददए $ एग"।
-- फ E क आक र 1.5x2.0 स"॰म ॰ ह ग ।
-- न र चक करररण ब क सम5 प ररर ररक सम बन धस पष Eनलख" ह " च दहए। उद हरण क"
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-- पत य
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‘ म रल कK पUष Vसख य’ क उल ल
"ख ह च दहए तर ‘न र चक रज$स & करण
अनधक र द र $ र ’ भ Rप ह च दहए $स दक पररनशष E2.2 म5 दश य गय ह।
4. न र चक करररण ब क सम5 न र चक- स" सम बजनधतपकरक<य- क अ /कम पत य

"क
न र चक करररण ब क सम5 न र चक स" सम बजनधतपकरक<य- क अ क
/ म न म पक र स"
ह:--
-- सबस" ऊपर क" क " म5 ब च- ब च ब ई तरफ ब क सम5 कम सख य नलख $ एग , $
शIन यक" कब श/र ह ग $स" (1), (2), (3) और इस पक र आग" भ ।
-- न र चक कK कम स॰ क" त/रन त ब दउस पक, म5 न र चक फ E पहच पत
-- (ई प आई स ) कK सख य नलख $ एग ।
-- प ररर ररक सम बन ध-
क" म $स" कपत /म त /पनत/अनभभ रक क म अगल पक, म5
नलख $ एग ।
-- न र चक क मक म बरअगल पक, म5 नलख $ एग ।
-- आर स क म, यदद क ई ह, अगल पक, म5 नलख $ एग ।
-- अनतम पक, म5 न र चक कK आय/ तर नलग नलख $ एग $स दक पररनशष E2.2 म5
दश य गय ह, और
-- उपर क तपकरक<य- क" स म " ब क सम5 द य तरफ करनशष E आक रक फ E लग य
$ एग $स दक पररनशष E2.2 म5 दश य गय ह।
5. सह यक मतद क"न X- क
" नलए हडर:
म/ख यभ ग क" अन तम5, $ह _ स" पहल" सह यक मतद क"न Xक भ ग श/र ह त ह,
सह यक मतद क"न Xक" नलए एक पUरक श षक Rप ह च दहए $स दक पररनशष E
2.3 म5 मI " क" तSर पर दश य गय ह।
6. पत य
"क भ ग म5 न र चक क स र:
पत य
"क भ ग म5 न र चक- क स र, म रल क" पत य
"क भ ग क" अन तम5 ददय $ एग ,
$स दक पररनशष E2.4 म5 मI " क" तSर पर दश य गय ह।
7. पIरक करररण:
अजनतम रप स" म रनलय म/दXत करत" समय, म सजममनलत कर ", हE " और
सश ध स" सम बजनधतपIरक म रनलय _ उस फ म3E म5 म/दXत कK $ ए और मसSद
म रनलय- स" सलग कK $ ए त दक उस" पIर दकय $ सक"। क यपनत तय र करत"
समय, ऐस" अ प
/ Iरक- क" आध र पर दकए गए करल प , म/ख य म रल म5 ररEन ग
g
आदफसर क" हस त करसदहत न र चक स" सम बजनधतकरररण ब क सम5 यह स ल लग त"
ह/ए—‘करल कपत पकरक<’ दश ए $ ए।
म सजममनलत कर " सबध कम सख य एम/ख यभ ग कK कम सख य क" कम म5
ह " च दहए। उद हरण क" रप म5, एक करश"ष भ ग कK अजनतम कम सख य 372 र त
म $ ड " कK कम सख य 373 स" श/र ह कर लग त र आग" क" कम म5 सख यदकत ह
च दहए। सम बदपIरक म5 म $ ड " सम बन धसख य ओक पE म/ख य म रल क"
अ र
/ प ह च दहए। म $ ड " सम बन धसIच सक श र र म/दXत कK $ ए दकन त/एक
सक श कK तद र
/ प पकरक<, अन यसक श क" तत क लब द आ च दहए।
करल प और सश ध क" पIरक- म5 सम बदपकरक<य फ E क" स र एक क" ब द
एक म/दXत कK $ ए।
म $ ड " र ल पकरक<य श/र ह " स" पहल" पररनशष E2.5 म5 ददए गए फ म3E कK
शतh पर पत य
"क पIरक क" नलए एच ई ए ड ई आर म/दXत दकय $ ए।
आद" श स",
(क".आर. पस द)
सनचर
ITEM NO. 39
Electoral Officers of all States and Union Territories.
Subject : Time bound implementation of issues discussed during recent round of zonal
conferences.
Wide range of issues, covering especially improvements in the quality of electoral rolls as
well as wider dissemination of information, have been discussed during the recent round of zonal
conferences of Jt. CEOs and SLAs. The following steps have been identified during these
discussions for implementation in a time bound manner.
1. It is essential that all states host their electoral rolls as PDF files, polling station wise,
on their websites. It should be ensured by the states undergoing summary revision
that the roll to be published as a draft should appear on the website, while for other
states the existing roll should appear on the website.
2. A search engine (Nagpur Model) was demonstrated as well as source code given to
all the states during zonal conferences. Please note that the features mentioned in
search engine should be taken as a minimum requirement and states are free to
improve upon the search engine and to modify it to suit their local requirements. The
work of database porting and putting the search engine on the website should be
completed within next two weeks. Later on same search engine or a suitably
modified version can be used for telephone helplines as well as Touch Screen
Kiosks.
3. If on the website, a citizen searches for his name and does not find his name on the
roll, he should be able to fill up form 6 on the Internet. A pilot project of this was
taken in Mumbai, Thane and Pune districts of Maharashtra and proved very
successful. Now this facility should be opened up in all the states. The e-registration
programme developed by Maharashtra CEO has been demonstrated in zonal
conferences and the source code was also given to the participating states. This
programme needs only little modification to be made suitable for any state. This
process should be done over next two weeks and Internet registration opened up for
voters inclusion during summary revision. As the Assemblies they belong to are not
known to most of the voters, the e- mail addresses can be of DEO. However, these
will entail manual sorting of printed applications at the DEO level and then forwarding
them to the concerned EROs.
4. An important point in computerization of electoral rolls is that all the responsibility of
preparing accurate rolls should remain with the election machinery and computers
should be used only as an aid. The Centralisation of data entry work at state level or
even outside the states must stop immediately. Data entry work, whether during
intensive revision or for preparing supplementary lists, should preferably be done at
assembly ERO level. In case of lack of computers or skilled operators at the ERO
level, this work may be got done at DEO level. In case the work is to be done outside
the district, then prior written approval of the Commission must be obtained.
5. Computerisation of rolls in some cases has resulted in DEO/ERO getting totally out of
the process and the SLA/Voter List data entry vendor taking full control. It should be
ensured that household electoral cards (in case of intensive revision) and Form
6/7/8/8A (in case of summary/continuous revision) are not given to the data entry
operators. ERO should get proper manuscripts prepared and only these manuscripts
should be given to the data entry operators. After printouts are taken, they should be
compared carefully against the manuscript. After finalising this, a master AB-CD
(Archival Backup CD, with a backup) should also be taken. The matching
manuscript, authenticated copy of final printout, and master AB-CD should be kept
together by ERO in his safe custody. The data relating to the old roll, and resultant
deletions in case of intensive revisions should also be copied on the master AB-CD
for record purposes and future reference.
6. The Commission has decided to put the electoral roll databases in public domain.
The method of putting this database in a simplified structural form on the PS-CD has
been explained in detail during the zonal conferences. Also a sample CD prepared
by SLA Karnataka has been circulated. These CDs to be made available to political
parties as well as be available for sale to general public, have to be ready on the date
of draft/final publication of rolls.
7. Internet version of GENESYS programme which works during the elections was also
demonstrated in the zonal conferences. Till now only the general elections to Lok
Sabha and state assemblies are being covered by the GENESYS programme.
Please note that now it will be used for all bye elections also. As far as affidavits are
concerned, during the bye elections the scanned affidavits will flow directly from the
field to the ECI server. However, in case of general elections, as the volume of
affidavits is high, during the election period the affidavits will be hosted on the state
server and after the elections are over, they will be offloaded from the state server
and hosted on the ECI server. This process has already been done for the Lok
Sabha elections, 2004 and the simultaneous elections to four state assemblies.
Hence the affidavits of general elections, 2004, can now be offloaded from the state
servers.
8. It was noticed during the zonal conferences that a number of SLAs are not
maintaining the database as per the ECI guidelines. Certificates should be obtained
from the SLAs that ECI guidelines are being fully observed for the electoral roll
database and the EPIC database and these certificates should be forwarded to the
Commission in next two weeks.
The Commission desires that immediate necessary steps be initiated to ensure
compliance as stated above. The progress should be monitored by the CEOs personally and
compliance report be sent to the Commission in first week of the next 3 months for information of
the Commission.
ITEM NO. 40
Election Commission's letter No.23/2004-PLN-II(Spl. Summary), dated 30.09.2004 addressed to

the Chief Electoral Officer, Andhra Pradesh, Hyderabad.
Subject:- Special Summary Revision of Electoral Rolls w.r.t.01-01-2005 as qualifying date –

filing of applications in bulk – clarification – regarding.
With reference to your letter No.12629/Elecs.E.2004-1, dated 15-09-2004 on the subject

cited, I am directed to say that the Commission, after considering all the factors in detail, had
decided that the level of functionaries who are authorised to file applications for claims and
objections in bulk will not be below district level. All the bulk applications will have to be forwarded
duly authenticated by President/Secretary of at least district level.

ITEM NO. 41
Election Commission's letter No.23/TP/2004-PLN-II, dated 08.10.2004 addressed to the Chief

Electoral Officer, Tripura Agartala
Subject:-Intensive revision of electoral rolls w.r.t.01-01-2005 as the qualifying date –

regarding.
With reference to your message No.F.18(34)CEO/CONDT/IR/2004/8321 dated 22-09-

2004 on the above subject I am directed to clarify that printing of draft roll will be done in the
same manner as in the case of writing of manuscript i.e. each section within a part shall be
printed on a separate page. To incorporate the details of all the sections in a part of electoral roll,
the Commission has accepted your proposal to delete the space provided for auxiliary polling
station No.2 in the title page of the part. Also shift the vertical line separating the box under item
No.2 by one or one and a half inch towards the right to create more space.
ITEM NO. 40
Election Commission's letter No.23/ER-Revised Format/HP/2004/PLN-II, dated 08.10.2004
addressed to the Chief Electoral Officer. Himachal Pradesh, Shimla
With reference to your letter No.6-14/2003-ELN dated 30th September, 2004 on the
above subject I am directed to inform you that in view of the reasons cited in your letter referred
to above, the Commission has approved the proposal made by you to undertake intensive
revision of electoral rolls in 1-Kinnaur (ST) assembly constituency for printing of electoral rolls in
revised format with the photograph of electors. The revised schedule for the revision shall be as
under:-
Sr. No. Stages of Revision Period

1. Printing of Electoral Rolls with photograph of Up to 10-10-2004
electors for field verification.
2. House-to-house verification of photo electoral rolls 16-10-2004 to 31-10-2004
and registration of new electors with reference to
qualifying date 01-01-2005 by issuing
enumeration cards to Heads of family.
Photography
3. of residual electors, including the ones whose 01-11-2004 to 15-11-2004
images are not readily available, and new electors at each
polling station
4. Data entry and printing of Photo Electoral Rolls for 16-11-2004 to 15-12-2004
draft publication including multiple printing of
copies of basic rolls 2005.
5. Draft Publication of electoral rolls 16-12-2004

6. Period for filling claims and objections 16-12-2004 to 31-12-2004
7. Disposal of Claims and Objections and printing of Up to 31-01-2005
supplement with photo
8. Final Publication of electoral rolls 15-02-2005
Kindly give wide publicity to the revised programme and inform political parties etc. in
writing. Kindly acknowledge receipt.
ITEM NO. 43
Election Commission's letter No.22/2/HP/2004/PLN-II, dated 25.10.2004 addressed to the Chief

Electoral Officer, Himachal Pradesh, Shimla
in the revised format with photographs of the electors of part No.01 of 01-Kinnaur (ST) Assembly
Constituency forwarded with your letter No.6-14/2003-ELN dated 14th October, 2004. It has
directed that the electoral rolls of 1-Kinnaur (ST) Assembly Constituency of Himachal Pradesh
shall be in the revised format with photograph of the electors. The directions issued by the
Commission under Rule 4 of the Registration of Electors Rules, 1960 for printing of the electoral
rolls being revised w.r.t. 01.01.2005 as the qualifying date and onwards in the revised format in
respect of 1-Kinnaur (ST) Assembly Constituency is forwarded herewith. The format of title page
of electoral rolls for each assembly constituency, first page of each part of electoral rolls,
particulars of entries relating to electors in each part, header for the auxiliary polling stations,
summary of electors in each part and supplements of additions, deletions and corrections are
enclosed to the direction.
format in this assembly constituency.

No.22/2/HP/2004/PLN-II Dated: 25th October, 2004.
DIRECTION
Rules, 1960.
hereby directs that the Electoral Rolls of 01-Kinnaur (ST) assembly constituency of the State of
Himachal Pradesh, being prepared and revised with reference to 1st January, 2005 as the
qualifying date and onwards, shall be in the Form as prescribed hereinafter.
1. Title page:
The Electoral Roll of 01-Kinnaur (ST) assembly constituency shall have a title page followed by a
table of contents. The title page and the table of contents shall be in the format as per sample at
The first page of each part of the electoral roll of 01-Kinnaur assembly constituency, excepting
the last part of the roll relating to the service voters, should give the material details of the part
and its contents as per Appendix-2. After the first page of each part, the map of the assembly
map shall be printed thereafter in the second half of the paper. In the assembly constituency
map, the portion of assembly that forms the relevant part shall be clearly indicated and the part
no. printed thereon. In the polling area map, to be printed on the second half of the paper, the
Appendix-2.1.
 The name of the assembly constituency and part no. shall be printed on each page as
 Name of Section and segment, if any, should be on the top of each page and each
 Section details should capture full postal address details as per instructions issued by the
 There shall be 30 entries per page
 The serial number of the elector in the part shall be given horizontally from left to right
 The size of photo will be of size 1.5 X 2.0 cms.
 Relation should be clearly reflected in elector details box. For example, the field name
 The footer in every page shall indicate “Age as on the qualifying date”, “page no. of the
Appendix 2.2.
 The serial number shall appear on the left hand top corner in a box centred without
leading zeroes, like 1 , 2 , 3 and so on.
 The EPIC number shall appear in the same row immediately after the serial number
of the elector.
 The name of the elector shall appear in the next row.
 Name of Relation i.e. Father/Mother/Husband/Guardian’s name shall appear in the
next row.
 House number of the elector shall appear in the next row.
 House name, if any, shall be indicated in the next row.
 In the last row the Age and then Sex of the elector shall be indicated as given in
Appendix-2.2 and
 The photograph of the specified size shall appear on the right side in a box opposite
the above entries, as shown in the Appendix-2.2.
shall be printed.

The summary of the electors in each part shall be given at the end of each part of the roll as per
sample format at Appendix-2.4
While printing the final rolls, the supplements relating to Additions, Deletions and Modifications
shall be printed in the same format and appended to the draft roll to make them complete. While
preparing the working copy, the deletions based on such supplements shall also be shown in the
mother roll by putting a seal showing “Deleted entry” in the concerned elector details box with
signature of the Returning Officer.
The serial numbers of the Additions should be continuous with the serial numbers of the Main
Part. For example, if the last serial number in a particular part was 372, the Additions should
begin with serial number 373 and be numbered consecutively. The pattern of numbering of
additions in the relevant supplement shall be the same as that of the mother roll. The list of
In the supplements of deletions and modification however the relevant entries shall be printed
with the photographs one after the other.
By order,
(K.R. PRASAD)
SECRETARY
स॰ 22/2/दह॰प॰/2004/य $ —॥ दद क : 25 अक त
ब
I र, 2004
न द" श
/ R
सश ध करत" ह/ए, इसक" द र , यह न द" श द" त ह दक दहम चल पद" श र ज यम5 1-
दकन Sर(अ॰$ ॰$ ॰) करध सभ न र च क"त क" नलए न र चक म रनलय , 1 $ रर ,
2005 क" सदभ म5 अहत कK त र ख म कर तर आग" क" नलए, इसक" ब द करदहत फ म
म5 तय र तर प/ र जकत कK $ एग ।
पत य
"क न र च -क"त कK न र चक म रल म5 एक श षक पUष Vतर उसक" स र करषय-
रस त/कK स रण ह च दहए। श षक पUष Vतर करषय-रस त/कK स रण पररनशष E-1 पर
ददए गए मI " क" अ स
/ र फ म3E म5 ह च दहए। इसक" अनतररक तकरध सभ
न रच क"त क क श त ल/क /ज$ल य उसक" भ ग कK स म ए दश त" ह/ए ए—4 आक र
क" क ग$ पर म/दXत दकय $ च दहए।
2. पत य

"क भ ग क"
" क
क श
I र"
/ र दश य $ ए।
3. पत य
" :--

अनतररक तन र चक- कK फ E पररनशष E2.2 क" फ म3E क" मI " क" अ स
पत य
24 अपल, 2002 क" पत स॰ 23/2002 – य $ -2 म5 अ द
-- पत य
"क पUष Vपर 30 पकरक<य _ ह च दहए।
-- फ E क आक र 1.5X2.0 स"॰म ॰ ह ग ।
-- पत य
"क पUष Vक" च" कK तरफ उस क" भ ग क" नलए ‘अहत कK त र ख क" दद , आय/,’

"क
ह:--
-- सबस" ऊपर क" क " म5 ब च- ब च ब ई तरफ ब क सम5 कम सख य नलख $ एग , $
शIन यक" कब श/र ह ग $स" (1), (2), (3) और इस पक र आग" भ ।
-- {ई प आई स } कK सख य नलख $ एग ।
-- न र चक क म अगल पक, म5 नलख $ एग ।
सह यक मतद क"न Xक" नलए एक पUरक श षक Rप ह च दहए $स दक
पररनशष E2.3 म5 मI " क" तSर पर दश य गय ह।
6. पत य
पत य
$स दक पररनशष E2.4 क" मI " क" तSर पर दश य गय ह।
म रनलय- स" सलग कK $ ए त दक उस" पIर दकय $ सक"। क यपनत तय र करत"
g
आदफसर क" हस त करसदहत न र चक स" सम बजनधतकरररण ब क सम5 यह स ल
लग त" ह/ए—‘करल कपत पकरक<’ दश ए $ ए।
म सजममनलत कर " सबध कम सख य एम/ख यभ ग कK कम सख य क" कम म5
अ र
आद" श स",
सनचर
-
ITEM NO. 44
Election Commission's letter No.23/NGO/2004-PLN-II, dated 26.10.2004 addressed to the Chief

Electoral Officer, Karnataka, Bangalalore
Subject: Special Summary Revision of Electoral Rolls – 2005 – Regarding.
You are aware that a Bangalore based NGO had voiced their concern in January, 2004
about certain short-comings in the preparation of electoral rolls and their apprehensions were
proved correct as many complaints about omission of names of persons, including those
possessing EPIC, had surfaced from Bangalore during the General elections to Lok Sabha and
State Legislative Assembly held in May 2004 and in the light of that the Commission has issued
special instructions and laid down special procedures to be followed during the current revision of
electoral rolls w.r.t. 01.01.2005 as the qualifying date. The Commission desires that you should
ensure that all instructions are meticulously complied with and the rolls under revision after final
publication are free from earlier flaws, pointed out by the NGO and other organizations.
ITEM NO. 45
Election Commission's letter No.23/ER/Summary/2004-PLN-II, dated : 02.11.2004 addressed to
the Chief Electoral Officers of Andhra Pradesh, Goa, Gujarat, Himachal Pradesh, Karnataka,
Punjab, Uttaranchal, Uttar Pradesh and West Bengal.
To The Chief Electoral Officers of
Subject : Summary revision of Electoral Rolls – regarding.
Kindly refer to Commission’s letter No.100/ER/2004-PLN-II, dated 8 September, 2004

directing postponement of the programme of summary revision of electoral rolls in respect of
constituencies having bye-elections till completion of the process of bye-elections. The
Commission has decided that the revision of rolls in the constituencies where bye-elections have
been completed shall be held as per the following schedule:-
S.No. Stages of revision Period
1. Draft publication 16-11-2004 (Tuesday)
2. Period for filing claims & objections and reading Between 16-11-2004 (Tuesday)
of relevant part /section of electoral roll in Gaon and 10-12-2004 (Friday)
Sabha/Urban local bodies / RWAs etc. meetings
3. Special Campaign dates 20-11-2004 (Saturday) & 21-11-

2004 (Sunday) 4-12-2004
(Saturday) & 5-12-2004 (Sunday)
4. Disposal of claims & objections by 31-12-2004 (Friday)

5. Preparation and printing of supplements by 17-01-2005 (Monday)
6. Final Publication on 21-01-2005 (Friday)
The schedule for summary revision in respect of assembly constituencies comprised

within 23-Akbarpur (SC) and 65-Mainpur parliamentary constituencies and 252-Karchana
assembly constituency of Uttar Pradesh will be announced separately after completion of the bye-
elections.
The guidelines issued for the summary revision shall mutatis mutandis apply for these
revisions also.

ITEM NO. 46
Election Commission's letter No.22/2/2004-PLN-II, dated 05.11.2004 addressed to the Chief

Electoral Officer, Maharashtra, Mumbai
Subject:-Electoral Rolls – procedure for inclusion/deletion of entries in the electoral roll.
The Commission has received a feedback from one Shri Charan Rawat that his
application for inclusion of name in the electoral roll of Mumbai was not entertained even though
a copy of Form 7, which was reportedly submitted for deletion of his and his wife’s entries from
the electoral roll of his previous place of ordinary residence at Chennai, was enclosed with Form
6. It appears he was advised to obtain the certificate of deletion from Chennai first and thereafter
submit his application for inclusion of name in the electoral roll of Mumbai. A copy of the feedback
received through e-mail from Shri Rawat is forwarded herewith.
In this connection your attention is invited to the clarification on the subject issued vide
Commission’s letter No.22/2/2003-PLN-II dated 21st August, 2003 (copy enclosed for ready
reference) that the deletion of an entry from the roll where an elector’s name is already included
is a subsequent act after the elector’s name has been included in the roll in which he has
applied for such inclusion in Form 6. These instructions are also reiterated in the comprehensive
guidelines issued by the Commission during annual revision of electoral rolls. They also appear at
paras 3 & 4 under Item-I Addition of Names in the guidelines for Summary revision w.r.t.01-01-
2004 forwarded with Commission’s letter No.23/Summary/2003-PS-II dated 16th October, 2003.
The Commission desires that the above instructions of the Commission should be
again brought to the notice of all concerned for strict compliance. Simultaneously action
should be taken to redress the grievance of the complainant under intimation to the
Commission.
ITEM NO. 47
Election Commission's letter No.23/ER-Summary/2004, PLN-II, dated 05.11.2004 addressed to

the Chief Electoral Officer, West Bengal, Kolkata.
Subject:- Summary revision of Electoral Rolls – regarding.
nd
In continuation of Commission’s letter of even number dated November, 2004, on the
above subject, I am directed to inform you that the summary revision of electoral rolls w.r.t. 01-01-
2005 as the qualifying date in 21-Raiganj (SC) and 25-Siliguri assembly constituencies shall also
be held as per the programme communicated vide Commission’s letter under reference.
ITEM NO. 48
Election Commission's letter No.23/2004-PLN-II, dated 09.11.2004 addressed to the Chief Electoral
Officer, NCT of Delhi, Delhi.
Subject: Electoral rolls – Inclusion/deletion of names after final publication – regarding.
Kindly refer to your letter No.F.2(43)/E.R./2004/37550-51 dated 20-09-2004 confirming

that the claim application of Smt. Gauri Advani, resident of C-I/27, Pandara Park New Delhi, was
received by the ERO for 2-Gole Market assembly constituency after the final publication of
electoral rolls of 2004 and has been kept pending for disposal during the ensuing summary
revision w.r.t. 01-01-2005 as the qualifying date.
2. In this connection, it may be mentioned here that as per the provisions of Section 22 and
23 of the R. P. Act, 1950 read with Rule 26 of the R.E. Rules, 1960, the electoral rolls of all
parliamentary constituencies and assembly constituencies, after their final publication, remain in a
state of continuous updating.
3. In other words,-
(i) a person, whose name is not included in the finally published electoral roll,
for any reason, but who is otherwise eligible to be included in the roll with
reference to the qualifying date, can apply for inclusion of his name in the
finally published electoral roll, under Section 23 of the R.P. Act, 1950 read
with rule 26 of the R.E. Rules, 1960, in Form-6 appended to the said Rules;
(ii) a person, whose name is already included in the electoral roll but who has
changed his place of ordinary residence from one constituency to another,
can apply for inclusion of his name in the new constituency to which he has
shifted in, under the said Section 23 read with Rule 26 in Form-6 appended
to said Rules;
(iii) an application can be made for seeking deletion of name from the finally
published roll, on the ground that other person concerned is dead or has
ceased to be ordinarily resident in the constituency or is otherwise not
entitled to be registered in that roll, under the said Section 22 (c) read with
Rule 26, in Form 7 appended to the said Rules;
(iv) a person, whose name is included in the electoral roll and who considers that
any of the particulars relating to his name, age, address, EPIC No. etc., are
not correctly mentioned in the roll, can apply for correction for such
particulars under Section 22(a) of the said Act read with the said Rule 26, in
Form 8 appended to the said Rules; and
(v) a person, whose name is included in the electoral roll but who has shifted his
place of ordinary residence from one place to another within the same
constituency in which his name is already registered, can apply for
transposition of the entry relating to of his name from one part to another part
of the same roll, under Section 22 (b) of the said Act read with Rule 26 in
Form-8A appended to said Rules;
4. In view of the above statutory provisions and in spite of repeated instructions and
directions of the Commission, the action of the Electoral Registration Officer in not
processing the applications received during the period of continuous revision, i.e. during
the periods intervening between two revisions, results in non-inclusion of names of
eligible electors despite their applications for inclusion and retaining of ineligible persons
on the electoral rolls despite objections. Obviously, this is not a happy state of affairs and
needs to be remedied immediately, so that electoral rolls are corrected and maintained
as up-to-date as possible.
5. The Commission has viewed the matter seriously. It desires that the legal position is
once again brought to the notice of all concerned for strict compliance so that there is no
scope for any complaint in future and electoral rolls are clean and up-to-date.
Commission will not hesitate to take action against persons found wanting in
implementing these instructions.
6. Kindly acknowledge receipt.

ITEM NO. 49
Election Commission's letter No.22/2/POND/2004/PLN-II, dated 17.11.2004 addressed to the

Chief Electoral Officer, Pondicherry, Pondicherry.
Subject:- Printing of Electoral Rolls with Photograph of Electors – regarding.
Kindly refer to your letter No.E.1-11/2004 (2)-1517 dated 3 rd November,2004, forwarding

therewith a sample of the electoral roll in the revised format with the photographs of the electors
in respect of Part No.1 of 4-Bussy assembly constituency. The Commission has approved the
sample.
2. In view of the fact that the Title page (Appendix – 1), First page of each part (Appendix –
2), Header for Auxiliary polling station (Appendix – 2.3) and Summary of electors in each part
(Appendix – 2.4) will be printed in the revised format, after integration of all the supplements upto
2004 continuous revision, only at the time of draft publication of electoral rolls w.r.t. 01-01-2005
as the qualifying date, suitable modifications have been made in the above-mentioned
Annexures.
3. In addition the following modifications may be carried out in Appendix 2.2 containing the
details of each elector in the elector detail boxes:-
(i) The photograph in each elector detail box shall be aligned to the right bottom so
as to leave little space above the photograph for giving various indications while
making the working copies for conduct of poll;
(ii) There will be no separate box for outlining the EPIC NO. of each elector within
the elector detail box;
(iii) All the sections in a part should be serially numbered, like, 1-Petit Canal Street,
2-Savarirayalu Street and so on and the number indicated on the top of each
page of relevant Section.
4. The DIRECTION issued by the Commission under Rule 4 of the Registration of Electors
Rules, 1960 for printing of the electoral rolls being revised w.r.t.01-01-2005 as the qualifying date
and onwards in the revised format in respect of all the 30 Assembly Constituencies in the Union
Territory of Pondicherry is forwarded herewith. The format of title page of electoral rolls for each
assembly constituency, first page of each part of electoral rolls, particulars of entries relating to
electors in each part, header for the auxiliary polling stations, summary of electors in each part
and supplements of additions, deletions and corrections are enclosed for your reference.
5. You are requested to take appropriate action for printing of electoral roll in the revised
format in all the assembly constituencies.

No.22/2/POND/2004/PLN-II Dated: 17th November,

2004.
DIRECTION
1960.
In supersession of the existing directions issued vide No.22/97/PLN-II dated 4th

hereby directs that the Electoral Rolls of all the 30 assembly constituencies of the Union Territory
of Pondicherry, being prepared and revised with reference to 1 st January, 2005 as the qualifying
date and onwards, shall be in the Form as prescribed hereinafter.
1. Title page:
The Electoral Roll of every constituency shall have a title page followed by a table of contents.
The title page and the table of contents shall be in the format as per sample at Appendix-1. In
addition the map of the assembly constituency indicating boundaries of Taluka/District or part
thereof should be printed on A-4 size paper.
The first page of each part of the electoral roll of a constituency, excepting the last part of the roll
relating to the service voters, should give the material details of the part and its contents as per
Appendix-2. After the first page of each part, the map of the assembly constituency shall be
printed on the first half of the A 4 size paper and the detailed polling area map shall be printed
thereafter in the second half of the paper. In the assembly constituency map, the portion of
assembly that forms the relevant part shall be clearly indicated and the part no. printed thereon.
In the polling area map, to be printed on the second half of the paper, the boundaries as well as
area/village/ward comprised in that part should be clearly shown and also the location of the
polling station building should be clearly indicated as per sample format at Appendix-2.1.
The new rolls would have all information presently incorporated in the existing rolls in addition to
the photographs of the electors as per sample format at Appendix-2.2. The specifications of
Appendix 2.2.
of the elector.
next row.
Appendix-2.2 and
separate header for the auxiliary polling station as per sample format at Appendix-2.3 shall be
printed.
preparing the working copy the deletions based on such supplements shall also be shown in the
By order,
(K.R. PRASAD)
SECRETARY
Appendix – 1
ELECTORAL ROLL, 2005 Union Territory – (U07) PONDICHERRY
No., Name and Reservation Status of Assembly Constituency: 4-BUSSY (GEN)
Year of Revision : 2005 Type of Revision : Summary
Qualifying Date :1.1.2005 Date of Final Publication : …….. 2005
b) No., Name and Reservation Status of b) District(s) in which the Assembly
d) Parliamentary Constituency(ies) in Constituency is located:
e) which the Assembly Constituency is
f) located: PONDICHERRY
1-PONDICHERRY (GEN)
c) Extent of Assembly Constituency as Subsequent changes, if any, in the

per Delimitation Order, 1976: nomenclature of the area corresponding
to the geographic/ administrative units:
13-Sinnacadai, 14-Hospis and 15-Priapalli Wards in -Nil-
Pondicherry Town.

a) Mother Roll : As per Intensive Revision, 2002 integrated upto 2004
b) Supplement 1 : As per Summary Revision, 2005
4. DETAILS OF PART, POLLING STATION a) Total No. 6
of Parts
Locations
For Men 0 6 With Single Polling 6
For Women 0 Main Stations
0 With Multiple 0
General 6
Auxiliary Polling Stations
Total 6 Total 6 Total 6
5. SUMMARY OF ELECTORS
a) NUMBER OF ELECTORS
Men Women Total
I Original Mother Roll Intensive Revision, 2002 integrated 2885 3099 5984
upto 2004
List
TABLE OF CONTENTS
Part Area covered by Part Total No. Polling Polling Stn. S. No. of
No. of Polling Station Type Polling Number of electors
Stations in No. (Main/ Station
Part Auxiliary) in Part
Men Women Total
(1) (2) (3) (4) (5) (6) (7) (8) (9)

Appendix – 2
ELECTORAL ROLL, 2005 – (U07) PONDICHERRY
4-BUSSY (GEN) Part No. 1

Assembly Constituency
Parliamentary Constituency 1-PONDICHERRY (GEN)
DETAILS OF REVISION
TYPE OF REVISION: Summary
Year of revision : 2005
(INTENSIVE/SUMMARY)
Qualifying Date: 01.01.2005 Date of Final Publication : ……….2005
DETAILS OF PART AND POLLING AREA
Extent of part : Main Village/Town : Pondicherry
Petit Canal Street, Savarirayalu Street, Bharathi Street, Laporte
Ward No. : 17
Street, Montorsieur Street, Candappa Mudali Street, Lal
Bahadur Shastri Street, Chinnasuprayapillai Street and Taluk/Sub-Taluk : Pondicherry
Annasalai.
District : Pondicherry
Classification of part: Number of Auxiliary Polling
(Rural/Urban) Stations in this Part:
Urban 0
Details of Polling Station
Main Village/Town : Pondicherry
Name & Address of polling station:
Ward No. : 17
Thiruvalluvar Govt. Girls Hr. Sec. School (East Wing), Laporte Taluk/Sub-Taluk : Pondicherry
Street District : Pondicherry
Reservation Status of Classification of Polling Stations

Polling Station in this Part
General Town
No. of Polling Stations located in polling station location: 1
NO. OF ELECTORS
Type Distribution of electors No. of Electors
Starting Ending
Male Female Total
Sl. No. Sl. No.
a) Main Polling Station
Intensive Revision 2002 1 849
413 436 849
b) Aux. Polling Station Nil
Grand Total
Appendix – 2.4
SUMMARY OF ELECTORS
No., Name and Reservation Status Part No. 1

of Assembly Constituency: 4-BUSSY (GEN)
A) NUMBER OF ELECTORS

Men Women Total
I Original Mother Roll Intensive Revision, 2002 integrated 413 436 849
upto 2004
List
List
Appendix-2.3
AUXILIARY POLLING No.and Name of Main

STATIONS DETAILS Polling Station:
No. and Name of Auxiliary Polling Station:
Main Village/Town :
Ward No. :
Taluk/Sub-Taluk :
Name and Address of Auxiliary Polling Station: District :
Reservation Status of Classification of Auxiliary

Auxiliary Polling Station: Polling Station:
No. of Polling Stations located in Polling Station Location:

ITEM NO. 50
Election Commission's letter No.23/ER-Summary/2004-PLN-II, dated 19.112004 addressed to the

Chief Electoral Officer, Pondicherry, Pondicherry
Subject: Special Summary Revision of Electoral Rolls w.r.t. 01.01.2005 as the qualifying
date.
With reference to your letter No.E.1-11/20004(2)-1534 dated 10-11-2004, on the above

subject, I am directed to communicate the Commission’s approval to the proposed revised
schedule for special summary revision of electoral rolls w.r.t. 01.01.2005 as the qualifying date,
suggested by you to print the electoral rolls of all the 30 assembly constituencies in the revised
format with photograph of the electors.
The Commission’s direction under rule 4 of R. E. Rules, 1960 for printing of electoral roll
in the revised format has already been sent to you vide Commission’s Letter
th
No.22/2//POND/2004/PLN-II/6135 dated 17 November, 2004.

ITEM NO. 51
Election Commission's letter No.23/ER-Revised Format/TN/2004/PLN-II, dated 23.11.2004

addressed to the Chief Electoral Officer, Tamil Nadu, Chennai
Subject: Pilot project for printing of electoral rolls with photograph of electors – regarding.
With reference to your letter No.8494/2004-2 dated 08-11-2004 on the subject cited, I am
directed to inform you that the pilot project for printing of electoral rolls in the revised format with
the photograph of the electors in 151-Aravakurchi and 164Jayakondam assembly constituencies
will not be taken up during the current revision w.r.t.01.01.2005 as the qualifying date.
ITEM NO. 52
Election Commission's letter No.24/2004-PLN-II, dated 25.11.2004 addressed to Joint Secretary

(E), Ministry of Defence, Secretary, Ministry of Home Affairs and Joint Secretary (Administration,
Ministry of external affairs and the Director Directorate General Border Roads
Subject:- Summary revision of last part of electoral rolls relating to service voters with
reference to 01.01.2005 as the qualifying date.
I am directed to state that the Commission has decided to undertake summary revision
of last part of electoral rolls in all States/UTs with reference to 1st January 2005 as the
qualifying date.
2. The Commission had undertaken de novo preparation of last parts of electoral rolls
relating to service voters in all States, with reference to 1st January 2002 as the qualifying date.
Subsequently Summary Revisions of these parts were undertaken w.r.t 01.01.2003 and 01-01-
2004 as the qualifying dates. In the existing last parts of electoral rolls, only the names of service
voters who applied during the last de novo preparation of 2002 and subsequently during the
Summary Revisions 2003 and 2004 are included. The Commission has, therefore, ordered
further summary revision of the last parts of the electoral rolls of all constituencies, in all
States/UTs, relating to service voters to make the same up-to-date by enrolling all other eligible
service voters who would be of 18 years age or more as on 01.01.2005 and those who could not
apply for such registration last year due to frequent postings or any other reason or those who
wish to change their earlier declarations.
Service Personnel eligible
3. The last part, of the electoral roll of each constituency contains the names of every person
belonging to the following categories having "service qualification" under sub-section (8) of
section 20 of the R. P. Act, 1950:-
(a) Being a member of the Armed Forces of the Union; or
(b) Being a member of a force to which provisions of the Army Act, 1950 (46 of 1950),
have been made applicable whether with or without modification;
(c) Being a member of an Armed Police Force of a State, and serving outside that State;
or
(d) Being a person who is employed under the Government of India, in a post outside
India.
4. The wife of a service voter belonging to any of the four categories mentioned above and
ordinarily residing with him is also eligible to be registered in the last part of the electoral roll as
an elector along with her husband.
5. For the purpose of enrolment as an elector in the last part of the electoral roll, every
person having a service qualification as mentioned above shall have to apply in the prescribed
statutory Form 2, 2A or 3 (appended to Registration of Electors Rules, 1960), as may be
applicable, giving therein full particulars called for therein. For ready reference, a copy each of the
said Forms is enclosed. Every person having a service qualification has to submit TWO COPIES
of the said Form duly filled to the Record Office or Authorities concerned.
How to apply for registration
6. As the revision ordered is summary revision of the last part, every eligible service voter who
has not applied for registration during the last de novo Intensive revision w.r.t. 01.01.2002 as
the qualifying date or subsequently during the Summary Revisions w.r.t. 01.01.2003 and
01.01.2004 as the qualifying dates or the one who wishes to change his earlier declaration
shall have to submit his statement as to the place of his ordinary residence in the prescribed
Form 2, 2A or 3, as may be applicable. If any service voter fails to submit the above
statement, his name will not be included in the last part. Therefore, the Record
Offices/Authorities concerned may kindly be directed to obtain statements in prescribed
Forms, in duplicate, from all eligible service voters who would have attained the age of 18
years or above as on 1.1.2005.
Submission of “Declaration” along with statements by all service voters other than those
employed under the Government of India, in a post outside India.
7. After filling the statement in Form 2 or 2A, as the case may be, the service voters are also
required to fill in and sign a “Declaration”, a specimen of which is enclosed with this letter.
When a service voter fills in Form 2 or 2A, as the case may be, he is registered as a service
voter in the last part of the electoral roll of the constituency in which the address given by him
in the said Form is located. If he declares that his wife also ordinarily resides with him at the
place of his service posting, she is also registered in the last part along with the husband.
8. However, if any service voter does not want the above facility of enrolment in his native place,
he may get himself registered as an ordinary elector in the actual place of his residence at the
place of his service/posting at the time of house-to-house enumeration or by filling an
application in Form–6 appended to Registration of Electors Rules, 1960, as general elector
and not as service voter.
9. Under the law, no person should get enrolled as an elector more that once in the same
constituency or in more than one constituency. This is an offence and attracts punishment
under the law. Therefore, every person having a service qualification and applying in Form 2
or 2A, as the case may be, for registration as a service voter shall give a declaration in the
enclosed format to the effect that he did not get enrolled as ordinary elector in any
constituency.
Verification by Record Offices/Authorities concerned
10. The officer in charge of each Record Office will check the statement in prescribed Form
submitted by each service elector to ensure that the particulars given in the statement are
complete and correct. Particular attention should be paid to ensure that the service voter has
mentioned his full address including the detail of the district relating to his home town/village.
They should also ensure that the service voters have submitted the prescribed declaration along
with their statements in Form 2 or 2A, as the case may be. The declaration need not be in
duplicate.
11. After careful verification of the Form submitted in duplicate and the declaration, the
Record Officer should sign the verification certificate provided in the Form. These duly filled in
Forms (in duplicate) alongwith the declarations attached thereto should be forwarded to the
concerned District Election Officer, who is the District Magistrate/Deputy Commissioner/District
Collector/District Officer of the district (by whatever designation known in each State). While
forwarding the Forms and declarations, a covering list showing the particulars of the statements
being forwarded should also be enclosed.
12 The Record Offices/Authorities be directed that the Forms and declarations should not repeat
not be sent to Election Commission of India. Wherever it is not possible to ascertain the
name of concerned district from the address filled up by the service voter, the Form may be
forwarded to the Chief Electoral Officer of the State concerned. For ready reference, a list
showing the addresses of the Chief Electoral Officers of all States and Union Territories is
enclosed.
13. It has been observed that many a times due to incomplete address of the Record
Offices, the Electoral Registration Officers face problems in sending back
acknowledgments/extract of the last part of Electoral Roll. Therefore, the Record
Offices may be directed to furnish complete postal address along with APO number/
PIN Code, as the case may be, while forwarding the duly filled up Forms so that
acknowledgment/extract of the last part of the roll or any other communication
reaches the proper destination expeditiously.
14. The Record Offices/Authorities should obtain the Forms and declarations from all the
aforesaid service voters and, after due verification, forward them to the election authorities as early
as possible and in any case by 20th December, 2004 in respect of the States of Bihar, Haryana
and Jharkhand where general elections to their respective legislative assemblies are due early
next year and by 31st December, 2004 in respect of all other States and Union Territories.
15. The names of only those service voters whose statements are received by the Electoral
Registration Officers through the Chief Electoral Officers/District Election Officers, as the case may
be, in time before the date fixed will be included in the last parts of the rolls. The first supplement
of the last part of electoral roll so prepared w.r.t. 01-01-2005 shall be printed on 3rd January 2005
in the States of Bihar, Haryana and Jharkhand and on 31st January, 2005 in all other States
and UTs.
16. The Forms of the service voters received by Electoral Registration Officers after printing of
the supplement on 3rd January 2005 in the States of Bihar, Haryana and Jharkhand and on 31st
January, 2005 in all other States and UTs will be incorporated in the second supplement to be
brought out on 30th June, 2004 as a process of continuous updation.
17. The last part of the electoral roll is prepared in the office of the Electoral Registration
Officer. For convenience of subsequent extraction, names in this part will be arranged according to
Record Offices. After the names have been thus classified Record Office-wise and the lists have
been entered, counter-foils at the end of the electors’ statements will be completed and one copy
of each such completed statement returned to the Record Office concerned immediately. These
statements should be kept in the Record Office arranged constituency-wise for each State so that
future references from the Electoral Registration Officers can be easily dealt with. The second
copy of the statement will also be arranged constituency wise and kept in a file in the office of the
18. The Electoral Registration Officer shall also forward extracts from the roll pertaining to each
Record Office to the Record Offices concerned. The EROs of Bihar, Haryana and Jharkhand
shall complete this exercise by 15th January, 2005 and those of other States and UTs by
28th February, 2005 in respect of the first supplement and, wherever necessary, by 31st July,
2005 in respect of the second supplement.
19. A copy of the instructions issued in this regard may kindly be endorsed to the Commission for
its record.
Copy forwarded for necessary action to :-
1. The Director (AG), Sena Bhawan, New Delhi - 110 011.

2. Col. P.R. Aggrawal, Dir PS-2, Addl Dte Gen of Pers. Services, Adjutant General Branch,
Army Headquarters, DHQ PO, New Delhi-110001
3. Shri D.J. Prasad, Deputy Director, Naval Head Quarters, Sena Bhawan,
New Delhi - 110 011
4. Shri S.T. Rajan, Joint Director PS (Wel), Air Headquarters, Vayu Bhawan, New Delhi.
5. The Director, Directorate General, Border Security Force, (Staff Section) Block No.10, C.G.O
Complex, Lodhi Road, New Delhi - 110 003
6. The Chief Administrative Officer, Central Record Office, Indo Tibetan Border Police, Ministry
of Home Affairs, East Block –IX A, R.K. Puram, New Delhi-66
7. Assam Rifles, Mahanideshalaya Assam Rifles, Directorate General Assam Rifles, (Record
Branch) Shillong-793011
8. Inspector General (Admn.) National Security Guard (HQ), Prayavaran Bhawan, 13 th Floor,
C.G.O. Complex, Lodhi Road, New Delhi - 110 003
9. Directorate General, Central Reserve Police Force, Block No. 1, C.G.O. Complex, New Delhi
- 110 003
10. Inspector General, HQ, Central Industrial Security Force, Block No.13, C.G.O Complex, Lodhi
Road, New Delhi - 110 003.
11. Inspector General, Special Selection Bureau, East Block - 5, R. K. Puram, New Delhi - 110 066.
NO.24/2004-PLN-II Dated: 25th November, 2004
Copy for information and necessary action forwarded to the Chief Electoral Officers all
the States/UTs.
The Commission had de linked the process of revision of last part of electoral roll from
revision of general parts of electoral roll since last revision w.r.t.01-01-2004 as qualifying date in
view of the latest amendment in the Acts and Rules providing the facility of proxy voting to service
voters belonging to the Armed Forces and members belonging to a Force to which provisions of
the Army Act apply. The need for keeping the last part of electoral roll up-to-date has
substantially increased due to aforesaid amendments.
The last part of electoral roll of each constituency will be summarily revised w.r.t. 01-01-
2005 as the qualifying date. It is now important that account of each and every statement made
by service voters is properly kept and extracts sent back to record offices/concerned authorities at
the appropriate time. Since last year there are two supplements of the last part. The first
supplement should include statements received in Form 2, 2A and 3 by the stipulated date and
the second supplement, wherever necessary, on 31st July in respect of Forms received
thereafter.
The EROs should be strictly instructed to return the counterfoils of the statements that
are included in the supplement alongwith the extracts from the last part of the roll to concerned
Record Offices as soon as possible and in any case by the dates mentioned in para 18 of the
letter. The extracts to be sent after the first supplement should be for the entries included during
the last de novo intensive revision 2002, summary revision 2003, 2004 and the entries included
during the present summary revision.
The Chief Electoral Officers of the concerned State should, therefore, obtain a
certificate from the EROs about compliance of the above mentioned instruction i.e about
sending back one copy of the Forms 2, 2A or 3 after filling in the counterfoil of the Forms
and furnishing of extracts from the last part of the electoral roll to the record offices
concerned twice in a year. Thereafter, CEOs should furnish a consolidated report to the
Commission in the matter.
(K.R. PRASAD)
SECRETARY
DECLARATION BY SERVICE PERSONNEL

(TO BE ATTACHED WITH THE STATEMENT IN FORM 2 OR 2A, AS THE CASE MAY BE)
I, …………………………………………………………….(NAME IN BLOCK LETTERS) am

applying through my Record Office/Commandant for getting myself *and my wife registered as service
elector(s) in the last part of the electoral roll of my native place where I would have been ordinarily resident
but for my service qualification, and wish to avail the facility of postal ballot paper/proxy at the time of
election, as and when held, in the constituency in which my native place lies.
I, hereby, declare that I *and my wife have neither got *ourselves/myself already registered nor
have applied for such registration as ordinary electors in the general part of the electoral roll of the place
where I am presently posted and residing.
I further declare that I am aware of the law that prohibits getting registered as an elector at more
than one place either in the same constituency or in different constituencies and if my name *or my wife's
name so appears at different places, the same may be deleted from all such places except from the last part
of the electoral roll of my native place for which I have made the enclosed statement.
SIGNATURE OF THE SERVICE PERSONNEL

RANK…………………………………………
Place:………………..
Date:………………….
* Delete if the name of wife is not included in Form 2 or 2A, as the case may be
Registration of Electors Rules, 1960
FORM 2
(See rule 7)
Statement as to place of Ordinary Residence by a member of the Armed Forces
I hereby declare that I am a citizen of India and that but for my service in the Armed Forces I would have
been ordinarily resident at —
House No. ............................……………………........................................................................…………

Street/Mohalla ..................................................……………………..............................................……
Locality ........................................................................................……………………................………
Town/Village ..................................................................................................…………………….……
Post Office ....................................................................................................……………………………
Police Station ................................................................................................……………………………
Tehsil/Taluka .................................................................................................……………………………
District ............................................................................................................……………………………
State ...............................................................................................................……………………………
My full name ....................................………………………….........................................................……
Service No ....................................................... Rank................................................………………………
Service/Corps/Regiment ...................................................................................……………………………
Name and address of record office ...................................................................……………………………
Age last birthday. ...........................................................................Years.
* I further declare that my wife...............................................................................………………………
age.........................................years, ordinarily resides with me and is a citizen of India.
This cancels any previous statement as to ordinary place of residence made by me.
Date: ....................................... …………………………

(Signature).
Record Office ................................................ Verified and found correct
Folio No................................................. (Signature)...................……
Place.................................................... (Designation)...........………..
Date.................................................... Officer-in-charge, Records.

(For use in the Election Office)
Statement received on the ..………………………….. 200
Registered in the electoral roll for the …......................................................Assembly Constituency

(No.........................). Service voter's part, at S.No. ..................................
Date.................... Electoral Registration Officer
* Delete if not applicable.
FORM 2A
(See rule 7)
Statement as to place of Ordinary Residence by a member of the Armed police force of a State,
who is serving outside that State
I hereby declare that I am a citizen of India and that but for my service outside the State in the armed
police force mentioned below, I would have been ordinarily resident at —
House No. ............................…………………..........................................................................…………

Street/Mohalla .................................................……………………..............................................…………
Locality .....................................................................................……………………................……………
Town/Village ...............................................................................................…………………….…………
Post Office ................................................................................................…………………………………
Police Station ............................................................................................…………………………………
Tehsil/Taluka ............................................................................................…………………………………
District ......................................................................................................…………………………………
State ..........................................................................................................…………………………………
My full name ....................................………………………….....................................................…………
Buckle No ....................................................... Rank................................................……………………..
Name of Armed police force ..................................................................................………………………..
Name and address of the office of the Commandant .........................................................………………
* I further declare that my wife...........................................................................………………………..
Date: ....................................... ………………………………

(Signature).
Commandant's Office ................................................ Verified and found correct

Date.................................................... Commandant
Registered in the electoral roll for the ……...................................................Assembly Constituency

FORM 3
(See rule 7)
Statement as to place of Ordinary Residence by a Person employed under the Government of
India in a post outside India
Full Name........................................................................................................
Father's/Mother's/Husband's name..................................................................
Age....................................years
Description of post
held outside India ...........................................................................................
.....................................................................................................................
I hereby declare that I am a citizen of India and that but for my being employed under the
Government of India in the above-mentioned post, I would have been ordinarily resident at (full
postal address)
.....................................................................................................
......................................................................................................
.....................................................................................................
I further declare that my wife name).....................………………………………………….

aged................……………. years, ordinarily resides with me and is a citizen of India.
This cancels any previous statement as to place of ordinary residence made by me.
Place........................... Signature.....................................
Date...............................
Verified
Signature ……………………..................
Designation of the
Head of Office...…………………………………..
……………………………………………….
Place.....................................
Date.......................................
Registered in the electoral roll for the ……...................................................Assembly Constituency

ADDRESS OF CHIEF ELECTORAL OFFICER
Chief Electoral Officer, Chief Electoral Officer,

Andaman & Nicobar Islands Himachal Pradesh,
Electoral Office Building, Near D.C. Office, Block No.38, SDA Complex,
Port Blair - 744 101 Kasumpti, Shimla - 171 009

Andhra Pradesh, Haryana,
General Administration Department, Room No.16, Top Floor,
A.P. Secretariat, G. Block, 5th Flor 30, Bays Building, Sector-17,
Hyderabad - 500 022 Chandigarh

Arunachal Pradesh, Jammu & Kashmir,
Nirvachan, Bhawan, Old Secretariat (Mubarak Mandi)
Itanagar - 791 111 Jammu (Tawi) - 180 001

Assam, Karnataka,
Block-1, Assam Civil Secretariat, K.G.I.D. Old Building *Annexe),
Dispur Capital Complex, Dr. Ambedkerveedhi,
Gowahati - 781 --6 Bangalore - 560 001
Bihar, Kerala
7, Bihar Sachivalaya, Mengala Road, Election Department, III Floor,
Patna - 800 015 Legislatve Complex, Vikas Bhawan,
Thiruvanathapuram

Chandigarh, Lakshadweep,
4th Floor, Ssecretariat of Union Territory, Union Territory of Lakshadweep,
Sector - 9, Chandigarh Kavaratti

Chhatisgarh Meghalaya,
Room No.140, Indravati Khand, Meghalaya Secretariat, Main Building,
Mantralaya Parisar, Raipur 0 492 001 Shillong - 793 001

National Capital Territory of Delhi Manipur,
Old St. Stephen College Building, Room No.188, Manipur Secretariat,
Kashmere Gate, South Block, Manipur,
Delhi - 110 006 Imphal - 795 001

Dadra and Nagar Haveli Madhya Pradesh,
Administration of Dadra and Nagar Madhya Pradesh Nirvachan Sadan,
Haveli, 17, Arera Hills, Jail Road,
Union Territory, Silvasa - 396 230 Bhopal

Daman & Diu, Maharashtra,
Secretariat Daman & Diu, Room No.525-527, 5th Floor,
U.T. Administration, General Administration Deptt.,
Modi Daman -396 220 Mantralaya, Mumbai - 400 032

Gujarat, Mizoram,
GAD Block No.7, 2nd Floor, Civil Secretariat, Block 'C' Floor 'D',
Sardar Bhawan, Secretariat, Room No.19,
Gandhinagar - 382 001 Aizawl - 796 001
Rajasthan, Nagaland,
Room No.120, West North Block, D - Block, Nagaland,
Secretariat, Kohima
Jaipur - 302 001

Sikkim, Orissa,
Election Office,Tibet Road, 3rd Floor, New Annexe, Orissa Secretariat,
Gangtok - 737 101 Bhubanaeswar - 751 001

Tamil Nadu, Punjab,
Public (Electin III) Department, M.C.O. No.29-30, Sector -17E,
Fort St. George, Chennai - 600 009 Chandigarh -160 001

Tripura, Pondicherry,
Civil Secretariat Compound,' No.31, Kandappa Street,
P.O. Agartala - 799 001 Pondicherry - 605 001

Uttar Pradesh, West Bengal,
Vikash Bhawan, Janpath Market, Home C & E Department, Block -E,
4th Fllor, Hazrat Ganj, 1st Floor, Writers Building,
Lucknow - 226 001 Kolkata - 700 001

Uttaranchal, Goa,
Secretariat Complex, Old Administrative Office,
2, Subhash Road, Institute of Psychiatric & Human Behaviour,
Dehradun - 248 001 Altinho,
Panaji - Goa
Chief Electoral Officer,
Jharkhand,
Heavy Engineering College,
Sector - 3, F - 13,
Ranchi
ITEM NO. 53
Election Commission's letter No.23/ER-R.Format/PB/2004/PLN-II, dated 25.11.2004 addressed

to the Chief Electoral Officer, Punjab, Chandigarh
With reference to your letter No.Elec-2004/P-19390 dated 10th November, 2004 on the
above subject forwarding the sample of electoral roll with photograph of part No.13 of 20-Ajnala
assembly constituency for Commission’s approval, I am directed to inform you that the
Commission has approved the sample. Accordingly, I am forwarding herewith the Direction
No.22/2/PB/2004 dated 25th November, 2004 issued by the Commission under Rule 4 of the
Registration of Electors Rules, 1960 for printing of the electoral rolls of 20Ajnala assembly
constituency being revised w.r.t. 01.01.2005 as the qualifying date and onwards in the revised
format. The format of title page of electoral rolls for each assembly constituency, first page of
each part of electoral rolls, particulars of entries relating to electors in each part, header for the
deletions and corrections are enclosed to the direction.
The revision shall be undertaken after printing of master copy which shall be printed after
door to door verification as per the following schedule:-
Schedule for the printing of electoral rolls with photo for 20-Ajnala Assembly Constituency
No. of Date
Sl. No. Stages
days
1. Draft Roll Publication 28.01.2005 (Friday)
2. Period for filing claims & 22 days 28.01.2005 (Friday) to
objections 18.02.2005 (Friday)
3. Disposal of objections by 28 days 18.03.2005 (Friday)
4. Printing of Supplements by 31 days 18.04.2005 (Monday
5. Final Publication 7 days 25.04.2005 (Monday)
format.

No.22/2/PB/2004/PLN-II Dated 25th November, 2004.

DIRECTION
Rules, 1960.
In partial modification of the existing directions issued vide No.22/97/PLN-II dated

th
4 November, 1997, the Election Commission of India, in exercise of the powers conferred on it
by Article 324 of the Constitution of India and Rule 4 of the Registration of the Electors Rules,
1960, hereby directs that the Electoral Roll of 20-Ajnala Assembly Constituency of the State of
Punjab, being prepared and revised with reference to 1st January, 2005 as the qualifying date and
onwards, shall be in the Form as prescribed hereinafter.
1. Title page:
The Electoral Roll of 20-Ajnala Assembly Constituency shall have a title page followed by a table
of contents. The title page and the table of contents shall be in the format as per sample at
Tehsil/District or part thereof should be printed on A-4 size paper.
2. First page of each Part:
The first page of each part of the electoral roll of 20-Ajnala Assembly Constituency, excepting the
last part of the roll relating to the service voters, should give the material details of the part and its
boundaries as well as area/village/ward etc. comprised in that part should be clearly shown and
also the location of the polling station building should be clearly indicated as per sample format at
Appendix-2.1.
3. Particulars of Entries relating to Electors in each Part:
• The name of the assembly constituency and part no. shall be printed on each page as
• Section details should capture full postal address details as per instructions issued
by the Commission vide its letter No.23/2002-PLN-II dated 24th April, 2002.
• The serial number of the elector in the part shall be given horizontally from left to right
• Relation should be clearly reflected in elector details box. For example, the field name
• The footer in every page shall indicate “Age as on the qualifying date”, “page no. of the
Appendix 2.2.
• The sequence of entries relating to elector in each elector details box shall be as follows:
• The serial number shall appear on the left hand top corner in a box centred without
leading zeroes, like and so on.
• The EPIC number shall appear in the same row immediately after the serial number of
the elector.
• Name of Relation i.e. Father/Mother/Husband/Guardian’s name shall appear in the next

row. House number of the elector shall appear in the next row. House name, if any, shall
be indicated in the next row.
• In the last row the Age and then Sex (Male or Female to be indicated in expanded form)
of the elector shall be indicated as given in Appendix-2.2 and

separate header for the auxiliary polling station as per sample format at Appendix-2.3 shall be
printed.
preparing the working copy the deletions based on such supplements shall also be shown in the
In the supplements of deletions and modifications the relevant entries shall be printed
with the photographs one after the other.
By order,
(K.R. PRASAD)
SECRETARY
ITEM NO. 54
Election Commission's letter No. 23/ER-Intensive/2004-PLN-II, dated 29.11.2004 addressed to

the Chief Electoral Officer, Assam, Dispur
Subject:- Intensive Revision of Electoral Rolls w.r.t.01-01-2005 as qualifying date –

regarding.
With reference to your letter no.ELE.119/2004/224, dated 19 Nov, 2004, I am hereby

directed to convey the approval to the following revised schedule of Intensive Revision of
Electoral Rolls in respect of 115-Moran assembly constituency.:-
Revised Schedule of Intensive Revision of Electoral Roll w.r.t.01-01-2005 as the qualifying

date in respect of 115-Moran assembly constituency.
Sl. Stages of Revision Period allowed for each stage

No.
1. Preparatory work 01.09.2004 (Wednesday) to 30.09.2004

(Thursday)
2. House to house enumeration 18.11.2004 (Thursday) to 20.12.2004

(Monday)
3. Preparation of manuscript, comparison of 21.12.2004 (Tuesday) to 24.01.2005

manuscript with relevant parts of the previous (Monday)
electoral roll of 2004, data entry of new electors
and carrying out corrections wherever
list, comparison thereof. Preparation of list of
persons (List-II) for local verification/supply of
electoral rolls and Form 6, 7, 8 & 8A.
4. Local verification, disposal of local verification 25.01.2005 (Tuesday) to 23.03.2005

cases, correction of data, marking of “D” voters. (Wednesday)
5. Preparation and printing of draft rolls by 24.03.2005 (Thursday) to 05.04.2005

(Tuesday)
6. Draft publication of rolls on 07.04.2005 (Thursday)

7. Period for filing claims and objection and reading 07.04.2005 (Thursday) to 22.04.2005
of relevant part/section of electoral roll in Gram (Friday)
Sabha/Urban Local Bodies and Resident
Welfare Association Meetings etc.
8. Disposal of claims and objection by 12.05.2005 (Thursday)
9. Preparation and printing of supplements of 30.05.2005 (Monday)

additions, deletions and corrections by
10. Final publication of Electoral rolls on 31.05.2005 (Tuesday)

ITEM NO. 55
Election Commission's letter No.23/AP/2004-PLN-II, dated 01.12.2004 addressed to the Chief

Electoral Officer, Andhra Pradesh,Hyderabad
Subject: Preservation of Electoral Rolls.
With reference to your letter No.11836/Elecion.E/2004-1, dated 4th August, 2004, on the
above subject, I am directed to inform you that it is not possible to issue instructions to preserve
electoral rolls as permanent record in the form of CD ROM because there is no fool-proof
mechanism presently set-up to ensure that AB CD- ROM has long archival life, is tamper-proof
and non-repuditable. Therefore, there is no alternative but to preserve one hard copy of the
electoral roll duly authenticated as permanent record to meet the requirements of sub-rule 2 of
Rule 32 of the R.E. Rules, 1960.

ITEM NO. 56
Election Commission's letter No. 23/MR/2004/PLN-II, dated 02.12.2004 addressed to the Chief
Electoral Officer, Manipur, Imphal
Subject:-Intensive revision of electoral rolls – regarding.
With reference to your letter No.2/ELEC-1/IR/2004 dated 19th November, 2004, on the
above subject, I am directed to convey the approval of the Commission to the programme
suggested for intensive revision of electoral rolls in 18-Konthoujam assembly constituency subject
to the change that the process of house-to-house enumeration shall commence from 3rd
December, 2004 instead of from 1st December, 2004. The rest of the stages of the revision for the
constituency shall remain as proposed.
2. The revised programme from the stage of preparation of manuscript and draft publication
for all other constituencies is under consideration of the Commission and shall be communicated
in due course.
ITEM NO. 57
Election Commission's letter NO.PS/DIR(ADMN)/2004, darted 07.12.2004 addressed to the Chief

Electoral Officer, Karnataka, Bangalore
Subject: Setting up of Kiosks - regarding
As you are aware Kerala has been using Touch Screen Kiosks at the level of
EROs where people can access the voter lists through these Kiosks in the ERO offices. During
the recent Lok Sabha elections, man other states also put up a few sample Touch Screen Kiosks
as pilot projects.
However, it is seen that electors use these kiosks only in the run up to elections
to see the names in the voter lists. During the remaining period these kiosks are grossly under-
utilized. Adding further applications related to various other departments within tehsil/district
offices can improve the utilization of these kiosks. Or, conversely, services related to electoral
rolls etc. can be a part of a wider e-facility covering many aspects of governance. The common
man is interested in his status of Registration of documents; movement of foodgrains to ration
shops (as in Assam); status of applications for licences of various kinds; etc. etc.
We are also receiving proposals from some states for approval for purchase of
new Touch Screen Systems. The Commission is of the view that it is better to utilize the existing
kiosk facilities put up by other Government departments or organizations. In Andhra Pradesh lots
of kiosks have been put up under e-sewa project, in Maharashtra under Setu project, in North
East and Jammu & Kashmir many kiosks have been put up by NIC under CIC (Community
Information Centre Scheme) and also private companies like ITC and HP have put up such
kiosks in many places. Piggybacking on existing infrastructure can save cost of hardware and
communication equipment. Such a project in Mandya Taluk of Bangalore has been used to
collect filled up Form 6 by he villages online using the existing Bhoomi Kiosks and it has proved
very useful.
Your are requested to explore all such possibilities.
ITEM NO. 58
Election Commission's letter No.23/DL/2004/PLN-II, dated 24.12.2004 addressed to the Chief

Electoral Officer, NCT of Delhi, Delhi.
Subject:- Information for printing of Header Page of the Electoral Roll after integration.
With reference to your letter No.CEO/Misc(IT)/2002/44519 dated 16-12-2004 on the
above subject I am directed to request you to take necessary action in the matter as per
instructions contained in Commission’s letter No.485/Stats/Comp/16/99 dated 24th June,1999 and
letter No.23/99-PLN-II dated 5th July, 1999 (copy enclosed for ready reference).
ITEM NO. 59

Electoral Officer, NCTD, Delhi
Subject:- Electoral rolls – Extension of Citizen Service Bureau – regarding.
With reference to your letters No.CEO/ELG/102(10)/2004/33458 dated 17th August, 2004

and No.Ceo/Admn./106(43)/pt./34480 dated 26th August, 2004, on the subject cited, I am directed
to convey the following instructions of the Commission in the matter of extension of some
services relating to electoral roll etc. through Citizen Service Bureau :-
• There is no objection to provide the electoral roll information through the CSBs through NIC
server. This is in consistence with the view of the Commission about piggybacking on existing
infrastructure of the State/UT Govts. for disseminating electoral rolls communicated vide
Commission’s letter No.PS/DIR(ADMN)/2004 dated 7th December, 2004. However, it must
be ensured that there is no discrepancy in the electoral roll data available in CEOs database
and CSBs.
• Copies of electoral roll are used for many other purposes besides filing nomination paper. For
filing nomination paper a certified extract is required to be enclosed. This certification has to
be done by ERO/AERO. Therefore, though print outs of extracts from electoral roll may be
made available through CSBs, the certified copy can be obtained only through ERO/AEROs.
• There may be no objection to distribution of blank Forms through CSBs. No price can be
charged for distribution of blank Forms as these are available free of cost in the offices of
ERO/AERO and can be downloaded from website. Forms may be supplied to the CSBs for
free distribution. On line applications can be submitted only to the dedicated site of the
CEO/DEO/ERO, as the case may be.
• On-line issue of EPIC is not possible through CSBs.

ITEM NO. 60
Election Commission's letter No.23/KL/2004/PLN-II, dated 30.12.2004 addressed to the Chief

Electoral Officer, Kerala, Thiruvananthapuram
Subject:- Special Summary revision of electoral rolls w.r.t. 01-01-2005 as the

qualifying date – change in schedule – regarding.
With reference to your letter No.4413/El3/2004/Elec dated 29-12-2004 on the subject
cited, I am directed to say that the Commission, after taking into account the compelling
circumstances cited in your letter under reference, has agreed to the extension of the date of final
publication of electoral roll being revised with reference to 01-01-2005 as qualifying date to 01-02-
2005 as requested.
All the concerned officers may be informed accordingly.

ITEM NO. 61
Election Commission's letter No. 22/2/2004/PLN-II, dated: 05.01.2005 addressed to the Chief
Electoral Officers Of all states and Union Territory.
Subject:- Revision of Electoral Rolls – deletion of names of dead voters-regarding.
I am directed to invite your attention to the standing instructions on the above subject
contained in Commission’s Order No. 22/2/94, dated 28th March 1994 forwarded to the Chief
Secretaries and Chief Electoral Officers of all States/UTs with its letter of even number dated 30th
March, 1994 for issuing appropriate orders through their concerned Department to each local
body for due and full compliance of the said order which state that: -
i) “Every municipality and every other Local Body located in any and every
constituency in a State or Union Territory, through its Registrar of Births and
Deaths, shall mandatorily furnish to the Electoral Registration Officer of the
constituency in which the dead person was resident as per the address given in
the register of deaths, the names together with age at the time of death and
addresses of the dead persons on the first of January and the first of July of
ii) The information mentioned in para (i) above shall be supplied in writing so as to
reach the concerned Electoral Registration Officer not later than 15th January and
15th July of every calendar year.
iii) For this purpose, every District Electoral Officer shall furnish immediately and not
later than 30th April to every municipality and other local body located in his
district, the complete list of all Electoral Registration Officers in the District with
their full address together with the details of the territorial extent of the
Constituency under their charge. It will also be the duty of every District Electoral
Officer to intimate, thereafter any change in the office or address of any Electoral
Registration Officer within 15 days of such change taking place. The list of
Electoral registration Officers will also be updated on every 1st June and 1st
December of a calendar year.
iv) The Electoral Registration Officers shall, on receipt of information about the dead
electors take action under section 22 of the Representation of the People Act,
1950 for deletion of the said electors.
v) Each Electoral Registration Officer shall furnish to the District Election Officer,
and each District Election Officer shall furnish to the Chief Electoral Officer of the
concerned State or Union Territory, a certificate to the effect that the names of
those electors who have been reported as dead have been deleted after
following the prescribed procedure. Such a certificate shall be furnished to the
Chief Electoral Officer not later than the 1st of May and 1st of December of each
calendar year. “
These instructions are repeated during the guidelines issued for annual summary
revision. In case of intensive revision these instruction are not reiterated as the rolls are
prepared/updated by way of house-to-house enumeration. However, it has been observed that
these instructions are not being complied with as a result names of large number of dead persons
continue to exist in the electoral rolls and complaints are made at the time of election alleging
inclusion of dead persons and resultant bogus voting. The Commission in one of their recent
visits to a State observed that though the number of dead persons maintained by the Registrar of
Births and Deaths is substantial, the corresponding deletions through Form-7 was negligible.
The Commission has taken a serious view of the non-compliance of its standing
instructions and has therefore desired that these be reiterated for strict compliance during the
current revision and also all future revisions. Wherever the rolls have been finally published suo
motu action may be taken under Section 22 of the R.P. Act,1950 and wherever the rolls have not
been finally published suo motu action may be taken under rule 21A of the R.E. Rules, 1960 for
deleting the names of dead persons from the electoral rolls.
Suitable instructions may be issued to all concerned to henceforth put in place a system
to carry out the deletions twice in a year and the CEO should obtain necessary certificates from
them 1st of May and 1st of December of each calendar year.
The receipt of this letter may kindly be acknowledged.

ITEM NO. 62

Electoral Officer, National Capital Territory of Delhi, Delhi.
Subject: Preservation of Old Data of Electoral Roll.
Kindly refer to your letter No.F.2/ER/2003/420 dated 19-01-2005 on the above subject
requesting for advise/comments of the Commission in the matter of your proposal to preserve the
old electoral rolls as permanent record by scanning the images. I am directed to inform you that
the Commission is not in favour of your proposal as preserving the old electoral rolls in electronic
format after scanning may not be fool-proof and may not have long archival life. Therefore, there
is no alternative but to preserve one hard copy of the electoral roll duly authenticated as
permanent record to meet the requirement of sub-rule (2) of Rule 32 of the R.E. Rules 1960.
ITEM NO. 63
Election Commission's letter No. 23/2003/Vol.IV/PLN-II, dated 01.02.2005, addressed to the

Chief Electoral Officer, Tamil Nadu, Chenai
Subject: Setting up of Kiosks – regarding.
Kindly refer to your letter No. 15220A/2004-2, dated 18-1-2005 regarding your proposal
to procure and set up 75 Touch Screen Computer Kiosks (TSCKs) for the 75 Taluks, where no
such facility is at present available, for providing free access to the public to inspect electoral roll
during the current revision of electoral rolls exercise. I am directed to inform you that the
Commission is not in favour of procuring Touch Screen Computer Kiosks (TSCKs) exclusively for
display of electoral rolls. There is, however, no objection to the use of existing 131 TSCKs
installed by the Survey & Settlement Department of Govt. of Tamil Nadu for display of electoral
rolls which is in consonance with the view of the Commission to utilize the existing kiosks,
facilities put up by other Govt. departments or organizations. This matter was also discussed by
Sh. A. N. Jha, Deputy Election Commissioner during his visit to Chennai on 27th January, 2005.
1ITEM NO. 64
Election Commission's letter No. 23/2002/PLN-II, dated: 01.02.2005 addressed to the Chief
Electoral Officer, TamilNadu, Chennai.
Subject: Revision of electoral rolls with reference to 1-1-2005 – Utilization of Postal

Department –Regarding.
With reference to your letter No.11716/2004-7 dated 19-1-2005, on the above subject, I
am directed to inform you that the Commission is not in favour of utilization the services of
Delivery Postmen for enumeration work during the current revision of electoral rolls. This matter
was also discussed with you by Sh. A. N. Jha, DEC during his visit to Chennai on 27-1-2005.
ITEM NO. 65
Election Commission's letter No.22/2/2004/PLN-II, dated 11.03.2005 addressed to the Chief

Subject: Revision of Electoral Rolls – deletion of names of dead voters – regarding.
In continuation of Commission’s letter of even number dated 5th January, 2005 containing
instructions regarding deletion of names of dead persons from the electoral rolls on the basis of
the records maintained by the Registrar of Births and Deaths, I am directed to inform you that the
Commission is seriously concerned about the non-deletion of the names of dead voters from the
electoral rolls. The presence of names of dead voters in current electoral rolls can lead to bogus
voting. The Commission, therefore, desires that the figure of year-wise deletion of dead voters
undertaken based on Form 7 and / or by invoking suo moto power and figure of year-wise deaths
registered by the local bodies since the last intensive revision till the end of current year should
be compared to find the gap. Since last intensive revision till the current year shall be obtained
by the Chief Electoral Officers through District Election Officers to compare the deletions vis-à-vis
actual number of deaths to ascertain the size of problem & address the same in effective manner.
The Electoral Registration Officers should follow the existing instructions of the Commission to
obtain the data from the local bodies in respect of dead voters to remove their names regularly
from the electoral rolls.
The Chief Electoral Officers / District Election Officers may compare the reported death
rate by the local bodies / the actual deletions on the basis of Form 7 or under the suo moto power
with the census reported death rate for a group of 18 and above to know the size of non-reported
dead voters.
A yearwise statement may be prepared and forwarded to the Commission in the formats
enclosed wherever the rolls have already been finally published, the information should be
furnished within one month from the date of receipt of this letter. In respect of States/UTs where
final publication is yet to be done, the information should be furnished within one month after final
publication. Two proformas, one for submission of report by the DEOs to CEO and another for
furnishing consolidated report by CEO to Commission are enclosed.

(Report from DEOs to CEO)
STATEMENT SHOWING COMPARATIVE FIGURES OF DEAD PERSONS
VIS-À-VIS DELETIONS EFFECTED IN THE ELECTORAL ROLL
Name of State/UT:
Year of last Intensive Revision:
No. and Name of AC(s):
Name of District:
No of Dead persons above 18 years of age No of Deletions of dead electors on the basis of
registered with the Registrar of Births & Form 7 / suo moto deletions
Deaths as per Local Bodies records since the
last intensive revision in the year_________.
Year Summary Revision including Continuous

Updation
Updation
Updation
Year (2005) Summary Revision including Continuous
Updation
Total registered deaths: Total deletions made:
Signature of the District Election Officer

(Report from CEO to Election Commission of India)
STATEMENT SHOWING COMPARATIVE FIGURES OF DEAD PERSONS VIS-À-VIS
DELETIONS EFFECTED IN THE ELECTORAL ROLL
Name of State/UT:
Year of last Intensive Revision:
No of Dead persons above 18 years of age No of Deletions of dead electors on the basis of
registered with the Registrar of Births & Form 7/ suo moto deletions
Deaths as per Local Bodies records since the
last intensive revision in the year
___________.

Updation
Updation
Updation
Year (2005) Summary Revision including Continuous
Updation
Total registered deaths: Total deletions made:
The CEO will compile the figures furnished by each district and send consolidated
report to the Commission by the deadline indicated.

ITEM NO. 66
Election Commission's letter No. 23/TN/2005, dated 22.03.2005 addressed to the Chief
Subject: Revision of Electoral Rolls with 1.1.2005 as qualifying date – Supplementary

Instructions.
I am directed to refer to the review meeting held in New Delhi on 11 th & 12th March,
2005 with you and other officers regarding ensuing revision of electoral rolls in Tamil Nadu.
Based on the discussions, the Commission has approved the following supplementary
instructions for compliance by all concerned: -
A. Summary Revision
0(i) The field staff have carried a detailed verification of old and new house numbers in
the Summary Revision areas and prepared a list of persons who could not be identified
against a valid house number. In all cases of such unidentified electors a house/door No.
‘999’ will be given and these would be printed at the end of the relevant part containing names
of electors of that part. Secondly, each such list of a part will be bunched together with similar
lists of at least three neighbouring parts and circulated after the draft publication to all
Panchayats, urban associations, RWAs, etc. for it to be read out compulsorily in the meetings
to be held following the draft publication of electoral rolls. Thirdly, in the meetings it will be
emphasized by the election officials that the persons listed under ‘999’ of that part or such
neighbouring parts as are bunched together, will be deleted from the electoral rolls unless
they are identified by the said Panchayat, urban association, RWA, etc to be residing in that
part in a identifiable household. Fourthly, a certificate will be obtained from the said
Panchayat, urban association, RWA, etc. to the effect that the names of all such electors
classified under the omnibus house number ‘999’ have been verified in their meeting and that
‘X’ numbers of persons were not found in that locality or part and ‘Y’ numbers were found. In
case of persons not found, the ERO will then proceed for deletion of such names after
following due procedure under Rule 21A. In case of persons who are found genuine, the ERO
will proceed to obtain the correct house number(s) and carry out the necessary corrections in
the draft roll through Form-8.
2(ii) A general notice will be issued immediately after the draft publication in leading
newspapers either at the level of the CEO or the DEO of the concerned district to the effect
that the electoral rolls will be read out in the local bodies, RWAs etc and that the names of
persons not classified under proper house numbers will be compulsorily verified and based on
the recommendation of the local body/RWA etc. decision will be taken on their continuance in
the electoral roll. An appeal will be made through this notice to all electors to participate in the
said proceedings to check their entries.
(iii) To facilitate the above exercise, the draft rolls, either split section-wise or part-wise as
per requirement, will be made available to all local bodies, RWAs, political parties etc
immediately after the draft publication. These meetings should be normally convened by
giving advance notice to the locality/village in order to enable the electors to scrutinize the list
before the said meting takes place. A copy of the appeal as indicated in para(ii) above should
accompany the distribution of the draft rolls.
1(iv) Before integrating the database, a checklist (after sectioning, data entry of
old and new house/door number and EPIC number and part to part movement) may be
printed and verified with the handwritten manuscript furnished by the field staff. (This check
list should reflect exactly the entries as made in the manuscript).
2
3(v) In addition, a checklist will be prepared in the landscape format itself (of house
numbers and EPIC) for easy comparison.
4
5(v) The data base will be maintained in the format already prescribed by the Commission
and all table structures will be scrupulously followed.
(vi) Staff doing the comparison should invariably sign and write their names in full on
every check-list. The ERO should keep a roster of such staff engaged and so sample test-
checks to verify the correctness of the entries.
(vii) The ERO will keep a photocopy of the manuscript prepared (in which details were
collected), new section details, part to part movement details in his custody and the original
will be handed over to the Computer Wing for data updation.
(viii) The section list for a particular part will be updated in the database for the new
sections identified/created before data entry commences.
(ix) Data entry operator will be assisted by in their task the field staff engaged for survey
of a particular part or parts to ensure correct entry.
(x) Special focus will be given on capturing EPIC numbers at every stage of the exercise,
particularly during the reading of the electoral rolls in local bodies/RWAs. While capturing
EPIC numbers the staff should record the EPIC number shown by the elector irrespective of
whether the number series belongs to the relevant assembly constituency or not.
(xi) After the draft rolls are finalized, a software enabled check to identify the duplicate
EPIC numbers (on the lines of exercise done by CEO, Kerala) needs to be done and any
duplicate numbers should be verified through a field enquiry before the finalisation of the
electoral rolls.
B. Intensive Revision
(i) The guidelines for intensive revision envisage that the manuscript prepared by
enumerators for a part after house-to-house visit will be compared by the supervisor with
reference to the existing electoral roll for that part and in the ‘zero column’ of the manuscript
an entry will be made of the serial number of the elector in the existing part if the person’s
name is found there or alternately if the person is a fresh entrant, the word ‘new’ will be
written in the ‘zero column’. (Step 6 of para 4.2 of the Guidelines for Intensive revision).
Keeping in view the quality of the existing electoral rolls in corporation areas and the difficulty
in capturing the precise serial number of the elector, it will be more useful and time-saving if
data entry is done afresh without resorting to the comparison work enunciated in the
guidelines.
(ii) For verification of entries, data entry should be done section-wise and after
completing a section in a part, a list should be generated and verified through an official other
than the person doing the enumeration for that section (in a part) and wide publicity given for
this exercise.
(iii) As the existing data is not updated, it will be difficult to capture EPIC numbers of
existing electors in full. Therefore, to enable the EPIC numbers to be captured correctly,
officials responsible for the section-wise/part-wise verification as explained in para above will
specifically check from the householders the particulars of the EPIC that have been issued to
the members of that family. An appeal from the CEO/DEO could be issued in advance
through different media to sensitise the public about the efforts being made in this regard.
(iv) A section/part-wise comparison of EPIC numbers in the existing rolls with the
manuscript may be done in addition to identify electors with missing EPIC numbers in a
freshly enumerated part.
C. Software Related Issues
(i) A check-sum method for validation of different fields such as Name, Relationship
Name, Age, Sex, EPIC Number, House Numbers should be done in both summary and
intensive revision areas.
(ii) In addition to the new house numbers, old house numbers will also be incorporated in
the electoral roll by sub-dividing the column relating to house numbers. However, the new
house number shall be the reference part for all actions connected with the electoral roll.
(iii) A check-sum (by multiplying Sl. No. with age etc. as is being done in Karnataka) will be
put in every page of checklist to ensure that no alteration takes place during the verification
process.
(iv) Section/Part-wise list of electors may be incorporated in checklist to cross check with
existing roll in Summary Revision areas
ITEM NO. 65
Election Commission's D.O. letter No. 23/TN/2005, dated 23.03.2005 addressed to the Chief
The three teams of Officers of Election Commission who had visited different areas in
Tamil Nadu to monitor the ongoing revision of electoral rolls have since returned and given
their reports. Generally, they have found the work to be progressing satisfactorily with
considerable effort being put in by the staff. There were a few issues of importance that have
come to their notice and this letter, which is in continuation of the Commission’s letter of even
number, dated March 22, 2005 sending supplementary instructions, brings out some of the
key areas that require attention in the field.
Intensive Revision
1(i) At the time of visit of the Enumerator to a household, EPIC cards are not shown nor
are the family members asked to produce the EPIC cards. Further, there appears to be an
impression that EPIC issued for another constituency may not be valid for the place of new
residence of the elector. Therefore, the card numbers are not captured. It may be noted that
this may result in vast difference between EPICs issued as per record and EPIC numbers
captured in the revised electoral rolls. Therefore, as explained in the supplementary
instructions, Enumerators may be briefed to insist on asking the householders about the EPIC
issued and in their possession. An awareness campaign and appeal from DEOs for the
electors to display/show their EPIC to the Enumerators would be desirable.
2(ii) As the Enumerators are mainly Bill Collectors and other Government staff, they are
doing work for only 2-3 hours in the morning or evening before or after the normal office
hours. You may consider extending the time by a few hours more.
Summary Revision
(i) Though sincere efforts have been made to record the new and old house
numbers and EPIC card numbers, at some places there is lack of
understanding as some verification officials have not noted the new door
numbers against the dead and shifted electors.
(ii) In some cases even though the EPIC card numbers have been captured
correctly in the proper column of the format for verification, the same is being
repeated in the last column.
(iii) Full particulars of EPIC numbers (i.e., prefixes) are not being recorded in
some places.
(iv) There is confusion in some places about writing the new section numbers in
the right margin after the last column of the verification sheet and new section
numbers are not being recorded against the name of the elector.
(v) In some places complete sections have been moved to adjacent part
amounting to change in location of polling station of the electors registered in
that section/area.
The following additional clarifications are given below to aid and assist the
enumeration and other staff for the Summary Revision exercise: -
(i) It is clarified that in summary revision areas no entry can be deleted before
draft publication of electoral rolls. Only the entries already scored out by
computer in the verification list will be deleted before draft publication. All
other entries, whether of dead or shifted electors shall appear in the draft roll
wherein the entries shall be rearranged according to new door numbers
under the relevant section as indicated below: -
a) The old and new door number of dead electors should be indicated in the
appropriate column so that the entry appears in the draft roll with the
other family members, if any, of the same door/house and thereafter
appears in the supplement of deletions to be printed at the time of final
publication. For this the procedure prescribed in the rules will invariably
be followed
b) In case of shifted electors they should be classified into four categories-

0
1• First category is of persons who have shifted to any other address of the area
covered by the same part. These entries may be incorporated at the new address.
The concerned electors may be supplied with Form 8 for correction of their address
and any other particulars in the existing roll.
1
2• Second category is of persons who have shifted to an address not covered by
the area of the part. In such cases the identified electors may be supplied with Form
8A for transposition of entries to the relevant part. During draft publication the entries
should appear in the address where they are already registered with new door
number.
←
0• Third category is of persons who have shifted but their present place of residence
could not be ascertained by the verification officer. Such entries shall also appear in
the draft roll with the omnibus house number ‘999’ at the end of the draft roll of that
part.
←
←• Fourth category is of unidentified persons about whom it could not be
established whether they ever stayed at the address where they are enrolled. Such
cases are being given a omnibus door number ‘999’. All such entries will appear in
the draft roll at the end of all sections in the part and thereafter action will be taken as
per supplementary instructions issued on 22.03.2005.
(ii) The shifting of voters from one part to another should be done carefully. The
main purpose of such transposition should be to bring the electors of one
section, included in different parts of the roll, in the relevant part covering that
section.
(iii) In case of electors who lost their EPIC in Tsunami, two asterisks (**) should
be indicated against their EPIC number in the verification list with the remarks
“card lost in Tsunami” written in the last column. This would be necessary to
reissue EPICs to the victims as per standing instructions to replace the cards
lost in natural disaster free of cost. The EPIC numbers will appear in the roll
with the asterisks to be removed after issue of a fresh EPIC.
(iv) All cases where action was taken for inclusion / deletion, etc. on the basis of
complaints received during the enquiry of Shri P.J. Thomas, Chief Electoral
Officer of Kerala, should be double-checked.
(v) EPICs which were not issued and later destroyed by the EROs should be
cross-checked so that such EPIC numbers do not occur in the draft rolls.
(vi) The verifying officers should match the section details with the sketch map
and get the corrections, if any, carried out and use the details for indicating
the section number against each entry in the verified list. If the numbers are
already indicated then he should go through them to match them as per
section list.
(vii) The first work at the data entry workplace should be to check if any new
sections were created in each part. The sections should be numbered
consecutively as 1.xxxx, 2.xxxx and so on. The Sections Control Table No. 19
should be updated and a printout of new section details handed over to the
concerned verifying officer.
(viii) It should be ensured that the two new columns for capturing new and old
house numbers are completely populated and there is no blank because all
the existing entries, except the ones already scored out, must appear in the
draft roll at the appropriate place.
(ix) In case of EPIC number, only the corrections are indicated in the relevant
column so that the data entry operator is not required to type all the EPIC
numbers afresh.
It is also suggested that a common format of checklist of items of work and the order
in which they are to be accomplished should be provided to each data centre to maintain
uniformity across the state as otherwise the good work done by the verifying officials may be
lost during the process of data entry.

ITEM NO. 68
Electin Commission's letter No. 23/ARUN/2004-PLN-II, dated 23.03.2005 addressed to the

Chief Electoral Officer, Arunachal Pradesh, Itanagar
Subject: Intensive Revision of Electoral Rolls w.r.t.01-01-2005 as the qualifying date in

the State of Arunachal Pradesh – Regarding.
I am directed to forward herewith the detailed guidelines for the intensive revision of
the electoral rolls to be undertaken w.r.t.01-01-2005 as the qualifying date in the State of
Arunachal Pradesh.
Regarding your request for complete review of the existing list of polling stations
before commencement of the process of next intensive revision, I am directed to inform you
that the house-to-house enumeration should be conducted on the basis of the area covered
by existing polling stations viz-a-viz the electoral roll part and prepare the manuscript of
enumerated persons. This will give an idea of total number of electors in each part after
house to house enumeration. Thereafter, 100% physically verification of the polling stations
locations may be undertaken to assess the modifications required due to shifting of villages to
new locality, to set up new polling stations in villages where the electors are required to walk
long distance etc. The draft list of polling stations may be drawn and discussed with political
parties. Thereafter approval of the Commission may be obtained. After approval by the
Commission, the parts of electoral rolls should be serially numbered to print the draft electoral
roll according to the new polling area.
Accordingly you are also requested to suggest a suitable schedule for the revision of
rolls for Commission’s approval.
INTENSIVE REVISION OF ELECTORAL ROLLS
GUIDELINES
The Commission has decided to order intensive revision of electoral rolls in Jammu
and Kashmir and all the North-Eastern States of Arunachal Pradesh, Assam, Manipur,
Meghalaya, Mizoram, Nagaland and Tripura and special summary revision in all other
States/UTs w.r.t. 01-01-2005 as qualifying date. The present guidelines relate to intensive
revision in Arunachal Pradesh.
1. LEGAL FRAMEWORK:
either House of the Legislature of a State and no person shall be ineligible for inclusion in any
such roll for any such constituency on grounds only of religion, race, caste, sex or any of
them.
electoral roll for each constituency shall be prepared in the prescribed manner by reference to
the qualifying date and shall come into force immediately upon its final publication in
Act, 1950 to mean the first day of January of the year in which the electoral roll is prepared or
revised.
(a) shall, unless otherwise directed by the Election Commission for reasons
to be recorded in writing, be revised in the prescribed manner by
reference to the qualifying date,
(ii) before each bye-election to fill a casual vacancy in a seat allotted
to the constituency; and
(iii) shall be revised in any year in the prescribed manner by
reference to the qualifying date if such revision has been directed
by the Election Commission;
Provided that if the electoral roll is not revised as aforesaid, the validity or continued operation
of the said roll shall not thereby be affected.
sub-section (2), the Election Commission may at any time, for reasons to be recorded, direct
a Special Revision of the electoral roll for any constituency or part of a constituency in such
manner as it may think fit;
2. CORRECTION AND INCULSION OF NAMES IN ELECTORAL ROLLS AFTER

FINAL PUBLICATION:
remedial action after giving the person concerned a reasonable opportunity of being heard in
respect of the action proposed to be taken in relation to him, in the event of an entry being
erroneous or defective, entry should be transposed to another place in the roll on the ground
that the person concerned has changed his place of ordinary residence within the
constituency or deletion of the entry on account of death of a person or the person ceases to
ordinarily reside in the constituency or is otherwise not entitled to be registered in that roll.
shall be made under section 22 and no direction for the inclusion of a name in the electoral
roll of a constituency shall be given under this section, after the last date for making
nominations for an election in that constituency or in a parliamentary constituency within
which that constituency is comprised and before the completion of that election.
names in the rolls.

separate rolls for Assembly Constituencies and Parliamentary Constituencies as the
Assembly rolls in Jammu and Kashmir are prepared under the provisions of Section 140 of
the Constitution of Jammu and Kashmir and Sections 10 to 20 of the Jammu and Kashmir
Representation of the People Act, 1957. The Electoral Roll of a Parliamentary Constituency
(except in Jammu & Kashmir) consists of the Electoral Rolls of all the Assembly
Constituencies comprised within the said Parliamentary Constituency.
partly intensively and partly summarily as the Election Commission may direct. It can also
order a special revision, if necessary. Thus there can be four types of revision of electoral
rolls. These are:
(i) Intensive
(ii) Summary
(iv) Special
4.2.1. Intensive Revision of Rolls:
In an intensive revision, enumerators visit each house and note down the particulars
of the eligible members of the house in an Electoral Card. A copy of the Electoral Card is
handed over to the head of the household or, in his absence, to any adult member of the
family. On the basis of such enumeration, draft rolls are prepared and published, inviting
claims and objections. After disposal of such claims and objections, the rolls are finally
published.
4.2.2. Summary revision of Rolls:

During the summary revision only a notice is issued advising electors to make
individual applications for inclusion or exclusion in or from a particular roll as the case may be.
Enquiry of a summary nature is conducted on applications received. Thereafter
supplementary lists indicating additions and deletions are published. It is possible that at a
given time there are multiple supplementary lists, which together with a last finally published
roll constitute the current roll.
Partly Summary Partly Intensive Revision:
additions/deletions. After disposing of claims and objections, integrated lists of
addition/deletions are prepared which together with main roll form the Electoral Roll.
4.2.3. Special Revision:
localities or blocks or any section of voters or for any other reasons, the Commission
considers it necessary so to do, the Commission may, after recording such reasons, order
special revision of the roll of any constituency or part thereof. The procedure for carrying out
special revision is determined by the Commission in each case having regard to the
circumstances of the case and other relevant factors. It may be intensive, summary or partly
intensive and partly summary.

updation, even though this is not widely known as such or utilised except during the periods
when elections are held. As per the law, applications for inclusion/deletion of names or
modifications of entries in the roll can be given at any time even after the election process has
started but during the latter the requests can be acted upon only up to the last date of
nomination. Only during the period between the last date of nomination and the date of
completion of the electoral process no requests are acted upon. As with summary revision,
supplementary lists are produced containing additions and deletions or modifications of
entries allowed during the period intervening between the last final publication and the last
date of nomination. It is quite possible that such a supplementary list is an addition to the
supplementary list, which has been produced through summary or intensive revision earlier.
There is however no publication of separate addition/deletion lists at fixed intervals due
to continuous revision, though the Electoral Registration Officers are required to maintain
such lists corrected uptodate at all times.
6. BACKGROUND:
After the first general election in 1952, the Commission directed that in respect of each
of the 5 years from 1952 to 1956 the annual revision of electoral rolls in State should
intensively cover 1/5th of the entire area of the State so that every locality might have its
electoral roll intensively revised at least once before the second general election. Apart from
this, the Commission also directed the intensive revision of the rolls every year in respect of
some special kinds of areas where the electoral rolls were likely to become inaccurate and out
of date fairly soon after their preparation, e.g. (i) Urban Areas (ii) Areas with a floating labour
population and (iii) Areas to and from where fairly large movements of population were known
to have taken place. The Commission further directed all Electoral Registration Officers that
the rolls for the year 1956 should be prepared or revised as accurately as possible and that
special steps should be taken to ensure that the revised rolls for 1956 were finally published
in time.
After the general election in 1957, the Commission directed that during each of the
three following years the electoral rolls related to 1/3 rd of the entire area of every State should
be revised intensively so that the electoral roll for every locality would have been revised
intensively once at least before the next general election in 1962. During the year 1961 the
revision taken up was non-intensive in respect of the entire rural area but intensive in respect
of (a) Urban Areas (b) Areas where there were floating local population (c) areas to or from
where migration was known to have taken place and (d) Service voters.
revision of roll: "there should be an annual revision of rolls and the programme for such
revision should start on the 1st January and the work completed on the 31 st January of the
year".
After the general elections of 1962, the Commission directed that the summary
revision of electoral rolls should ordinarily be sufficient in the years 1963 and 1964. The
Commission was convinced that it was a waste of effort to revise every year the electoral rolls
of all the constituencies in the country. The device of summary revision made the task some
what easier for the Electoral Registration Officers since they had only to prepare a list of
amendments to the various parts of the electoral rolls on the basis of such information as
might be readily available, published the roll together with this list in draft and finalise it after
going through usual claims and objections procedure. The Commission issued a general
direction that about 40% of the electoral rolls should be intensively revised in 1965 and the
rest in 1966 and that the latter should include all urban areas, areas with a floating population
and areas to or from which large scale migration was known to have taken place.
Shortly after the indications became clear that a great split in the Indian National
Congress was certain, the Commission felt that such split might force the Prime Minister to
advice the President to dissolve the House of the People at any opportune moment. The
Election Commission did not wait till the dissolution of the Lok Sabha and called a one day
conference of all the CEOs on 5th November, 1969 and directed them to take up the revision
of rolls on 15th of November, 1969 and finish the entire process of revision by 15th January,
1970. This was an unprecedented step in the election history of India because previously the
preparation or revision or rolls took a very longer period even in summary revision. And as
such the Election Commission was in a position to take up the challenge of holding elections
at a short notice. When the Lok Sabha was dissolved towards the end of December, 1970,
the Election Commission felt confident to hold the general election well in time before the
financial year was out. It may be pointed out here that whenever a general election is held
either to the Lok Sabha or to Legislative assembly during the first quarter of a year, the
electoral rolls which can be used for such election can only be the rolls prepared or revised
with reference to the first of January of the preceding year because it is physically impossible
to hold and complete any general election by the middle of March of a year by preparing or
revising the electoral rolls with reference to the first January of that very year. Therefore prior
to 1971 whenever the general elections were held, by and large, in the first quarter of the
year, the rolls which have been used for such general elections have always been the rolls
prepared or revised with reference to the 1st January of the previous year and therefore the
rolls which were used at the general election in February-March, 1971 were the rolls which
were prepared with reference to the 1st January, 1970. It is pertinent to mention here that
under Section 23 of the R. P. Act, 1950 any person whose name is not included in the
electoral roll of a constituency may apply to Electoral Registration Officer for the inclusion of
his name in that roll and the ERO, if satisfied that the applicant is entitled to be registered in
the electoral rolls, is required by the law to direct his name to be included therein. Sub Section
3 of section 23 sets a time limit for such inclusion that no direction for the inclusion of name in
the electoral rolls of a constituency can be given after the last date for making nominations for
an election in that constituency with the result that even if an application for inclusion is made
before the last date of making nominations then in that case the application for inclusion will
remain undisposed till the elections are held and completed.
In 1975 with a view to be prepared for general elections, the Commission took early
steps for revision of the electoral rolls under a crash programme and directed all the States
and Union Territories that the existing rolls should be published as draft rolls on 1st January,
1975 and claims for inclusion of names in, and objections for the deletion of entries from the
rolls, should be invited up to 16th January, 1975. This procedure was intended to reduce the
consumption of paper, volume of printing and expedite the revision of rolls. The Commission
further directed that simultaneously there should be house to house enumeration of voters by
the officially appointed enumerators in accordance with the system of Electoral Card. On the
basis of the enumeration, the enumerators were asked to prepare two lists, namely (i) list of
persons who were eligible to be registered in the electoral roll but whose names were not
previously included in the draft rolls and (ii) list of persons whose names were included in the
draft rolls but who were since dead or had ceased to be ordinarily resident in the constituency.
Having regard to large scale shifting of population to various new colonies in Delhi it
was considered desirable that the draft rolls should not be the existing rolls, as in the case of
other states, but those prepared afresh after house to house enumeration. The rolls were
published in the draft on 10th February 1975 and finally published by 7th April 1975 while in all
other cases the rolls were finally published on 28th February 1975.
Since the general election to the House of the People was not held in 1976 as the
duration of the existing House had been extended till March, 1977, in March, 1976 the
Commission decided to undertake summary revision of rolls with reference to 1.1.1976 as the
qualifying date. The electoral rolls so revised in 1976 were accepted to be valid for the
general election in 1977. However with a view to updating rolls to the extent possible the
Commission through a press note exhorted all duly qualified persons to file claims to the
respective rolls not latter than 5th February 1977. All efforts were made to dispose of all such
claims and objections to ensure the accuracy of the roll.
revision of rolls in such a way that the electoral rolls of all rural constituencies could be
intensively revised in 1983 with reference to 1.1.1983 as the qualifying date and those of all
urban constituencies with reference to 1.1.1984 as the qualifying date. To achieve optimum
accuracy of electoral rolls the Commission directed that Chief Electoral Officer, Joint Chief
Electoral Officer, Dy. Chief Electoral Officer and other senior officers of the election
departments and District Election Officers to undertake frequent tours particularly at the time
of house to house enumeration in various districts of the states to ensure that enumeration
work progressed in an orderly and systematic manner. The Electoral Registration Officers and
Assistant Electoral Registration Officers were instructed to make spot checks at random in
respect of areas where there were complaints of large scale omissions of names in the past.
The electoral rolls of all constituencies were revised intensively in 1987 and 1988,
followed by a special revision in 1989. In 1992 the summary revision was ordered and
thereafter in 1993 Commission ordered for the intensive revision with reference to 1.1.1993
as the qualifying date. Thereafter in 1995 again the intensive revision was done.
In 1997, the Commission decided to computerise the rolls and the work started
practically in 1998. The Commission took a conscious decision of not ordering intensive
revision till the roll is cleaned through computerisation.
The summary revision was ordered by the Commission in the years 1999, 2000 and
2001 in respect of all States/Union Territories.
The special revision of intensive nature was undertaken w.r.t. 01-01-2002 as the
qualifying date in 20 States/UTs of Andhra Pradesh, Goa, Gujarat, Haryana, Himachal
Pradesh, Karnataka, Kerala, Maharashtra, Orissa, Rajasthan, Sikkim, Tamil Nadu, West
Bengal, A & N Islands, Chandigarh, Daman & Diu, Dadra & Nagar Haveli, NCT of Delhi,
Lakshadweep and Pondicherry and w.r.t. 01-01-2003 in Bihar, Chhattisgarh, Jharkhand,
Madhya Pradesh, Punjab, Uttaranchal and Uttar Pradesh.

constituencies No. 14, 46, 49 & 50 of Arunachal Pradesh were summarily revised with
reference to 01-01-2004 as the qualifying date. The date of final publication of rolls in
st
Arunachal Pradesh was 1 March, 2004.
As stated above, the Commission has decided to order intensive revision of electoral
rolls in the States of Jammu and Kashmir and North-Eastern States of Arunachal Pradesh,
Assam, Manipur, Meghalaya, Mizoram, Nagaland and Tripura. The Commission has decided
to undertake special summary revision w.r.t.01.01.2005 as qualifying date in all the remaining
States/Union territories.
7.1. INTENSIVE REVISION OF ELECTORAL ROLLS w.r.t. 01- 01-2005 AS THE
QUALIFYING DATE
7.1.1. THE SCHEDULE:
The Commission has decided to undertake the work of intensive revision of electoral
rolls in Arunachal Pradesh with a programme so as to commence the field work of house-to-
house enumeration after school examinations in April 2005.

Note: It may be noted that there is no limit on a number of sections within a part of
the electoral roll. A section is a reference point for easy identification of the precise
address of the elector and is useful both for election staff and the elector to locate a
name. Therefore, the greater the clarity in identifying and enumerating sections, the
more accurate will be the electoral roll.
Each enumerator shall be supplied with a list of house numbers along with a sketch
map of the area that he is required to cover during enumeration. (It should be noted that all
GIS maps.
starting from North-West and ending in South-East as is done in numbering of plots of land by
enumerators.
and Supervisors.

As per provisions laid down in Section 13CC of the said Act, officers or staff employed in
connection with the preparation, revision and correction of the electoral rolls for, and the
conduct of, all elections shall be deemed to be on deputation to the Election Commission of
India for the period during which they are so employed and such officers and staff shall,
during that period, be subject to the control, superintendence and discipline of the Election
Commission. The enumerators and supervisors are also covered by the above provision.
Enumerators and Supervisors appointed for house to house enumeration/verification in
connection with the Intensive Revision of the electoral rolls have a very vital role in the matter
of preparation of correct and accurate electoral rolls. The Enumerators and Supervisors
should remember that they are doing a vital public service and not any favour. While on duty,
they should have patience and exhibit good manners when dealing with the public. After
reaching a house, they should greet the head of the family or senior adult member politely,
explain their duty and ask for information using a very polite language.

defence in case of non compliance of the Commission's instruction on revision of rolls.
The format of the "Electoral Card" shall be in the form Annexed as IR-2005-02. The
Officers.
7.2.7. Publicity of the Schedule of Enumeration

Each ERO will make arrangements to give local publicity in advance in his jurisdiction
about the enumeration schedule. Such publicity will explain the broad principles of the
intensive revision and the manner of its implementation; contain an appeal to the electors to
be present during the appointed dates in their respective houses; seek cooperation of the
electors with the enumerators and supervisors; and, give the details of the basic information
that the electors need to furnish to the enumerators.
One of the tasks of the enumerators will be to capture the details of EPIC already
issued to the electors. To aid this process, advance publicity by way of appeals needs to be
given to the electors to keep their EPIC ready for showing to the enumerators so that their
correct EPIC number can be captured.
While publicity should be decentralized and repeated from time to time during the
campaign, state-level and district-level publicity should also be done by the CEO and DEOs
respectively.
The crucial point to be emphasized is the advance planning and execution during the
preparatory period to acquaint the electors on the modalities of the intensive revision and their
cooperation for its accuracy.

7.3.1. Stationary to be supplied to the enumerator
supplied with a complete list of villages/localities/sub-localities alongwith a sketch map of the
a) Complete list of House Nos. in each Section/segment of the Part (s) of the
electoral roll;
b) The area covered by each Section/Segment of the part clearly demarcated on the
map;
c) Enumeration Pad containing enumeration forms (Electoral Cards);
d) Sufficient number of new carbon papers;
e) Good quality ball point pen;
f) Stamp pad to get thumb impression of the illiterate electors;
g) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
h) Detail Page layout of the Partwise control sheet (Annexure IR-2005-03)
i) Format for preparing the manuscript of list of persons enumerated. (Annexure IR-
2005-04)
Electoral Cards shall be compulsorily used if there are more than one Section in that part i.e.
separately identifiable localities like, villages, circle, etc. On the cover page of each
Enumeration Pad, the identity of the area/sub-area covered should be clearly written in
capital letters. Also the actual existing part number of the corresponding electoral roll shall be
indicated on the Electoral Card. That will refer to the existing database of the electoral roll.
A mistake in doing so will make the job of data entry difficult.
electoral offence. The persons furnishing such false information are liable for punishment
with imprisonment for a term which may extend to one year or with fine or with both under
section 31 of the Representation of the People Act, 1950.
During his House-to-House visit the enumerator shall also enquire from the head of
the family/senior member present the details of the EPIC issued to any or all of the family
members. In case EPIC has been issued, he shall record the EPIC number of the cards
issued against the name of the concerned family member in the appropriate column. Similarly,
the EPIC of dead persons should be collected by the enumerator. It should be noted that this
task is crucial for proper enumeration and no laxity should be shown in any quarter on this
account.
impression, the full name of the person affixing such thumb impression shall be mentioned
legibly by the enumerator along with words ‘LTI’ or ‘RTI’ as the case may be.
Every enumerator will personally visit each and every household in the polling area under
his charge. During such visits if he finds any new house having come up which is not
unnumbered temporary constructions referred to above. This day should be widely publicised
cluster.
assign a temporary number, if no other number is assigned by local authorities, with chalk or
such like instruments in front of each individual construction in the cluster and complete the
accepted.
enumeration should be dealt with during the process of disposal of claims and objections
under Rule 21 and 21A of the Registration of Electors Rules, 1960.
supervisor.
Supervisor’s visit, he shall drop the letter of request in Form 4 (Appended to the
Registration of Electors Rules, 1960) in the premises. He shall make another visit to that
house after two or three days and collect Form 4, if somebody is present at the time of his
subsequent visit. He shall keep a proper account of his visits to such houses.
7.3.3. Preparation of Manuscript
like mohalla, block, society, apartment etc. in a part of an urban area, separate list for each
such segment shall be prepared. This will facilitate reading out of the rolls separately in
At the time of the preparation of the manuscript the enumerator should fill one control
sheet (Annexure-IR-2005-03) which will indicate the Electoral card wise number of electors in
that particular section under one particular part.
same as that of the Electoral Card with an additional column in the beginning to show the 'Sl.
No. in the Existing roll'. The Enumerator will prepare the manuscript from the names of
enumerated persons in the Electoral Cards. He shall not fill up the additional first column
(number 0-zero), as he will not be provided with relevant part of the previous electoral roll.
In each page of the manuscript the enumerator should give the assembly
constituency number and name, existing part number, section no, section name and the page
number for avoiding any confusion if any page in between gets detached.
No ditto mark (“) or (-do-) will be accepted in the manuscript in case of relation name
for example. All entries shall be written in full.
Manuscripts should be made in a legible handwriting and in English/State specific
vernacular.
reside.

The Supervisor will be supplied with the following stationary and other material:-
a) Complete list of House Nos. in each Section/segment of the Part (s) of the
electoral roll.
b) The area covered by each Section/segment of the part clearly demarcated on the
map.
c) The name and number of the electoral parts assigned.
d) A complete set of the existing corresponding electoral rolls for the relevant parts
assigned to him.
e) Sufficient number of new carbon papers.
f) Good quality ball point pens (both blue and red).
g) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
h) Format for preparing the manuscript of list of persons enumerated.
Apart from the above the Supervisor will also receive the following inputs from the
enumerators from time to time: -
a) The section wise filled up manuscripts.

b) The part wise, section wise control sheet.
c) Part wise, section wise Electoral cards.
their charge.

Supervisor, alongwith the manuscript of enumerated persons, he shall personally check each
manuscript in respect of a polling area is handed over by the Enumerator alongwith the
(i) In case of such persons whose names do not appear in the previous electoral
roll, he shall indicate the word "New" in the first column of the manuscript. In
case the names in the manuscript appear in the previous electoral roll, the
serial No. of such elector (in the previous electoral roll) shall be entered in the
first column mentioned above;
(ii) He shall correct the entries in the printed copy of the electoral roll from the
manuscript wherever necessary and also tick (a) the entries checked;
(iii) Score the entries in the printed electoral roll that do not appear in the
manuscript to indicate missing voters i.e. dead/shifted; However, in all such
cases, it will be the personal responsibility of the Supervisor to ensure that all
such deletions are genuine and no person living in the area should be
removed from the list.
All indications in the printed electoral roll should be marked with red ink.
He should also bring the penal provisions of section 31 of the Representation of the
People Act, 1950, about making any false statement relating to inclusion or exclusion of any
name to the notice of the head/senior adult member of the household when he makes the
enquiry during his checking.
'Electoral Card', in the manuscript of list of enumerated persons and the relevant Control
sheet.
number of wrongful inclusions or wrongful exclusions of names in the 'Electoral Cards' issued
by a particular enumerator, he should undertake 100% verification of all the household
shall be made by the Supervisor to the Electoral Registration Officer for disciplinary action
him after comparing with the list of enumerated persons and the existing part of the roll. In
case of persons shown to have been issued EPIC, included in this list, he must try to
they have shifted.
After completion of these steps the manuscripts are to be handed over to the ERO
together with part wise/section wise control sheet and Electoral Cards and relevant part(s) of
the existing electoral roll. It is to be ensured that no Electoral card is left out.

of checking.
another constituency. They shall certify that these aspects have been specially checked by
them during their supervisory visits. The previous rolls may be used for conducting
supervisory checks.

7.6.1. Updation of existing database
As soon as the manuscript, corresponding part of the previous electoral roll, Electoral
Cards and control sheets compared by the Supervisor is received in the office of the Electoral
Registration Officer, the work of updating the existing electoral roll database with reference to
the information collected shall be started.
Copies of the manuscripts of all polling stations will be given to the Data Entry
Vendor. The Data Entry Vendor is required to do the following:
a) Take delivery of all manuscripts for all polling stations of the Assembly Constituency
allotted to him.
b) Take delivery of the corrected control tables, the data of the electors in the existing
roll w.r.t.01-01-2004 as the qualifying date and updated with all the supplements
including those of continuous revision.
c) Allot the work of data entry operators Polling Station-wise while maintaining record of
the names of Polling Station- wise allotment to data entry operators.
d) In no case one Polling Station should be allotted to more than one data entry operator
so that responsibility can be fixed on the operators who fail to do the job as required.
e) A check-list has to be printed and checked by the ERO’s staff. The errors indicated
during such checking have to be incorporated and thereafter the draft list should be
printed. The Vendor has to ensure that the work is completed in the desired manner.
The Data Entry Operators should take the following actions to update the existing
a) Integrate the database (Run the Integration process).
b) Using manuscript, section table will be populated with start serial & end serial.
c) Populate reference table information for mapping of new serial number with the
existing old serial number of part.
d) Update the existing database with the new serial number and deleting the non-
referenced electors by an intermediate process.
e) Modify / add the electors using browse window or by conventional data entry form.
f) Generate two Check Lists - one of entries to be retained from the old roll plus the
enumerated new entries (which means check list for the draft roll) and the second in
respect of entries in the existing database that do not appear in the manuscript (which
means a list of electors in the existing roll who do not appear in the new roll). In the
second Check List the EPIC No., if any, indicated in the existing database should also
be reflected.
g) The second Check List should be handed over to the ERO/AERO/Supervisor for re-
verification as per guidelines. Any entry found to be eligible for inclusion after re-
verification should be retained at the appropriate place in the database.
h) The first Check List should be thoroughly compared with the manuscript and it should
be ensured that the list is sorted as per the House numbers in ascending order. (The
corrections in entries at ERO’s level should be carried out with red ink.)
i) The data entry operator shall carry out the corrections indicated with red ink in the
first Check list in the database and wherever necessary retain the entries from the
second check list as indicated above and take final print out for draft publication.
inputs collected by way of house-to-house enumeration by the enumerator and the supervisor
are reflected in the electors database before the same is used to generate draft rolls. He shall
database and shall have the entries necessarily compared with the manuscript, relevant
printed copy of the previous roll and satisfy himself that the printed roll conforms exactly in all
respects with the inputs and that no error either by design or by mistake has crept into the
database. Instances have come to the notice of the Commission that proper comparison of
the check list is not done before generating draft rolls resulting in improper deletion of entries
of genuine electors, many a times enbloc causing embarrassment to the institution and
disenfranchisement of genuine electors. Any laxity will be viewed seriously.
rolls prepared.

The electoral rolls prepared and printed as above, polling station-wise shall be published
as draft for inviting claims and objections on the date specified for the purpose by the Election
Commission.
used as Designated locations for display of draft electoral roll in the area covered by
respective Delivery Post Offices. Claims and objections shall also be received in all the post
offices.
Detailed guidelines about use of Post-offices and Postmen for display of rolls, receipt
of duly filled in Forms and their verification etc. have been issued vide Commission’s letter
No. 23/2002-PLN-II, dated 23.8.2004. (copy annexed)
7.7.2. Dissemination of electoral rolls at a wider scale
7.7.2.1. Availability and Checking of Draft Rolls
As required under Rule 11(C) of Registration of Electors Rules, 1960, two copies of
draft rolls will be provided to the recognized National political parties free of cost. One copy
shall be the printed copy and another copy in electronic CD form.
these organizations will be helpful in eliciting their cooperation in the roll revision
7.7.2.2. Verification of draft rolls in the meetings of Gaon Sabhas/Ward

Sabhas/RWAs

Rural Areas :
1960.
c) The remedial measures wherever required, on the basis of information made

and 21A of the R.E. Rules, 1960.
Urban Areas :
verification exercise in respect of that mohalla or colony may be completed in the
meeting held in that mohalla or colony. If the area of any polling station is large
and there is only one mohalla or colony, the mohalla or the colony, as the case
may be, be divided into convenient parts at the discretion of the ERO concerned
and the meetings may be organized in such parts of the mohalla or colony.
Sabha or RWA or any such body, the ERO concerned may choose a prominent
non-political citizen, working or retired government officer, NGO or a professional
like doctor etc. residing in the locality, to chair the meetings and help the exercise
to be completed. In case of residential colonies of govt. or semi govt. bodies, the
staff responsible for maintenance of these colonies, may be actively involved in
this exercise.
etc. concerned in the presence of an official designated to be present at the
motu action under rule 21 and 21A of the R.E. Rules, 1960 will have to be
followed.
Minutes of the meetings:

preceding paragraphs have to be meticulously recorded/minuted and a copy of the same
Officer regarding the responsibility of the members of the Gaon Sabha/ Samiti/
Association etc. in truthfully carrying out this exercise.

rolls.
constituency.
printed can also be used for submitting applications for inclusion, deletion etc. so long as they
conform to the statutory Forms. However, these forms should be on white paper of A-4 size
and should not contain the name/symbol or any distinguishing mark of any party/organization
printing/supplying the same. This point should be made clear during publicity.
7.8.1. On line Forms
objections on line through Internet. Necessary guidelines, in this regard has already been sent
to all the CEOs vide Commission’s letter No. PS/DIR(IS)/2004 dated 17th September, 2004.
These shall be followed scrupulously.
7.8.2. Manuscript for supplements
8) and transposition (Form 8A) should be meticulously done. The Electoral Registration
Officer shall first prepare a hand written manuscript containing the names included, deleted,
corrected or transposed separately. The handwritten manuscript will be certified by the ERO
and then only will these be handed over for data entry.
Data entry for all such electors should be done meticulously and checklist should be
printed. These check list should also be compared with the manuscript for such supplements
and necessary corrections should be made wherever required.
7.9.1. Staff
locations are fully conversant with the duties to be performed and shall respond to public
queries promptly.
The completed Forms should be accepted and proper acknowledgments printed on

the lower part of the Forms should be immediately issued.

publication till the period specified for the purpose. Acknowledgment for Receipt of
Application printed below each Form should be filled up, detached and handed over to each
applicant compulsorily. Applications in bulk should not be accepted at Post Offices and any
other designated locations except at the offices of EROs/AEROs only by the RWAs/office
bearers of political parties/ Mohalla Sudhar Samiti/JJ Sudhar Samiti office bearers etc. stated
in the following para.
elected bodies by the revenue official for rural bodies and the government officer deployed to
be present in the meeting for the urban bodies on the date(s) of meeting.
submitted individually by the claimant concerned. However, such claim Forms in respect of
household at all designated locations, if so authorized by the claimants in their claim Forms in
the appropriate column provided for the purpose.
7.9.5.1. Therefore, claim application should not be received by the ERO and
designated officers in bulk. The above instructions will, however, be subject
to the following exceptions:-
(i) The claim applications may be received in bulk only at the offices of the
(RWA) etc. and the President/ Secretary of these organizations forwards
these applications on its letterhead along with a complete list of the claim
applications being forwarded therewith, and the said list is duly authenticated
by the said President/ Secretary.
(ii) The same will hold good in the case of applications forwarded by the
(iii) The President/Secretary of a recognized political party to whom the copies of

the electoral rolls have been furnished under the provisions of the
Form-6 by them.
Sabha or recognized political party, wishes to submit objections in Form-7 in respect of more
than seven persons, either belonging to the same household or to different households, such
person should be asked to submit a complete list, duly authenticated by him, of each
and recognised National and State Political Parties should forward bulk applications. All
if necessary.
collected remain unaware of rejection of their applications due to above reasons till they go to
the polling stations during elections. Therefore, while giving publicity, the political parties in
particular and other organizations shall be advised accordingly. They may be educated about
proper use of each Form and also how to fill them so that they can get the incomplete Forms,
if any, completed before submission.
7.9.5.5. The purport and intention of the Commission to allow filing of applications for claims
and objections in bulk during the annual revision is to provide an opportunity to the recognised
appropriate time. The general tendency is to highlight omissions and commissions in the
electoral rolls prior to the general elections. The Commission desires to enlist their active
cooperation now itself. The NGOs etc. can associate themselves for creating awareness,
distribution of blank forms and for assisting the electors in filling up Forms but they will not be
eligible to file applications in bulk.
The relevant lists as prescribed in Forms 9, 10, 11 and 11A under the Registration of
corresponding to different Forms.
in duplicate, the lists in Form 9,10, 11 and 11A, entering therein the particulars of every claim
or objection as and when they are received by them and that they have not been exhibiting
one copy of such lists on the notice board in their office. The maintenance of such lists is
DEOs shall ensure that these lists are properly prepared, in duplicate, and one copy each of
such lists is exhibited on the notice board by the EROs concerned, without fail. Any violation
of these provisions of the Rules will be viewed seriously by the Commission. This point
should be stressed during the training classes.
7.11. APPLICATIONS FOR ADDITION OF NAMES

(i) In the case of applicants in the age group 18 – 20 years, the name and
relationship should be checked with respect to the applicant’s family
members already enrolled with the same address. Particular care should be
taken that underage applicants do not get enrolled.
(ii) In the case of applicants above the age of 20 who are applying for enrolment
for the first time, the circumstances because of which they could not be
registered during previous revisions should be ascertained. The facts should
be briefly recorded on Form 6. A detailed enquiry should be got done in all
such cases at the time of disposal of claims and objections.
(iii) In the case of applicants who have shifted their place of residence after the
enumeration work and were enrolled in the draft roll of another part of the
same constituency / other constituencies, the full details of the previous
address and of earlier Rolls and EPIC, if issued to the elector, must be filled
in by the applicant in Form-8A/6, respectively. As per proviso to Section 23(2)
of the R.P. Act, 1950 it is the duty of the ERO who receives the application for
inclusion in Form 6 to dispose of the application on merit and after proper
verification, and after necessary enquiry, where called for, and if the name is
found qualified for inclusion, the same shall be included in the roll. The ERO
then shall inform the concerned ERO of the place of previous enrolment in
the draft rolls to take steps to delete the relevant entries from the previous
place. Failure to furnish the details entered in the draft rolls and EPIC due to
ignorance would not be a ground for non-acceptance of applications.
(iv) The ERO of the constituency in which the applicant has already been
enrolled in the draft roll or claims to have been enrolled should, immediately
on receipt of information from the other ERO verify whether the person has
been enrolled at the address given and if so enrolled, take action to delete
the entry from the roll and communicate a copy of his order to the ERO of the
constituency where the person has been subsequently enrolled.
(v) It is also clarified that the follow up action for deletion of such entries in the
other constituency should be administratively followed up, preferably in a
specified time frame. Though no uniform time can be fixed for this purpose,
however, it is desired that all such cases should be disposed of within 30
days from the date of disposal of the application by the ERO of the
constituency where the elector's name has now been included.
7.11. SUPERVISION


(a) It shall be the duty of the Electoral Registration Officer to ensure that each
and every claim and objection received in Form 6, Form 7, Form 8 and Form
8A is duly disposed of fully in accordance with law and the directions and
instructions of the Commission.
(b) Scrutinise each and every application meticulously and ensure that it is
Representation of the People Act, 1950, the Commission has no objection to
the disposal of claims and objections by Assistant Electoral Registration
Officers. However, such delegation of powers to Assistant Electoral
Registration Officer shall not absolve the Electoral Registration Officer of his
responsibility for ensuring a defect-free electoral roll. The Assistant Electoral
Registration Officer is performing a quasi-judicial function while disposing of
claims and objections and must apply his mind independently to all such
evidence, documentary or otherwise, which the concerned persons may
adduce in evidence.
father’s/mother’s/husband’s name, "Relationship" and particulars of his place
of residence should be left blank by the applicant. All the declarations as
prescribed in Form 6 should be complete in all respects. However if some
entries are not filled by the applicant while filing the claims, these entries may
be got filled at the time of enquiry/ verification of Form 6. If a claimant states
in the declaration that his name may have been included in some other roll,
full address of his previous residence must be given in that declaration.
(d) The Electoral Registration Officer is a statutory authority charged with the
duty of preparing the electoral roll. He has to ensure that the electoral roll
contains only the names of persons who are fully eligible and fulfill all the
conditions for registration. One of such conditions of eligibility is that the
elector should be a citizen of India. Therefore, when a claim application is
preferred before the Electoral Registration Officer, he has to satisfy himself
that the applicant is, inter alia, a citizen of India.
(e) While disposing of a claim or an objection, the Electoral Registration Officer
must bear in mind the following guidelines as laid-down by the Supreme
Court in its judgment dated 06-02-1995 in Writ Petition (Civil) No. 731 of 1994
(Lal Babu Hussain and others Vs. Electoral Registration Officer and others),
etc., etc.:-
(i) The Officer holding the enquiry shall bear in mind that the enquiry
being quasi-judicial in nature, he must entertain all such evidence,
documentary or otherwise, as the concerned affected person may
like to tender in evidence and its evidentiary value assessed and
applied in decision making. The Electoral Registration Officer shall
disclose all such material on which he proposes to place reliance, so
that the concerned person has had a reasonable opportunity of
rebutting such evidence. The concerned person, it must always be
remembered, must have a reasonable opportunity of being heard.
(ii) Needless to state that the Officer inquiring into the matter must apply
his mind independently to the material placed before him and without
being influenced by extraneous considerations or instructions.
(iii) Before taking a final decision in the matter, the Officer concerned will
bear in mind the provisions of the Constitution and the Citizenship
Act, 1955 and all related provisions having a bearing on the question
of citizenship and then pass an appropriate order. It must be
remembered that there is a provision for appeal against the decision
of the Electoral Registration Officer.
(iv) If any, person whose citizenship is suspected is shown to have been
Registration Officer or any other officer inquiring into the matter shall
bear in mind that the entire gamut for inclusion of the name in the
Electoral roll must have been undertaken and hence adequate
probative value be attached to that factum before issuance of notice
and in subsequent proceedings.
The onus of proof of the citizenship shall lie on the applicant who applies for inclusion
of his name for the first time. The ERO must be satisfied that the person seeking to have his
name enrolled is not disqualified, among others, by reason of his not being a citizen of India.
Therefore, the Electoral Registration Officer would be justified in requiring the concerned
person to show evidence that he is a citizen of India. Some of the documents that could be
used to prove the citizenship are any of the following:-
i) National Register of Citizens (NRC), would be used/referred to wherever it
exists.

genuine).
person is a citizen of India is not by itself reliable documentary evidence as conclusive proof
of citizenship.
i) proof of being registered as voter as an unmarried girl, if her name was
registered;
iii) certificates issued by the village headmen of both the villages i.e. the village
to which the woman belonged before marriage and the village to which she
has moved after her marriage, countersigned by a village level Government
Official;
iv) Where there is no village headman in existence, the certificate to the above
effect issued by the Secretary, Gram Panchayat or an officer equivalent to
village headman in terms of his powers and functions, and countersigned by
village level Government Official.

and authenticity of each such certificate should be duly verified. Wherever there is any doubt,
those cases should be referred to the authorities who issued those certificates. This is
necessary as there is reason to suspect that some of these certificates are bogus or issued
without due care.

citizenship.

migration from another place of India. In appropriate cases, the Electoral Registration Officer
shall crosscheck the position with the District Election Officer of the District from where the
claimants claim to have migrated.
In case of an objection filed in Form 7 seeking the deletion of name from the electoral
roll on the ground that the person objected to is not a citizen of India, the onus of proof shall
lie on the objector. It shall be ensured that such onus is fully discharged in accordance with
law.
7.14 Additional guidelines for Enumeration in areas having substantial presence of

Chakmas.
presence of Chakmas namely 14-Doimukh (ST), 46-Chowkham (ST), 49-Bordumsa-
Diyum and 50-Miao (ST) assembly constituencies and the following procedure shall be
adhered to:
(a) The assembly constituencies where there is a large-scale presence of
Chakmas should be identified first by the State Government authorities
concerned and within such assembly constituencies, the polling areas having
a substantial presence of Chakmas should also be likewise identified by
those authorities.
(b) At the time of house to house enumeration in these areas, the enumerators
shall include in the 'Electoral Card' the names of all persons as are declared
to be adult Indian citizens by the head/senior adult member of the household
furnishing the information to the Enumerator. He shall also record the date of
birth of persons below the Age in the Electoral Card.
(c) The Supervisor concerned on receipt of the enumeration pad from the
enumerators shall prepare a list of Chakmas separately and submit the same
to the ERO.
(d) The ERO concerned, on receipt of the enumeration pad and manuscript from
the supervisors shall segregate the names of Chakmas into two sections, as
per the date of birth mentioned in the enumeration pad;
(i) Containing the name of persons who were born in India between 26 th
January, 1950 and 1st July, 1987; and in whose case linkage could be
established that their parents had migrated to Arunachal Pradesh in
1964, as per the refugee registration records or any other relevant
records.
(ii) Containing the names of persons who were born in India between 26th
January, 1950 and 1st July, 1987; and in whose case linkage could not
be established that their parents had migrated to Arunachal Pradesh
in 1964, as per the refugee registration records or any other relevant
records.
(e) In respect of those persons whose names have been included in category (d)
(i), above, their names shall be straight away included in the draft electoral
roll.
(f) In respect of persons whose linkage could not be established, category (d)
(ii), the ERO immediately on receipt of the said list shall cause conduct of
local verification to establish the eligibility for enrolment of name in the
electoral rolls. The local verification officer shall, among other documentary
evidence, rely on the following documents to establish the eligibility of a
person of Chakma origin to enroll his or her name in the electoral roll:-
(i) Birth certificate showing date of birth and place of birth in India
issued by the competent authority;
(ii) School certificate indicating therein date of birth and place of

birth in India, and any other certificate which is relevant in the
State of Arunachal Pradesh in this regard.
(iii) Only names of those persons whose identities have been
established and who were born in India between 26th January,
1950 and 1st July, 1987 shall be included in the draft electoral
rolls.
The disposal of claims & objections received after publication of the draft rolls
in the areas as identified above, shall be done by following the procedure stated above.
8.1. Enumeration in areas having substantial presence of foreign nationals
(a) The assembly constituencies where there is a large-scale presence of foreign

nationals should be identified first by the State Government authorities concerned and
within such assembly constituencies, the polling areas having a substantial presence
of foreign nationals should also be likewise identified by those authorities.
(b) At the time of house to house enumeration in these areas, the enumerators shall
include in the 'Electoral Card' the names of all persons as are declared to be adult
Indian citizens by the head/senior adult member of the household furnishing the
information to the Enumerator
(c) The Enumerator shall prepare the list of persons enumerated as per the enumeration
(d) As soon as the manuscript in respect of a polling area is handed over by the
Enumerator alongwith the enumeration pad containing the original 'Electoral Cards',
the Supervisor shall take action to compare the entries house number-wise with the
corresponding entries in respect of each household in the previous electoral in the
following manner :-
 In case of such persons whose names do not appear in the previous electoral roll, he
shall indicate the word "New" in the last column of the manuscript. In case the names in
the manuscript appear in the previous electoral roll, the serial No. of such elector (in the
previous electoral roll) shall be entered in the last column mentioned above;
 He shall correct the entries in the printed copy of the electoral roll from the manuscript
wherever necessary and also tick (a) the entries checked;
 Score the entries in the printed electoral roll that do not appear in the manuscript to
(e) The ERO will then get the entries in respect of new persons verified to ascertain if the
previous electoral roll. Wherever such linkage is established that name may be entered in
the draft roll subject to fulfilling of other qualifications.
(f) In respect of other new entries, where the concerned person is in possession of an
EPIC issued either for that constituency or for any other constituency the same
should be incorporated in the draft roll.
(g) In respect of all other persons whose name appeared for the first time in the list of
enumerated persons but their linkage to any other entry in the previous roll as given
in para (e) and (f) above, cann't be established, the ERO shall prepare a separate list
of such names.
(h) Thereafter, it shall be the duty of the E.R.O. concerned, as the quasi judicial authority,
to get the particulars of such persons verified by employing or utilising such agencies
as he may, in consultation with the District Election Officer and the State Government,
consider appropriate having regard to all applicable laws. The agencies, that might
be employed by the Electoral Registration Officer for effective discharge of his duties,
shall make such enquiries by visiting the persons concerned at their place of
residence and gather such evidence as may be necessary and submit a report to the
Electoral Registration Officer in each individual case. In no case, any such agency,
other than the concerned Electoral Registration Officer, shall summon the persons
under verification to police stations or their offices or insist for production of
documents of only a specified nature.
(i) While making such verification, the status as Indian citizen of every person shall be
verified with regard to all relevant laws as applicable in the State/Union Territory.
These laws include, among others, Part II of the Constitution of India, Citizenship Act,
1955, Foreigners Act, 1946, Illegal Migrants (Determination by Tribunals) Act, 1985
(only in the case of Assam) and the rules and orders made thereunder. The
provisions of all these Acts and rules and orders made thereunder should be applied
harmoniously.
(j) As soon as all the entries have been verified by the Electoral Registration Officer as
stated above, he shall prepare a list of names and other details of those persons who
are entitled to be registered in that roll and include the same in the draft electoral roll.
If in some cases, the aforesaid verification cannot be completed before updation of
existing database before draft publication, these names may be included in the
supplement of additions to the final roll.
The disposal of claims & objections received after publication of the draft rolls in the areas
as identified above, shall be done by following the procedure stated above.
disposed of. Supplements as stated above shall be prepared to give effect to the decisions of
the Electoral Registration Officer allowing or rejecting the claims applications and objections,
in the forms prescribed by the Commission for the purpose of such supplements. It is made
clear that under the existing election law, for the purpose of final publication of the electoral
roll, the EROs shall prepare supplements of additions, deletion and corrections and publish
the draft roll together with the three supplements. On such publication, the draft roll plus the
Supplements shall be the final roll of the Constituency. Further the electoral rolls should be
finally published in the new format prescribed by the Commission. These will, therefore, have
AC summary, part summary, and section headers containing postal address and other
summary information and the list of electors with additional columns giving EPIC number.
Instructions issued by the Commission to provide postal address in the election shall be
followed in regard to printing the postal address in the roll. The Chief Electoral Officers should
closely monitor and supervise this aspect.
accessibility of the final rolls to the public. Designated Officers who would be custodian of the
roll and responsible for assisting the public to verify their entries in the finally published roll
shall be appointed for each such location. These officers shall be paid an honorarium of
Rs.200/- for the purpose. In addition, copies of the rolls can be displayed at various other
public locations like Rural Libraries, Panchayat Bhavans, Resident Welfare Associations and
any other important location depending on local conditions. This would eliminate the genuine
grievances of the electors, at large, about non-availability of final rolls at a nearby location for
verification of entries and increase their level of involvement in cleaning the electoral roll.
The number of copies to be printed may be assessed by the CEOs keeping in view
the requirement for elections due next year. The copies required by the State Election
Commission and future revisions of Electoral Rolls should also be taken into account. On the
basis of the total requirements, the final print numbers should be decided by the Chief
Electoral Officers.
be given. The political parties while being given copies of draft rolls should be
large urban areas and also for big villages. Complete list of towns, villages, localities and
areas as listed in the Electoral Rolls for each assembly constituency should, therefore, be
printed separately in booklets and their links to the concerned polling stations should be
available in these booklets. These lists can be utilised to provide information to electors and to
answer queries to facilitate filing of claims & objections by them correctly and submit the same
to the concerned Electoral Registration Officer.
during office hours in the normal working days and for such extended period as decided by
the concerned Chief Electoral Officers. Adequate staff should be mobilised for this purpose.
place.
designated locations, dates fixed for reading out of the electoral roll in different localities and
Desks should utilise the computer data base of the Control Tables to handle queries. The
10.2. Record Keeping
office to the other must be made. Any slackness in this regard will be viewed very seriously by
the Commission and the concerned officer will be liable for suitable action. Custodians of
10.3. Reports
Form ID-IR-2005 -05 :
outlined before, a summary of the draft roll in Form ID IR-2005-05 should be
forwarded to the Commission within a week from the draft publication.
of the EROs/AEROs, Post Offices and other rural and urban bodies.
After scrutiny of the data received from EROs, Chief Electoral Officer should forward
to the Commission a statement in this format in respect of such constituencies in the State
where there is major deviation in the number of Claims in Form-6 and/or Objections in Form-7
from the average number of forms received in the State. For example, if the State average is
2%, all cases where the figure for a constituency is 3% or more, these have to be scrutinized.
The Statement in this Form should reach the Commission within 7 days after the last date for
filing claims and objections. If the information is “nil”, after filling up the relevant data in the
details.
Form ID-IR2005-08
Form ID-IR-2005-09
objections.
Form ID-IR-2005-10
Report of constituency wise data of electors in final roll, both general and service
voters (with men/women breakup) should be furnished within a week after final publication in
Form ID: IR-2005-10.
Form ID-IR-2005-11
The data has to be collected by the Chief Electoral Officers on these proformas from
the EROs/DEOs which shall be consolidated at the CEO’s level and sent to the Commission.
the appointed date.
publication.
should be made to create awareness for full inclusion of all eligible women electors. The field
staff may be sensitised on this aspect so that they too can make special efforts for this
the rolls during this current revision. Wherever such organizations or NGOs are not available,
local lady teacher or doctor or government servant or any other reputed lady may be involved
so as to achieve the purpose of inclusion of all eligible women electors.
LIST OF FORMS ENCLOSED WITH GUIDELINES FOR INTENSIVE REVISION W.R.T. 01-

4. IR-2005-03 Detail Page layout Part wise Control Sheet
5. IR-2005-04 Manuscript of list of persons enumerated
Constituencies
Received
Roll received in Form 8A.
names
16. Letter No.23/2002-PLN- Use of services of Post Offices for Electoral Roll
II dated 23-08-2004
Management
Form : IR-2005-01

IDENTITY CARD FOR
Shri/Smt. ………………………………………..

SEAL
Form : IR-2005-02
ELECTORAL CARD

Polling Station No. and Name …………………………
In Rural Areas the details like House No./House Name, Village, Post Office, Tehsil, Police Station, Pin Code, District etc.
shall be covered.
In Urban areas the details like House No. /House Name, Gali No., Municipal Block, Municipal Ward No., Locality Name,
Street Name, Post Office, Town/City/ Metro, Police Station, Pin Code, District shall be covered.
……………………………………………………………………………………………………………
……………………………………………………………………………………………………………
……………………………………………………………………………………………………….
No No.


DATE:---------------------
NOTICE
DECLARATION
I solemnly declare that all the persons whose particulars are mentioned overleaf are citizens of India,
are the age of 18 years or above on the qualifying date and are ordinarily residence at the given address.
I further solemnly declare that the particulars of the said persons as furnished by me are true to the
best of my knowledge and belief and that none of the said persons has been included in the electoral rolls of
any other Constituency or more than once in this Constituency.
I am also aware that making any statement or declaration in connection with the inclusion or exclusion
of any entry in or from the electoral roll which is false or which I either know or believe to be false or do not
believe to be true is punishable with imprisonment for a term which may extend to one year or with fine, or
with both, under section 31 of the Representation of the People Act 1950.
FORM 4
(See rule 8)
Letter of request
Place.......................
Date.........................
To
The occupant of..................................................................................................
Sir/Madam,
The preparation of the electoral roll for the Assembly Constituency in which
you are residing has been taken in hand. It will greatly facilitate my work if you will
kindly complete the statement below after reading the attached instruction and hand
it over to my assistant who will call for it.
Electoral Registration Officer of the...........................

......................…….....................................................
STATEMENT
Name of citizen Particulars as to Age on 1st January 2005

1.
2.
3.
4.
5.
etc.
Signature.................
Date........................
INSTRUCTIONS
1. Enter the names of all persons who have completed 18 years of age on or before the 1st of
January of this year and who are ordinarily residing in the premises.
3. Enter against Serial No. 1 in the first column, the name of the head or other senior member
of the family, provided he or she has the qualifications mentioned in paragraphs 1 and 2
above.
Forces of India or is employed under the Government of India in a post outside India or the
name of such person's wife if she ordinarily resides with him.
widow; and
(iv) the name of the [Father of Mother] preceded by the words "daughter of', if
she be unmarried.
Form: IR-2005-03
Detail Page layout of the Part wise Control Sheet

Family wise Electoral Card Number Total No. of electors in the scope of this
Electoral Card
1 10
2 5
3 2
4 9
5 5
6 8
7 3
8 9
9 7
10 9
11 8
12 2
13 10
14 9
15 2
16 7
17 9
18 8
19 6
20 7
21 7
22 10
23 6
24 8
25 7
26 9
27 3
28 4
29 8
30 9
Total No. of Electoral Cards : 30 Total No. of Electors : 206
Contd…..
Page x of y
Control Sheet format : Contd
DETAILED PAGE LAYOUT OF THE PART WISE OF THE

CONTROL SHEET
Assembly Constituency Number: Part Number:

Section No.: Section Name:
Family Number Electors’ Card No. Start Serial No. End Serial No.
1 1,2,3 1 14
2 4 15 17
3 5 18 19
4 6, 7 20 25
5 8 26 28
6 9 29 32
7 10, 11, 12 33 47
8 13, 14, 15, 16 48 60
9 17 61 63
10 18 64 67
11 19, 20, 21 68 80
12 22, 23, 24 81 90
13 25, 26 91 97
14 27 98 100
Form: IR-2005-04
Manuscript of list of persons enumerated

Old Serial House Name of Relation Relation Sex Age EPIC

Serial No. No Elector Type Name No
No. (3)
(0) (1) (2) (4) (5) (6) (7) (8)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
Page x of y
IR-2005-06
SUMMARY REPORT (For each AC)
Union Territories)
State / UT Name :
AC@ No. : Name :
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :

TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

Form: IR-2005-11

State: __________________________Date of Final Publication: ___________________

indicated number

Form : IR-2005-12
To
Sir,
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF APPLICATIONS FOR INCLUSION OF NAMES FILED IN
BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT WELFARE

Form : IR-2005-12A
To
Sir,

Yours faithfully,
Dated :
(Name in full)
President/Secretary
ROLLs FILED IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT
roll
FORM ID :
Intensive Revision, 2005
IR-2005-05
roll of 2004 account of for other (Col.3+4) existing (shifted in) the roll of 2004
23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33.
Place:
Date:
1 2 3 4 5 6 7

Electors in the
1 2 3 4 5 6 7 8 9


State Name: Consolidated Statement at the end of the period for disposal
of Claims & Objections on ………….

Electors in the under Admitted FORM 7 under rule Deletion Addition Of
Constituency Draft Roll of rule 21 (Col.5+7) 21-A (Col. 10 +12) (Col 8-13) increase
the Lodged Admitted Rejected Lodged Admitted Rejected (+)
No. Name Constituency Or
decrease
(-)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

FORM - EC 11A

___/___/___ ___/___/___
transposed included
1 2 3 4 5 6 7 8
§
ITEM NO. 69
Election Commission's letter No.23/MT/2004-PLN-II. Dated 01.04.2005 addressed to The Chief

Electoral Officer, Maharashtra, Mumbai.
Subject: Special summary of Electoral Rolls w.r.t.01-01-2005 as the qualifying date in the
State of Maharashtra – Regarding.
With reference to your letter No.ELR-1005/CR 39/2005/XXXIII dated 14th March, 2005, on
the subject, I am directed to inform you that the Commission has accepted the programme
suggested for undertaking the special summary revision of electoral rolls w.r.t. 01-01-2005 as the
qualifying date in the State of Maharashtra. The guidelines to be followed for undertaking the
revision are enclosed herewith.
SUMMARY REVISION OF ELECTORAL ROLLS

GUIDELINES
The Commission has decided to undertake special summary revision in all the assembly
constituencies in the State of Maharashtra w.r.t.01.01.2005 as qualifying date.
7.1. THE SCHEDULE:
The Commission has decided to undertake the special summary revision of electoral rolls
w.r.t. 01-01-2005 as the qualifying date in the State of Maharashtra as per following schedule :
S.No STAGES OF REVISION PERIOD ALLOWED FOR EACH
STAGE
1. Consolidation & integration of supplementary By end of April 2005
lists upto 2004 with the basic roll of 2002 and
printing of draft roll
2. Splitting of each part of electoral roll as per By 15th May, 2005

the list of sections and their distribution to
different localities/RWAs/Housing Societies
and Gaon Sabhas before the date fixed for
draft publication of roll. Supply of electoral
rolls and Forms 6, 7, 8 & 8A to area Post
Offices.
3. Draft publication of rolls on 20th May, 2005 (Friday)

4. Period for filing of claims and objections and From 20th May, 2005 (Friday) to
reading of relevant part/section of electoral 6th June, 2005(Monday)
roll in Gram Sabha / Urban Local Bodies and
5. Special Campaign dates for receiving claims 28th May, 2005 (Saturday and 29th
and objections at all designated locations. May, 2005 (Sunday)
6. Disposal of claims and objections and 6th July, 2005 (Wednesday)

preparation and printing of
supplements of Additions, deletions
and corrections by
7. Final publication of Electoral Rolls on 7th July, 2005 (Thursday)
8. Display of finally published electoral rolls at 7th July, 2005 (Thursday) to 14th
all designated locations July, 2005 (Thursday)
7.2. PRELIMINARY WORK BEFORE DRAFT PUBLICATION
The following preparatory steps have to be taken before publication of the draft roll
– details.
01. The supplementary lists upto 2004 revision should be consolidated & integrated with the basic
roll of 2002 before draft publication. The following precautions should be borne in mind:-
(i) The exercise of integration and consolidation involves exclusion of the entries of
electors whose name has been deleted from the printed in the supplements of
deletion. These entries will be removed during integration.
(ii) The exercise also involves the re-grouping of electors from various supplements
family sometimes are listed at different places in the existing rolls, in the
appropriate sections. Members of the same primarily because they have entered
the roll on qualification at a later date. A careful exercise needs to be undertaken
to list members of a family living at the same address as successive entries in
the integrated roll.
(iii) The electors should also be listed, as far as possible in groups, following the
natural sequence of the concerned geographical area like the street and mohalla
and house number.
(iv) Incorporate the corrections made in entries at the time of issue of EPICs in the
database.
1
2Care should be taken that while integration there is no loss of data i.e. the names of electors do
not get missed out or dropped. This can easily be checked by tallying the number of electors in
each part before and after integration.
3
2.The electoral roll is revised polling station wise and each part of the electoral roll covers the
villages/localities/sub-localities covered by a part of electoral roll is very clearly defined as a
section in the part and tagged to the postal zone of the corresponding area. There shall be no
scope for confusion and the designated officer should be clear about the area covered by the
polling station(s) for which he is appointed as designated officer. To ensure this, the polling
station details, a copy of which is also given to the political parties, should be verified with the
electoral roll section details to ensure that all the sections (localities) are properly reflected in the
header page of each part of the draft roll.
3.The ERO shall ensure that sufficient copies of the existing rolls are available for publication as
draft in various designated locations.
4.He should also ensure printing of sufficient copies of various Forms required for this revision
exercise.
5.The ERO shall split each part of electoral roll as per the list of sections mentioned above and
distribute them to different localities/RWAs/Housing Societies etc. and Gaon Sabhas before the
date fixed for draft publication of roll along with copies of various application Forms.
6.Copies of the electoral roll and sufficient number of Forms should also be kept in Post Offices
also.
7.Adequate publicity should be given to the programme as well as the campaign dates to get the
desired level of response.
7.2.1. Training
A comprehensive training programme covering all aspects of the Revision Process has to
be planned and conducted in good time. The target groups for the training programme would be
the supervisory officers and the personnel to be deployed at designated locations. Training of
trainers should be conducted well in advance in a thorough manner. Comprehensive written
materials should be made available to all trainees. Audio-visual materials should be utilised, with
good quality presentation for conducting the training at all levels. For this purpose, standard
audio-visual materials including overhead transparencies/slides or computer based presentations
should be prepared in advance in the local language. It is important that the size of the training
group is kept manageable, so that the trainees can absorb the training imparted and can have an
opportunity for clarifying doubts through interaction with the trainers and senior officers present. A
set of all the relevant Forms and other documents to be used for the revision process should be
made available to each of the trainees.
7.2.2. Consultations with political parties

CEOs will hold detailed consultations with political parties at State level and apprise them
about the broad strategy and action plan for the Special Revision of Rolls, 2005. Copies of the
draft Electoral Rolls should be made available to them in time so that they can study the same
and help in the process of preparing clean, correct and up-to-date rolls. In addition to the free
copies available to recognised political parties, the locations where copies of the roll could be
available for inspection in the period immediately preceding the days fixed for verification of
electoral rolls in the meetings of Gaon/Ward Sabhas, Resident Welfare Associations etc. and on
the special campaign dates for revision should be indicated to them during the meeting. These
meetings should be held sufficiently in advance of the actual publication of the draft Electoral
Rolls.
The electoral rolls as on date shall be published as draft rolls for the purposes of this
revision on dates given in the revision schedule.
8.1. DESIGNATED LOCATIONS
The draft electoral roll shall be published on locations designated for this purpose. These
designated locations, for the whole period of filing of claims and objections, shall be the offices of
EROs/AEROs. Similarly, the Polling Station locations shall also be the designated locations
where the electoral rolls shall be published and claims and objections shall be received during the
revision exercise. Further, the offices of rural and urban elected bodies shall also function as
designated locations on the dates of meetings as and when organized by the ERO during this
period.
used as Designated locations for display of draft electoral roll in the area covered by respective
Delivery Post Offices. Claims and objections shall also be received in all the post offices.
receipt of duly filled in Forms and their verification etc. have been issued vide Commission’s letter
No. 23/2002-PLN-II, dated 23.8.2004. (copy annexed )
For special campaign dates, the designated locations shall be each polling station.
Adequate numbers of staff have to be mobilized to be present at each location on the special
campaign dates.
8.2. DISSEMINATION OF ELECTORAL ROLLS AT A WIDER SCALE
inviting claims and objections during the period specified in the schedule given above for the
purpose by the Election Commission at the offices of EROs/AEROs and at designated locations
mentioned above and simultaneously copies shall be provided on the day of publication of the
draft roll to the rural and urban local bodies. Copies of the relevant parts of the draft roll shall also
be provided to the Residents’ Welfare Associations (RWAs), Mohalla Sudhar Samitis, J.J.Sudhar
Samitis, Housing Societies etc., where the rolls are to be read in the presence of the public. In
addition, sufficient number of forms shall also be made available at these places. The availability
of electoral rolls in these organizations will be helpful in eliciting their cooperation in the roll
revision exercise and also in the continuous updation of rolls later.
communication, including paid advertisements in the news papers having wide circulation in the
areas concerned.
8.2.2. Verification of draft rolls in the meetings of Gaon Sabhas/Ward sabhas/RWAs

Rural Areas :
a) The Village Panchayat Officer, who is the Secretary of the Gaon Sabha, shall convene
the Gaon Sabha/ Ward Sabha meetings. The local revenue official (for instance
Lekhpal in case of UP) may also be deputed to attend these meetings. These
revenue officials may be provided with sufficient number of Forms so that necessary
claims and objections can be got filled in during the meeting itself. The members of
the public especially those who contested the last Gaon Sabha election but could not
be elected, should also be invited as special invitees to these meetings. Immediately
after the meeting, the revenue official may record his report on these applications and
forward the same to the Electoral Registration Officer for action at his level under
rules 16 to 20 of the R.E. Rules, 1960.
c) If the Gaon Sabha includes more than one village, these meetings may be organised
village-wise and elector’s verification exercise in respect of a village may be
completed in the meeting held in that village only. If there are a number of hamlets in
a Gaon Sabha, the meetings may be organised hamlet-wise. In states like
Rajasthan, the institution of Ward Sabha has been functional and in such states the
Ward Sabha meetings may be organised to verify the draft roll.
available in these meetings, will also have to be taken suo motu under rule 21 and
21A of the R.E. Rules, 1960.
Urban Areas :
Samitis, JJ/Slum Sudhar Samitis etc. Residents Welfare Associations of the locality
or any other forum available in the area and suitable for such an exercise. Any
NGOs willing to be associated in the exercise should also be involved. The draft
electoral roll which are prepared polling station-wise will be split section-wise in the
first instance and distributed to the different localities/ Residents’ Welfare

Associations/ Housing Societies alongwith an appeal which inter-alia will seek their
co-operation to display the extract of the roll prominently for the benefit of the
residents of that locality so that any person who is residing but is not a registered
elector can take the necessary steps to enroll himself/ herself as well as members of
his family.
meetings may be organized mohalla-wise or colony-wise and the electors’ verification
exercise in respect of that mohalla or colony may be completed in the meeting held in
that mohalla or colony. If the area of any polling station is large and there is only one
mohalla or colony, the mohalla or the colony, as the case may be, be divided into
convenient parts at the discretion of the ERO concerned and the meetings may be
organized in such parts of the mohalla or colony.
c) If the mohalla or colony or ward or any part thereof, does not have any Ward Sabha
or RWA, or any such body the ERO concerned may choose a prominent non-political
citizen, working or retired government officer, NGO or a professional like doctor etc.
residing in the locality, to chair the meetings and help the exercise to be completed.
In case of residential colonies of govt. or semi govt. bodies, the staff responsible for
maintenance of these colonies, may be actively involved in this exercise.
d) The Electoral Registration Officer shall, in consultation with the Ward Sabhas/RWAs
etc. concerned, decide the place, date and time for holding the meetings in such a
way that the involvement of the people is assured. All such meetings shall be chaired
by the member/office bearer of the Ward Sabha/RWA etc. concerned in the presence
of an official designated to be present at the meeting. Here also, the procedure
suggested in the preceding paragraphs for receipt and disposal of claims and
objections under rules 16 to 20 and for suo motu action under rule 21 and 21A of the
R.E. Rules, 1960 will have to be followed.
preceding paragraphs have to be meticulously recorded/minuted and a copy of the same should
be forwarded to the Electoral Registration Officer who may take its help while disposing of the
claims and objections received. These meetings may begin with the message from the Electoral
Registration Officer/ District Election Officer/ Chief Electoral Officer regarding the responsibility of
the members of the Gaon Sabha/ Samiti/ Association etc. in truthfully carrying out this exercise.
The EROs/DEOs shall also attend some of the meetings in rural and urban areas with a
view to improve the quality of revision exercise.
8.3. Special campaign dates
Besides the above, two special campaign dates have been scheduled for 28.05.2005
(Saturday & 29.05.2005 (Sunday). Full compliment of staff representing EROs should be present
at the designated locations on these days and relevant forms related to revision of electoral rolls
can be submitted at these locations.

The Statutory Forms 6, 7, 8 and 8A appended to the Registration of Electors Rules, 1960
have been amended vide Ministry of Law and Justice Notification dated 18 th August, 2003
along with certain other minor amendments in the Rules. A copy of the
Notification has already been circulated vide Commission's letter
No.3/2/2002/J.S.II dated 25 August, 2003.
th
Form 8B has been deleted. The revised Form 7 will now be used for filing objection to
the inclusion of a name in the draft electoral roll between the period allowed for filing claims and
objections during revision of rolls and also for deletion of entry after the final publication of rolls.
FORM-6 -for inclusion of name for the first time and also for inclusion of name of a
person already enrolled in a constituency for inclusion of name in another constituency.
FORM-7 -for objecting inclusion of name in the draft roll and also seeking deletion of
FORM-8 -for correction to particulars entered in the roll. This form can be used after draft
publication. (Prior to the amendment this Form could be used only after final publication
of rolls during the process of continuous updation).
Blank forms for addition, deletion, correction & transposition in the electoral roll should be
available in all the locations where the Electoral Rolls are displayed so that these can be
distributed in advance of the campaign dates to the concerned persons. Adequate number of
forms may, therefore, be printed for this purpose.
downloaded from the Election Commission website, cyclostyled, hand written or privately printed
can also be used for submitting applications for inclusion, deletion etc. so long as they conform to
the statutory Forms. However, these forms should be on white paper of A-4 size and should not
contain the name/symbol or any distinguishing mark of any party/organization printing/supplying
the same. This point should be made clear during publicity.
8.5. On line Forms

objections on line through Internet. Necessary guidelines, in this regard has already been sent to
all the CEOs vide Commission’s letter No. PS/DIR(IS)/2004 dated 17th September, 2004. These
shall be followed scrupulously.
8.6. Manuscript for supplements
Preparation of manuscript for addition (Form 6), deletion (Form 7), modification (Form 8)
and transposition (Form 8A) should be meticulously done. The ERO shall first prepare a hand
written manuscript containing the names included, deleted, corrected or transposed separately.
The handwritten manuscript will be certified by the ERO and then only will these be handed over
for data entry.
printed. These check list should also be compared with the manuscript for such supplements and
necessary corrections should be made wherever required.
8.7.1. Staff
government official designated for the purpose, who will make the electoral roll available to the
public for inspection and receive claims and objections. These officials shall also participate in the
meetings stated above, collect the minutes of the meetings and also the claims and objections
received during these meetings. Schedule of meetings to be held in the Designated Locations
shall be displayed at these locations for information of the public.
should be mobilised and counters set up. The DEOs/EROs and Supervisory Officers shall
ensure that all Designated Locations remain functional with full complement of staff. Strict action
be taken against such officials who are found to be guilty of dereliction of duty.
locations are fully conversant with the duties to be performed and shall respond to public queries
promptly.
consistency of the Forms. There should be adequate space at each designated location for the
electors to sit and complete the forms.
The completed forms should be accepted and proper acknowledgments printed on the
lower part of the forms should be immediately issued.
Forms 6, 7, 8 and 8A shall be received on all working days in the offices of EROs/AEROs
and designated locations including area Post Offices from the date of draft publication till the
period specified for the purpose. Acknowledgment for Receipt of Application printed below each
Form should be filled up, detached and handed over to each applicant compulsorily. Applications
in bulk should not be accepted at Post Offices and any other designated locations except at the
offices of EROs/AEROs only by the RWAs/office bearers of political parties/ Mohalla Sudhar
Samiti/JJ Sudhar Samiti office bearers etc. stated in the following para.
The above forms shall also be received in the meetings of the rural and urban elected
bodies by the government officer deployed to be present in the meeting.

submitted individually by the claimant concerned. However, such claim forms in respect of the
members of the same household may be allowed to be filed by one person if so authorized by the
claimants in their claim forms in the appropriate column provided for the purpose. Therefore,
claim application should not be received by the ERO and designated officers in bulk. The above
instructions will, however, be subject to the following exceptions:-

(i) The claim applications may be received in bulk only ; at the offices of the
EROs/AEROs pertaining to more than one household, if they are duly forwarded
follow the above procedure in the presentation of claim applications by the
President or Secretary of a Residents Welfare Association (RWA) etc. and the
President/Secretary of these organizations forwards these applications on its
letter head along with a complete list of the claim applications being forwarded
therewith, and the said list is duly authenticated by the said President/ Secretary.
(iii) The President/Secretary of a recognized political party to whom the copies of the
electoral rolls have been furnished under the provisions of the Registration of
Electors Rule, 1960, may also follow the above procedure in the presentation of
claim applications in bulk.
8.7.5.2.1. (a) Objections in Form-7, seeking deletion of entries from the electoral rolls
should also, normally, be filed by the objectors concerned individually. An
objector should, ordinarily, be permitted to file objections in Form7 pertaining to
the members of the same household.
(b) The instructions contained in sub-paras 1(i), (ii) and (iii) above will apply
mutatis-mutandis in relation to submission of objections in Form-7 by the
RWAs etc., Gaon Sabhas and recognized political parties, as they apply
in relation to submission of claim applications in Form-6 by them.
(c) If any person, other than the aforementioned office bearer of an RWA etc. or
Gaon Sabha or recognized political party, wishes to submit objections in Form-7
in respect of more than seven persons, either belonging to the same household
or to different households, such person should be asked to submit a complete
list, duly authenticated by him, of each objection in Form-7 being submitted by
him. In addition, he should be asked to submit an affidavit duly sworn before a
Magistrate of the first class or a Notary Public or a Commissioner of Oaths,
verifying the list of objections being submitted by him.
person or an office bearer of a Resident's Welfare Association, Gaon Sabha or
President/Secretary of a recognized political party etc. as the case may be, he may be asked to
make a statement in his forwarding letter that he is aware of the provisions of Section 31 of the
Representation of the People Act, 1950, under which the making of a statement or declaration
which is false and which the person making that statement/declaration either knows or believes to
be false or does not believe to be true is a penal offence and vouch for particulars like name,
father’s name, address and genuineness of the applicant as given in the prescribed list duly
Commission has also prescribed the format of these forwarding letters and the list (annexed as
Form-SR-2005-7 & Form-SR-2005-7A) in which the office bearers of RWAs etc. and Gaon
Sabhas and recognised National and State Political Parties should forward bulk applications. All
applications received as aforesaid in bulk should be assigned suitable numbers in such a fashion
that any time later, it should be possible to trace the persons/office bearers who submitted them
so that responsibility for filing a wrong application can be fixed at a later date, if necessary.
It has been observed that bulk applications filed by political parties etc. are rejected on
technical grounds such as non-submission alongwith the application prescribed for submitting the
bulk Forms or the forwarding application is unsigned or not signed by the authorized persons.
Due to this many applications of genuine eligible electors filed in bulk with such applications
remain to be considered. The genuine persons whose Forms are collected remain unaware of
rejection of their applications due to above reasons till they go to the polling stations during
elections. Therefore, while giving publicity, the political parties in particular and other
organizations shall be advised accordingly. They may be educated about proper use of each
Form and also how to fill them so that they can get the incomplete Forms, if any, completed
before submission.
only during the period for filing claims and objections fixed by the Commission at the time of this
revision exercise of electoral rolls. This facility will not be available on a permanent basis at any
other time. Similarly individuals desiring to file bulk applications alongwith an affidavit duly sworn
before a Magistrate of the first class or a Notary Public or a Commissioner of Oaths can do so
only during the period fixed for filing claims and objections.
8.7.5.5. The purport and intention of the Commission to allow filing of applications for claims and
objections in bulk during the annual revision is to provide an opportunity to the recognised
appropriate time. The general tendency is to highlight omissions and commissions in the electoral
rolls prior to the general elections. The Commission desires to enlist their active cooperation now
itself. The NGOs. Can associate themselves for creating awareness, distribution of blank forms
and for assisting the electors in filling up forms but they will not be eligible to file applications in
bulk.
revision of electoral rolls. The state units of the recognised political parties may be informed of the
instructions in writing whereas the same should be publicised for the benefit of the RWAs and
Gaon Sabha etc. during reading out of rolls in the meetings.
8.8. Special Campaign dates
On the four special campaign dates mentioned above, all the claims and objections shall
be received at the designated locations to ensure that the electors who could not have filed their
claims and objections till then may avail of the opportunity. The campaigning hours on these
special campaigning days shall be from 9 A.M. to 6 P.M.
Electors Rules, 1960 should be filled up by the staff from the details filled in the relevant forms (6,
7, 8 and 8A). A summary report should also be prepared with totals of each of the lists
in duplicate, the lists in Form 9,10,11 and 11A, entering therein the particulars of every
claim or objection as and when they are received by them and that they have not been
exhibiting one copy of such lists on the notice board in their office. The maintenance of
such lists is mandatory under the provisions of Rule 16 of the Registration of Electors Rules,
1960. All the DEOs shall ensure that these lists are properly prepared, in duplicate, and one copy
each of such lists is exhibited on the notice board by the EROs concerned, without fail. Any
violation of these provisions of the Rules will be viewed seriously by the Commission. This point
should be stressed during the training classes.

8.10. ADDITION OF NAMES
In case of additions, the election official accepting the applications for inclusion of name
should be instructed to conduct a preliminary enquiry right at the time of acceptance. The
preliminary enquiry for various categories should be on the following lines:
1. In the case of applicants in the age group 18 – 20 years, the name and relationship
should be checked with respect to the applicant’s family members already enrolled with the same
address. Particular care should be taken that underage applicants do not get enrolled.
2. In the case of applicants above the age of 20 who are applying for enrolment for the
first time, the circumstances because of which they have not sought enrolment earlier should be
ascertained. The facts should be briefly recorded on Form 6. A detailed enquiry should be got
done in all such cases at the time of disposal of claims and objections.
03. In the case of applicants who have shifted their place of residence after the last revision and
were enrolled in the draft roll of another part of the same constituency / other constituencies, the
full details of the previous address and of earlier Rolls and EPIC, if issued to the elector, must be
filled in by the applicant in Form-8A/6, respectively. As per proviso to Section 23(2) of the R.P.
Act, 1950 it is the duty of the ERO who receives the application for inclusion in Form 6 to dispose
of the application on merit and after proper verification, and after necessary enquiry, where called
for, and if the name is found qualified for inclusion, the same shall be included in the roll. The
ERO then shall inform the concerned ERO of the place of previous enrolment in the draft rolls to
take steps to delete the relevant entries from the previous place. Failure to furnish the details
entered in the draft rolls and EPIC due to ignorance would not be a ground for non-acceptance of
applications.
4. The ERO of the constituency in which the applicant has already been previously
enrolled or claims to have been enrolled should, immediately on receipt of information from the
other ERO verify whether the person has been enrolled at the address given and if so enrolled,
take action to delete the entry from the roll and communicate a copy of his order to the ERO of
the constituency where the person has been subsequently enrolled.
5. It is also clarified that the follow up action for deletion of such entries in the other
constituency should be administratively followed up, preferably in a specified time frame. Though
no uniform time can be fixed for this purpose, however, it is desired that all such cases should be
disposed of within 30 days from the date of disposal of the application by the ERO of the
constituency where the elector's name has now been included.
8.11. DELETION OF NAMES
The primary objective of the revision is to update the rolls with qualifying date of
01.01.2005. Within the overall objective the important goal is to make the entire Electoral Rolls as
clean and correct as possible with the maximum involvement of the electors and political parties.
The process, therefore, involves not merely inclusion of names of persons who become eligible
for the first time on 01.01.2005 or those who have shifted into the constituency but also deletion
of names of dead persons and electors who have shifted out of the relevant areas, and also
incorporating necessary corrections in entries, where required.
It has to be ensured that all Form 7 are verified before accepting for deletion. In cases of
Form 7 in respect of electors having EPIC, there should be another verification to ensure that no
names are wrongly deleted. List of such electors can be even given to the political parties or even
be published if deemed necessary.
8.11.1. Birth and Death Registers:
institutionalize the arrangements for obtaining information from Birth and Death Registers, the
Commission had issued an Order No. 22/2/94 dated 28th March 1994 in exercise of its powers
under Article 324 of the Constitution, wherein the commission had directed as follows:-
(i) Every municipality and every other local body located in any and every
constituency in a State or Union Territory, through its Registrar of Births and
Deaths, shall mandatorily furnish to the Electoral Registration Officer of the
Constituency in which the dead person was resident as per the address given in
the register of deaths, the names together with age at the time of death and
addresses of the dead persons on the first of January and the first of July of
(ii) The information mentioned in para (i) above shall be supplied in writing so as to
reach the concerned Electoral Registration officer not later than 15th January
and 15th July of every calendar year.
(iii) For this purpose, every District Electoral Officer shall furnish immediately to
every municipality and other local bodies located in his district, the complete list
of all Electoral Registration Officers in the District with their full address together
with the details of the territorial extent of the Constituency under their charge. It
will also be the duty of every District Electoral Officer to intimate, thereafter any
change in the Office or address of any Electoral Registration Officer within 15
days of such change taking place. The list of Electoral Registration Officers will
also be updated on every 1st June and 1st December of a Calendar year.”
The CEOs must immediately take up with the concerned department and ensure
that the lists of dead voters are sent to the concerned EROs and that appropriate action is taken
after following the prescribed procedure. On receipt of such lists, the EROs concerned should
take suo motu action under Rule 21A of the R.E. rules, 1960 to delete the names of dead
persons. The instructions issued by the Commission in the matter vide its letters
No.22/2/2004/PLN-II dated 05-01-2005 and 11-03-2005 should also be adhered to.
8.11.2. Electors above 80 years:
For the current Summary Revision, full and exhaustive physical verification should be
done by the field staff to identify electors who might since have died and delete relevant entries
from the Electoral Roll. For this purpose it is necessary to focus attention on the cases of electors
in the current roll who have attained the age of 80 or more. Since the Electoral Rolls have been
computerised in all States & UTs, lists of electors who fulfil the age criterion set by the
Commission should be printed indicating the details of the electors above 80 years of age and a
physical verification undertaken during the Revision exercise. This should be followed by suo
motu action under the powers vested in the ERO.
8.11.3. Verification of residual electors:
Another strategy for removal of electors who are dead or have shifted, will be to prepare
a list of residual electors yet to be issued Photo Identity Cards and verify whether they are still
residing in the relevant locality in the polling station area. In constituencies where the coverage of
EPIC has reached a substantial level of 80 per cent or more, this may be a practical proposition
inasmuch as the number of residual electors will be manageable. In all such cases the EROs
concerned shall cause to conduct a house to house verification/enquiry and if the elector is found
to be not residing at the place of registration, action should be taken to delete the names of such
electors from the rolls after issuing the requisite notice as required under rule 21 A of the
Registration of Electors Rules, 1960. Such notices should specifically mention that the elector
was given repeated opportunities to get photographed (dates and places should be indicated)
and failure on the part of the elector to get himself photographed leads to an inference that he is
not ordinarily resident at the place in which he is enrolled. An opportunity may be given to him to
show cause as to why his name should not be removed from the roll and that if he has to say
anything in the matter, he should appear before the ERO/AERO on a date, time and place to be
indicated in the notice.
8.12. SUPERVISION
A Sector Officer to be designated as such and an AERO should attend as many meetings
of Gaon Sabhas/RWAs etc. as possible for them and also supervise a group of such Designated

All applications for inclusion, deletion or modification received prior to draft publication of
the rolls should also be disposed of positively. In no case those applications filed should be left
undisposed. The disposal of claims and objections has to be followed by preparation of separate
lists of additions, deletions and modifications and then the printing of supplements. The following
points should be borne in mind while disposing of claims and objections:
(a) It shall be the duty of the Electoral Registration Officer to ensure that each the every claim and
objection received in Form 6, Form 7, Form 8 and Form 8A is duly disposed of fully in accordance
with law and the directions and instructions of the Commission.
(b) Scrutinise each and every application meticulously and ensure that it is complete in all
respects. In the light of provisions of section 13C of the Representation of the People Act, 1950,
the Commission has no objection to the disposal of claims and objections by Assistant Electoral
Registration Officers. However, such delegation of powers to Assistant Electoral Registration
Officer shall not absolve the Electoral Registration Officer of his responsibility for ensuring a
defect-free electoral roll. The Assistant Electoral Registration Officer is performing a quasi-
judicial function while disposing of claims and objections and must apply his mind independently
to all such evidence, documentary or otherwise, which the concerned persons may adduce in
evidence.
father’s/mother’s/husband’s name, "Relationship" and particulars of his place of residence should
be left blank by the applicant. All the declarations as prescribed in Form 6 should be complete in
all respects. If a claimant states in the declaration that his name may have been included in some
other roll, full address of his previous residence must be given in that declaration.
(d) The Electoral Registration Officer is a statutory authority charged with the duty of preparing
the electoral roll. He has to ensure that the electoral roll contains only the names of persons who
are fully eligible and fulfil all the conditions for registration. One of such conditions of eligibility is
that the elector should be a citizen of India. Therefore, when a claim application is preferred
before the Electoral Registration Officer, he has to satisfy himself that the applicant is, inter alia, a
citizen of India.
(e) While disposing of a claim or an objection, the Electoral Registration Officer must bear in mind
the following guidelines as laid-down by the Supreme Court in its judgment dated 06-02-1995 in
Writ Petition(Civil) No. 731 of 1994 (Lal Babu Hussain and others Vs. Electoral Registration
Officer and others), etc., etc.:-
(i) The Officer holding the enquiry shall bear in mind that the enquiry being quasi-judicial
in nature, he must entertain all such evidence, documentary or otherwise, as the
concerned affected person may like to tender in evidence and its evidentiary value
assessed and applied in decision making. The Electoral Registration Officer shall
disclose all such material on which he proposes to place reliance, so that the
concerned person has had a reasonable opportunity of rebutting such evidence. The
concerned person, it must always be remembered, must have a reasonable
arise, conduct themselves fairly and in a manner consistent with the principles of natural justice
and should not appear to be acting on any pre-conceived notions.
The onus of proof of the citizenship shall lie on the applicant who applies for inclusion of
his name for the first time. The ERO must be satisfied that the person seeking to have his name
enrolled is not disqualified, among others, by reason of his not being a citizen of India. Therefore,
the Electoral Registration Officer would be justified in requiring the concerned person to show
evidence that he is a citizen of India. Some of the documents that could be used to prove the
citizenship are any of the following:-

(i) National Register of Citizens (NRC), would be used/referred to wherever it exists.
(ii) Citizenship certificate issued by competent authority.

(iii) A valid passport issued by the Government of India.
(iv) Birth Certificate.
person is a citizen of India is not by itself reliable documentary evidence as conclusive proof of
citizenship.
disposal of claims and objections :-
i) proof of being registered as voter as an unmarried girl, if her name was

registered;
(iii) certificates issued by the village headmen of both the villages i.e. the village to
which the woman belonged before marriage and the village to which she has
moved after her marriage, countersigned by village level Government Official;
(iv) Where there is no village headman in existence, the certificate to the above effect
equivalent to village headman in terms of his powers and functions, issued by the
Secretary, Gram Panchayat or an officer and countersigned by village level
authenticity of each such certificate should be duly verified. Wherever there is any doubt, those
cases should be referred to the authorities who issued those certificates. This is necessary as
there is reason to suspect that some of these certificates are bogus or issued without due care.
Whenever an Electoral Registration officer is in doubt in regard to the qualifying age or

place of ordinary residence of a claimant, he shall decide that question with reference to, but not
restricted to, the birth certificate, school or college certificate, passport, baptism certificate,
telephone connection LPG connection, Bank account, etc.
statements should not be taken at face value. They will be required by the Electoral Registration
Officer to adduce such evidence as may satisfy him in regard to their claim of migration from
another place of India. In appropriate cases, the Electoral Registration Officer shall crosscheck
the position with the District Election Officer of the District from where the claimants claim to have
migrated.
In case of an objection filed in Form 7 seeking the deletion of name from the electoral roll
on the ground that the person objected to is not a citizen of India, the onus of proof shall lie on the
prescribed by the Commission for the purpose of such supplements. It is made clear that under
the existing election law, for the purpose of final publication of the electoral roll, the EROs shall
prepare supplements of additions, deletion and corrections and publish the draft roll together with
the three supplements. On such publication, the draft roll plus the Supplements shall be the final
roll of the Constituency. Further the electoral rolls should be finally published in the new format
prescribed by the Commission. These will, therefore, have AC summary, part summary, and
section headers containing summary information and the list of electors with additional columns
giving EPIC number. The Chief Electoral Officers should closely monitor and supervise this
aspect.
Copies of the finally published roll should be placed for inspection at all the locations
where the draft rolls had been made available for a limited period of one week for greater
accessibility of the final rolls to the public. In addition, copies of the rolls can be displayed at
various other public locations like Rural Libraries, Panchayat Bhavans, Resident Welfare
Associations and any other important location depending on local conditions. This would
eliminate the genuine grievances of the electors at large about non-availability of final rolls at a
nearby location for verification of entries and increase their level of involvement in cleaning the
electoral roll.
The number of copies to be printed may be assessed by the CEO. The copies required
by the State Election Commission and future revisions of Electoral Rolls should also be taken into
account. On the basis of the total requirements, the final print numbers should be decided by the
Chief Electoral Officers.
produced. Two copies are to be retained by the DEO and two by the CEO for purpose of record
and future reference.
Rules 11 and 22 of the R.E. Rules, 1960, provide that the ERO shall supply free of cost
to every political party for which a symbol has been exclusively reserved in the State, two copies
of each separate part of the electoral roll immediately after draft publication and again after final
publication. Wherever the CD-ROM (publication and sale) version of the electoral rolls have been
prepared after computerisation of electoral rolls with reference to 1.1.2004 as the qualifying date
and there has been no modifications in the form of additions, deletions or corrections till the date
of draft publication of electoral rolls with reference to 1-1-2004 as the qualifying date, one copy of
the CD-ROM along with a printed copy of the electoral roll should be supplied to the political
parties as draft roll. Similarly, CD-ROM (publication and sale version) should be made available
on sale to interested parties from the office of the CEO and DEOs. Wide publicity about
availability of the electoral rolls in CD-ROM should be given. The political parties while being
given copies of draft rolls should be requested in writing to verify the rolls and bring to the
notice of DEO/ERO the shortcomings, if any, within a specified time.

large urban areas and also for big villages. Complete list of towns, villages, localities and areas
as listed in the Electoral Rolls for each assembly constituency should, therefore, be printed
separately in booklets and their links to the concerned polling stations should be available in
these booklets. These lists can be utilised to provide information to electors and to answer
queries to facilitate filing of claims & objections by them correctly and submit the same to the
concerned Electoral Registration Officer.
The Chief Electoral Officers should set up a Control Room for the Revision and ensure
that these are manned during office hours in the normal working days and for such extended
period as decided by the concerned Chief Electoral Officers for the campaign dates, and two
days preceding the campaign dates and two days following the same. Adequate staff should be
mobilised for this purpose. Similarly, at the district level and the EROs’ level, suitable Control
Rooms have to be put in place for the campaign dates and two days preceding the campaign
date and two days following the same.
designated locations, dates fixed for reading out of the electoral roll in different localities and also
links of particular area to the relevant polling station and Assembly Constituency should be
provided. At the State Headquarters and the district level, as far as possible, such Help-Desks
should utilise the computer data base of the Control Tables to handle queries. The persons
manning the Help-Desk should be able to give prompt answer to queries using the relevant
software. It should be ensured that at least the printed booklets containing this information are
available in the control room and properly flagged and indexed for providing prompt answers to
queries.
9.2. Record Keeping
The EROs will be personally responsible for the proper maintenance of all records and
their safety. District Electoral Officers will supervise and ensure that appropriate arrangements
outgoing ERO must explain the arrangements to his successor. When the post designated as the
ERO is modified and a new post is designated as ERO, thorough and comprehensive
arrangements for handing over and taking over the records from one office to the other must be
made. Any slackness in this regard will be viewed very seriously by the Commission and the
concerned officer will be liable for suitable action. Custodians of records must be designated as
such and complete registers must be maintained as required under standard record keeping
procedure of the concerned State/UT government.
9.3. Reports
The Commission has prescribed the following proforma for collection of information about
this revision:
Form ID-SR-2005-01:

Electoral Registration Officer after completion of the period for filing claims and objections. EROs
have to cover all applications received from all the Polling Stations including the offices of the
EROs/AEROs, Post Offices and other rural and urban bodies.
Form ID-SR-2005-02:
After scrutiny of the data received from EROs, Chief Electoral Officer should forward to
the Commission a statement in this format in respect of such constituencies in the State
where there is major deviation in the number of Claims in Form-6 and/or Objections in
Form-7 from the average number of forms received in the State. For example, if the State
average is 2%, all cases where the figure for a constituency is 3% or more, these have to be
scrutinized. The Statement in this Form should reach the Commission within 7 days after the last
date for filing claims and objections. If the information is “nil”, after filling up the relevant data in
the columns (i) to (v), they should mention “nil” under columns 1 to 7 relating to constituency
details.
Form ID-SR-2005-03
deletion of names in the State in Form ID: SR-2005-03 may be furnished within seven days from
the last date of receiving claims and objections.
Form ID-SR-2005-04
moto additions and deletion cases under rule 21 and 21A should be forwarded to the Commission
in Form ID: SR-2005-04 within seven days after disposal of all claims and objections.
Form ID-SR-2005-05
Report of constituency wise data of electors in final roll, both general and service voters
(with men/women breakup) should be furnished within a week after final publication in Form ID:
SR-2005-05.
Form ID-SR-2005-06
Details of EPIC number indicated in the finally published electoral roll in Form ID-SR-

2. Report of constituency-wise total electors in draft roll, claims / objections filed and
their percentages within one week after the last date for filing claims and
objections. (Form ID-SR2005-03)
3. Consolidated report of constituency wise data of electors in draft roll,
claims/objections received, admitted and rejected and su-moto
0action taken for inclusion/deletion and final data of electors with percentage of
increase/decrease. (Form ID-SR2005-04)
5. Report of constituency wise data of electors in final roll (with men/women
breakup) and service voters (with men/women breakup) within a week after final
publication. (Form ID-SR2005-05)
6. Details of EPIC number indicated in the finally published electoral roll in Form ID-
SR2005-06 within one month after final publication.
7. DEOs shall prepare their reports in the prescribed forms in respect of the
Assembly Constituencies falling in their districts and send to the CEOs who shall
compile the information for the whole state and forward it to the Commission.
9.4. Field Visits It is important that the Chief Electoral Officer makes intensive tours of all the
districts to oversee the programme in the preparatory phase and during the actual
campaign as well as in the post campaign phase. The Revenue Divisional
Commissioners wherever available, may also be advised to visit the districts during the
revision process and to check and oversee the progress. The District Election Officers
should make intensive tours within their districts to oversee the programme.
The preparatory phase between the date of publication of the draft rolls and the date of
the four days’ campaign, should be fully utilised to ensure that maximum number of electors are
able to verify if their names exist in the relevant roll or not and also to see whether these are
correctly entered or not.
It is important that proper record is maintained of each employee drafted for the Revision
of Rolls to improve the accountability of the staff deputed to conduct the meetings, to verify the
claims and also to compare the check list from the manuscript.

enrolled and included in the Electoral Rolls. Sometimes unmarried daughters, new brides and
even widows are left out from the Electoral Rolls for various reasons. Concerted efforts should be
made to create awareness for full inclusion of all eligible women electors. The field staff may be
sensitised on this aspect so that they too can make special efforts for this purpose. Women’s
organisations, and local NGOs as well as political parties should be encouraged to make
voluntary efforts to ensure that no eligible woman voter is left out from the rolls during this special
verification campaign for revision. Wherever such organizations or NGOs are not available, local
lady teacher or doctor or government servant or any other reputed lady may be involved so as to
achieve the purpose of inclusion of all eligible women electors.
LIST OF FORMS ENCLOSED WITH THESE GUIDELINES
1. SR2005-01 Summary Report (For Assembly Constituency)
2. SR2005-02 Report of Large Scale Applications Received in

the Constituencies
3. SR2005-03 Constituency-wise report of applications received
4. SR2005-04 Report of disposal of claims & objections
5. SR2005-05 Constituency-wise report of electors in final roll
6. SR2005-06 Details of EPIC numbers in electoral roll
7. SR2005-07 Forwarding letter and List of applications of

claims forwarded in bulk by RWAs/Gaon
Sabhas/Recognised Political Party
8. SR2005-07A Forwarding letter and List of applications of

objections forwarded in bulk by RWAs/Gaon
Sabhas/Recognised Political Party
9. FORM-EC-11A List of applications for transposition of entry in

electoral roll received in Form 8A
10. Letter No.23/2002- Use of services of Post Offices for Electoral Roll
PLN-II dated 23-08- Management
2004

Union Territories)
State / UT Name :
AC@ No. : Name :
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :


TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

ECI-SR-06

State: __________________________
Date of Final
Publication: ________________________

indicated number

(i) Total Electors in the Draft rolls in the State/UT
Constituency deviation compared deviation compared
1 2 3 4 5 6 7

Constituency-Wise Report of Disposal of Applications Received in the State / UT SR-2005-04

State/ UT Name: Consolidated Statement at the end of the period for disposal of

Total No. of TOTAL CLAIMS IN FORM 6 Inclusion Total TOTAL OBJECTIONS IN Deletion under Total Deletion Net Addition %Age
Electors in the under Admitted FORM 7 rule 21-A (Col. 10 +12) (Col 8-13) Of increase
Constituency Draft Roll of the rule 21 (Col.5+7) (+)
Constituency Lodged Admitted Rejected Lodged Admitted Rejected Or decrease
No. Name (-)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Constituency-Wise Report of Applications Received in the State/UT SR-2005-03
State/UT Name: Consolidated Statement at the end of the period for
filing Claims & objections on ……………
Dates of Special Campaign Period
Electors in the
No Name Draft Rolls of On special Other than At the offices TOTAL On special Other than At the offices of TOTAL
the campaign special of ERO/ FORMS-6 campaign special ERO/ AEROs FORMS-
Constituency day at campaign AEROs for the RECEIVED day at campaign for the entire 7
Designated day at entire period Designate day at period RECEIV
Designated Designated ED
Locations From In d
Locations Locations From In
Indiv- Bulk Locations Indiv- Bulk
idual idual
1 2 3 4 5 6 6A 7 8 9 10 10A 11
Place :
Date:
FORM -EC 11A

___/___/___ ___/___/___
transposed included
1 2 3 4 5 6 7 8
§
Form : SR-2005-07
To
Sir,
I am forwarding herewith _______(total No.) original claim applications in Form 6, submitted by the citizens of India ordinarily residing at the
address mentioned in each application and who according to the best of my knowledge and belief are not disqualified for registration in the electoral
rolls, for inclusion in the relevant part of the electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the ______(total no.) claim applications being forwarded herewith and
the same is duly authenticated by me on each page.
I further submit that I am aware of the provisions of Section 31 of the Representation of the People Act, 1950, under which the making of a
statement or declaration which is false and which the person making that statement/declaration either knows or believes to be false or does not
believe to be true is a penal offence, and that I shall be liable for penal action for any false statement or declaration in the Forms being forwarded
herewith.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
FORMAT OF THE LIST OF APPLICATIONS FOR INCLUSION OF NAMES FILED IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT

Form : SR-2005-07A
To
Sir,
I am forwarding herewith ________(total No.) original objections in Form 7 seeking deletion of entries from the electoral rolls in respect of
persons who are either not ordinarily residents or dead or shifted filed by Objector(s) enrolled in that electoral roll.
I am also enclosing a complete list (as per the prescribed Proforma) of the ______(total no.) objections being forwarded herewith and the
same is duly authenticated by me on each page.
I further submit that I am aware of the provisions of Section 31 of the Representation of the People Act, 1950, under which the making of a
statement or declaration which is false and which the person making that statement/declaration either knows or believes to be false or does not
believe to be true is a penal offence, and that I shall be liable for penal action for any false statement or declaration in the Forms being forwarded
herewith.
Yours faithfully,
Dated :
(Name in full)
President/Secretary
ROLL FILED IN BULK BY RECOGNISED POLITICAL PARTIES / RESIDENT
roll
ITEM NO. 70
Election Commission's No.23/ARUN/2004-PLN-II, dated: 3rd May, 2005 addressed to the Chief Electoral Officer, Arunachal Pradesh, Itanagar,
Subject: Intensive Revision of Electoral Rolls w.r.t.01-01-2005 as the qualifying date in the State of Arunachal Pradesh – Regarding.
I am directed to refer to your letter No.EN/OP-20/05 dated 23rd April, 2005 on the subject cited and to say that the Commission has approved
the following schedule for the intensive revision of electoral rolls to be undertaken as per the guidelines issued vide Commission letter of even
number dated 23rd March, 2005 in the State of Arunachal Pradesh:-
S. Stage of Revision Period allowed for each

No stage
1. Preparatory work (as defined in para 7.2 of the By 31st July, 2005 (Sunday)
guidelines)
2. House-to-house enumeration 01-08-2005 (Monday) to 31-
08-2005 (Wednesday)
3. Preparation of manuscript, comparison of manuscript 01-09-2005 (Thursday) to 20-
with relevant parts of the previous electoral roll of 2004, 10-2005 (Thursday)
data entry of new electors and carrying out corrections,
wherever necessary, in respect of electors already
included in the data base, generation of check list,
comparison thereof and printing of draft roll. Supply of
electoral rolls and Forms 6, 7, 8 & 8A to area Post
Offices.
5. Period for filing of claims and objections and reading of Between 21-10-2005 (Friday)
relevant part/section of electoral roll in Gram Sabha / and 10-11-2005 (Thursday)
Urban Local Bodies and Resident Welfare Association
Meetings etc.
7. Preparation and printing of supplements of Additions, 19-12-2005 (Monday)

8. Final publication of Electoral Rolls on 20-12-2005 (Tuesday)
The Commission has also decided that the rationalization of polling stations shall be taken up separately after the final publication of the rolls
on December, 2005.
ITEM NO. 71
Election Commission's letter No.23/2002-PLN-II,dated 09.06.2005 addressed to the Chief General Manager, Department of Posts, Business
Development Division, Dak Bhawan, Sansad Marg, New Delhi – 110 001.
Subject: RECORD OF DISCUSSION OF THE MEETING WITH REGARD

TO REVISION OF ELECTORAL ROLLS
I am directed to refer to your D.O. letter No.30-8/2002-D dated 30 th March, 2005 and the meeting held on 3 rd May, 2005 in the Election
Commission of India, and to forward herewith a copy of the record of discussion of the said meeting for taking necessary action at your end.
An early decision in the matter will be highly appreciated.
RECORD OF DISCUSSION OF THE MEETING WITH REGARD

TO REVISION OF ELECTORAL ROLLS HELD IN NIRVACHAN
SADAN ON 03-05-2005 AT 3:30 P.M.
The meeting with Chief General Manager, Department of Posts was held on 3 rd May, 2005 at 3:30 p.m. in room No.105, to discuss the
payment for the different works assigned to Post Offices with regard to revision of electoral rolls.
The following were present:-
1. Shri Anand Kumar, Deputy Election Commissioner;

2. Shri V.Raghav, Chief General Manager, Department of Posts;
3. Smt. Manju Pandey, Addl. Chief General Manager, Department of Posts;
4. Shri K.R.Prasad, Secretary, Election Commission of India.
The matter relating to making payments for different works assigned to post offices with regard to revision of electoral rolls was discussed. In
this connection, the letter dated 30th March, 2005 (PUC) from Department of Posts may kindly be perused.
As regards item No.1 of the works assigned, i.e., display of electoral rolls in the post offices and to make available various forms to the public
for inclusion, deletion and correction in the electoral roll available, the rates suggested by the Department of Posts were found reasonable except the
fact that instead of 25 days, a period of one month was suggested for display by DEC(A) and was informally agreed to by Chief General Manager,
DOP. On receipt of formal proposal from Deptt. of Posts, these rates will be placed before the Commission for approval.
With regard to item No.2, i.e., verification of address by postman, it was felt that Rs.6/- per address verified was on a higher side. DEC(A)
suggested that this should be brought down to at least Rs.3/- per address verified. In this connection, it was also mentioned that CEO, Kerala had got
about 22 lakhs addresses verified in connection with issue of EPIC and had paid Rs.3.25 for verification of each address. The Chief General Manager
said that the matter will again be discussed at the senior level in the Department of Posts.
As regards item No.3, i.e., delivery of electoral photo identity cards, it was stated that so far this work has not been handled by the Deptt. of
Posts. The rate Rs.11/- for delivery of each EPIC was found very high and it was felt that this service was not required for the present.
ITEM NO. 72
Election Commission's letter No.No.23/TN/2005-PLN-II, dated 15.06.2005 addressed to the Chief

Subject:- Intensive Revision of electoral rolls, 2005 – regarding.
I am directed to inform you that the Commission after due deliberations has
decided that its instructions about receipt of claims and objections in bulk shall not be applicable
in respect of the 39 assembly constituencies where an intensive revision is being undertaken
w.r.t.01-01-2005 as the qualifying date as during intensive revision house to house enumeration
is conducted. Accordingly instructions contained in paras 9.5 to 9.5.6 of the guidelines circulated
vide letter No.23/TN/2004 dated 28-10-2004 shall not be applicable. The above instructions
relating to withdrawal of the facility of submitting the forms in bulk will come into force with
immediate effect. These instructions may be brought to the notice of all DEOs, EROs and political
parties in writing immediately. Wide publicity should be given to inform one and all including the
RWAs and Secretaries of urban local bodies and gram sabhas.
A copy of the instructions issued should be endorsed to the Commission for information
and record.
ITEM NO. 73
Election Commission's letter No.23/AS/2005-PLN-II, dated 15.06.2005 addressed to the Chief

Electoral Officer, Assam, Dispur
in respect of assembly constituencies where an intensive revision is being undertaken w.r.t.01-
01-2005 as the qualifying date as during intensive revision house to house enumeration is
conducted. Accordingly instructions contained in para 5.5 of the guidelines circulated vide letter
No.23/ER-Intensive/2004/PLN-II dated 17-06-2004 shall not be applicable. The above
instructions relating to withdrawal of the facility of submitting the forms in bulk will come into force
with immediate effect. These instructions may be brought to the notice of all DEOs, EROs and
political parties in writing immediately. Wide publicity should be given to inform one and all
including the RWAs and Secretaries of urban local bodies and gram sabhas.
and record.
ITEM NO. 74
Election Commission's letter No.23/J&K/2005-PLN-II, dated 15.06.2005 addressed to the Chief

Electoral Officer, Jammu & Kashmir, Srinagar
in respect of the assembly constituencies where an intensive revision is being undertaken w.r.t.
01-01-2005 as the qualifying date as during intensive revision house to house enumeration is
conducted. Accordingly instructions contained in para 11.5 of the guidelines circulated vide letter
and record.
ITEM NO. 75
Election Commission's letter No.23/NL/2005-PLN-II, dated 15.06.2005 addressed to the Chief

Electoral Officer, Nagaland, Kohima
in respect of assembly constituencies where an intensive revision is being undertaken w.r.t.01-
01-2005 as the qualifying date as during intensive revision house to house enumeration is
conducted. Accordingly instructions contained in para 7.9.5 of the guidelines circulated vide letter
and record.
ITEM NO. 76
Election Commission's letter No. 23/CENSUS/2005/PLN-II, dated 21.06.2005 addressed to the

Registrar General, Vital Statistics Division, West Block 1, Wing 1, 2nd Floor, R.K. Puram, New
Delhi-110066.
Subject : Supply of projected population figure, 2005 – Regarding.
You are aware that all citizens above the age of 18 years are eligible to take part in the
election process. Therefore, the list of all persons above 18 years of age as on 1st January of
every year is prepared by the Election Commission. The list is known as “Electoral Roll”. The
Commission’s endeavour is to prepare the electoral roll as accurately as possible. The
Commission has been taking various steps to ensure that only eligible persons ordinarily residing
at a place in India are registered in the electoral roll. The Commission verifies the electoral roll
through cross referencing with other data. One primary source is the census figures for
comparing the electorate size with the population size. The Commission therefore, requests you
to make available the projected figures of the district wise total population, as well as that of
people aged 18 + as on 1-1-2005 in respect of each district. It would help if district list is the latest
list rather than the 2001 district list. The data will be used for comparing the electorate size in
each district as on 1-1-2005.

ITEM NO. 77
Election Commission's letter No.22/2/RJ/2004/PLN-II, dated 23.06.2005 addressed to the Chief

Electoral Officer, Rajasthan, Jaipur
Subject:- Printing of Electoral Rolls with Photograph of electors – regarding.
I am directed to inform you that the Commission has approved the sample of
electoral roll in the revised format with photographs of the electors of Part No.01 of 58-Behror
assembly constituency forwarded with your letter No.F.3(6)/III/A/Elec./ER-Photos/2004/1551
dated 20th May, 2005. The Jt. CEO carried out some modifications required to be made in the
sample, as per Commission’s requirement, during his visits to the Commission in connection with
validation check on database etc. in the months of May & June, 2005 alongwith the
representative of the SLA. It is directed that the electoral rolls of 58-Behror Assembly
Constituency of Rajasthan shall be in the revised format with photograph of the electors. The
directions issued by the Commission under Rule 4 of the Registration of Electors Rules, 1960 for
printing of the electoral rolls to be prepared and revised w.r.t. 01.01.2006 as the qualifying date
and onwards in the revised format in respect of 58-Behror Assembly Constituency is forwarded
herewith. The format of title page of electoral rolls for each assembly constituency, first page of
each part of electoral rolls, particulars of entries relating to electors in each part, header for the
deletions and corrections are also enclosed. You are requested to take appropriate action for
printing of electoral roll in the revised format in this assembly constituency. All the supplements
upto 2005 to the basic roll should be consolidated and integrated before printing of electoral roll
with photographs.
I am further directed to convey the Commission’s decision that the photograph of the
electors should neither appear in the soft copy in PS-CD ROM nor on the website where the rolls
are hosted for reasons of privacy of electors.
2. Secretary, (Zone West)

3. Under Secretary, (Zone West) – I
No.22/2/RJ /2004/PLN-II Dated: 23rd June, 2005.
DIRECTION
1960.
hereby directs that the Electoral Rolls of 58-Behror Assembly Constituency of the State of
Rajasthan, to be prepared and revised with reference to 1st January, 2006 as the qualifying date
and onwards, shall be in the Form as prescribed hereinafter.
1. Title page:
The Electoral Roll of the assembly constituency shall have a title page followed by a table of
The first page of each part of the electoral roll of the assembly constituency, excepting the last
part of the roll relating to the service voters, should give the material details of the part and its
Appendix-2.1.
Appendix 2.2.
of the elector.
next row.
Appendix-2.2 and
shall be printed.

Modifications shall be printed in the same format and appended to the draft roll to make them
complete. While preparing the working copy, the deletions based on such supplements shall
also be shown in the mother roll by putting a seal showing “Deleted entry” in the concerned
elector details box with signature of the Returning Officer.
of additions in the relevant supplement shall be the same as that of the mother roll. The list of additions
shall be printed section wise but the entries corresponding to one section shall be followed
immediately by the other.
By order,
(K.R. PRASAD)
SECRETARY
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न द" श
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सनचर
ITEM NO. 78
Election Commission's letter No.23/Continuous Updation/2005-PLN-II, dated 05.07.2005

addressed to the Chief Electoral Officers of all States/Union Territories.
Subject:- Continuous Updating of electoral rolls – maintenance of Registers for

applications for inclusions, deletions and corrections in finally published
electoral rolls – regarding.
You are aware that the electoral rolls for all the Parliamentary and Assembly
constituencies, after their final publication, remain in a state of continuous updating under the
provisions of Representation of the People Act, 1950 and the Registration of electors Rules, 1960
made under the said Act.
The Commission has been issuing instructions, from time to time, to ensure that the
benefit of continuous updation provided in the law is actually availed by the eligible citizens for
getting their names included, corrected, transposed or deleted even after final publication of
electoral rolls. The Commission had also prescribed the formats of Registers to be maintained by
the Electoral Registration Officers to maintain proper records in respect of each and every
application received during the period of continuous updation after final publication vide its letter
No.23/ER Forms/98-PLN-II dated 10th August, 1998. However after issue of above referred
instructions the statutory forms for making applications for inclusion, deletion, correction and
transposition have been amended twice – once on 31st March, 1999 and again on 18th August,
2003.
The Commission has now formulated the revised guidelines and also prescribed the
formats in which the Registers for keeping records of the applications received during the period
of continuous revision should be maintained. The detailed guidelines are enclosed herewith.
You are requested to go through the guidelines carefully and issue strict instructions to all
the EROs to adhere to the guidelines in letter and spirit. The date on which these guidelines are
circulated to all concerned and the date on which the Registers are printed, this can be done
centrally by the CEOs, should be intimated to the Commission for its reference and record.

CONTINUOUS UPDATING OF ELECTORAL ROLLS
GUIDELINES
Introductory
1.1 The Electoral Registration System in India is essentially in the nature of a continuous
updation, even though this is not widely known as such or utilized except during the
periods when elections are held. As per the law, applications for inclusion/deletion of
names or modifications of entries in the roll can be given at any time, even after the
election process has started, but during the latter, the requests can be acted upon upto
the last date (3.00 pm) of nomination of candidates. Only during the period between the
last date of nominations and the date of completion of the electoral process, no requests
can be acted upon under the law. At the time of elections, supplementary lists are
produced containing additions and deletions or modifications of entries allowed during the
period intervening between the date of last final publication and the last date of
nominations, it is quite possible that such a supplementary list is an addition to the
supplementary list which has been produced through summary or intensive revision
earlier.
1.2 There is however no publication of such separate addition/deletion lists at fixed intervals
due to continuous updation, though the Electoral Registration Officers are required to
maintain such lists corrected up-to-date at all times.
1.3 The problem confronting the implementation of the concept of continuous updation arises
from the arrangement under which the annual supplement to the mother roll is prepared
at the end of the revision programme that concludes with the final publication of the
electoral rolls. Thereafter, as per extant instructions, if any claims for inclusions or cases
of deletions, transpositions, corrections, etc. arise, these are required to be incorporated
and updated in the master copy of the electoral roll based on the decision taken by the
ERO in each case after following due procedure prescribed under Section 22 or Section
23 of the R.P. Act, 1950. In actual practice, this is, however, not done for a variety of
reasons. For example, the ERO may take up a case for inclusion and amend the master
copy but the actual data entry is done at the district level and the computerized database
does not get updated. Or the ERO may take action for deletion of entry based on his local
enquiry but the database maintained at the district level does not reflect this deletion.
1.4 Secondly, there is also some ambiguity relating to the concept of a supplement and the
time or the year associated with it. One view is that a supplement means a single
supplement pertaining to one qualifying date. However, because the concept of
continuous updation means that people come at different times during a year for either
inclusion or deletion, etc. and continuous updation would mean bringing out a
supplement of all such names proposed to be included or deleted at different times by the
ERO, the field level officers interpret it to mean that there will be multiple supplements
taken out at various times during the year based on the dates on which applications are
made and disposed of. Such an interpretation which seems to be fairly widespread
creates some administrative problems.
1.5 Therefore, the field officers take the easy way out and take no action on the claims, etc.
filed in the period between two revision events on some pretext or the other. The whole
concept of continuous updation, therefore, gets negated.
1.6 To resolve this problem, it is proposed that a system of electors’ register should be
prepared to cater to the logistics and requirements of the concept of continuous updation.
The details of maintaining such register are enumerated below: -
(i) Every ERO will maintain a set of four separate registers in the FORMS annexed
(Annexures XIII to XVI) for every Assembly Constituency under his charge.
(ii) There will be four Registers for each constituency. One each for keeping account of
applications for inclusion in Form 6, objections in Form 7, corrections in Form 8 and
transposition in Form 8A.
(iii) Each register will be serially numbered and on the first page a certificate to the effect
containing the number of pages will be given by the ERO in his own hand. The next
page(s) will contain the completion instructions for filling up the columns in the
register.
(iv) The Register of continuous updation will be deemed to be the continuous running
supplement for that particular year and as and when the next programme of revision
is announced, these can be incorporated in the draft rolls below the last supplement
for that particular year, with the heading against the “Supplement Process & Year”
the words and figures “Continuous Updating <from date> to <to date>” would be
indicated.
(v) The ERO, while entering the particulars in the register, shall also indicate the section
to which the entry pertains within the part of the electoral roll. The Part No. & Section
No. should also be clearly indicated on the top right hand corner of the Application
Form itself for linkage with the entry in the Register. For the sake of uniformity, first
the part no. and then the section no. should be written one after the other with a slash
separating them e.g., Part No.23 / Section No2.
(vi) One copy of the application, as and when received, should be posted in the notice
board the next working day except in unavoidable circumstances. All applications
received in a calendar month should be disposed of during the next month and the
manuscript should be prepared for every part separately, in duplicate, by hand by 25 th
of that month. The format of the manuscript will be same as that of the respective
main supplements to the electoral roll. Each case for inclusion, deletion,
transposition or correction shall be disposed of by the ERO in the manner laid down
below and thereafter, once the decision of the ERO is taken, the entry shall be made
in serial order starting from the number following the last serial number in the printed
final electoral roll of that part of the Assembly Constituency or, as the case may be,
the last corresponding supplement to the finally published roll. The relevant entries
shall be made under the appropriate heads relating to inclusions, deletions,
transpositions, corrections, as the case may be.
(vii) At the end of every calendar month and by 7th of the following month, one copy of the
manuscript will be transferred to the District Election Officer for data entry in the
computerized working copy of the electoral roll.
(viii) The data entered will be stored in the data base of the relevant Assembly
Constituency for printing at the time of next draft publication of electoral rolls, or, as
the case may be, at the time of election in the constituency.
(ix) In States where general elections are due later during the current year or a bye-
election is to be held, it would be necessary to print from the computer database an
additional supplement covering the changes in the electoral rolls due to additions,
deletions and modifications made during the continuous updation. The format of this
supplement would be the same as for the summary revision. The serial number of
the Supplement to be indicated on the right hand corner of the Header for the
supplement would be one more than the serial number of previous supplement and
against the “Supplement Process & Year” the words and figures “Continuous
Updating <from date> to <to date>” would be indicated. There can be more than
one supplement of continuous updation, like, one brought out before a bye-election
and another if there are additions, deletions and modifications again after the
completion of election till the next draft publication for revision with reference to next
qualifying date.
(x) As far as handling the continuous updation process in the databases is concerned, it
should be treated as an “open ended supplementary” with a definite start date but an
open ended end date. Thus if two supplementaries were printed before the
continuous updation process started, it should be treated as the third supplementary
and in the database all the entries of continuous updation, whether new addition,
deletion or modifications, will be entered as if they are part of supplementary number
three. However, if due to election process or otherwise, the continuous updation
entries need to be printed out as a supplementary, then it should be printed as a new
supplement with serial number one more than the existing supplement (in above
example, as supplement number three) and against the words “Supplements Process
and Year” the words and figures “Continuous Updating <start date> - <end date>”
should be printed. Note that in the continuous updation process, the serial numbers
of the electors are already communicated to them and most of the time, also used for
EPIC; hence the serial number should NOT change, and this supplementary will NOT
be sorted either section wise or house number wise. Only those supplementaries
which are results of claims and objections etc. (i.e. a revision exercise) should be
sorted section wise and then house number wise, as in the regular revision exercise,
serial numbers are not communicated to electors or used for EPIC till the
supplementary actually gets printed and published. It should also be noted that when
a continuous updation supplementary actually gets printed and published or if an
integration process is ordered, the continuous updation list upto that point gets
cleaned out, and a fresh continuous updation list gets started on the date after that.
General Guidelines for Inclusions, Deletions, etc.
2.1 The Electoral Registration Officer has got power under section 22 of the Representation of
the People Act, 1950 to correct, transpose or delete any entry in the finally published roll if,
either on an application made to him or on his own motion, he is satisfied after such enquiry
as he thinks fit that the entry is erroneous or defective in any particular, or should be
transposed to another place in the roll on the ground that the person concerned has changed
his place of ordinary residence within the Constituency or should be deleted on the ground
that the person concerned is dead or has ceased to be ordinarily resident in the Constituency
or is otherwise not entitled to be registered in that roll. This power is subject to any general or
special directions issued by the Commission in this behalf. But before taking any action for
amendment or transposition or deletion of an entry on the ground that the person concerned
has ceased to be ordinarily resident in the Constituency or that he is otherwise not entitled to
be registered in the Electoral Roll of that Constituency, the Electoral Registration Officer shall
give the person concerned a reasonable opportunity of being heard in respect of the action
proposed to be taken in relation to him.
2.2 Any person who finds that his name is not included in the finally published roll of a
Constituency may apply to the Electoral Registration Officer for the inclusion of his name in
that roll. Normally, such cases would be few as the annual revision w.r.t. the first
January of the year as the qualifying date would have been conducted. The Electoral
Registration Officer, after scrutinizing the application and if satisfied that the applicant is
entitled to be registered in the Electoral Roll, shall direct the name to be included in the roll.
Generally, the applications in Form-6 received during continuous updation would be
from persons who have shifted in from some other constituency. Persons shifting
their place of residence within the same constituency should be guided to file
application for transposition of entry in Form 8A and not repeat not in Form 6 as is the
normal practice. Inclusion of any of these names would result in corresponding
deletion elsewhere either in some other part of electoral roll of the same constituency
or in some other constituency. Therefore, while accepting any Form 6 during the
period of continuous updation it should be ensured that the declaration about the
period of stay at the new address and also the address of previous residence is
completely filled up. This would ensure disposal of the cases expeditiously and
properly. If the applicant is registered in the Electoral Roll of any other Constituency, the
Electoral Registration Officer shall inform the Electoral Registration Officer of the other
Constituency and that other ERO shall, on receipt of the information, strike out the applicant’s
name from the relevant part of the roll of the constituency under his jurisdiction and send an
intimation to the ERO of the constituency where the elector has shifted. In the claim
application the claimant has to give a declaration that either his name has not been included
in the Electoral Roll for that particular Constituency in which he seeks enrolment or any other
Constituency or that his name may have been included in the Electoral Roll of a particular
constituency to be specifically mentioned by him in his application in which he was ordinarily
resident earlier at the address mentioned in the application and, if so, he requests that the
same may be excluded from that electoral roll. On the basis of this declaration, the Electoral
Registration Officer should take up with the Electoral Registration Officer of the Constituency
where the claimant would have been previously registered for deletion of the entry from that
roll.
2.3 The word ‘correction’ used in the headings of section 22 and rule 26 includes deletion of
names also. Action under sections 22 and 23 can be taken only in respect of entries in the
finally published rolls. These sections are not applicable for inclusion, deletion, correction or
transposition of names in the draft rolls. The transposition of a name can be made under
section 22 from one part of the roll to another part of the same roll or within the same part
from one place to another of the same Constituency. But this cannot be invoked for
transposition of a name from one Assembly Constituency to another. For this purpose, a
person desiring transfer of his name should apply in Form 6 under section 23 to the Electoral
Registration Officer of the latter Constituency. The word ‘entry’ under section 22 will refer not
only to the entries in the roll for describing an elector but also the various other particulars of
the elector or other details which are mentioned in each part of the roll, like, name, age, sex,
relationship, address, the number of the part, description of the area to which it relates,
headings of the column, footnotes, etc. In case a person has changed his name subsequent
to the final publication of the roll, he should prefer an application with relevant evidence for
change of his name under section 22 on the ground that the entry in the roll has become
defective.
2.4 While the deletion, correction or transposition of names can be made either on an application
made to the Electoral Registration Officer or on his own motion, the inclusion of a name can
be made only on an application made to him. There is no provision for inclusion of a
name by the Electoral Registration Officer suo motu.
2.5 Every application under sections 22 or 23 of the R.P. Act, 1950, read with rule 26 of R.E.
Rules, 1960, should be made in duplicate in the appropriate Forms 6,7,8 or 8-A, as the case
may be. Persons desiring transfer of name from one place to another in the same
Constituency have to apply in Form 8A and for deletion of an entry in Form 7.
2.6 Every objection to the inclusion of a name should be preferred in Form 7 only by a person
whose name is already included in the roll. An application for correction of particulars of
entries in a roll can be preferred in Form 8 only by the person to whom that entry relates. An
application for transposition of a name from one place to another within the same
Constituency can be submitted in Form 8-A by the person concerned or any other person.
2.7 There may be cases where a person migrated from one place to another either within the
Constituency or outside the Constituency. If any objection is filed to the retention of such
name and the Electoral Registration Officer is satisfied that the elector has left the place and
he has no information as to the place where he has gone, he can issue a notice on the
ground that the elector has left the Constituency and after necessary enquiry pass an
appropriate order. But if a person has moved to another place within the Constituency and
the new place is known to the Electoral Registration Officer there is no objection for inclusion
of his name in an address other than that mentioned in the objection form if the other address
is within the Constituency and is known to the Electoral Registration Officer. In such cases
the Electoral Registration Officer should issue notice to the person concerned at the last
known address and after due enquiry issue an appropriate order.
Deletion of Names
3.1 Under section 22 of the Representation of the People Act, 1950, the Electoral Registration
Officer has the power to delete on his own motion any entry in the Electoral Roll on the
ground that a person has been registered in the roll for more than one Constituency or in the
same Electoral Roll more than once. But before taking such action he must satisfy himself in
each case about the identity of the elector concerned. Where the Electoral Registration
Officer deletes the name of an elector from the electoral roll of his Constituency on the
ground that the elector’s name has been enrolled in another constituency, he shall
immediately inform the Electoral Registration Officer of the other constituency that the
elector’s name has been deleted from his constituency. This is to avoid the deletion of name
of the elector from the other constituency also on an application for deletion or otherwise.
3.2 Deletion from the electoral roll can be made on the following grounds: -
(i) That the person concerned is dead;
(ii) That the person concerned has ceased to be ordinarily resident in that
constituency.
(iii) That the person is otherwise not entitled to be registered in the electoral roll.
3.3 It is very important that proper enquiry and verification should be made before deleting a
person’s name from the electoral roll. The Officer ordering deletion should personally satisfy
himself that the deletion is justified because the right to vote, which is a statutory right, is
taken away by such deletion.
3.4 The Electoral Registration Officer immediately on receipt of an application for deletion of an
entry except on the ground that a person is dead, should post one copy thereof in the notice
board of his office together with a notice inviting objections, if any, to the deletion of the name
within period of 7 days from the date of such posting. A form of notice to be issued is in
Annexure I. A notice should also be served upon the person concerned and also to the
person presenting the application for deletion mentioning the date on which the application
will be heard. The publication of the notice should not be postponed to the next working day
except in unavoidable circumstances. In calculating the notice period of 7 days the date of
publication of the notice should be excluded and if last date so calculated falls on a Sunday
or other public holiday, the next working day should be specified as the last day for making
objections, if any. No specific form is prescribed for making such objection in response to the
above notice. The Electoral Registration Officer should simultaneously take steps for
verification. He should conduct a summary enquiry after the expiry of the period of notice and
thereafter pass appropriate orders in the formats given in Annexures II and III.
3.5 In case an application is made for the deletion of a name on the ground that the person
concerned is dead, enquiries be conducted to verify the fact of death. Thereafter action
should be taken to delete the name.
3.6 The same procedure should be followed in the case of applications made for correction of
entries or transposition of entries. In dealing with applications for transposition of entry from
the last part containing names of service voters to the part containing the general voters the
Electoral Registration Officer should satisfy himself with reference to the original discharge
certificate and also that the person is otherwise qualified. The form of notice to be issued and
the orders to be passed in such cases are at Annexures IV-IX.
Inclusion of Names
4.1 Immediately on receipt of an application for inclusion of a name, the Electoral
Registration Officer should post one copy thereof in the notice board of his office together with a
notice inviting objections, if any, to the inclusion of the applicant’s name within a period of 7 days
from the date of such posting. The form of notice is given at Annexure X. The publication of the
notice should not be postponed to the next working day unless there is any serious difficulty in
publishing it on the same date. In calculating the notice period of 7 days, date of publication
should be excluded and if last date so calculated falls on a Sunday or other public holiday, then
the next working day should be specified as the last day for filing objections. After the expiry of
the period of notice, the Electoral Registration Officer should conduct a summary enquiry and
pass appropriate orders. The formats of the orders are at Annexures XI, XII.
4.2 In every case where applications under section 22 or 23 are allowed, that fact alone
should be communicated to the applicant and no copy of the order need be supplied to
him. But in every case, the Electoral Registration Officer must briefly record his reasons
in the order to be kept in his official records. An uncertified copy of the order should be
supplied free to the person objected to (whose name has been deleted by allowing the
objection) so that he may file an appeal, if he so desires. In case an application is
rejected, the Electoral Registration Officer should record his reasons and an uncertified
copy of the order should be supplied to the applicant free of cost so as to enable him to
file an appeal. Certified copies of orders should be supplied only on payment and only
when applied for.
4.3 The printed lists of amendment incorporating the orders issued by the Electoral
Registration Officer under sections 22 and 23 should form a separate supplement to the
corresponding electoral roll part as instructed hereinabove in para 1.6.
Appeal
5.1 An appeal against the order of the Electoral Registration Officer rejecting or allowing an
application under section 22 or section 23 lies under section 24 to the Chief Electoral Officer
within 15 days from the date of such order. The appeal should be in the form of a
memorandum signed by the appellant and accompanied by a copy of the order appealed
from and fee of Rs.5 (See Rule 27). This fee should be paid either by means of non-judicial
stamp or deposited in a Government Treasury or the Reserve Bank in favour of Chief
Electoral Officer. Fee can also be paid in such other manner as may be directed by the
Election Commission. The Commission has directed that the above fee can also be paid in
cash to the Chief Electoral Officer. The appellant should enclose with the appeal the receipt
issued by the officer in proof of the fee having been paid. The appeal shall be presented
within a period of 15 days from the date of the order appealed from or sent by registered post
so as to reach the appellate authority within that period. The Chief Electoral Officer has power
to condone any delay in the presentation of the appeal, if he is satisfied that the appellant had
sufficient cause for not presenting it within the time prescribed. It is sufficient if the appeal is
delivered to an officer appointed by the Chief Electoral Officer in this behalf and not
necessary that in all cases the appeal should be presented in person to the Chief Electoral
Officer.
5.2 The fee will in no case be refunded. When an appeal is decided, appellant should be
informed of the order passed by the appellate authority; but it is not necessary to furnish a
copy of the order as a matter of routine. However, a certified copy should be supplied, if
applied for, on payment.
5.3 Where an Electoral Registration Officer directs the inclusion of any name in the existing
Electoral Roll under section 23 of the Representation of the People Act, 1950 read with Rule 26
of the Registration of Electors Rules, 1960 during the period when the existing electoral roll is
under revision and it has been published in draft but has not been published finally, he should
also direct the inclusion of such name in the revised roll, unless there is, in his opinion, any valid
objection to such inclusion.
5.4 Where applications for inclusion in an existing roll are filed just before the final publication
of the revised rolls, it will not be possible to issue orders after giving 7 days notice before the final
publication. These applications cannot be entertained as by the time orders are passed or names
are included in the rolls with reference to which these applications have been filed would have
become obsolete with the publication of new rolls. Nor can they be included in the revised rolls as
the applications are with reference to the earlier rolls w.r.t previous qualifying date. The applicants
may be informed and advised to file fresh applications in such cases with reference to the revised
qualifying date.
5.5 The updation process is a continuous ongoing process and there is no last date for filing
an application under section 22 or 23, except that it cannot be acted upon when an election is in
progress in the constituency and the bar under section 23(3) becomes operative. In cases where
applications are filed on the eve of a general election or a bye-election, it will become difficult for
the Electoral Registration Officer to dispose of these applications within the prescribed time
especially when these are in large numbers. As all applications are to be verified in the prescribed
manner, the Commission has directed that all such applications, which the Electoral Registration
Officer is not able to dispose of on or before the last date for making nominations at an election,
should be allowed to lie over till the election is over. These undisposed applications, if any,
should be processed for disposal after completion of the election process.
Issue of EPIC and certified copy of extract of electoral roll
6.1 Once a name is considered eligible for inclusion in the electoral roll in force, the ERO will
send that person concerned an intimation in ANNEXURE-XI about the Part No. and Sl.No. in
which the person’s name is entered during continuous updation. Effectively, the person
becomes a registered elector of the relevant part of the constituency thereafter. The person
becomes eligible for the following related benefits:-
 To get an EPIC, if not already issued;
 To get the “Changed Address” corrected by use of stickers (As per
instructions issued vide letter No.23/ID/2002/PLN-II dated 7th June, 2002) if
already possessing an EPIC; and
 To get a certified copy of extracts from the electoral roll.
6.2 The first and the second benefit of getting an EPIC will be possible only after the addition is
entered in the database and there is a permanent EPIC center at the district level.
6.3 A certified copy of extract may be asked for by the registered elector primarily if the elector
wants to contest any election. It may so happen that the elector may like to contest an
election from any other constituency. A certified copy of the extract can be given once the
manuscript is prepared. It may not be necessary to wait for printing of the supplement part
after data entry. It may be pertinent to mention here that the roll are required for publication
only at the time of draft and again at the time of final publication. It is not necessary to
publish the supplements of continuous updation to be brought out from time to time except
when an election is announced. At the time of election all additions, corrections, deletions
and transpositions made upto the last date for making nominations can be printed as a
supplement of continuous updation to be appended to the existing roll as instructed
hereinabove in para 1.6 (x) of this guidelines.
ANNEXURE-I
Form of notice to be issued by Electoral Registration Officer in the case of applications

for deletion of names.
NOTICE
[under Rule 26(3) of the Registration of Electors Rules, 1960]
Shri / Shrimati/Kumari ………………………………… of ……………………… has applied

for the deletion of the name of the person whose particulars are given below from part No. ………
…………… of the electoral roll of ………………….. Assembly constituency.
(Here enter particulars of the voter whose name is sought to be deleted)
A copy of the application is attached. It is hereby given notice that if there is any objection
to this application, it should be sent to the undersigned so as to reach him not later than the ……
………….
Place
Date Electoral Registration Officer of …………...

Assembly Constituency and ……………….. ……
…………………………………………
(Here insert the Designation)
Copy to the person objected to and person objecting.

Copy to the All Assistant Electoral Registration Officers of the Assembly Constituency.
ANNEXURE-II
Form of order is to be issued by Electoral Registration Officer in the case of allowing an

application for deletion of name
Office of the Electoral Registration Officer of ……………………………………

Proceedings No. Dated:
Subject – Electoral Roll for……………………. Legislative Assembly Constituency –

Deletion of name – Application – Orders issued.
Reference - From Shri / Shrimati/ Kumari …………………………………

application dated ………………………
Shri / Shrimati/Kumari ………………………………… of ……………………… has under

section 22 of the Representation of the People Act, 1950 applied to me for deletion of the name
of the person whose particulars are given below from part No. ………………………… of the
electoral roll of …………………… Assembly Constituency.
(Here enter particulars of the voter whose name is sought to be deleted)
A copy of the application together with a copy of notice was published on………….under
Rule 26(3) of the Registration of Electors Rules, 1960 inviting objections, if any, to the above
application. A copy of the notice was served upon the applicant and also upon the person whose
name was sought to be deleted.
(Here enter in detail the reasons for allowing the application)
I am satisfied that the name has to be deleted from part No. ……………….. of the
electoral roll of …………………………………assembly constituency. Under section 22 of the
Representation of the People Act, 1950, I direct that the name of the elector be deleted.
Place
…………………………………………
To
The Objector.
The Person objected to.
All Assistant Electoral Registration Officers of the Assembly Constituency.
The Returning Officer of the Assembly constituency.
The Returning Officer of Parliamentary Constituency.
Copy to: The District Election Officer………. ………………

The Chief Electoral Officer ……………….
ANNEXURE-III
Form of order to be issued by Electoral Registration Officer in the case of rejecting an

application for deletion of name
Office of the Electoral Registration Officer of ……………………………………

Subject – Electoral Roll ……………………….Constituency – Deletion of name – Application

– Orders issued.

Shri / Shrimati/ Kumari ………………………………… has under section 22 of the

Representation of the People Act, 1950 applied to me for deletion of the name of the person
whose particulars are given below from part No. ………………………… of the electoral roll of …
………………… Assembly Constituency.
(Here enter particulars of the voter whose name was sought to be deleted)
A copy of the application together with a copy of notice was published on……………
under Rule 26(3) of the Registration of Electors Rules, 1960 inviting objections, if any, to the
above application.
A copy of the notice was served upon the applicant and also upon the person whose
name was sought to be deleted.
(Here enter in detail the reasons for rejecting the petition)
I am satisfied that there are no grounds, for deletion of the name and I, therefore, reject
the application.
Place
…………………………………………
To
The Objector.
The Person objected to.

ANNEXURE-IV
Form of notice to be issued by Electoral Registration Officer in the case of an application

for correction of particulars.
Office of the Electoral Registration Officer of ………..……Assembly Constituency.
NOTICE
Shri / Shrimati/ Kumari ………………………………… of ……………………. Has applied

for correction of particulars of entry in the electoral roll..
(Here enter particulars of the elector and the particulars of corrections required to be made)
A copy of the application is attached. Notice is hereby given that if there is any objection
to this application, the objection may be preferred before the Electoral Registration Officer ………
………………… so as to reach him not later than the ……………….
Place

…………………………………………
Copy to the Applicant.

Copy to All Assistant Electoral Registration Officers of the Assembly Constituency.
ANNEXURE-V
Form of order to be issued by Electoral Registration Officer in the case of allowing an

application for correction of particulars.
Office of the Electoral Registration Officer of ………… Assembly Constituency.
Subject – Electoral Roll…………………..Legislative Assembly ………………….. ……………

………….Constituency – Correction of particulars – Application – Orders issued.

Shri / Shrimati/ Kumari ………………………………… of …………………… has under

section 22 of the Representation of the People Act, 1950 applied to me for correction of the
particulars given below in part No. …………Sl. No………… of the electoral roll of …………………
… Assembly Constituency.
(Here enter the particulars to be corrected)
A copy of the application together with a copy of notice was published on……………
..under Rule 26(3) of the Registration of Electors Rules, 1960 inviting objections, if any, to the
above application. A copy of the notice was served upon the applicant.
(Here enter in detail the reasons for allowing the application)
I am satisfied that the correction has to be carried out in part No.…..Sl. No……… of the
electoral roll of …………………..assembly constituency. Under section 22 of the Representation
of the People Act, 1950, I direct that the following corrections be made.
(Here enter the corrections to be made)
Place
…………………………………………
To
The Applicant.

ANNEXURE-VI

application for correction of particulars.
Subject – Electoral Roll-…………………. Legislative Assembly ………………….. …………

…………….Constituency – Correction of particulars – Application – Orders
issued.

Shri / Shrimati/ Kumari ………………………………… of …………………… has under

section 22 of the Representation of the People Act, 1950 applied to me for correction of the
particulars given below in part No. ………Sl. No…………… of the electoral roll of …………………
… Assembly Constituency.
(Here enter the particulars corrections)
A copy of the application together with a copy of notice was published on…………..under
application. A copy of the notice was served upon the applicant.
(Here enter in detail the reasons for rejecting the application)
I am satisfied that there are no grounds for correction of the particulars and I, therefore,
reject the application.
Place
…………………………………………
To
The Applicant.

ANNEXURE-VII

for transposition of entry.
Office of the Electoral Registration Officer of …………Assembly Constituency.
NOTICE
Shri / Shrimati/ Kumari ………………………………… of ……………………. Has applied

for transfer of entry relating to his/her name from part No. ………………. To part No. ……………
…………… of the electoral roll.
(Here enter particulars of the elector and the particulars of transfer)
A copy of the application is attached. It is hereby given notice that if there is any objection
to this application, it should be sent to the undersigned so as to reach him not later than the ……
………….
Place

…………………………………………

ANNEXURE-VIII

application for transposition of entry from one part to another.
Subject – Electoral Roll-……………….Legislative Assembly ………………….. ………………

…….Constituency – Transposition of entry – Application – Orders issued.

Shri / Shrimati/ Kumari ………………………………… son of / wife of / daughter of ………………

…… has, under section 22 of the Representation of the People Act, 1950, applied to me, for
transposition of entry relating to him/her from part No. …………………… to part No. …………… A
copy of application together with a notice was published on……..……..under Rule 26(3) of the
Registration of Electors Rules, 1960 inviting objections, if any, to the above application.
I am satisfied that the applicant is entitled to be registered in the electoral roll of …………
………….. assembly constituency in the part relating to ………………. Under section 22 of the
Representation of the People Act, 1950, I direct that the entry relating to his/her name be
transposed in the said electoral roll as follows: -
Part No……………….
Serial No. ……………
I also direct that his/her name be deleted from part No. ………………………… of the said
electoral roll.
Place
…………………………………………
To
The Applicant.

ANNEXURE-IX

application for transposition of entry.
Subject – Electoral Roll-………………… Legislative Assembly ………………….. ……………

………….Constituency– Transposition of entry–Application – Orders issued.

Shri / Shrimati/ Kumari ………………………………… has under section 22 of the

Representation of the People Act, 1950 applied to me for the transposition of entry relating to
him/her from Part No. ………………… to Part No. ……………………. Of the electoral roll of ……
……………… Assembly Constituency.
(Here enter the particulars of elector)
A copy of the application together with a copy of notice was published on………….under
application. A copy of the notice was served upon the applicant.
(Here enter in detail the reasons for rejecting the application)
I am satisfied that there are no grounds for transposition of entry requested for and I,
therefore, reject the application.
Place
…………………………………………
To
The Applicant.

ANNEXURE-X

for inclusion of name.
NOTICE
[Under rule 26(3) of the Registration of Electors rules, 1960]

…… has, under section 23 of the Representation of the People Act, 1950 applied for inclusion of
his/her name in the electoral roll of …………………. Assembly constituency in the Part relating to
…………………………….. A copy of application is attached. It is hereby given notice that if there
is any objection to this application, it should be sent to the undersigned so as to reach him not
later than the ……………………………………
Place
…………………………………………

ANNEXURE-XI

application for inclusion of name.
Subject – Electoral Roll-………………….Legislative Assembly ………………….. ……………

………….Constituency – Inclusion of name – Application – Orders issued.


…… has, under sub section (1) to section 23 of the Representation of the People Act, 1950
applied to me for inclusion of his/her name in the electoral roll of ………………………… assembly
constituency in the part relating to ………………………………… A copy of application together
with a notice was published on…………..under Rule 26(3) of the Registration of Electors Rules,
1960 inviting objections, if any, to the above application.
I am satisfied that the applicant is entitled to be registered in the electoral roll of …………
………….. assembly constituency in the part relating to ………………. Under sub-section (2) of
section 23 of the Representation of the People Act, 1950, I direct that his/her name be included in
the said electoral roll as follows: -
Serial No. ……………………………………

(…………………………..)
Place
…………………………………………
To
The Applicant.
The Person(s) who objected to inclusion, if any.

ANNEXURE-XII

application for inclusion of name.
Subject – Electoral Roll-…………………Legislative Assembly ………………….. ……………

………….Constituency – Inclusion of name – Application – Orders issued.


…… has, under sub section (1) of section 23 of the Representation of the People Act, 1950
applied to me for inclusion of his/her name in the electoral roll of ………………………… assembly
constituency in the part relating to ………………………………… A copy of application together
with a notice was published on…………….under Rule 26(3) of the Registration of Electors Rules,
1960 inviting objections, if any, to the above application.
(Here enter the detailed reasons for rejecting application)
I am satisfied that the applicant is not entitled to be registered in the electoral roll of ……
……………….. assembly constituency in the part relating to ………………. I, therefore, reject the
application.
Place
…………………………………………
To
The Person(s) who objected to inclusion, if any.
The Applicant.

Election Commission of India
REGISTER
OF
CLAIM APPLICATIONS
(Form 6)
FOR
INCLUSION OF NAMES IN ELECTORAL ROLL
(AFTER FINAL PUBLICATION OF ELECTORAL ROLL)
District………………………………………………… State: …………………………………………
No. & Name of Assembly/Parliamentary Constituency :…………………………………………………
No. of Register : ……………………………………………………………...
Year from ……………………………….. To……………………………….

Continuous Updation …………..…………(Year) Date of Final Publication……………………………….…
Appli- Date of Applicant’s Name Applicant’s EPIC No. if Part No. Section No. & Name Date of Display Date of
cation Filing & Address Father/ any of of Notice in Hearing if
No. Mother/ Electoral Prescribed Form necessary
Husband’s Name Roll alongwith a copy
of Form 6
1 2 3 4 5 6 7 8 9
Contd….2/-..
Decision Taken Date of decision If accepted Part Date of intimation of Date of Date of Date of Whether intimation
No. and Sl. No. in decision to applicant preparation of transfer for printing of sent to other ERO
Accepted Rejected the Electoral Roll manuscript data entry supplements concerned to
delete the entry
(Yes/No)
10 11 12 13 14 15 16 17 18
Please refer to completion instructions for Form 6 Register
Annexure - XIV
REGISTER
OF
OBJECTIONS
(Form 7)
SEEKING DELETION OF NAME IN ELECTORAL ROLL
District…………………………………………… State: …………………………………………………
No. & Name of Assembly/Parliamentary Constituency:……………………………………………………
No. of Register : ……………………………………………………………...
Year from ……………………………….. To……………………………….

Continuous Updation ……………………………………(Year) Date of Final Publication………………..……
Appli- Date of Objector’s Name & Details of person whose entry is to be deleted
cation Filing Address
No. Name Part No. Serial No. Section No. & Name EPIC No., if any
at which
the name
appears
1 2 3 4 5 6 7 8
Contd….2/-..
Date of Display Date of Decision Taken Date of Date of intimation Date of Date of Date of printing of
of Notice in Hearing, if Accepted Rejected decision of decision to preparation transfer for supplement of
Prescribed Form necessary objector and of manuscript data entry deletion
alongwith a copy person objected to
of Form 7
9 10 11 12 13 14 15 16 17

Annexure - XV
REGISTER
OF
CORRECTION APPLICATIONS
(Form 8)
FOR
CORRECTION OF ENTRIES IN ELECTORAL ROLL
(AFTER FINAL PUBLIATION OF ELECTORAL ROLL)
District…………………………………………………… State: …………………………………………
No. & Name of Assembly/Parliamentary Constituency :……………………………………………………

No. of Register : ……………………………………………………………...
Year from ……………………………….. To……………………………….

Continuous Updation ……………………………(Year) Date of Final Publication………………………………
Appli- Date of Details of the applicant seeking correction of particulars in the Date of Display
cation No. Filing existing roll. Details of particulars to be corrected (Use of Notice in
separate rows to indicate corrections required Prescribed
Name Part No. of roll Serial to be made in each field like Name, Age, Sex Form alongwith
where entry No. in etc.) a copy of Form
appears the part 8
1 2 3 4 5 6 7
Contd….2/-..
Date of Decision Taken Date of decision Date of intimation of Date of Date of Date of printing of
Hearing, decision preparation of transfer for supplements
if necessary Accepted Rejected manuscript data entry
8 9 10 11 12 13 14 15

Annexure - XVI
REGISTER
OF
TRANSPOSITION APPLICATIONS
(Form 8A)
FOR
TRANSPOSITION OF ENTRIES IN ELECTORAL ROLL
District…………………………………………………… State: …………………………………………………
No. & Name of Assembly/Parliamentary Constituency :………………………………………………………… No. of Register
: ……………………………………………………………...
Year from ……………………………….. To……………………………….

Continuous Updation ……………………..…….…(Year) Date of Final Publication………………………………….
Application Date of Applicant’s Name & Address Details of person whose entry is to be transposed Part No. to Date of Display of
No. Filing which the Notice in
entry has to Prescribed Form
Name Part No. Serial No. be alongwith a copy of
transposed Form 8A
1 2 3 4 5 6 7 8
Contd….2/-..
Date of Decision Taken Date of If accepted, Date of Date of preparation of Date of Date of printing
Hearing if decision Part No. and intimation of manuscript transfer for of supplements
necessary Accepted Rejected Sl. No. in the decision For deletion For inclusion in data entry
Electoral Roll from Part No. the Part No. and
where the mentioned in Serial No.
entry is col. 5 mentioned in
transposed col. 13.
and included
9 10 11 12 13 14 15 16 17 18
Please refer to completion instructions for Form 8A Register
Completion Instructions for Form 6 Register
Page No. A running page no. will be given at the top corner of each page of the register.
Col. 1 –Application No.: This will be a running serial number, starting from 1, for the applications received in Form 6. Each application
received after final publication upto the next draft publication shall be continuously numbered.
Col.2 – Date of presentation of the Application. The date should be after date of final publication.
Col.3 – In areas where there is no house numbering, House No., if any, available in the relevant part of the electoral roll in respect
of any other family members of the applicant should be filled up by the official receiving the application. This is necessary
whenever the supplements are integrated to bring the person under the same household.
Col.4 - Indicate the letter “F/M/H/O”, as the case may be, in bracket after the name of the relation.
Col.5 - Indicate complete EPIC no. with full prefix.
Col.6 – The electoral roll part that covers the address of the applicant should be mentioned by the official from the current electoral
roll.
Col.7 – Electoral roll part is further sub-divided into sections for every separately identifiable locality within the Part and each such
section is having distinct numeric number. The official should indicate the no. & name of the relevant section after
checking from the current electoral roll.
Col.13 – The serial number of accepted claims should be one more than the previous existing serial number in the relevant part of
electoral roll. Subsequent applications for same part to be consecutively numbered.
Col.14 – Intimation of decision taken should be given in the prescribed form within 3 days.
Col.15 – The applications received in a calendar month should be disposed of during the next month and the manuscript should be
prepared for every part separately, in duplicate, by hand by 25th of that month. The format of the manuscript will be same
as that of the electoral roll.
Col.16 – One copy of the manuscript of additions should be attached below the relevant part and the other copy should be sent to
the center, where electoral roll database is maintained for data entry.
Col.17 - The data entered will be stored in the database of the relevant Assembly constituency for printing at the time of next draft
publication or on the last date for filing nominations in case there is a bye-election from the constituency.
Co.18 - Normally during continuous updation, electors who have shifted their residence either within the constituency or have
shifted in from other constituency will file applications. Each such application will have corresponding deletion of the entry
in the relevant part of electoral roll of the constituency of previous residence. Action should be taken after disposal of the
claim application for intimating the ERO concerned for deletion of the other entry. This should be done in a time bound
manner and as such all such intimations should be given within one month thereafter.
Col. 1 –Application No.: This will be a running serial number, starting from 1, for the applications received in Form 7. Each application
Col.3 – In areas where there is no house numbering, House No., if any, available in the relevant part of the electoral roll in respect
of any other family members of the applicant should be filled up by the official receiving the application.
Col.4-6 These columns are in respect of person whose entry is being objected to. In case the EPIC no. is not indicated by the &8
objector, the same may be taken from the electoral roll, if available. Indicate complete EPIC no. with full prefix if the
person is having any EPIC issued in that constituency or any other constituency in India.
Col. 7 Electoral roll part is further sub-divided into sections for every separately identifiable locality within the Part and each such
section is having distinct numeric number. The official should indicate the no. & name of the relevant section after
checking from the current electoral roll.
Col.14 – Intimation of decision taken should be given in prescribed form within 3 days.
as that of the supplement of deletion of electoral roll.
Col.16 – One copy of the manuscript of deletions should be attached below the relevant part and the other copy should be sent to
the center where electoral roll database is maintained for data entry.
Col.17 - The data entered will be stored in the database of the relevant Assembly constituency for printing at the time of next draft
publication or on the last date for filing nominations in case there is a bye-election from the constituency.
Col. 1 –Application No.- This will be a running serial number, starting from 1, for the applications received in Form 8. Each application
Col.3 - 5 In these columns note down the existing details of the applicant seeking correction in the electoral roll.
Col.6 - In this column indicate in capital letters the corrections to be made. Use separate row for correction of each field like name,
relation name, age, sex, EPIC No. etc. in the following manner:-
NAME - RAKESH KUMAR

AGE – 25
SEX - MALE
Col.12 – Intimation of decision taken should be given in prescribed form within 3 days.
as that of the supplement of correction of electoral roll.
Col.14 – One copy of the manuscript of corrections should be attached below the relevant part and the other copy should be sent to the
center where electoral roll database is maintained for data entry.
Col.15 - The data entered will be stored in the database of the relevant Assembly constituency for printing at the time of next draft publication
or on the last date for filing nominations in case there is a bye-election from the constituency.
Completion Instructions for Form 8A Register
Col. 1 –Application No.: This will be a running serial number, starting from 1, for the applications received in Form 8A. Each application
Col.3 - In this column indicate the name and address of the person filing the application.
Col.4 - 6 Application for transposition of entry from one part to another part of the electoral roll of same constituency can be filed by
the person seeking transposition of his entry or by a person seeking transposition of entry in respect of some other person
whose new address of ordinary residence is known to the applicant. In these columns note down the existing details of the
person whose entry is to be transposed.
Col.7 - Part no. to which the entry has to be transposed will be mentioned by the applicant in Form 8A if it is known to him. This
column may be filled up by the official concerned only after the application is accepted after checking the current part of
the electoral roll covering the area where the entry is proposed to be transposed to.
Col.13 – This may be filled up after getting the printed copy of the supplement of addition of the part where the entry is ordered to
be transposed.
Col.14 – Intimation of decision taken should be given within 3 days in prescribed form.
Col.15&16- The applications received in a calendar month should be disposed of during the next month and the manuscript should be
prepared for every part separately, in duplicate, by hand by 25 th of that month. There will be two supplements, one for
addition in the part where the entry is transposed and another for deletion from the part from where the entry is
transposed. Thus there will be two supplements. The format of the manuscript will be same as that of the supplement of
addition and deletion of electoral roll.
Col.17 – One copy of the manuscript of corrections should be attached below the relevant part and the other copy should be sent to the
center where electoral roll database is maintained for data entry.
Col.18 - The data entered will be stored in the database of the relevant Assembly constituency for printing at the time of next draft publication
or on the last date for filing nominations in case there is a bye-election from the constituency.
CERTIFICATE
This is to certify that the Register contains pages from __ to ___ (number of pages in words). I have actually counted the pages and
found them correct.
Signature
Date: Electoral Registration Officer of

_________Assembly Constituency
and ________________________
____________________________
(Here insert the Designation )
ITEM NO. 79
Election Commission’s letter No.464/BR-LA/2005, dated 10.08.2005 addressed to the Chief

Electoral Officers Of all States/UTs (Except Bihar) and copies sent to Chief Secretaries of all
States/UTs for information and necessary action and DGPs of all States/UTs with the request to
furnish the complete list of persons, giving full details of their residential addresses, against
whom non-bailable warrants have remained unexecuted for more than six months to the
concerned CEO latest by September 10, 2005
The undersigned is directed to enclose herewith a copy of the instructions contained

in letter No. 464/BR-LA/2005/315-317 dated 5.8.2005 issued to the Chief Electoral Officer,
Bihar for similar necessary action by you and to convey that the list of persons against whom
non-bailable warrants are pending for more than six months in your State may be obtained from
the Director General of Police of your State / Union Territory by September 10, 2005 and to
complete the whole exercise in terms of instructions under reference by October 10, 2005.
COPY
No. 464/BR-LA/2005 | 315 - 317 Dated: 5th August, 2005
To
The Chief Electoral Officer,

Bihar,
Patna.
Subject: Deletion of names of electors declared as absconders, etc.
As you know, in connection with the ensuing general election to the Bihar Legislative
Assembly, the Commission has obtained information from the State Government of Bihar with
regard to. inter alia, non-bailable warrants (NBWs) issued by various courts which have
remained unexecuted and has instructed the State authorities to get them executed
expeditiously . The information received from the State Government shows a very dismal
position inasmuch as a very large number of NBWs have remained unexecuted. Of these, it
is possible that some of them have remained unexecuted for quite a long period.
2. The non-execution of an NBW implies that the person, against whom that NBW
has been issued, is not available at the address given in that warrant and that the police
authorities and the court agencies have not been able to contact that person at the given
address for execution of that warrant against him. If an NBW remains unexecuted for quite
a long period, the presumption is that the person concerned was not available at his
given address despite repeated visits of the agencies entrusted with the task of execution
of those warrants. In many cases, the persons against whom the NBWs could not be executed
for long periods have even been proclaimed by the courts concerned as absconders under
the provisions of Sections 82 and 83 of the Code of Criminal Procedure 1973.
3. It is common knowledge that many of these proclaimed offenders/absconders have

been contesting elections. At the time of the last elections in Bihar, the Hon'ble Patna High
Court gave a direction that if any such proclaimed offender/absconder turns up for filing his
nomination papers, the police authorities should arrest them from the office of the Returning
Officer and produce them before the court concerned. Pursuant to this direction of the
Hon'ble High Court, several persons were arrested by the police when they came to file their
nominations; but, in many other cases, these absconders evaded arrest by getting their
nomination papers filed through their proposers.
4. The whole matter has been carefully examined by the Commission. One of the
essential qualifications for contesting an election to Parliament or State Legislatures
is that the person aspiring to be a candidate must be registered as an elector in a
constituency (see Sections 3 to 6 of the Representation of People Act, 1951). And one of
the essential conditions to be eligible for enrolment as an elector in any constituency is that
he must be ordinarily resident in that constituency [see Section 19(b) of the
Representation of People Act 1950]. A person who is absent from his given address for
long periods and is not available to, or traceable by, the police authorities and the agencies
entrusted with the task of executing NBW against him can, as a logical consequence, be
presumed to be not ordinarily resident at that address. If his name is registered as an elector
at that given address, the presumption that he is ordinarily resident at that place is no longer
valid in his case and thereby the basic essential eligibility condition for enrolment under
Section 19(b) of the Representation of People Act 1950 is missing in his case. In such a case,
the person concerned cannot validly claim that his name should continue to be registered in the
electoral roll at the abovementioned address.
5. Under Section 22 of the Representation of People Act 1950, the name of a person who
has ceased to be ordinarily resident in the constituency can be deleted by the Electoral
Registration Officer (ERO) at any time before the last date for the nomination of
candidates at an election from the constituency. This deletion of name under Section 22 can
be done by the ERO even suo motu, after giving a reasonable opportunity to the person
concerned of being heard in respect of the action proposed to be taken in relation to him.
6. Having regard to the above legal position, the Commission has decided that the
names of all those persons against whom NBWs could not be executed for more than six
months, which would mean that those persons are not ordinarily resident at least for the
last six months at their given addresses, should be deleted by the EROs concerned by taking
suo motu action under Section 22 of the Representation of People Act 1950, after following
the procedure laid down therein. In order to enable the EROs to take necessary action
under said Section 22, the State Government may be asked to furnish you with a complete
list of persons giving the full details of their residential addresses, against whom the NBWs
have remained unexecuted for more than six months. Such list should be furnished by the
State Government latest by 19th August, 2005 (Friday). This list so obtained from the State
Government should then be made available by you to the concerned District Election Officers
latest by 24th August, 2005. It will then be the responsibility of the District Election Officers
concerned to ensure that the concerned EROs under them take immediate remedial action
under Section 22 of the Representation of People Act 1950 to delete the names of such
persons from the electoral rolls if they are registered as electors in their rolls. It must, however,
be ensured that before deleting any name under the said Section 22, the ERO must comply with
the requirements of the said section of giving a reasonable opportunity of being heard in
relation to the action proposed to be taken against him. For that purpose, a draft notice to
be issued by the EROs to the persons concerned is enclosed. This notice should be sent
to the person concerned by registered post and also under certificate of posting and, in
addition, it should be got served personally in the normal course as in the case of service of
other notices under the Registration of Electors Rules 1960. This whole process of deletion
of names under Section 22 should be completed by the EROs latest by 19th September, 2005
(Monday).
7. A very early action in the matter is requested and the Commission should be
kept duly informed of the developments in this regard on weekly basis.
Yours faithfully,
(R.K. SRIVASTAVA)
SECRETARY
NOTICE U/S 22 OF R.P. ACT 1950 FOR DELETION OF NAME
From:
Electoral Registration Officer of Assembly Constituency

cum- (designation and complete office address to be given here)
To
_________________
_________________
_________________
NOTICE
Sir/Madam,
Whereas, as per records, your name is registered as an elector at SI. No.

Part No. of the electoral roll for
Assembly Constituency in the State of Bihar; and
2. Whereas, it has been reported to the undersigned that you have been found absent
from the place of your ordinary residence as given in the electoral roll for the last more
than six months. It is, therefore, presumed that you have ceased to be ordinarily resident
in the constituency at the abovementioned address.
3. Take notice that the undersigned proposes to delete your name from the electoral
roll under the provisions of Section 22 of the Representation of the People Act 1950 on the
ground that you have ceased to be ordinarily resident in the constituency. In case you have
anything to submit against the action proposed to be taken in relation to you, you may appear
personally before the undersigned on (date) at (hours) in the
office of the undersigned.
4. Take further notice that in the event of your failure to appear personally before
the undersigned on the aforesaid date and hour, it will be presumed that you have nothing to
say in the matter and your case would be decided under the said Section 22 without further
reference to you.
Place:______________ Electoral Registration Officer for

Date:_______________ ________Assembly Constituency
ITEM NO. 80
Election Commission's letter No.23/ER-R.Format/HR/2004-PLN-II, dated 17.08.2005 addressed

to the Chief Electoral Officer, Haryana, Chandigarh
Subject: Revision of electoral rolls – preparation of rolls in the revised format with the
photographs of the electors - Regarding
With reference to your letter No.Elec-2005/5AE-204 dated 15th July, 2005, on the subject
cited, I am directed to convey the Commission’s approval to your proposal for preparing the
electoral rolls for remaining 88 Assembly Constituencies of Haryana in the revised format with the
photograph of the electors during the next revision of electoral rolls w.r.t.01-01-2006 as the
qualifying date.
I am further directed to say that the direction No.22/2/HR/2004/PLN-II dated 15-09-2004

under rule 4 of the R.E. Rules, 1960 issued by the Commission for printing of electoral rolls of 8-
Ambala Cantt. And 38-Baroda (SC) Assembly Constituencies with photographs of electors during
the revision w.r.t.01-01-2005 as the qualifying date shall also apply to all the Assembly
Constituencies of the State of Haryana for all future revisions commencing from 01-01-2006 and
shall be as per the sample approved and annexed to the above referred directions. A formal
Direction to the effect is enclosed.
The Commission has approved following schedule for revision of electoral rolls with photographs
w.r.t.01-01-2006 as qualifying date in all 90 Assembly Constituencies of Haryana.
Sl Stages of revision Date/period

No.
1. Preparatory work including section identification and door- 29.12.2005 (Thursday)
to-door survey by
2. Draft publication of electoral roll. 30.12.2005 (Friday)
3. Period for filing of claims & objections and reading of Between
relevant parts/sections of electoral roll in Gram 30.12.2005(Friday) and
Sabhas/Urban Local bodies and RWA meeting etc. 29.01.2006 (Sunday)
4. Special campaign dates for receiving claims & objections at 07.01.2006 (Saturday)
all designated locations. 08.01.2006 (Sunday)
21.01.2006 (Saturday)
22.01.2006 (Sunday)
5. Disposal of claims & objections by 28.02.2006 (Tuesday)

6. Preparation and printing of supplements of additions, 29.03.2006 (Wednesday)
deletions and correction by
7. Final publication of electoral rolls 31.03.2006 (Friday)
I am further to state that you may arrange for 100% house to house verification before
publication of draft electoral rolls with photographs on 30.12.2005.

No.22/2/HR/2004/PLN-II Dated: 17th August, 2005.
DIRECTION
Subject:- Form of Electoral Rolls – Directions under Rule 4 of the Registration of
Electors Rules, 1960.
In partial modification of the existing directions issued vide
No.22/2/HR/2004/PLN-II dated 15th September, 2004, the Election Commission of India, in
exercise of the powers conferred on it by Article 324 of the Constitution of India and Rule 4 of the
Registration of Electors Rules 1960, hereby directs that the electoral rolls of all the 90 Assembly
Constituencies of the State of Haryana, being prepared and revised with reference to 1st January,
2006 as the qualifying date and onwards, shall be in the form prescribed by the above referred
directions dated 15th September, 2004.
By Order,
(K. R. PRASAD)
Secretary
ITEM NO. 81
Election Commission's letter No. 23/ER-Intensive/2005-PLN-II, dated 22.08.2005 addressed to

the Chief Electoral Officers of Goa, Gujarat, Punjab, Uttar Pradesh and Uttaranchal
Subject:- Intensive Revision of Electoral Rolls w.r.t. 01-01-2006 as qualifying date.
The Commission has decided to order Intensive Revision of Electoral Rolls w.r.t.01-01-
2006 as qualifying date in the States of Goa, Gujarat, Punjab, Uttar Pradesh and Uttaranchal.
The schedule for the Intensive Revision of Electoral Rolls in these States (except 26-
Cortalim Assembly Constituency of Goa and 29-Kotdwar Assembly Constituency of Uttaranchal)
is as given below:-
EACH STAGE
1. Preparatory work –-Advance survey of polling areas, 01-09-2005 (Monday) to
mapping of polling areas and sections comprised 17-10-2005 (Monday)
therein, preparation of house numbers in each section,
identification of postal zones of each section,
appointment and training of enumerators and
supervisors, printing of Electoral Cards and other
stationery items and removal of discrepancies, if any,
noticed during validation checks, updation of control
tables in all languages
2. House-to-house enumeration 20-10-2005 (Thursday) to

21-11-2005 (Monday)
3. Preparation of manuscript, data entry of enumerated
electors, generation of checklist, comparison thereof 22-11-2005 (Tuesday) to
and printing of draft roll. 20-01-2006 (Friday)
Post Offices.
4. Draft publication of rolls on 23-01-2006 (Monday))
5. Period for filing of claims and objections and reading of
relevant part/section of electoral roll in Gram Sabha / 23-01-2006 (Monday) to
Urban Local Bodies and Resident Welfare Association 22-02-2006 (Wednesday)
Meetings etc.
7. Preparation and printing of supplements of Additions, 17-04-2006 (Monday)

deletions and corrections after data entry generation of
checklists and comparison thereof by

ITEM NO. 82
Election Commission's letter No. 23/ER-Summary/2005-PLN-II, dated 22.08.2005 addressed to

the Chief Electoral Officers of Andhra Pradesh, Himachal Pradesh, Jharkhand, Karnataka,
Kerala, Manipur, Meghalaya, Mizoram, Orissa, Rajasthan, Sikkim, Tripura, West Bengal, A &NI,
Chandigarh, Daman &Diu, Dadra & Nagar Haveli, NCTD, Lakshadweep and Pondicherry
Subject:- Special Summary Revision of Electoral Rolls w.r.t.01-01-2006 as qualifying date.
The Commission has decided to order Special Summary Revision of Electoral Rolls
w.r.t.01-01-2006 as qualifying date in the States of 1. Andhra Pradesh, 2. Himachal Pradesh,
3.Jharkhand, 4. Karnataka, 5. Kerala, 6. Manipur, 7.Meghalaya, 8. Mizoram, 9. Orissa, 10.
Rajasthan, 11. Sikkim, 12. Tripura, 13. West Bengal, 14. Andaman & Nicobar Islands, 15.
Chandigarh, 16. Daman & Diu, 17. Dadra & Nagar Haveli, 18. NCT of Delhi, 19. Lakshadweep
and 20. Pondicherry.
The schedule for the Special Summary Revision of Electoral Rolls in these States is as given
below:-
S. No STAGES OF REVISION PERIOD ALLOWED FOR

EACH STAGE
1. Preparatory work- Removal of discrepancies, if any, Upto 17-10-2005 (Monday)
found during validation checks of the existing
database and integration and consolidation of all the
supplements of electoral roll.
Preparation of list of identification particulars of each
section like village/hamlet name in case of part of
blocks in a colony in case of towns/metros. Splitting of
each part of electoral roll as per the list of sections
area Post Offices by
2. Draft publication of rolls on 20-10-2005 (Thursday)
3. Period for filing of claims and objections and reading

of relevant part/section of electoral roll in Gram Sabha 20-10-2005 (Thursday)
/ Urban Local Bodies and Resident Welfare to
Association Meetings etc. 19-11-2005 (Saturday)
12-11-2005 (Saturday) &
13-11-2005 (Sunday)
5. Disposal of claims and objections by 22-12-2005 (Thursday)

7. Final publication of Electoral Rolls on 24-01-2006 (Tuesday)
In respect of Assam, J & K, Nagaland, Chhattisgarh, Madhya Pradesh, Maharashtra and

Tamil Nadu where the process of current revision w.r.t.01-01-2005 is not yet complete and the
State of Bihar where the general election to the State Legislative Assembly is due to be held
shortly, the programme of revision will be announced separately.

ITEM NO. 83
Election Commission's letter No.23/Continuous Updation/2005-PLN-II, dated 30.08.2005

addressed to the Chief Electoral Officer, West Bengal, Kolkata
Subject:- Continuous updating of Electoral Rolls – regarding.
I am directed to refer to your letter No.1041-Home (Elec) dated 01-08-2005 on the

subject cited and to say that the directions given in paras 5.4 & 5.5 of guidelines for Continuous
Updating of Electoral Rolls issued with Commission’s letter of even number dated 5th July, 2005,
are in accordance with the existing legal provisions. The assumption that after the announcement
of the programme of annual revision simultaneously two programmes will run concurrently and
applications in large numbers will be filed under both the programmes does not appear to be
correct. In continuous updation very few applications are filed by persons who might have shifted
their place of residence. Further the persons who might have shifted their residences will not file
an application under continuous updation in case the shifting takes place at a time when the
period for filing claims and objections for the next revision is on. Therefore, the suggestion to stop
filing of claims and objections under continuous updation upto a date one month prior to draft
publication can not be accepted under the existing provisions of law.
Further, the supplements of continuous updation should also be integrated whenever an
integration is undertaken after keeping backup. The serial No. of persons listed in the
supplements of continuous updation will change during integration.
ITEM NO. 84
Election Commission's letter No.22/2/WB/2004/PLN-II, dated 03.09.2005 addressed to the Chief

Electoral Officer, West Bengal, Kolkata
in the revised format with photographs of the electors of Part No.01 of 184-Haripal assembly
constituency forwarded with your letter No.1145-Home (Elec.)/R10E-8/2003 dated 16 th August,
2005. It is directed that the electoral rolls of the 54 Assembly Constituencies of West Bengal
mentioned in the enclosed statement shall be in the revised format with photograph of the
electors. The directions issued by the Commission under Rule 4 of the Registration of Electors
Rules, 1960 for printing of the electoral rolls to be prepared and revised w.r.t. 01.01.2006 as the
qualifying date and onwards in the revised format in respect of the above referred 54 Assembly
Constituencies is forwarded herewith. The format of title page of electoral rolls for each assembly
constituency, first page of each part of electoral rolls, particulars of entries relating to electors in
each part, header for the auxiliary polling stations, summary of electors in each part and
supplements of additions, deletions and corrections are also enclosed. You are requested to take
appropriate action for printing of electoral roll in the revised format in these 54 assembly
constituencies. All the supplements upto 2005 to the basic roll should be consolidated and
integrated before printing of electoral roll with photographs.
I am further directed to convey the Commission’s decision that the photograph of the
electors should neither appear in the soft copy in PS-CD ROM nor on the website where the rolls
are hosted for reasons of privacy of electors.
No.22/2/WB/2004/PLN-II Dated: 3rd September, 2005.
DIRECTION
Rules, 1960.
hereby directs that the Electoral Rolls of the following Assembly Constituencies of the State of
West Bengal, to be prepared and revised with reference to 1st January, 2006 as the qualifying
date and onwards, shall be in the Form as prescribed hereinafter.
Sl. No. and Name of the Assembly Sl. No. and Name of the Assembly
No. Constituency No. Constituency
1 1-Mekliganj (SC) 2 2-Sitalkuchi (SC)

3 3-Mathabhanga (SC) 4 4-Cooch Behar North
5 5-Cooch Behar West 6 6-Sitai
7 7-Dinhata 8 8-Natabari
9 9-Tufanganj (SC) 10 27-Chopra
11 28-Islampur 12 29-Goalpokhar
13 30-Karandighi 14 31-Raiganj (SC)
15 32-Kaliaganj (SC) 16 33-Kushmandi (SC)
17 34-Itahar 18 35-Gangarampur
19 36-Tapan (ST) 20 37-Kumarganj
21 38-Balurghat 22 69-Karimpore
23 70-Palashipara 23 71-Nakashipara
25 72-Kaliganj 26 73-Chapra
27 74-Krishnaganj (SC) 28 75-Krishnagar East
29 76-Krishnagar West 30 77-Nabadwip
31 78-Shantipur 32 79-Hanskhali (SC)
33 80-Ranaghat East (SC) 34 81-Ranaghat West
35 82-Chakdaha 36 83-Haringhata
37 192-Pursurah 38 193-Khanakul (SC)
39 194-Arambagh 40 195-Goghat (SC)
41 196-Chandrakona 42 199-Nandanpur
43 216-Sabang 44 217-Pingla
45 218-Debra 46 219-Keshpur (SC)
47 220-Garhbeta East 48 221-Garhbeta West (SC)
49 222-Salbani 50 226-Keshiari (ST)
51 227-Narayangarh 52 228-Dantan
53 229-Nayagram (ST) 54 230-Gopiballavpur
1. Title page:
The Electoral Roll of the assembly constituencies shall have a title page followed by a table of
The first page of each part of the electoral roll of the assembly constituencies, excepting the last
part of the roll relating to the service voters, should give the material details of the part and its
Appendix-2.1.
• The name of the assembly constituency and part no. shall be printed on each page as shown
in Appendix-2.2.
• Section details should capture full postal address details as per instructions issued by the
• The serial number of the elector in the part shall be given horizontally from left to right with
three elector details boxes in each row.
• Relation should be clearly reflected in elector details box. For example, the field name should
read as “Father’s name”, “Mother’s name”, “Husband’s name” or “Guardian’s name” as the
case may be.
• The footer in every page shall indicate “Age as on the qualifying date”, “page no. of the roll”
for the part and also print “issued by the Electoral Registration Officer” as shown in Appendix
2.2.
• The serial number shall appear on the left hand top corner in a box centred without leading
zeroes, like , , ,and so on.
1 2 3
• The EPIC number shall appear in the same row immediately after the serial number of the
elector.
• Name of Relation i.e. Father/Mother/Husband/Guardian’s name shall appear in the next row.
• House number of the elector shall appear in the next row.
• House name, if any, shall be indicated in the next row.
• In the last row the Age and then Sex of the elector shall be indicated as given in Appendix-
2.2 and
shall be printed.
preparing the working copy, the deletions based on such supplements shall also be shown in the
By order,
Sd/-
(RAJESH AGGARWAL)
DIRECTOR (ADMN.)-CUM-PR.SECRETARY
ITEM NO. 85
Election Commission's letter No. 434/1/2005/PLN-II, dated 06.09.2005 addressed to the Chief
Secretaries of Andhra Pradesh, Arunachal Pradesh, Goa, Gujarat, Haryana, Himachal Pradesh,
Jharkhand, Karnataka, Kerala, Manipur, Meghalaya, Mizoram, Orissa, Punjab, Rajasthan, Sikkim,
Tripura, Uttar Pradesh, Uttaranchal, West Bengal, A&NI, Chandigarh, Dadra & Nagar Haveli,
Daman & Diu, NCT Delhi, Lakshadweep and Pondicherry and copies endorsed to the Chief
Electoral Officers of all these States and UTs with request to intimate the State Govt. of the
schedule of revision so as to enable the State Govt. to issue necessary instructions in due
course.
Subject: Revision of Electoral Rolls w.r.t. 01.01.2006 as the qualifying date - Adequate staff
& ban on transfers.
The Commission has ordered Intensive Revision of electoral rolls in the States of
Arunachal Pradesh, Goa, Gujarat, Punjab, Uttar Pradesh and Uttaranchal and Special Summary
Reivsion of electoral rolls in the remaining 21 States/UTs, mentioned above w.r.t. 01.01.2006 as
the qualifying date. The prime objective of the revision is to produce clean and accurate rolls with
the cooperation and involvement of the electors, political parties, Rural and Urban local bodies,
NGOs etc.
Provision of adequate staff
This exercise requires a massive effort on the part of the electoral authorities in the State
and you will appreciate that this cannot be completed without strengthening them with adequate
staff. All vacant posts related to revision of rolls shall therefore be filled up.
Ban on Transfers during the revision period
The existing provisions of the Representation of the People Act, 1950 stipulates that any
officer or staff employed in connection with the preparation, revision and correction of the
electoral rolls shall be deemed to be on deputation to the Election Commission for the period
during which they are so employed and such officer and staff shall, during that period, be subject
to the control, superintendence and discipline of the Election Commission.
You are aware that any transfer of key officials during the period of revision will adversely
affect the work and the quality of revision process. The entire process has a very tight schedule
within which vast amount of work has to be completed. It involves meticulous planning,
professional management, close supervision and monitoring. It is, therefore, necessary that
during the aforesaid period the transfer of any officers engaged in this exercise should be
avoided. In view of the extant provisions of the law the Commission reiterates its existing
direction that no key officials connected with the exercise of Revision of Electoral Rolls like
District Election Officers, the Electoral Registration Officers and the Assistant Electoral
Registration Officers should be disturbed from their places of posting without the prior
concurrence of the Election Commission from the commencement of the work till its completion.
The Commission therefore likes to emphasise that in case it becomes absolutely

necessary to make any transfer of the key election officers connected with the revision of rolls or
there is any need for shifting of officers due to their promotion etc., the Election Commission
would consider the same on merits on a case to case basis. Any proposal for inevitable transfer
may be sent to the Commission giving detailed and full justification for the same. The
Commission expects that the State government will not take any action which might in any way
impede the smooth completion of the work relating to the Revision of Electoral Rolls.
The Commission has already announced the programme of revision. However in some
of the States the programme may have to be revised due to various reasons. The Chief Electoral
Officers are being directed to intimate you about the details of the final programme of revision.
I am further directed to inform you that the IAS probationers have been kept out of the
purview of the ban during the revision process.
Copies of the instructions whenever issued in the above matter may kindly be sent to the
Commission for its information and record.
Kindly acknowledge receipt immediately.

ITEM NO. 86

Chief Electoral Officers pf Goa, Gujarat, Punjab, Uttar Pradesh and Uttaranchal
In continuation of Commission’s letter of even No. dated 22nd August, 2005 on the above
subject, I am directed to forward herewith the detailed guidelines to be followed for the revision.
You are requested to go through the guidelines and make meticulous planning for effective
implementation of the instructions for various stages of the revision.
The prime objective of the revision is to produce clean and accurate rolls with co-
operation and involvement of the electors, political parties, rural and urban local bodies. This
exercise requires a massive effort on the part of the election machinery. The salient features of
the guidelines may be explained to the Enumerators, Supervisors and Designated Officers clearly
during the training programmes.
Wide publicity may be given during the various stages of the programme especially
before enumeration seeking co-operation of the public to show their EPIC to the enumerators
without fail.
INTENSIVE REVISION OF ELECTORAL ROLLS WITH REFERENCE TO

01-01-2006 AS THE QUALIFYING DATE
GUIDELINES
The Commission has decided to undertake an intensive revision of electoral rolls in all
the assembly constituencies comprised within the States of Goa, Gujarat, Punjab, Uttaranchal
and Uttar Pradesh w.r.t.01-01-2006 as the qualifying date. The guidelines to be followed for
preparation of the electoral roll is given hereunder.
1. PREPARATORY WORK BEFORE START OF ENUMERATION
1.1. Polling Station Areas – Preparation of Maps and other details
Step 1 : Preparation of Sections
The electoral roll shall be revised polling station-wise and each part of the electoral roll
shall cover the area falling within one polling station. In other words, the part number of the
electoral roll and the polling station number shall be the same. It is absolutely necessary that the
list of streets/localities/sub-localities covered by a part of electoral roll is very clearly defined as a
section in the part. Therefore, as a first step, the existing polling station area connoting a part of
the electoral roll will be sub-divided into clearly identifiable sections based on
villages/localities/streets/sub-localities covered within the polling area and a list of these will be
prepared.
There shall be no scope for confusion and the enumerators should be clear about the
area to be enumerated by him/her. This identification of sections in a polling area will be based on
the lists of existing sections in the electoral rolls. In case where such a list is incomplete or not in
consonance with the ground situation, the ERO shall in consultation with the local Municipal
Corporation/ village panchayat prepare a separate list. Due care will be taken to capture all
clearly identifiable villages/localities/streets/colonies within the polling areas.
There may be some localities/housing societies/slums which had come up recently

and might not have been included in any part/polling station area. Such localitie/housing
societies/slums should be identified and included in the list of sections pertaining to the
appropriate part of the electoral roll.
Note: It may be noted that there is no limit on a number of sections within a part of the electoral
roll. A section is a reference point for easy identification of the precise address of the elector and
is useful both for election staff and the elector to locate a name. Therefore, the greater the clarity
in identifying and enumerating sections, the more accurate will be the electoral roll.
Step 2 : Identification of Postal Zones
The second step will be to identify the postal zone (based on delivery post-office zone)
in which the polling area falls. This will be clearly indicated in the list of sections prepared for each
part separately.
Step 3 : Advance Survey of Polling Area
The ERO shall have each Polling Station Area surveyed in advance to ensure that all the
residential units are included in the list of locations falling within the area. These survey reports
will be provided to the DEO’s and EROs well before the commencement of the enumeration
work. The EROs shall then, as a third step, ensure that house numbers are matched to each
residential unit falling within a polling area. Temporary constructions to which house numbers
have not been assigned yet may also be surveyed for clear identification of polling areas in which
they fall. Temporary collective numbers may be given to such clusters of temporary
constructions, wherever necessary. The numbers allotted by Census Authorities, if available, may
be adopted for enumeration purpose in these cases. These collective numbers should indicate
the exact repeat exact number of households in the clusters and will not in any way be treated as
regularizing any irregular unauthorized occupation/irregular unauthorized encroachment.
The pattern of House numbering should be kept uniform as far as practicable. For
example, if the pattern of house number is “D-48/142-B-5” then same pattern should be
adopted in that cluster/ locality for all numbers of similar type. If the number is say “ F-
191” then only this pattern should be followed. It would create problem in sorting out the
house numbers through computer if different patterns like, “F/191” or” F191” or” F,191”
etc. are followed.
There may be some localities which have grown in an unplanned manner. The
authorities may have issued consecutive numbers on the basis of registration but on the
ground the location of the houses may not be in sequence. There may be houses between
two registered houses whose owners did not register their houses with the authorities but
might have obtained electricity/water connections. The Electricity/Water Departments
might have issued some other number for identification of these houses. In such cases a
notional number in a proper sequence may be allotted after ground survey and the house
number given either by the local authority or by any other department may be suffixed to
the notional number by using a uniform sign like “ / ” or “ – “ for separating both the
numbers.
The numbering to be followed should be such that the elector when issued with an
EPIC with that number has no objection and difficulty in using the same as proof of
residence.
Step 4 : Mapping of Polling Area and Sections comprised therein
As a fourth step, in order to avoid the error of mixing of electors of one polling area with
other and / or inclusion of the same area in two or more polling stations, a map (Nazri Naksha)
showing the sections covered (see also Step 1 and 3) should be prepared for each of the
existing polling stations and a ground survey should be made to see that entire area of the
constituency is covered. Similarly, the DEO should go through the constituency maps to
see that there is no overlapping of areas between two A.Cs and no area is left out.
Wherever GIS maps are available, it should be used for preparing polling area-wise maps. For
State capital cities only GIS maps should compulsory be used. In respect of other big cities also
GIS maps may be used if available.
The maps detailing all the Sections with house numbers comprised within each
section to be used by each Enumerator shall also be printed after scanning on the reverse
of the Part Header at the time of publication of the rolls. Therefore, these maps should be
prepared with due care and caution.
Step 5 : Supply of Section details, House Numbers and Maps to Enumerators and
Supervisors
Each enumerator and Supervisor shall be supplied with the list of identified sections for each
polling area(s) assigned, the list of house numbers falling within the sections comprised in that
polling area, and a sketch map of the area which he is required to cover during enumeration. (It
should be noted that all the polling station areas in an Assembly Constituency joined together
constitute the constituency itself and no area should be left.) These are being provided to ensure
that no areas are left out at the time of enumeration. A copy of this map should be safely
preserved as the Commission is contemplating preparation of GIS maps for polling stations and
Assembly Constituencies and these maps will be required at the time of preparation of the GIS
maps.
1.2. Appointment of Enumerators and Supervisors

the existing electoral roll and it has to be ensured that there is no overlapping in the jurisdiction
of enumerators.
Supervisors are to be appointed to oversee the work done by the enumerators.

Normally, one supervisor shall be appointed to oversee the work of two Enumerators.
However, there is no objection to appointment of one Supervisor for each Enumerator
depending on the ground situation.
Necessary planning may be done in advance to requisition the services of sufficient

number of employees to be appointed as Enumerators and Supervisors.
Each Enumerator and Supervisor should be given Identity Card (specimen Annexed as
IR-2006-01) by the ERO, which should be displayed on their person while on duty.
1.3. Disciplinary Action
As per provisions laid down in Section 13CC of the said Act, officers or staff employed in
connection with the preparation, revision and correction of the electoral rolls for, and the conduct
of, all elections shall be deemed to be on deputation to the Election Commission of India for the
period during which they are so employed and such officers and staff shall, during that period, be
subject to the control, superintendence and discipline of the Election Commission. The
enumerators and supervisors are also covered by the above provision.
Enumerators and Supervisors shall further bear in mind the provisions of section 32 of
the said Act which envisage that if any person required to perform any official duty in connection
with the preparation, revision or correction of an electoral roll or the inclusion or exclusion of any
entry in or from that roll, is without reasonable cause, guilty of any act or omission in breach of
such official duty, he shall be punishable with imprisonment for a term which shall not be less
than three months but which may extend to two years and with fine.
These provisions may be brought to the notice of all concerned.
1.4. Code of Conduct
Enumerators and Supervisors appointed for house-to-house enumeration/ verification in

connection with the Intensive Revision of the electoral rolls have a very vital role in the matter of
preparation of correct and accurate electoral rolls. The Enumerators and Supervisors should
remember that they are doing a vital public service and not any favour. While on duty, they
should have patience and exhibit good manners when dealing with the public. After reaching a
house, they should greet the head of the family or senior adult member politely, explain their duty
and ask for information using a very polite language.
1.5. Training of Enumerators and Supervisors
The District Election Officer (DEO)/Electoral Registration Officer (ERO) shall organized
comprehensive training classes covering all aspects of the Intensive revision for the enumerators
and supervisors to clearly understand the job requirements and what they are expected to deliver
in an efficient manner.
During the training sessions, copies of all Formats and Forms in which the data relating
to electors is to be obtained should be supplied. Further thorough training will be provided as to
the precautions to be taken for obtaining the information and the method to be used for filling up
various columns of the Forms. All enumerators and supervisors should be advised to understand
the procedure and ask detailed questions if they have any doubts. Unless the enumerators and
supervisors have a clear and thorough knowledge of their duties, they will not be in a position to
discharge their duties as required under law and will find it difficult to fill the required Forms.
Ignorance or lack of training shall not be accepted as a defence in case of non-compliance of the
Commission's instruction on revision of rolls.
1.6. Printing of Electoral Cards
The format of the "Electoral Card" and the cover page of the pad containing the
Electoral Cards shall be as per Annexed as IR-2006-02. There shall be ten rows in each
Electoral Card. The columns of the card are provided in accordance with the present format of the
electoral roll. These cards should be printed and stitched in a book form. These books
(enumeration pad) shall contain enumeration cards in duplicate and shall be serially machine-
numbered. The duplicate copy may be printed on a different coloured paper, to distinguish it
clearly. The original copy and the duplicate copy should bear the same serial number and should
have the printing properly aligned. The Declaration to be signed by the Head/Senior adult
member of the household should be printed on both the copies. Groups of hundred or two
hundred cards should be stitched together in pads.
It is left to the discretion of the Chief Electoral Officer to decide whether the enumeration
pads for the entire State should be printed centrally or by the District Election Officers.
1.7. Publicity of the Schedule of Enumeration
Each ERO will make arrangements to give local publicity in advance in his jurisdiction about
the enumeration schedule. Such publicity will explain the broad principles of the intensive revision
and the manner of its implementation; contain an appeal to the electors to be present during the
appointed dates in their respective houses; request the electors to cooperate with the
enumerators and supervisors; and, give the details of the basic information that the electors need
to furnish to the enumerators.
One of the tasks of the enumerators will be to capture the details of EPIC already issued
to the electors. To aid this process, advance publicity by way of appeals needs to be given to the
electors to keep their EPIC ready for showing to the enumerators so that their correct EPIC
number can be captured.
It has been the experience that generally the EPIC numbers of electors cannot be
captured during enumeration as many of them either carry them in person or they are not
readily traceable. Therefore, the Appeal should contain a special request to either keep all
the EPICs of the household, issued in the constituency or any other constituency of the
country, ready for showing to the Enumerator or a photocopy of each of the EPICs (both
sides) should be shown to the enumerator for writing their complete number in the
Enumeration Card. In the APPEAL it should also be emphasized that holding of more than
one EPIC by an individual is an offence under section 31 of the R.P. Act, 1950. The EPICs
of persons who have expired should be handed over in original to the Enumerator.
While publicity should be decentralized and repeated from time to time during the
campaign, state-level and district-level publicity should also be done by the CEO and DEOs
respectively.
The crucial point to be emphasized is the advance planning and execution during the
preparatory period to acquaint the electors on the modalities of the intensive revision and their
cooperation for its accuracy.
2. HOUSE-TO-HOUSE ENUMERATION
2.1. Stationary and other material to be supplied to the enumerator
supplied with a complete list of streets/localities/sub-localities along with a sketch map of the area
under his/her jurisdiction.
Each enumerator will be supplied with the following materials: -
1a) Complete list of House Nos. in each Section/segment of the Part (s) of the electoral roll.
2b) The area covered by each Section/segment of the part clearly demarcated on the map.
3c) The name and number of the electoral part assigned.
4d) Enumeration Pad containing enumeration forms (Electoral Cards).
5e) Sufficient number of new carbon papers.
6f) Good quality ball point pens.
7g) Stamp pads to get thumb impression of the illiterate electors.
8h) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
9 i) Format of Control Sheet to be prepared for keeping account of persons enumerated in
each Enumeration Pad.
10j) Format for preparing the manuscript of list of persons enumerated.
2.2. Enumeration of each household:
Step1 : Appointment of enumerator of each part
each part of the existing electoral roll. However, separate Enumeration Pad containing Electoral
Cards shall be compulsorily used if there are more than one Section in that part i.e. separately
identifiable localities like block, mohallas, streets, villages, hamlets etc.
Step 2 : Enumeration of house numbers in ascending order
Enumeration will be done section-wise for each part as per list of sections prepared and
handed over to the enumerators in advance. Further, it should be borne in mind that each
house should be enumerated according to ascending order of house numbers.
Step 3 : Recording existing part number of electoral roll in ‘Electoral Card’
While doing enumeration, the enumerator should write the actual existing part number of
the electoral roll on the Electoral Card, which shall be indicated to each enumerator as an input
as mentioned at para 2.1I above.
Step 4 : Recording of data by enumerators
his absence, the senior adult member of that household. He will ascertain the names of adult
Indian citizens i.e. those Indian citizens who are of the age of 18 or above on the qualifying date
i.e 1st January, 2006 and are ordinarily residing in the house. He shall enumerate the names of
all such persons as are claimed to be adult Indian Citizens and are ordinarily residents, by the
member of the house hold that no person can be enrolled at more than one constituency and not
more than once in the same constituency and that furnishing of any information which is false and
which he/she knows or believes to be false or does not believe to be true, is an electoral offence.
The persons furnishing such false information are liable for punishment with
imprisonment for a term which may extend to one year or with fine or with both under
Step 5: Recording the EPIC number
During House-to-House visit the enumerator shall also enquire from the head of the
family/senior member present the details of the EPIC issued in that constituency or any other
constituency of that State or any other State, to any or all of the family members. In case EPIC
has been issued, he shall record the complete EPIC number together with the prefixes of the
cards issued against the name of the concerned family member in the appropriate column. He
should record the number after physically verifying the EPICs in original or photocopies
thereof. He shall also collect the EPIC, in original, of dead persons. It should be noted that
this task is crucial for proper enumeration and no laxity should be shown in any quarter on this
account.
Step 6 : Acknowledgment of enumeration
household is illiterate, the thumb impression of the person (left thumb impression in the case of
male person and right thumb impression in the case of female member for the sake of uniformity)
at the appropriate place on the right side of the Electoral Card. Below such thumb impression,
the full name of the person affixing such thumb impression shall be mentioned legibly by the
enumerator along with words ‘LTI’ or ‘RTI’ as the case may be.
The Enumerator should also append his signature thereafter on the left-hand corner of the
Electoral Card with his name and date of enumeration. In no case the signature of either the
senior/adult member of the household or that of the Enumerator should be blank in any of the
Enumeration Card. In case the number of eligible members of a household is more than the
number of entries that can be accommodated in one Electoral Card, then the next card may be
used to enumerate all the eligible persons. The signature of the head/senior member of the
household may be obtained only in last of such Electoral Cards used for enumeration. It is not
necessary to obtain the signature on each card.
Step 7 : Enumeration of multiple families in a single house
enumerated separately on separate Electoral Cards, even if the house number is common. In no
case should the name of members belonging to more than one family be included along with the
names of members of another household in the same electoral card.
Step 8 : Enumeration in case of new houses
Every enumerator will personally visit each and every household in the polling area under
his charge. During such visits if he finds any new house having come up which is not included in
the list of house numbers given to him, he will include that house also by giving it a suitable
auxiliary number. For instance, if between house numbers 33 and 34 a new inhabited structure
has come up and the eligible electors of the household have not been enumerated, the
enumerator will give 33A/33B/33C etc. as the auxiliary number for identification of the house and
proceed to enumerate the eligible electors therein.
Step 9 : Enumeration of temporary constructions, slums, etc.

unnumbered temporary constructions referred to above. This day should be widely publicised in
the area concerned and notified to all recognized political parties. The political parties should be
invited to appoint one agent each to witness the process of enumeration in the said cluster.
assign, if no other number is assigned by local authorities, a temporary number with chalk or such
like instruments in front of each individual construction in the cluster and complete the
accepted.
enumeration should be dealt with during the process of disposal of claims and objections under
Rule 21 and 21A of the Registration of Electors Rules, 1960.
Step 10 : Enumeration in case of absence of householders
(a) If any enumerator finds a particular house locked or that no adult member of the house hold is
available at the time of his visit, he shall visit that house at least three times on different
occasions and during different hours in the morning or evening when he may reasonably expect
to find some adult person to be present/available in the house. If even after three such visits he
is not able to meet any adult member of the household, he will make an entry to that effect
against that house number in the List of house numbers provided. He should also prepare a
separate list of all such households and furnish that list to his supervisor.
(b) Where an enumerator reports to the Supervisor that a particular house has been found
Supervisor will himself visit that house and verify the fact. In case the house is found locked or
no adult member of the household is available even at the time of the Supervisor’s visit, he shall
drop the letter of request in Form 4 (Appended to the Registration of Electors Rules, 1960) in
the premises. He shall make another visit to that house after two or three days and collect Form
4, if somebody is present at the time of his subsequent visit. He shall keep a proper account of
his visits to such houses.
2.3. Preparation of Manuscript
Step 1: Preparation of manuscript – a continuous process
As soon as the enumerator completes an enumeration pad, the work of preparing the list
of persons enumerated, as per the enumeration pad shall be started. It shall not be necessary to
wait for the enumeration of the entire polling area to be completed before the work of such
preparation of the list of enumerated persons is taken up. Enumerators may be directed to start
preparation of the lists for each section as soon as enumerations for the houses falling within a
section are complete.
Step 2: New page for each Section within a part
Separate list should be prepared for each identifiable area (Section) covered in one part
of the electoral roll, i.e., the manuscript will be prepared with proper section-wise sanitizing. If
there are more than one identifiable localities like mohalla, block, society, apartment etc. in a part
of an urban area, separate list for each such segment shall be prepared and each such list will
start on a new page. A clearly identifiable name will be given to identify a section. Such a name
could be the name of a street, colony, block, apartment, complex, etc. This will facilitate reading
out of the rolls separately in different streets/ localities/sub-localities.
Step 3: Preparation of Control sheets
At the time of the preparation of the manuscript the enumerator should fill one control
sheet (Annexure IR-2006-03) which will indicate the Electoral card wise number of electors in
that particular section under one particular part. The control sheets for all the sections in a part
will indicate total number of enumerated persons in a part.
Step 4: Proforma for preparing the Manuscript
The proforma to be used for preparing the list of enumerated persons shall be the same
as that of the Electoral Card with an additional column in the end to note down the Sl. No. of
Electoral Card(s) used for enumeration. (Annexure IR-2006-04) The Enumerator will prepare the
manuscript from the names of enumerated persons in the Electoral Cards.
Step 5: Writing of Manuscript

1
2a) In each page of the manuscript the enumerator should give the assembly constituency
number and name, existing part number, section no, section name and the page number
(format given) for avoiding any confusion if any page in between gets detached.
3b) No ditto mark (“) or (-do-) will be accepted in the manuscript in case of relation name for
example. All entries shall be written in full.
4c) Manuscripts should be made in a legible handwriting in the language in which Electoral
Card is filled up. Data entry should be in the same language as in the manuscript.
Step 6: Consolidation of Lists in the Manuscript
therein prepared, all such lists shall be consolidated and arranged house-number wise starting
with the first house and ending with the last house in that polling area. All such lists shall be
prepared in quadruplicate (four copies) polling station-wise.
households in Form 4 either through the supervisors or direct to the ERO shall also be included in
the relevant places having regard to the house numbers where such households reside.
3. DUTIES OF THE SUPERVISOR

3.1. Stationary and other material to be supplied to the Supervisor
(a) The Supervisor will be supplied with the following stationary and other material:-
1
2a) Complete list of House Nos. in each Section/segment of the Part (s) of the electoral roll.
3b) The area covered by each Section/segment of the part clearly demarcated on the map.
4c) The name and number of the electoral parts assigned.
5d) Sufficient number of new carbon papers.
6e) Good quality ball point pens (both blue and red).
7f) Adequate number of Form-4 appended to Registration of Electors Rules, 1960.
(b) Apart from the above the Supervisor will also receive the following inputs from the
enumerators from time to time: -
1a) The section wise filled up manuscripts.

2b) The part wise, section wise Control Sheet.
3c) Part wise, section wise Electoral Cards.
3.2. Step-by-step wise guidelines for the Supervisors
Step 1 : Daily checking of enumerators under charge
under his charge are visiting the households in the polling areas assigned to them and performing
their functions properly and strictly in accordance with the Commission’s instructions. For this
purpose, the Supervisors should make daily visits to the areas under their charge.
In order to ensure that the enumerators have done their work properly, every Supervisor
should make random checking of not less than 25% of the households covered by the
enumerators. During such checking, they should check the entries made in the original of the
'Electoral Card' in the enumeration pad with the duplicate supplied to the household and must
satisfy that the entries in both the original and duplicate cards are identical in all respects. He
should countersign the original Electoral Cards verified with Name and date.
Step 2 : Components of test check
During his visit to the households for checking, the Supervisor will also check and satisfy
himself that the entries made in the 'Electoral Card' are of persons of the age of eighteen years or
above as on the qualifying date and are actually ordinarily resident in that household. He should
also verify that the 'Electoral Card' issued to the head of the household and its original in the
enumeration pad bears the actual signature/thumb impression of the head of the household or
senior adult member of the household and that of the enumerator and the entries have been
correctly made on the basis of the information furnished by the head/senior adult member of the
household.
He should also bring the penal provisions of section 31 of the Representation of the
People Act, 1950, about making any false statement relating to inclusion or exclusion of any
name to the notice of the head/senior adult member of the household when he makes the enquiry
during his checking.
If during his checking, he finds that the name of any person not qualified for registration
on the ground of age or ordinary residence, has been wrongly enumerated and included in
Electoral Card he shall delete every such name under his full signature with date indicating briefly
the reason for such deletion.
Similarly, if a supervisor finds during his sample checking that any name of a member of
the household which should have been included in the 'Electoral Card' has been left out for any
reason, he will include that name in the 'Electoral Card' supplied to the household under his full
name and signature with a suitable endorsement indicating the reason for such inclusion and
exactly similar entries will be made by the Supervisor in the original of the 'Electoral Card' in the
manuscript of list of enumerated persons and the relevant Control Sheet..
Where, on his checking as aforesaid, any Supervisor finds that there are large number of
wrongful inclusions or wrongful exclusions of names in the 'Electoral Cards' issued by a particular
enumerator, he should undertake 100% verification of all the household enumerated by the said
enumerator.
shall be made by the Supervisor to the Electoral Registration Officer for disciplinary action against
the delinquent enumerator.
Step 3 : Check on houses found locked and where householder is absent

Supervisor will himself visit that house and verify the fact. In case the house is found locked or
no adult member of the household is available even at the time of the Supervisor’s visit, he shall
drop the letter of request in Form 4 appended to the Registration of Electors Rules, 1960 in the
premises. He shall make another visit to that house after two or three days and collect Form 4, if
somebody is present at the time of his subsequent visit. He shall keep a proper account of his
visits to such houses. As soon as a supervisor has completed his random checking as
aforesaid, in respect of the households enumerated, he shall deposit forthwith the verified
'Enumeration Pad', the control sheets and the manuscript with the Electoral Registration Officer.
Before depositing the verified 'Enumeration Pad' the control sheet and the manuscript, he shall
give a certificate that he has conducted the required supervisory checks mentioning specifically
the number of house/households visited and checked by him.
During supervisory checks, the Supervisor shall, apart from verifying specific instances
indicated above, also make a similar endorsement in any new cases which are noticed by him
where he has doubts about the information furnished. He shall make necessary corrections in
the manuscript as may be necessary after verification by him.
Step 4 : Check Enumeration Pad, Manuscripts and Control Sheet
As soon as an enumerator has returned a Enumeration Pad, duly filled, to a Supervisor,

alongwith the manuscript of enumerated persons, he shall personally check each and every
Electoral Card serial wise in the enumeration pad and verify that it contains all the pages which it
is supposed to contain and that all 'Electoral Card' have been properly filled in and duly
completed in all respects and that no column has been left blank. He will ensure that the
manuscripts are in defined format. He will also check the Control sheets for verifying any missing
record which is there in the Electoral Card.
Step 5 : Cross checking of entries with list of house numbers
Every Supervisor, after receiving the enumeration pad from the enumerator will check on
the entries and compare with the list of house numbers falling in the section. House numbers not
recorded will be cross-checked with details of Form-4 dropped in such houses and all such house
numbers will be marked with red-ink in the list of House numbers furnished by the ERO.
After completion of these steps the manuscripts are to be handed over to the ERO who in
turn pass it on to the data entry vendor and it is to be ensured that no Electoral card is left out.
4. CHECKS BY SENIOR OFFICERS AND OTHERS
4.1. By Senior Officers
Apart from the checks by Supervisors of the work done by the enumerators under their
charge, supervisory checks shall also be made during the period of enumeration by the Assistant
Electoral Registration Officers, Electoral Registration Officers, District Election Officers, and Chief
Electoral Officer. The minimum percentage of checking to be done by each of them by visits to
the households shall not be less than the following. (This is only a lower limit. The actual should
be higher).

The household checked by the senior officials should by and large be mutually exclusive.
The official checking the household should also check the entries in the duplicate copy of the
Electoral Card available with the supervisor and sign and affix his name and date of checking.
The Chief Electoral Officer will conduct random checking and also satisfy himself that all
the instructions are being scrupulously and correctly followed.
The supervisory checking by the AEROs, EROs and DEOs shall not be confined to visits
to households, but shall include checking that no pockets have been completely left out or
enumerated more than once in the constituency during enumeration and that no area or pocket of
another constituency has been included in the enumeration for the constituency under checking.
On the border areas of the constituency, it shall be particularly ensured that no area belonging to
one constituency has been allowed to be included in the enumeration of another constituency.
They shall certify that these aspects have been specially checked by them during their
supervisory visits.
5. PRINTING OF DRAFT ROLL
5.1 Updation of Control Tables
During Quality check drive, it has been observed that in many States, control tables have
not been verified and corrected since last 5-6 years. Hence if any district/taluka/revenue circles
have been reorganized in the State, then old, wrong names are printed on cover page of each
part. If polling station number or location has changed and has not been corrected in control
tables, then also in many printed rolls, these wrong names get printed and are then corrected by
hand on each copy. Hence, all control tables should be verified and corrected in advance of data
entry of rolls. Signatures of ERO and DEO should be taken on corrected printouts of control
tables.
Secondly, if data entry is in vernacular, then correct control tables in English are also
required. They should have clear linkage with vernacular names. It would be helpful to print
control tables side by side in English and vernacular in above step and get them verified. If the
roll for some assembly constituencies is to be printed in more than one vernacular language, then
control tables in that language should also be maintained.
5.2. Updation of existing database
As soon as the manuscript verified by supervisor is received in the office of the Electoral
Registration Officer, the work of data entry shall be started. As already intimated, data entry work
will be done within the district. If outside the district, the Commission’s prior written permission will
be required.
A copy of the manuscript will be given to the Data Entry Vendor. The Data Entry Vendor
is required to do the following:
1a) Take delivery of all manuscripts for all polling stations of the Assembly Constituency
allotted to him.
2b) Take delivery of the corrected control tables.
3c) Allot the work to data entry operators Polling Station-wise. Maintain record of the
names of Polling Station- wise allotment to data entry operators.
4d) In no case one Polling Station should be allotted to more than one data entry
operator so that responsibility can be fixed on the operators who fail to do the job as required.
5e) A check-list has to be printed and checked by the ERO’s staff. The errors indicated
during such checking have to be incorporated and thereafter the draft list should be printed.
Wherever the number of errors in the first check list is too many, another complete check list
after corrections shall be taken out and proof reading done. It should be ensured that there is
no mistake in the check list with the manuscript. If necessary additional check lists may be
printed and compared to ensure accuracy. The Vendor has to ensure that the work is
completed in the desired manner within the specified period.
The Data Entry Operators should take the following actions:-
a) Using manuscript, section table will be populated with start serial & end serial.
b) Enter the details of electors from the manuscript by conventional data entry form.
c) After completion of data entry in respect of each section a Check List shall be
generated.
d) The Check List should be thoroughly compared with the manuscript and it should be
ensured that the list is sorted as per the House numbers in ascending order. (The
corrections in entries at ERO’s level should be carried out with red ink.)
e) The data entry operator shall carry out the corrections indicated with red ink in the Check
list in the database and take final print out for draft publication.
It should be ensured that all the above operations in respect of one part (Polling Station)
are done by the same data entry operator so that in case of negligence in data entry responsibility
can be fixed.
The Electoral Registration Officer shall take every precaution to ensure that all the inputs
collected by way of house-to-house enumeration by the enumerator and the supervisor is entered
in the electors’ database before the same is used to generate draft rolls.
database and shall have the entries necessarily compared with the manuscript, and satisfy
himself that the printed roll conforms exactly in all respects with the inputs and that no error either
by design or by mistake has crept into the database. Instances have come to the notice of the
Commission that proper comparison of the check list is not done before generating draft rolls
resulting in improper deletion of entries of genuine electors, many a times en-bloc causing
embarrassment to the institution and disenfranchisement of genuine electors. Any laxity will be
viewed seriously.
after comparison of the Check List, the ERO shall get required number of copies of the drafts rolls
prepared.
5.3 English and Vernacular data
As mentioned earlier, even if the roll for an Assembly Constituency is to be printed in a

vernacular language, the control tables and the database (E-details & other tables) will be
maintained in English also. During Quality Check Drive, many mistakes in dictionaries and
transliteration process were pointed out. Hence sufficient care should be taken in this process.
If the roll is to be printed in another vernacular language, then the current method of
printing by toggling ISCII script should be changed. Instead, a proper set of control tables and
transliterated (properly proof read) data should be used and a printing module used to print the
roll in that additional language and create PDF files.
For example, if in an Assembly Constituency, the roll is to be printed in Hindi and Urdu;
the manuscript and data entry may be in Hindi, but control tables and all other database tables
have to be in English, Hindi & Urdu; roll will be printed in Hindi & Urdu; PS-CD will have Hindi &
Urdu PDF files; and search facility will have English, Hindi & Urdu databases.
5.4 Validation Checks
The Quality check drive in Commission has revealed some deficiencies in many States
data entry software. Most of the SLAs have now rectified these deficiencies. However, it is
experienced that even if software has full validation checks, some data entry vendors bypass the
software and do data entry in ‘browse mode’ of databases, and thus the errors creep in. Also, in
the text part (names etc.) there are lots of mistakes. Hence after the data entry, entire State’s
data should be consolidated at State level and different validation checks carried out. Data should
also be thoroughly verified for duplicate EPIC and duplicate names etc. Only after thorough
checks, and getting all the mistakes rectified should the go ahead for printing multiple copies be
given by CEO office and SLA. This corrected, consolidated data should be passed on by SLA to
Election Commission technical team for posting on centralized search server, PDF files (in all
languages) should be hosted on NIC data centre, Delhi. Both database search and PDF files will
be opened to public on date of draft publication. Similar procedure of validation checks and
hosting data will be followed at the time of final publication.
5.5 Getting print format approved by Commission
It has been observed that despite clear cut guidelines, many States are not printing the
rolls strictly in the format prescribed by the Commission. Hence much before draft roll publication
date, the CEO will send sample prints (of mother roll as well addition, deletion & modification
supplementaries) with dummy data (or previous, 2005 data) in all required languages and get it
vetted by Planning –II & IT Sections in the Commission.
The electoral rolls prepared and printed as above, polling station-wise shall be published
as draft for inviting claims and objections on the date specified for the purpose by the Election
Commission.
As required under Rule 11I of Registration of Electors Rules, 1960, two copies of draft
rolls – one printed copy and another copy in CD-ROM - will be provided to the recognized
National parties and state parties free of cost. The political parties while being given copies of
draft rolls should be requested in writing to verify the rolls and bring to the notice of
DEO/ERO the shortcomings, if any, within a specified time.
In case of multiple languages, roll will be printed in all notified languages, and PS-CD-ROM will
also contain PDF rolls in all these languages.
EROs/AEROs. Similarly, the Polling Station locations shall also be the designated locations,
where the electoral rolls shall be published and claims and objections shall be received during the
revision exercise. Further, the offices of rural and urban elected bodies shall also function as
designated locations on the dates of meetings as and when organized by the ERO during this
period.
During the current revision of electoral roll also the services of the Post Office shall be
used as Designated locations for display of draft electoral roll in the area covered by respective
Delivery Post Offices. Claims and objections shall also be received in all the post offices.
Detailed guidelines about use of Post-offices and Postmen for display of rolls, receipt of
duly filled in Forms and their verification etc. issued vide Commission’s letter No. 23/2002-PLN-II,
dated 23.8.2004 shall also apply for the current revision.
6.2. Dissemination of electoral rolls at a wider scale
1
2(a) It has been decided that the draft roll prepared polling station wise, shall be
published for inviting claims and objections during the period specified in the schedule
given above for the purpose by the Election Commission at the offices of EROs/AEROs
and at designated locations mentioned above and simultaneously copies shall be
provided on the day of publication of the draft roll to the rural and urban local bodies.
Copies of the relevant parts of the draft roll shall also be provided to the Residents’
Welfare Associations (RWAs), Mohalla Sudhar Samitis, J.J.Sudhar Samitis, Housing
Societies etc., where the rolls are to be read in the presence of the public. In addition,
sufficient number of forms shall also be made available at these places. The availability
of electoral rolls in these organizations will be helpful in eliciting their cooperation in the
roll revision exercise and also in the continuous updation of rolls later.
3(b) Widest publicity shall be given to the draft publication of roll by all media of mass
communication, including paid advertisements in the news papers having wide circulation
in the areas concerned.
6.2.2. Verification of draft rolls in the meetings of Gaon Sabhas/Ward Sabhas/RWAs

Rural Areas :
a) The Village Panchayat Officer, who is the Secretary of the Gaon Sabha, shall convene
the Gaon Sabha/ Ward Sabha meetings. The local revenue official (for instance Lekhpal
in case of UP) may also be deputed to attend these meetings. These revenue officials
may be provided with sufficient number of Forms so that necessary claims and objections
can be got filled in during the meeting itself. The members of the public especially those
who contested the last Gaon Sabha election but could not be elected, should also be
invited as special invitees to these meetings. Immediately after the meeting, the revenue
official may record his report on these applications and forward the same to the Electoral
Registration Officer for action at his level under rules 16 to 20 of the R.E. Rules, 1960.
village-wise and elector’s verification exercise in respect of a village may be completed in
the meeting held in that village only. If there are a number of hamlets in a Gaon Sabha,
the meetings may be organised hamlet-wise. In states like Rajasthan, the institution of
Ward Sabha has been functional and in such states the Ward Sabha meetings may be
organised to verify the draft roll.
1c) The remedial measures wherever required, on the basis of information made available in
Rules, 1960.
Urban Areas :
Samitis, JJ/Slum Sudhar Samitis, Residents Welfare Associations of the locality or any
other forum available in the area and suitable for such an exercise. Any NGOs willing to
be associated in the exercise should also be involved. The draft electoral roll which are
prepared polling station-wise will be split section-wise in the first instance and distributed
to the different localities/ Residents’ Welfare Associations/ Housing Societies alongwith
an appeal which inter-alia will seek their co-operation to display the extract of the roll
prominently for the benefit of the residents of that locality so that any person who is
residing but is not a registered elector can take the necessary steps to enroll himself/
herself as well as members of his family.
1b) If a Polling Station includes more than one locality or residential colony, these meetings
may be organized locality-wise or colony-wise and the electors’ verification exercise in
respect of that locality or colony may be completed in the meeting held in that locality or
colony. If the area of any polling station is large and there is only one locality or colony, the
locality or the colony, as the case may be, be divided into convenient parts at the discretion of
the ERO concerned and the meetings may be organized in such parts of the locality or
colony.
2c) If the locality or colony or ward or any part thereof, does not have any Ward Sabha or
RWA or any such body, the ERO concerned may choose a prominent non-political citizen,
working or retired government officer, NGO or a professional like doctor etc. residing in the
locality, to chair the meetings and help the exercise to be completed. In case of residential
colonies of govt. or semi govt. bodies, the staff responsible for maintenance of these
colonies, may be actively involved in this exercise.
3d) The Electoral Registration Officer shall, in consultation with the Ward Sabhas/RWAs etc.
concerned, decide the place, date and time for holding the meetings in such a way that the
involvement of the people is assured. All such meetings shall be chaired by the
member/office bearer of the Ward Sabha/RWA etc. concerned in the presence of an official
designated to be present at the meeting. Here also, the procedure for receipt and disposal of
claims and objections under rules 16 to 20 and for suo motu action under rule 21 and 21A of
the R.E. Rules, 1960 will have to be followed.
preceding paragraphs have to be meticulously recorded/minuted and a copy of the same should
be forwarded to the Electoral Registration Officer who may take its help while disposing of the
claims and objections received. These meetings may begin with the message from the Electoral
Registration Officer/ District Election Officer/ Chief Electoral Officer regarding the responsibility of
the members of the Gaon Sabha/ Samiti/ Association etc. in truthfully carrying out this exercise.
The EROs/DEOs shall also attend some of the meetings in rural and urban areas with a
view to improve the quality of revision exercise. An Attendance Register with signature/thumb
impression of all the participants should be maintained.
7. AVAILABILITY OF BLANK FORMS
The Statutory Forms 6, 7, 8 and 8A appended to the Registration of Electors Rules, 1960 have
been amended vide Ministry of Law and Justice Notification dated 18 th August, 2003 along with
certain other minor amendments in the Rules. A copy of the Notification has already been
circulated vide Commission's letter No.3/2/2002/J.S.II dated 25th August, 2003.
person already enrolled in a constituency for inclusion of name in another constituency.
publication. (Prior to the amendment this Form could be used only after final publication
of rolls during the process of continuous updation).
should be available in all the locations where the draft Rolls are displayed so that these can be
distributed in advance of the campaign dates to the concerned persons. Adequate number of
forms may, therefore, be printed for this purpose.
downloaded from the Election Commission website, cyclostyled, hand written or privately printed
can also be used for submitting applications for inclusion, deletion etc. so long as they conform to
the statutory Forms. However, these forms should be on white paper of A-4 size and should not
contain the name/symbol or any distinguishing mark of any party/organization printing/supplying
the same. This point should be made clear during publicity.
7.1. E-Registration
Vide Commission’s letter No. PS/DIR(IS)/2004 dated 17th September, 2004, instructions
regarding e-registration had been given to all CEOs. Necessary software has also been given to
all CEOs and SLAs. After the draft publication, e-Registration should be enabled at least for all
urban areas and proper administrative & technical arrangements should be made to handle this
work. Many States have already enabled online filing of Form-6 in major cities. Maharashtra has
tried Forms 7, 8 and 8A also through online method and received good response. This could also
be tried. However, Form-6 online filing facility should mandatorily be thrown open in urban areas,
and preferably in all districts.
8. ARRANGEMENTS AT THE DESIGNATED LOCATIONS
8.1. Staff
government official designated for the purpose, who will make the draft roll available to the public
for inspection and receive claims and objections. These officials shall also participate in the
meetings stated above, collect the minutes of the meetings and also the claims and objections
received during these meetings. Schedule of meetings to be held in the designated area shall be
displayed at the designated locations for information of the public.
should be organised and counters set up. The DEOs/EROs and Supervisory Officers shall
ensure that all Designated Locations remain functional with full complement of staff. Strict action
be taken against such officials who are found to be guilty of dereliction of duty.
locations are fully conversant with the duties to be performed and shall respond to public queries
promptly.
Electors who wish to complete Forms can be assisted to ensure completeness and consistency
of the Forms. There should be adequate space at each designated location for the electors to sit
and complete the forms.
8.3. Receiving forms
Forms 6, 7, 8 and 8A shall be received on all working days in the offices of EROs/AEROs
and designated locations including area Post Offices from the date of draft publication till the
period specified for the purpose.
The above Forms shall also be received in the meetings of the rural and urban elected bodies by
the Lekhpal, Patwari etc. i.e. the village administrative officer for rural bodies and the government
officer deployed to be present in the meeting for the urban bodies on the date(s) of meeting.
8.4. Preliminary Checking of Forms
A preliminary checking of every Form presented at the designated locations including the offices
of EROs/AEROs and area post offices must be done before issuing acknowledgment No
unsigned Form should be accepted. The applicant should be asked to sign the unsigned
application. If the application is presented by any other family member then it should be returned
with advise to resubmit after obtaining the signature/thumb impression of the applicant.
8.4.1. Applications for Addition of Names
In case of application for inclusion of name in Form 6, the election official accepting the
applications should be instructed to conduct a preliminary enquiry right at the time of acceptance.
1(i) No material column requiring the applicant to indicate his name in full, his
residence should be left blank by the applicant.
2(ii) In the case of applicants is in the age group 18 – 20 years, the name and
relationship should be checked with respect to the applicant’s family members already
enrolled with the same address. Particular care should be taken that underage
applicants do not get enrolled. They may be asked to attach any documentary proof of
age like school/college certificate, birth certificate etc. wherever possible.
3(iii) Whether the address where the applicant desires to be enrolled has been
completely given in the Form. If not the complete address may be obtained. The
applicant may be asked to attach a copy of any other document like Bank/Kisan/Post
Office Pass Book, Ration Card, Driving Licence, Passport, Gas Connection,
Telephone/Electricity/Water Bill etc. at that address.
4(iv) In the case of applicants who have shifted their place of residence after the
constituency/ other constituencies, the full details of the previous address and of earlier
Rolls and EPIC, if issued to the elector, must be filled in by the applicant in Form-8A/6,
respectively. As per proviso to Section 23(2) of the R.P. Act, 1950 it is the duty of the
ERO who receives the application for inclusion in Form 6 to dispose of the application on
merit and after proper verification, and after necessary enquiry, where called for, and if
the name is found qualified for inclusion, the same shall be included in the roll. The ERO
then shall inform the concerned ERO of the place of previous enrolment in the draft rolls
to take steps to delete the relevant entries from the previous place. Failure to furnish the
details entered in the draft rolls and EPIC due to ignorance would not be a ground for
non-acceptance of applications.
5(v) Whether in Form 6 the period of ordinary residence at the given address is
mentioned. If not, the same may be got filled up. In case the applicant mentions the
period of stay prior to the period of enumeration then the circumstances because of
which he could not be enumerated should be ascertained. In case the applicant says that
no enumeration was done in the area/house then that fact should be recorded on the
Form and the matter should also be reported to the officer concerned. Only if a
satisfactory reply is given the Form should be accepted.
8.4.2. Applications for objecting inclusion/ seeking deletion of names
No application in Form 7 objecting inclusion/seeking deletion of an entry in the electoral

roll should be accepted if the complete details of the objector as well as the person objected to
and the reason for the objection are not filled up in the appropriate columns.
18.4.3. Applications for correction to particulars entered in the roll
All applicants, in Form 8 for correction must indicate in part IV about the exact details of
entries to be corrected and strike out the inapplicable alternatives mentioned therein.
8.5. Receipt of application in bulk
Applications presented in bulk shall not repeat not be accepted. Application in Form-6,
Form-7, Form-8 and Form-8A should be submitted individually by the applicant concerned.
However, applications in respect of the members of the same household may be allowed to be
filed by one person of the same household at all designated locations.
8.6. Acknowledgments
The completed Forms should be accepted and proper acknowledgments printed on the
lower part of the Forms should be immediately issued.
9. PRESCRIBED LISTS
Electors Rules, 1960 should be filled up by the staff at all the designated locations, including post
offices, daily from the details filled in the relevant Forms (6, 7, 8 and 8A). A summary report
should also be prepared with totals of each of the lists corresponding to different Forms.
duplicate, the lists in Form 9,10, 11 and 11A, entering therein the particulars of every claim or
mandatory under the provisions of Rule 16 of the Registration of Electors Rules, 1960. All
the DEOs shall ensure that these lists are properly prepared, in duplicate, and one copy each of
such lists is exhibited on the notice board by the EROs concerned, without fail. Any violation of
these provisions of the Rules will be viewed seriously by the Commission.
10. SUPERVISION

The disposal of claims and objections has to be followed by preparation of separate lists
of additions, deletions and modifications and then the printing of supplements. The following
points should be borne in mind while disposing of claims and objections:
1(a) It shall be the duty of the Electoral Registration Officer to ensure that each and
every claim and objection received in Form 6, Form 7, Form 8 and Form 8A is duly
disposed of fully in accordance with law and the directions and instructions of the
Commission.
2
1(b) Scrutinise each and every application meticulously and ensure that it is complete
in all respects. In the light of provisions of section 13C of the Representation of the
People Act, 1950, the Commission has no objection to the disposal of claims and
objections by Assistant Electoral Registration Officers. However, such delegation of
powers to Assistant Electoral Registration Officer shall not absolve the Electoral
Registration Officer of his responsibility for ensuring a defect-free electoral roll. The
Assistant Electoral Registration Officer is performing a quasi-judicial function while
disposing of claims and objections and must apply his mind independently to all such
evidence, documentary or otherwise, which the concerned persons may adduce in
evidence.
2
3(c) No material column requiring the applicant to indicate his name in full, his
residence should be left blank by the applicant. All the declarations as prescribed in
Form 6 should be complete in all respects. If a claimant states in the declaration that his
name may have been included in some other roll, full address of his previous residence
must be given in that declaration failing which the application shall be rejected.
4
5(d) In the case of the remaining claims and objections which have not been
summarily rejected, each claim and objection shall be thoroughly scrutinized and locally
verified by the verifying agencies which are normally utilized for the purpose. The
signature (or thumb impression) of the applicant may be obtained again in the application
wherever there is any doubt to establish identity. A photocopy of the document in proof of
place of present and previous residence should be obtained wherever available, and filed
with the records.
6(e) A proper record of the applications/objections given to any verifying officer must
be maintained by the ERO showing the date of delivery of those claims and objections to
him and the date of their receipt back after verification through the supervisor.
7
8(f) Every verifying officer must give full particulars of the local verification made by
him, i.e., the date and time of his visit to the household for an on-the-step inspection,
whether the applicant/ objector/ the person objected to was physically present at the time
of local verification and other evidence collected by him from the members of the
household or the neighbours in relation to the claim/objection. He must put his full name
and signature on the report which he submits in relation to each claim/objection.
9(g) In the case of applicants who state their age to be 18, 19 or 20 years and claim
to be applying for the inclusion for the first time, their claims with regard to their age must
be thoroughly checked by the local verifying officer with reference to school/college
certificate, birth certificate, and with reference to entries in respect of the other family
members. If after such verification, the ERO is not satisfied about the minimum qualifying
age of the applicant, the application shall be rejected.
10(h) If the address of the applicant is incomplete (like street name mentioned but not
the house number), a doubt may arise on whether the application is genuine. This will be
ascertained in field inquiry and complete address should be recorded on the application.
If complete address can not be ascertained after due enquiry, such application shall be
rejected.
11(i) Form-7 applications need to be scrutinized carefully so as to ensure that these

are not used to delete of genuine electors. In any case, no objection should be accepted
and the name of the person objected to deleted unless the person objected to has been
given a proper notice in the prescribed Form in relation to the action proposed to be
taken and he had been given a reasonable opportunity of being heard before passing the
order.
12(j) In doubtful cases and in the case of applicant not found at the residence at the
time of verification, the EROs should, send a notice to the applicant to appear in person
before him or AERO at a place near his/her residence which can be decided in advance
to deal with a number of such cases involving a number of villages/localities. The
applicants must be asked to bring relevant documents in proof of residence and age. As
people may find it inconvenient to travel to the ERO’s office, the enquiry in such cases by
the EROs could be held in Taluk/zonal offices etc. on appointed dates.
13
14(k) The Electoral Registration Officer is a statutory authority charged with the duty of
preparing the electoral roll. He has to ensure that the electoral roll contains only the
names of persons who are fully eligible and fulfil all the conditions for registration. One of
such conditions of eligibility is that the elector should be a citizen of India. Therefore,
when a claim application is preferred before the Electoral Registration Officer, he has to
satisfy himself that the applicant is, inter alia, a citizen of India.
15
16(l) While disposing of a claim or an objection, the Electoral Registration Officer must
bear in mind the following guidelines as laid-down by the Supreme Court in its judgment
dated 06-02-1995 in Writ Petition (Civil) No. 731 of 1994 (Lal Babu Hussain and others
Vs. Electoral Registration Officer and others), etc., etc.:-
17
18(i) The Officer holding the enquiry shall bear in mind that the enquiry being
quasi-judicial in nature, he must entertain all such evidence, documentary or
otherwise, as the concerned affected person may like to tender in evidence and its
evidentiary value assessed and applied in decision making. The Electoral
Registration Officer shall disclose all such material on which he proposes to place
reliance, so that the concerned person has had a reasonable opportunity of rebutting
such evidence. The concerned person, it must always be remembered, must have a
reasonable opportunity of being heard.
19
20(ii) Needless to state that the Officer inquiring into the matter must apply his
mind independently to the material placed before him and without being influenced by
21(iii) Before taking a final decision in the matter, the Officer concerned will bear in
mind the provisions of the Constitution and the Citizenship Act, 1955 and all related
provisions having a bearing on the question of citizenship and then pass an
appropriate order. It must be remembered that there is a provision for appeal against
the decision of the Electoral Registration Officer.
22(iv) If any, person whose citizenship is suspected is shown to have been

included in the immediately preceding Electoral Roll, the Electoral Registration
Officer or any other officer inquiring into the matter shall bear in mind that the entire
gamut for inclusion of the name in the Electoral roll must have been undertaken and
hence adequate probative value be attached to that factum before issuance of notice
and in subsequent proceedings.
The onus of proof of the citizenship shall lie on the applicant who applies for inclusion of
his name for the first time. The ERO must be satisfied that the person seeking to have his name
enrolled is not disqualified, among others, by reason of his not being a citizen of India. Therefore,
the Electoral Registration Officer would be justified in requiring the concerned person to show
evidence that he is a citizen of India. Some of the documents that could be used to prove the
citizenship are any of the following:-
1i) National Register of Citizens (NRC), would be used/referred to wherever it exists.

(ii) Birth Certificate.
(Care should be taken to ensure that the entry/certificate produced is genuine).
person is a citizen of India is not by itself reliable documentary evidence as conclusive proof of
citizenship.
1i) proof of being registered as voter as an unmarried girl, if her name was registered;
2
4
5iii) certificates issued by the village headmen of both the villages i.e. the village to which
the woman belonged before marriage and the village to which she has moved after her
6
7iv) Where there is no village headman in existence, the certificate to the above effect
issued by the Secretary, Gram Panchayat or an officer equivalent to village headman in
terms of his powers and functions, and countersigned by village level Government
Official.
authenticity of each such certificate should be duly verified. Wherever there is any doubt, those
cases should be referred to the authorities who issued those certificates. This is necessary as
there is reason to suspect that some of these certificates are bogus or issued without due care.

citizenship.
Whenever an Electoral Registration officer is in doubt in regard to the qualifying age or

place of ordinary residence of a claimant, he shall decide that question with reference to, but not
restricted to, the birth certificate, school or college certificate, passport, baptism certificate,
telephone connection, LPG connection, Bank account, etc.
statements should not be taken at face value. They will be required by the Electoral Registration
Officer to adduce such evidence as may satisfy him in regard to their claim of migration from
another place of India. In appropriate cases, the Electoral Registration Officer shall crosscheck
the position with the District Election Officer of the District from where the claimants claim to have
migrated.
In case of an objection filed in Form 7 seeking the deletion of name from the electoral roll
on the ground that the person objected to is not a citizen of India, the onus of proof shall lie on the
12. Enumeration in areas having substantial presence of foreign nationals
Special care has to be taken at the time of enumeration in areas having substantial presence of
foreign nationals and the following procedure shall be adhered to:
1(a) The assembly constituencies where there is a large-scale presence of foreign

nationals should be identified first by the State Government authorities concerned and within
such assembly constituencies, the polling areas having a substantial presence of foreign
nationals should also be likewise identified by those authorities.
2
3(b) At the time of house to house enumeration in these areas, the enumerators shall
include in the 'Electoral Card' the names of all persons as are declared to be adult Indian
citizens by the head/senior adult member of the household furnishing the information to the
Enumerator
4(c) The Enumerator shall prepare the list of persons enumerated as per the enumeration
5(d) As soon as the manuscript in respect of a polling area is handed over by the
Enumerator alongwith the enumeration pad containing the original 'Electoral Cards', the
Supervisor shall take action to compare the entries house number-wise with the
corresponding entries in respect of each household in the previous electoral roll. In case of
such persons whose names do not appear in the previous electoral roll, he shall indicate the
word "New" in the manuscript against that entry. In case the names in the manuscript
appear in the previous electoral roll, the serial No. of such elector (in the previous electoral
roll) shall be entered against that entry.
0(e) The ERO will then get the entries in respect of new persons verified to ascertain if the
previous electoral roll. Wherever such linkage is established that name may be entered in
the draft roll subject to fulfilling of other qualifications.
1
2(f) In respect of other new entries, where the concerned person is in possession of an
EPIC issued either for that constituency or for any other constituency the same should be
incorporated in the draft roll.
3(g) In respect of all other persons whose name appeared for the first time in the list of
enumerated persons but their linkage to any other entry in the previous roll, cann't be
established, the ERO shall prepare a separate list of such names.
4(h) Thereafter, it shall be the duty of the E.R.O. concerned, as the quasi judicial
authority, to get the particulars of such persons verified by employing or organised such
agencies as he may, in consultation with the District Election Officer and the State
Government, consider appropriate having regard to all applicable laws. The agencies, that
might be employed by the Electoral Registration Officer for effective discharge of his duties,
shall make such enquiries by visiting the persons concerned at their place of residence and
gather such evidence as may be necessary and submit a report to the Electoral Registration
Officer in each individual case. In no case, any such agency, other than the concerned
Electoral Registration Officer, shall summon the persons under verification to police stations
or their offices or insist for production of documents of only a specified nature.
5(i) While making such verification, the status as Indian citizen of every person shall be
verified with regard to all relevant laws as applicable in the State/Union Territory. These laws
include, among others, Part II of the Constitution of India, Citizenship Act, 1955, Foreigners
Act, 1946, and the rules and orders made thereunder. The provisions of all these Acts and
rules and orders made thereunder should be applied harmoniously.
6(j) As soon as all the entries have been verified by the Electoral Registration Officer as
stated above, he shall prepare a list of names and other details of those persons who are
entitled to be registered in that roll and include the same in the draft electoral roll. If in some
cases, the aforesaid verification cannot be completed before draft publication, these names
may be included in the supplement of additions to the final roll.
13. Manuscript for supplements

Preparation of manuscript for addition (Form 6), deletion (Form 7), modification (Form 8)
and transposition (Form 8A) should be meticulously done. The Electoral Registration Officer shall
first prepare a hand written manuscript containing the names included, deleted, corrected or
transposed separately. The manuscript of addition shall be prepared section wise. Therefore all
the Form 6 that are accepted should first be segregated and arranged house no. wise in each
section. Thereafter in the manuscript of addition, the section no. and name as given in the mother
roll shall be written above all applications pertaining to that section. There is no need to arrange
the supplement of deletion and correction section wise as these entries are linked to the serial no.
in the mother roll. The handwritten manuscript will be certified by the ERO and then only will
these be handed over for data entry.
printed. These check list should also be compared with the manuscript for such supplements and
necessary corrections should be made wherever required.
prescribed by the Commission for the purpose of such supplements. It is made clear that under
the existing election law, for the purpose of final publication of the electoral roll, the EROs shall
prepare supplements of additions, deletion and corrections and publish the draft roll together with
the three components of the supplement. On such publication, the draft roll plus the Supplement
shall be the final roll of the Constituency. Further the electoral rolls should be finally published in
the new format prescribed by the Commission. These will, therefore, have AC summary, part
summary, and section headers containing postal address and other summary information and the
list of electors with additional columns giving EPIC number. Instructions issued by the
Commission to provide postal address in the section shall be followed in regard to printing the
postal address in the roll. The Chief Electoral Officers should closely monitor and supervise this
aspect.
accessibility of the final rolls to the public. Designated Officers who would be custodian of the roll
and responsible for assisting the public to verify their entries in the finally published roll shall be
appointed for each such location. These officers shall be paid an honorarium of Rs.200/- for the
purpose. In addition, copies of the rolls can be displayed at various other public locations like
Rural Libraries, Panchayat Bhavans, Resident Welfare Associations and any other important
location depending on local conditions. This would eliminate the genuine grievances of the
electors, at large, about non-availability of final rolls at a nearby location for verification of entries
and increase their level of involvement in cleaning the electoral roll.
requirement for elections due next year. The copies required by the State Election Commission
should also be taken into account. On the basis of the total requirements, the final print numbers
should be decided by the Chief Electoral Officers.
under the guidelines of the Commission, for computerization of rolls, must be produced. Two
copies are to be retained by the DEO and two by the CEO for purpose of record and future
reference.
15. SUPPLY OF COPIES OF FINALLY PUBLISHED ELECTORAL ROLLS

Rule 22 of the R.E. Rules, 1960, provide that the ERO shall supply free of cost to every political
party for which a symbol has been exclusively reserved in the State, two copies of each separate
part of the electoral roll immediately after final publication. One copy of the roll shall be printed
copy and the other in CD-ROM. Wide publicity about availability of the electoral rolls in CD-ROM
should be given.
16.1 Help Desks & Control Rooms
large urban areas and also for big villages. Complete list of towns, villages, localities and areas
as listed in the Electoral Rolls for each assembly constituency should, therefore, be printed
separately in booklets and their links to the concerned polling stations should be available in
these booklets. These lists can be utilised to provide information to electors and to answer
queries to facilitate filing of claims & objections by them correctly and submit the same to the
concerned Electoral Registration Officer.
during office hours in the normal working days and for such extended period as decided by the
concerned Chief Electoral Officers. Adequate staff should be organised for this purpose.
Similarly, at the district level and the EROs’ level, suitable Control Rooms have to be put in place.
In the Control Rooms, Help-Desk facility to answer queries, particularly regarding the designated
locations, dates fixed for reading out of the electoral roll in different localities and also links of
particular area to the relevant polling station and Assembly Constituency should be provided. At
the State Headquarters and the district level, as far as possible, such Help-Desks should utilise
the computer data base of the Control Tables to handle queries. The persons manning the Help-
Desk should be able to give prompt answer to queries using the relevant software. It should be
ensured that at least the printed booklets containing this information are available in the control
room and properly flagged and indexed for providing prompt answers to queries.
16.2 Record Keeping
The EROs will be personally responsible for the proper maintenance of all records and
their safety. District Electoral Officers will supervise and ensure that appropriate arrangements
outgoing ERO must explain the arrangements to his successor. When the post designated as the
ERO is modified and a new post is designated as ERO, thorough and comprehensive
arrangements for handing over and taking over the records from one office to the other must be
made. Any slackness in this regard will be viewed very seriously by the Commission and the
concerned officer will be liable for suitable action. Custodians of records must be designated as
such and complete registers must be maintained as required under standard record keeping
procedure of the concerned State/UT government.
16.3 Reports
The Commission has prescribed the following proforma for collection of information about
this revision:
Registration Officer after completion of the period for filing claims and objections. EROs have to
cover all applications received from all the Polling Stations including the offices of the
EROs/AEROs, Post Offices and other rural and urban bodies.
Form ID-IR-2006-06
A constituency wise report about total number of applications received for inclusion,
deletion, correction and transposition of names in the State in Form ID: IR-2006-06 may be
furnished within seven days from the last date of receiving claims and objections.
After scrutiny of the data received from EROs, Chief Electoral Officer should forward to
the Commission a statement in this format in respect of such constituencies in the State where
there is major deviation in the number of Claims in Form-6 and/or Objections in Form-7 from the
average number of forms received in the State. For example, if the State average is 2%, all cases
where the figure for a constituency is 3% or more, these have to be scrutinized. The Statement in
this Form should reach the Commission within 7 days after the last date for filing claims and
objections. If the information is “nil”, after filling up the relevant data in the columns (i) to (v), they
should mention “nil” under columns 1 to 7 relating to constituency details.
Form ID-IR-2006-08
moto additions and deletion cases under rule 21 and 21A should be forwarded to the Commission
in Form ID: IR-2006-08 within seven days after disposal of all claims and objections.
Form ID-IR-2006-09
Report of constituency wise data of electors in final roll, both general and service voters
(with men/women breakup) should be furnished within a week after final publication in Form ID:
IR-2006-09.
Form ID-IR-2006-10
1
the appointed date.

Constituencies falling in their districts and send to the CEOs who shall compile the information for
the whole state and forward it to the Commission.

ITEM NO. 87
Election Commission's letter No.22/2/RJ/2004/PLN-II, dated 13.09.2005 addressed to the Chief

Electoral Officer, Rajasthan, Jaipur.
Subject: Preparation of Electoral Rolls with Photograph of Electors – regarding.
I am directed to refer to your letter No.F3(6)/III/A/Elec/ER-Photos/2004/P-II/3420 dated 2nd
September, 2005, on the subject cited, and to say that the Commission has, in principle, agreed to your
proposal for preparing the electoral roll of remaining 148 assembly constituencies in the 2 nd phase
during the revision of electoral rolls with reference to 01-01-2007 as qualifying date. In the mean while
you are requested to undertake the following preliminary works;
1(1) Retrieval of images by scanning etc;
2(2) Linking them with the electors in the database; and
3(3) Conduct in house checking for mismatch of age, sex etc.;

ITEM NO. 88
Election Commission's letter No.23/WB/2005/PLN-II, dated 13.09.2005 addressed to the Chief Electoral
Officer, West Bengal, Kolkatta.
Subject: Reflection of EPIC number against Electors in Mother Roll or the supplement of
continuation updation.
With reference to your letter No.723/CEO/WB/05 dated 12-09-2005 on the above subject I am
directed to clarify that a supplement of corrections in the enclosed format may be prepared to reflect the
numbers of EPICs issued after final publication of the electoral rolls on 3 rd January, 2005. The
supplement should reflect all corrections made upto the last date for making nominations for the bye-
election.
ITEM NO. 89
Election Commission's letter No. 23/ER-Summary/2005-PLN-II, dated 16.09.2005 addressed to the

Chief Electoral Officers of Andhra Pradesh, Himachal Pradesh, Jharkhand, Karnataka, Kerala, Manipur,
Meghalaya, Mizoram, Orissa, Rajasthan, Sikkim, Tripura, West Bengal, A&NI,Chandigarh, Daman &
Diu, Dadra & Nagar Haveli, NCTD, Lakshadweep and Pondicherry
Subject:- Special Summary Revision of Electoral Rolls w.r.t. 01-01-2006 as qualifying date –
regarding.
In continuation of Commission’s letter of even number dated 22 nd August, 2005, on the above
subject, I am directed to forward herewith the detailed guidelines to be followed for the special summary
revision. You are requested to go through the guidelines and make meticulous planning for effective
The prime objective of the revision is to produce clean and accurate rolls with co-operation and
involvement of the electors, political parties, rural and urban local bodies. This exercise requires a
massive effort on the part of the election machinery.
Some of the salient features of the guidelines are:
11. The map (Nazri Naksha) showing the area covered by each part of the electoral roll
with details of all the sections with house numbers comprised within each section shall be
printed after scanning on the reverse of Part Header of each part of electoral roll.
2
32. The facility of filing bulk applications has been withdrawn.
3. Wherever the electoral rolls are printed in the revised format with photograph of
electors, arrangements should be made to photograph all such persons whose claims
are accepted so that their images can be printed in the supplement of Additions at the
time of final publication.
SPECIAL SUMMARY REVISION OF ELECTORAL ROLLS

GUIDELINES
The Commission has decided to undertake special summary revision of electoral rolls in all the
assembly constituencies comprised within the States of Andhra Pradesh, Himachal Pradesh,
Jharkhand, Karnataka, Kerala, Manipur, Meghalaya, Mizoram, Orissa, Rajasthan, Sikkim, Tripura, West
Bengal, Andaman Nicobar Islands, Chandigarh, Dadra & Nagar Haveli, Daman & Diu, NCT of Delhi,
Lakshadweep and Pondicherry w.r.t.01-01-2006 as the qualifying date. The guidelines to be followed
for preparation of the electoral roll are given hereunder.
1. PRELIMINARY WORK BEFORE DRAFT PUBLICATION
The following preparatory steps have to be taken before publication of the draft roll –
details.
11.1. Merging of EPIC database into elector database
In some States/UTs, EPIC campaign was carried out to cover residual electors of 2005 finally
published roll. The first step would, therefore, be to indicate the serial number of the EPICs issued so
far and incorporate the corrections made against the names of electors concerned in entries at the time
of issue of EPICs in the elector database.
1.2 Validation Checks
The Quality checks drive in Commission has revealed some deficiencies in many States data
entry software. Most of the SLAs have now rectified these deficiencies. However, it is experienced that
even if software has full validation checks, some data entry vendors bye-passed the software and did
data entry in ‘browse mode’ of databases, and thus the errors crept in. Also, in the text part (names
etc.) there are lots of mistakes. Hence the entire State’s data should be consolidated, after
incorporating the numbers of fresh EPICs issued and corrections made at the time of issue of EPIC, at
State level and different validation checks carried out. Data should also be thoroughly verified for
duplicate EPIC and duplicate names etc.
During Quality check drive, it has been observed that in many States, control tables have not
been verified and corrected since last 5-6 years. Hence if any district/taluka/revenue circles have been
reorganized in the State, then old, wrong names are printed on cover page of each part. If polling
station number or location has changed and has not been corrected in control tables, then also in many
printed rolls, these wrong names get printed and are then corrected by hand on each copy. Hence, all
control tables should be verified and corrected in advance. Signatures of ERO and DEO should be
taken on corrected printouts of control tables.
Secondly, if the database is in vernacular, then correct control tables in English are also
required. They should have clear linkage with vernacular names. It would be helpful to print control
tables side by side in English and vernacular in above step and get them verified. If the roll for some
assembly constituencies is to be printed in more than one vernacular language, then control tables in
that language should also be maintained.

vernacular language, the control tables and the database (E-details & other tables) will be maintained in
English also. During Quality Check Drive, many mistakes in dictionaries and transliteration process
were pointed out. Hence sufficient care should be taken in this process.
If the roll is to be printed in another vernacular language, then the current method of printing by
toggling ISCII script should be changed. Instead, a proper set of control tables and transliterated
(properly proof read) data should be used and a printing module used to print the roll in that additional
language and create PDF files.
For example, if in an Assembly Constituency, the roll is to be printed in Hindi and Urdu; the
manuscript and data entry may be in Hindi, but control tables and all other database tables have to be
in English, Hindi & Urdu; roll will be printed in Hindi & Urdu; PS-CD will have Hindi & Urdu PDF files;
and search facility will have English, Hindi & Urdu databases.
1.5. Rectification of Section Details
The electoral roll is revised polling station wise and each part of the electoral roll covers the
villages/localities/sub-localities covered by a part of electoral roll is very clearly defined as a separate
section in the part and tagged to the postal zone of the corresponding area. There shall be no scope for
confusion and the designated officer should be clear about the area covered by the polling station(s) for
which he is appointed as designated officer. To ensure this, the polling station details, a copy of which
is also given to the political parties, should be verified with the electoral roll section details to ensure
that all the sections (localities) are properly numbered serially and reflected in the draft roll.
There may be some cases where the eligible persons of separately identifiable locality are
included in the roll but no separate section has been created for them resulting in difficulties in locating
their names in the roll as well as difficulty during consolidation and integration. Similarly, there may be
some localities/housing societies/slums which had come up recently and might not have been included
in any part/polling station area. Such localities / housing societies / slums should be identified and
included in the list of sections pertaining to the appropriate part of the electoral roll.
Note: It may be noted that there is no limit on a number of sections within a part of the electoral roll. A
section is a reference point for easy identification of the precise address of the elector and is useful
both for election staff and the elector to locate a name. Therefore, the greater the clarity in identifying
and enumerating sections, the more accurate will be the electoral roll.
1.6 Mapping of Polling Area and Sections comprised therein
In order to avoid the error of mixing of electors of one polling area with other and / or inclusion
of the same area in two or more polling stations, a map (Nazri Naksha) showing the sections
covered should be prepared for each of the existing polling stations and a ground survey
should be made to see that entire area of the constituency is covered. Similarly, the DEO
should go through the constituency maps to see that there is no overlapping of areas between
two A.Cs and no area is left out. Wherever GIS maps are available, it should be used for preparing
polling area-wise maps. For State capital and bigger cities only GIS maps should compulsory be used.
The maps detailing all the Sections with house numbers comprised within each section shall
also be printed after scanning on the reverse of the Part Header at the time of publication of the rolls.
Therefore, these maps should be prepared with due care and caution.
1.7 Integration and Consolidation
Only after getting all the mistakes rectified thorough validation checks, updating the section
details in the database and incorporating the fresh EPIC Nos. and other corrections should the process
of consolidation and integration be taken up. The following precautions should be taken:-
1
2(i) The exercise of integration and consolidation involves exclusion of the entries of
electors whose name has been deleted from the final roll. Currently in electoral roll their names
have been printed in the main roll, but shown as deleted in the supplements of deletions. These
entries will be removed now altogether from the roll during integration.
3
4(ii) The exercise also involves the re-grouping of electors from various supplements in the
appropriate sections. Members of the same family sometimes are listed at different places in
the existing rolls, primarily because they have entered the roll on qualification at a later date. A
careful exercise needs to be undertaken to list members of a family living at the same address
as successive entries in the integrated roll.
(iii) The electors should also be listed, as far as possible, in groups, following the natural
number.
Care should be taken that while integration there is no loss of data i.e. the names of electors do
not get missed out or dropped. This can easily be checked by tallying the number of electors in each
part before and after integration. Further, it should also be thoroughly verified that the database does
not get corrupted by duplication of entries or groups of entries by any computer application.
It has been observed that despite clear cut guidelines, many States are not printing the rolls
strictly in the format prescribed by the Commission. Hence much before draft roll publication date, the
CEO will send sample prints (of mother roll as well addition, deletion & modification supplementaries)
with dummy data (or previous, 2005 data) in all required languages and get it vetted by Planning –II &
IT Sections in the Commission.
1.9 New page for each Section within a part
If there are more than one identifiable localities like mohalla, block, society, apartment etc. in a
part, printing of list of electors in each such section shall start from new page. This will facilitate splitting
and reading out of the rolls separately in different streets/ localities/sub-localities.
1.10 Printing of Draft roll and other Forms
The ERO shall access the number of copies of roll that may be required for making draft
publication at all designated locations including the post offices, for supply to all recognized political
parties etc. He should accordingly print sufficient number of copies of roll required for draft publication.
He should also ensure printing of sufficient copies of various Forms required for this revision
exercise.
The next important step would be to split each part of electoral roll as per the list of updated
sections mentioned above and distribute them to different localities/RWAs/Housing Societies etc. and
Gaon Sabhas before the date fixed for draft publication of roll alongwith copies of various application
Forms.
Copies of the electoral roll and sufficient number of Forms should also be kept in post offices
also.
Adequate publicity should be given to the programme as well as the campaign dates to get the
1.11 Training
should be conducted well in advance in a thorough manner. Comprehensive written materials should be
made available to all trainees. Audio-visual materials should be utilised, with good quality presentation
for conducting the training at all levels. For this purpose, standard audio-visual materials including
overhead transparencies/slides or computer based presentations should be prepared in advance in the
local language. It is important that the size of the training group is kept manageable, so that the trainees
can absorb the training imparted and can have an opportunity for clarifying doubts through interaction
with the trainers and senior officers present. A set of all the relevant Forms and other documents to be
used for the revision process should be made available to each of the trainees.
1.12 Consultations with political parties
CEOs will hold detailed consultations with political parties at State level and apprise them about
the broad strategy and action plan for the Special Revision of Rolls, 2006. Copies of the draft Electoral
Rolls should be made available to them in time so that they can study the same and help in the process
of preparing clean, correct and up-to-date rolls. In addition to the free copies available to political
parties, the locations where copies of the roll could be available for inspection in the period immediately
preceding the days fixed for verification of electoral rolls in the meetings of Gaon/Ward Sabhas,
Resident Welfare Associations etc. and on the special campaign dates for revision should be indicated
to them during the meeting. These meetings with political parties should be held sufficiently in advance
of the actual publication of the draft Electoral Rolls.
As required under Rule 11I of Registration of Electors Rules, 1960, two copies of draft rolls –
one printed copy and another copy in CD-ROM - will be provided to the recognized National parties and
state parties free of cost. The political parties while being given copies of draft rolls should be
requested in writing to verify the rolls and bring to the notice of DEO/ERO the shortcomings, if
any, within a specified time.
2.1. Designated Locations
EROs/AEROs. Similarly, the Polling Station locations shall also be the designated locations, where the
electoral rolls shall be published and claims and objections shall be received during the revision
exercise. Further, the offices of rural and urban elected bodies shall also function as designated
During the current revision of electoral roll also the services of the Post Office shall be used as
Designated locations for display of draft electoral roll in the area covered by respective Delivery Post
filled in Forms and their verification etc. issued vide Commission’s letter No. 23/2002-PLN-II, dated
23.8.2004 shall also apply for the current revision.
2.2 Dissemination of Electoral Rolls at a Wider Scale
2.2.1 Availability and Checking of Draft Rolls
The draft electoral rolls shall be published and disseminated at a wider scale for information of
the public. The following procedure shall be followed to ensure this:-
1
inviting claims and objections during the period specified in the schedule for the purpose by the
Election Commission at the offices of EROs/AEROs and at designated locations mentioned
above and simultaneously copies shall be provided on the day of publication of the draft roll to
the rural and urban local bodies. Copies of the relevant parts of the draft roll shall also be
provided to the Residents’ Welfare Associations (RWAs), Mohalla Sudhar Samitis, J.J.Sudhar
addition, sufficient number of Forms shall also be made available at these places. The
availability of electoral rolls in these organizations will be helpful in eliciting their cooperation in
the roll revision exercise and also in the continuous updation of rolls later.
(c) Widest publicity shall be given to the draft publication of roll by all media of mass
areas concerned.
2.2.2 Verification of draft rolls in the meetings of Gaon Sabhas/Ward sabhas/RWAs

Rural Areas :
1
2a) The Village Panchayat Officer, who is the Secretary of the Gaon Sabha, shall convene
the Gaon Sabha/ Ward Sabha meetings. The local revenue official (for instance Lekhpal in
case of UP) may also be deputed to attend these meetings. These revenue officials may be
provided with sufficient number of Forms so that necessary claims and objections can be got
filled in during the meeting itself. The members of the public especially those who contested
the last Gaon Sabha election but could not be elected, should also be invited as special invitees
to these meetings. Immediately after the meeting, the revenue official may record his report on
these applications and forward the same to the Electoral Registration Officer for action at his
level under rules 16 to 20 of the R.E. Rules, 1960.
the meeting held in that village only. If there are a number of hamlets in a Gaon Sabha, the
meetings may be organised hamlet-wise. In states like Rajasthan, the institution of Ward
Sabha has been functional and in such states the Ward Sabha meetings may be organised
to verify the draft roll.
c) The remedial measures wherever required, on the basis of information made available in
Rules, 1960.
Urban Areas :
Committees, Cantonment Boards and also in the meetings of the Mohalla Sudhar Samitis,
JJ/Slum Sudhar Samitis etc. Residents Welfare Associations of the locality or any other
forum available in the area and suitable for such an exercise. Any NGOs willing to be
associated in the exercise should also be involved. The draft electoral rolls which are
prepared polling station-wise will be split section-wise in the first instance and distributed to
the different localities/ Residents’ Welfare Associations/ Housing Societies alongwith an
appeal which inter-alia will seek their co-operation to display the extract of the roll
prominently for the benefit of the residents of that locality so that any person who is residing
but is not a registered elector can take the necessary steps to enroll himself/ herself as well
as members of his family.
1b) If a Polling Station includes more than one mohalla or residential colony, these meetings
may be organized mohalla-wise or colony-wise and the electors’ verification exercise in respect
of that mohalla or colony may be completed in the meeting held in that mohalla or colony. If
the area of any polling station is large and there is only one mohalla or colony, the mohalla or
the colony, as the case may be, be divided into convenient parts at the discretion of the ERO
concerned and the meetings may be organized in such parts of the mohalla or colony.
c) If the mohalla or colony or ward or any part thereof, does not have any Ward Sabha or
RWA, or any such body the ERO concerned may choose a prominent non-political citizen,
e) The Electoral Registration Officer shall, in consultation with the Ward Sabhas/RWAs etc.
designated to be present at the meeting. Here also, the procedure suggested in the
preceding paragraphs for receipt and disposal of claims and objections under rules 16 to 20
and for suo motu action under rule 21 and 21A of the R.E. Rules, 1960 will have to be
followed.
2.2.3 Minutes of the meetings:
The EROs/DEOs shall also attend some of the meetings in rural and urban areas with a view to
improve the quality of revision exercise. An Attendance Register with signature/thumb impression
of all the participants should be maintained.
2.3 Special campaign dates
Besides the above, four campaign dates have been scheduled on two Saturdays and two
Sundays for all States and Union Territories. Full compliment of staff representing EROs should be
present at the designated locations on these days and relevant forms related to revision of electoral
rolls can be submitted at these locations.
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22.4 Availability of Blank Forms
been amended vide Ministry of Law and Justice Notification dated 18th August, 2003 along with certain
other minor amendments in the Rules. A copy of the Notification has already been circulated vide
Commission's letter No.3/2/2002/J.S.II dated 25th August, 2003.
FORM-8A - for transposition of entry in any other part of the roll of the same constituency. This
form can be used after draft publication as well as after final publication. (Prior to the
Blank forms for addition, deletion, correction & transposition of entries in the draft electoral roll
distributed in advance of the campaign dates to the concerned persons. Adequate number of forms
may, therefore, be printed for this purpose.
statutory Forms. However, these forms should be on white paper of A-4 size and should not contain the
name/symbol or any distinguishing mark of any party/organization printing/supplying the same. This
point should be made clear during publicity and in the meetings with political parties.
2.5 E-Registration
regarding e-registration had been given to all CEOs. Necessary software has also been given to all
CEOs and SLAs. After the draft publication, e-Registration should be enabled at least for all urban
areas and proper administrative & technical arrangements should be made to handle this work. Many
States have already enabled online filing of Form-6 in major cities. Maharashtra has tried Forms 7, 8
and 8A also through online method and received good response. This could also be tried. However,
Form-6 online filing facility should mandatorily be thrown open in urban areas, and preferably in all
districts.
2.6 Arrangements at the Designated Locations
2.6.1 Staff
In order to provide prompt and efficient service to the electors, adequate number of staff should
be organised and counters set up. The DEOs/EROs and Supervisory Officers shall ensure that all
Designated Locations remain functional with full complement of staff. Strict action be taken against such
officials who are found to be guilty of dereliction of duty.
2.6.2 Assistance to Electors
Electors who wish to complete forms can be assisted to ensure completeness and consistency
of the Forms. There should be adequate space at each designated location for the electors to sit and
complete the forms.
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22.6.3 Receiving forms
specified for the purpose. Applications in bulk should not be accepted at Post Offices and any other
designated locations. The above Forms shall also be received in the meetings of the rural and urban
elected bodies by the Lekhpal, Patwari etc. i.e. the village administrative officer for rural bodies and the
government officer deployed to be present in the meeting for the urban bodies on the date(s) of
meeting.
2.7 Preliminary Checking of Forms
A preliminary checking of every Form presented at the designated locations including the
offices of EROs/AEROs and area post offices must be done before issuing acknowledgment No
unsigned Form should be accepted. The applicant should be asked to sign the unsigned application. If
the application is presented by any other family member then it should be returned with advice to
resubmit after obtaining the signature/thumb impression of the applicant.
In case of application for inclusion of name in Form 6, the election official receiving the
applications should be instructed to conduct a preliminary enquiry right at the time of receipt. The
preliminary enquiry for various categories should be on the following lines:-
1
2(i) No material column requiring the applicant to indicate his name in full, sex,
father’s/mother’s/husband’s name, “Relationship” and particulars of place of ordinary residence is
left blank by the applicant;
(ii) The date of birth, if known, and the age in years and months should invariably be
indicated. Where the applicant does not know the date of birth, he/she must atleast
indicate the approximate age in years as on the qualifying date;
(iii) In the case of applicants in the age group 18 – 20 years, the name and relationship should
be checked with respect to the applicant’s family members already enrolled with the same
They may be asked to attach any documentary proof of age like school/college certificate,
birth certificate etc. wherever possible.
(iv) Whether the address where the applicant desires to be enrolled has been
completely given in Part II of the Form 6. If not, the complete address be obtained. The
applicant may be asked to attach a copy of any other document like Bank/Kisan/Post Office
Pass Book, Ration Card, Driving Licence, Passport, Gas Connection,
Telephone/Electricity/Water Bill etc. showing that address.
(v) The applicant is required to indicate in Part III of Form 6 the details of his/her family
members, if any, already included in the draft electoral roll. In case the applicant has only
indicated the name(s) of family members but has not given other electoral roll details like
part no., serial no and EPIC No. of such family member(s), then the applicant should be
assisted to fill up these details from the copy of the draft roll made available at each
designated location;
(vi) The most important part of the preliminary checking is to see that the Declaration in Part
IV, at the end of the Form-6 is complete in all respects. The Part (ii) of the declaration
about the period of ordinary residence at the present address given in Part II of the Form
should not be blank. If not, the same may be got filled up.
(vii) In cases where the applicant mentions the period of stay at that address for a long time,
say a year or more, then the circumstances because of which he did not apply for
enrolment should be ascertained and recorded on the application Form by the designated
officer.
(viii) Similarly, the applicant must strike out one of the two alternative statements given at part
(iv) of the Declaration in Part IV of Form 6. In case the applicant makes the second
alternative statement, the name of the State, constituency and full postal address of the
previous place of residence must be got filled up, in case the same is left blank. This
declaration should be necessary in the case of applicants who have shifted their place of
residence and were enrolled in the roll of another constituency. The full details of the
previous address and of earlier Rolls and EPIC, if issued to the elector, must be filled in by
the applicant in Form-6. However, failure to furnish the details entered in the rolls and
EPIC, if not known, would not be a ground for non-acceptance of applications, if the
previous address has been fully given.
No application in Form 7 objecting inclusion/seeking deletion of an entry in the electoral roll

should be accepted if the complete details of the objector as well as the person objected to and the
reason for the objection are not filled up in the appropriate columns.
12.7.3 Applications for correction to particulars entered in the roll
All applicants, in Form 8 for correction must indicate in part IV about the exact details of entries
to be corrected and strike out the inapplicable alternatives mentioned therein.
2.7.4 Receipt of application in bulk
Applications presented in bulk shall not repeat not be accepted. Application in Form-6, Form-
7, Form-8 and Form-8A should be submitted individually by the applicant concerned. However,
applications in respect of the members of the same household may be allowed to be filed by one
person of the same household at all designated locations.
campaigning days shall be from 9 A.M. to 6 P.M. The post offices need not remain open on
Sundays just for the purpose of receiving application Forms.
2.7.5 Acknowledgments
The completed Forms should be accepted and proper acknowledgments printed on the lower
part of the Forms should be immediately issued.
2.10. Prescribed Lists
The relevant lists as prescribed in Forms 9, 10, 11 and 11A under the Registration of Electors
Rules, 1960 should be filled up by the staff from the details filled in the relevant forms (6, 7, 8 and 8A).
A summary report should also be prepared with totals of each of the lists corresponding to different
Forms.
duplicate, the lists in Form 9,10, 11 and 11A entering therein the particulars of every claim or objection
as and when they are received by them and that they have not been exhibiting one copy of such lists on
the notice board in their office. The maintenance of such lists is mandatory under the provisions
of Rule 16 of the Registration of Electors Rules, 1960. All the DEOs shall ensure that these lists are
EROs concerned, without fail. Any violation of these provisions of the Rules will be viewed seriously by
the Commission.
2.11 Deletion of Names
Within the overall objective the important goal is to make the entire Electoral Rolls as clean and correct
as possible with the maximum involvement of the electors and political parties. The process, therefore,
involves not merely inclusion of names of persons who become eligible for the first time on 01.01.2006
or those who have shifted into the constituency but also deletion of names of dead persons and electors
who have shifted out of the relevant areas, and also incorporating necessary corrections in entries,
where required.
It has to be ensured that all Form 7 are verified before accepting for deletion. In cases of Form
7 in respect of electors having EPIC, there should be another verification to ensure that no names are
wrongly deleted. List of such electors can be even given to the political parties or even be published if
deemed necessary.
2.12 Birth and Death Registers:
Birth and Death Registers provide the primary source for eliminating dead voters. To organize
the arrangements for obtaining information from Birth and Death Registers, the Commission had issued
an Order No. 22/2/94 dated 29th March 1994 in exercise of its powers under Article 324 of the
Constitution, wherein the commission had directed as follows:-
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2i) Every municipality and every other local body located in any and every constituency in
a state or Union Territory, through its Registrar of Births and Deaths, shall mandatorily furnish
to the Electoral Registration Officer of the Constituency in which the dead person was resident
as per the address given in the register of deaths, the names together with age at the time of
death and addresses of the dead persons on the first of January and the first of July of every
calendar year.
details of the territorial extent of the Constituency under their charge. It will also be the
duty of every District Electoral Officer to intimate, thereafter any change in the Office or
address of any Electoral Registration Officer within 15 days of such change taking
place. The list of Electoral Registration Officers will also be updated on every 1st June
and 1st December of a Calendar year.”
The CEOs must immediately take up with the concerned department and ensure that the lists of
dead voters are sent to the concerned EROs and that appropriate action is taken after following the
prescribed procedure. On receipt of such lists, the EROs concerned should take suo motu action under
Rule 21A of the R.E. rules, 1960 to delete the names of dead persons
2.13 Electors above 80 years:
roll who have attained the age of 80 or more. Since the Electoral Rolls have been published in all States
& UTs, lists of electors who fulfil the age criterion set by the Commission should be printed indicating
the details of the electors above 80 years of age and a physical verification undertaken during the
Revision exercise. This should be followed by suo motu action under the powers vested in the ERO.
2.14 Verification of residual electors:
Another strategy for removal of electors who are dead or have shifted, will be to prepare a list of
residual electors yet to be issued Photo Identity Cards and verify whether they are still residing in the
relevant locality in the polling station area. In constituencies where the coverage of EPIC has reached a
substantial level of 80 per cent or more, this may be a practical proposition inasmuch as the number of
residual electors will be manageable. In all such cases the EROs concerned shall cause to conduct a
house to house verification/enquiry and if the elector is found to be not residing at the place of
registration, action should be taken to delete the names of such electors from the rolls after issuing the
requisite notice as required under rule 21 A of the Registration of Electors Rules, 1960. Such notices
should specifically mention that the elector was given repeated opportunities to get photographed
(dates and places should be indicated) and failure on the part of the elector to get himself photographed
leads to an inference that he is not ordinarily resident at the place in which he is enrolled. An
opportunity may be given to him to show cause as to why his name should not be removed from the roll
and that if he has to say anything in the matter, he should appear before the ERO/AERO on a date,
time and place to be indicated in the notice.
2.15 Supervision
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rolls should also be disposed of positively. In no case those applications filed should be left undisposed.
The disposal of claims and objections has to be followed by preparation of separate lists of additions,
deletions and modifications and then the printing of supplements. First of all a check list will be printed
which will be compared with the manuscript and any corrections, if necessary will be made. The final
supplements will be printed thereafter.
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2(a) It shall be the duty of the Electoral Registration Officer to ensure that each and every claim and
objection received in Form 6, Form 7, Form 8 and Form 8A is duly disposed of fully in accordance with
law and the directions and instructions of the Commission.
3(b) Scrutinise each and every application meticulously and ensure that it is complete in all
respects. In the light of provisions of section 13C of the Representation of the People Act, 1950, the
Commission has no objection to the disposal of claims and objections by Assistant Electoral
Registration Officers. However, such delegation of powers to Assistant Electoral Registration Officer
shall not absolve the Electoral Registration Officer of his responsibility for ensuring a defect-free
electoral roll. The Assistant Electoral Registration Officer is performing a quasi-judicial function while
disposing of claims and objections and must apply his mind independently to all such evidence,
documentary or otherwise, which the concerned persons may adduce in evidence.
4c) No material column requiring the applicant to indicate his name in full, his
father’s/mother’s/husband’s name, "Relationship" and particulars of his place of residence should be left
blank by the applicant. All the declarations as prescribed in Form 6 should be complete in all respects.
If a claimant states in the declaration that his name may have been included in some other roll, full
address of his previous residence must be given in that declaration failing which the application shall be
rejected.
d) In the case of the remaining claims and objections which have not been summarily rejected, each
claim and objection shall be thoroughly scrutinized and locally verified by the verifying agencies
which are normally utilized for the purpose. The signature (or thumb impression) of the applicant
may be obtained again in the application wherever there is any doubt to establish identity. A
photocopy of the document in proof of place of present and previous residence should be obtained
wherever available, and filed with the records.
5(e) A proper record of the applications/objections given to any verifying officer must be maintained
by the ERO showing the date of delivery of those claims and objections to him and the date of their
receipt back after verification through the supervisor.
6(f) Every verifying officer must give full particulars of the local verification made by him, i.e., the
date and time of his visit to the household for an on-the-step inspection, whether the applicant/ objector/
the person objected to was physically present at the time of local verification and other evidence
collected by him from the members of the household or the neighbours in relation to the claim/objection.
He must put his full name and signature on the report which he submits in relation to each
claim/objection.
7(g) In the case of applicants who state their age to be 18, 19 or 20 years and claim to be applying
for the inclusion for the first time, their claims with regard to their age must be thoroughly checked by
the local verifying officer with reference to school/college certificate, birth certificate, and with reference
to entries in respect of the other family members. If after such verification, the ERO is not satisfied
about the minimum qualifying age of the applicant, the application shall be rejected.
(h) If the address of the applicant is incomplete (like street name mentioned but not the house
number), a doubt may arise on whether the application is genuine. This will be ascertained in field
inquiry and complete address should be recorded on the application. If complete address can not
be ascertained after due enquiry, such application shall be rejected.
8(i) Form-7 applications need to be scrutinized carefully so as to ensure that these are not used to
delete of genuine electors. In any case, no objection should be accepted and the name of the person
objected to deleted unless the person objected to has been given a proper notice in the prescribed
Form in relation to the action proposed to be taken and he had been given a reasonable opportunity of
being heard before passing the order.
9(j) In doubtful cases and in the case of applicant not found at the residence at the time of
verification, the EROs should, send a notice to the applicant to appear in person before him or AERO at
a place near his/her residence which can be decided in advance to deal with a number of such cases
involving a number of villages/localities. The applicants must be asked to bring relevant documents in
proof of residence and age. As people may find it inconvenient to travel to the ERO’s office, the enquiry
in such cases by the EROs could be held in Taluk/zonal offices etc. on appointed dates.
10(k) The Electoral Registration Officer is a statutory authority charged with the duty of preparing the
electoral roll. He has to ensure that the electoral roll contains only the names of persons who are fully
eligible and fulfill all the conditions for registration. One of such conditions of eligibility is that the elector
should be a citizen of India. Therefore, when a claim application is preferred before the Electoral
Registration Officer, he has to satisfy himself that the applicant is, inter alia, a citizen of India.
11(l) While disposing of a claim or an objection, the Electoral Registration Officer must bear in mind
the following guidelines as laid-down by the Supreme Court in its judgment dated 06-02-1995 in Writ
Petition(Civil) No. 731 of 1994 (Lal Babu Hussain and others Vs. Electoral Registration Officer and
others), etc., etc.:-
12(i) The Officer holding the enquiry shall bear in mind that the enquiry being quasi-judicial
in nature, he must entertain all such evidence, documentary or otherwise, as the concerned
affected person may like to tender in evidence and its evidentiary value assessed and applied
in decision making. The Electoral Registration Officer shall disclose all such material on which
he proposes to place reliance, so that the concerned person has had a reasonable opportunity
of rebutting such evidence. The concerned person, it must always be remembered, must have
a reasonable opportunity of being heard.
13(ii) Needless to state that the Officer inquiring into the matter must apply his mind
independently to the material placed before him and without being influenced by extraneous
considerations or instructions.
14(iii) Before taking a final decision in the matter, the Officer concerned will bear in mind the
provisions of the Constitution and the Citizenship Act, 1955 and all related provisions having a
bearing on the question of citizenship and then pass an appropriate order. It must be
remembered that there is a provision for appeal against the decision of the Electoral
Registration Officer.
15(iv) If any, person whose citizenship is suspected is shown to have been included in the
immediately preceding Electoral Roll, the Electoral Registration Officer or any other officer
inquiring into the matter shall bear in mind that the entire gamut for inclusion of the name in the
Electoral roll must have been undertaken and hence adequate probative value be attached to
that factum before issuance of notice and in subsequent proceedings.
name for the first time. The ERO must be satisfied that the person seeking to have his name enrolled is
not disqualified, among others, by reason of his not being a citizen of India. Therefore, the Electoral
following:-
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2i) National Register of Citizens (NRC), would be used/referred to wherever it exists.
(iii) Birth Certificate.

and not exhaustive.
Any other documents having a bearing on the question of citizenship should also be entertained
and evaluated.
A certificate issued by village headman, Panchayat president, etc., to the effect that a person is
a citizen of India is not by itself reliable documentary evidence as conclusive proof of citizenship.
cannot produce documentary evidence as a proof of citizenship, but who are otherwise genuine Indian
citizens eligible for registration as voters, the following documents but not restricted thereto, may also
be accepted by the Electoral Registration Officer at the time of disposal of claims and objections :-
1
2i) proof of being registered as voter as an unmarried girl, if her name was registered;
3
5
6iii) certificates issued by the village headmen of both the villages i.e. the village to which
7
8iv) Where there is no village headman in existence, the certificate to the above effect
issued by the Secretary, Gram Panchayat or an officer equivalent to village headman in terms
of his powers and functions, and countersigned by village level Government Official.
should be referred to the authorities who issued those certificates. This is necessary as there is reason
to suspect that some of these certificates are bogus or issued without due care.
Whenever an Electoral Registration officer is in doubt in regard to the qualifying age or place of
ordinary residence of a claimant, he shall decide that question with reference to, but not restricted to,
the birth certificate, school or college certificate, passport, baptism certificate, telephone connection,
LPG connection, Bank account, etc.
should not be taken at face value. They will be required by the Electoral Registration Officer to adduce
such evidence as may satisfy him in regard to their claim of migration from another place of India. In
appropriate cases, the Electoral Registration Officer shall crosscheck the position with the District
Election Officer of the District from where the claimants claim to have migrated.
the ground that the person objected to is not a citizen of India, the onus of proof shall lie on the objector.
It shall be ensured that such onus is fully discharged in accordance with law.

transposition (Form 8A) should be meticulously done. The Electoral Registration Officer shall first
prepare a hand written manuscript containing the names included, deleted, corrected or transposed
separately. The manuscript of addition shall be prepared section wise. Therefore all the Form 6 that are
accepted should first be segregated and arranged house no. wise in each section. Thereafter in the
manuscript of addition, the section no. and name as given in the mother roll shall be written above all
applications pertaining to that section. There is no need to arrange the supplement of deletion and
correction section wise as these entries are linked to the serial no. in the mother roll. The handwritten
manuscript will be certified by the ERO and then only will these be handed over for data entry.
Data entry for all such electors should be done meticulously and checklist should be printed.
These check list should also be compared with the manuscript for such supplements and necessary
corrections should be made wherever required.
Registration Officer allowing or rejecting the claims applications and objections, in the forms prescribed
by the Commission for the purpose of such supplements. It is made clear that under the existing
election law, for the purpose of final publication of the electoral roll, the EROs shall prepare
components of the supplement. On such publication, the draft roll plus the Supplement shall be the final
prescribed by the Commission. These will, therefore, have AC summary, part summary, and section
headers containing postal address and other summary information and the list of electors with
additional columns giving EPIC number. Instructions issued by the Commission to provide postal
address in the section shall be followed in regard to printing the postal address in the roll. The Chief
Electoral Officers should closely monitor and supervise this aspect.
Copies of the finally published roll should be placed for inspection at all the locations, where the
draft rolls had been made available, for a limited period of one week for greater accessibility of the final
rolls to the public. Designated Officers who would be custodian of the roll and responsible for assisting
the public to verify their entries in the finally published roll shall be appointed for each such location.
These officers shall be paid an honorarium of Rs.200/- for the purpose. In addition, copies of the rolls
can be displayed at various other public locations like Rural Libraries, Panchayat Bhavans, Resident
Welfare Associations and any other important location depending on local conditions. This would
eliminate the genuine grievances of the electors, at large, about non-availability of final rolls at a nearby
location for verification of entries and increase their level of involvement in cleaning the electoral roll.
requirement for elections due next year. The copies required by the State Election Commission should
also be taken into account. On the basis of the total requirements, the final print numbers should be
decided by the Chief Electoral Officers.
Simultaneously, four copies of the archival and back up copy of CD-ROM (AB) as prescribed under the
guidelines of the Commission, for computerization of rolls, must be produced. Two copies are to be
retained by the DEO and two by the CEO for purpose of record and future reference.
party for which a symbol has been exclusively reserved in the State, two copies of each separate part of
the electoral roll immediately after final publication. One copy of the roll shall be printed copy and the
other in CD-ROM. Wide publicity about availability of the electoral rolls in CD-ROM should be given.
6.1 Help Desks & Control Rooms

A large number of people are not aware of the assembly constituency to which they belong and
the polling station to which they are tagged. This is particularly true for metros and large urban areas
and also for big villages. Complete list of towns, villages, localities and areas as listed in the Electoral
Rolls for each assembly constituency should, therefore, be printed separately in booklets and their links
to the concerned polling stations should be available in these booklets. These lists can be utilised to
provide information to electors and to answer queries to facilitate filing of claims & objections by them
correctly and submit the same to the concerned Electoral Registration Officer.
decided by the concerned Chief Electoral Officers for the campaign dates, and two days preceding the
campaign dates and two days following the same. Adequate staff should be organised for this purpose.
Similarly, at the district level and the EROs’ level, suitable Control Rooms have to be put in place for the
campaign dates and two days preceding the campaign date and two days following the same.
6.2 Record Keeping
6.3 Reports
revision:
Form ID-SR-2006-01:
Registration Officer after completion of the period for filing claims and objections. EROs have to cover
all applications received from all the Polling Stations including the offices of the EROs/AEROs, Post
Offices and other rural and urban bodies.
Form ID-SR-2006-02:
A constituency wise report about total number of applications received for inclusion, deletion,
correction and transposition of names in the State in Form ID: SR-2006-02 may be furnished within
seven days from the last date of receiving claims and objections.
Form ID-SR-2006-03
Commission a statement in this format in respect of such constituencies in the State where there is
major deviation in the number of Claims in Form-6 and/or Objections in Form-7 from the average
number of forms received in the State. For example, if the State average is 2%, all cases where the
figure for a constituency is 3% or more, these have to be scrutinized. The Statement in this Form should
reach the Commission within 7 days after the last date for filing claims and objections. If the information
is “nil”, after filling up the relevant data in the columns (i) to (v), they should mention “nil” under columns
1 to 7 relating to constituency details.
Form ID-SR-2006-04
additions and deletion cases under rule 21 and 21A should be forwarded to the Commission in Form ID:
SR-2006-04 within seven days after disposal of all claims and objections.
Form ID-SR-2006-05
men/women breakup) should be furnished within a week after final publication in Form ID: SR-2006-05.
Form ID-SR-2006-06
The data has to be collected by the Chief Electoral Officers in these proformas from the

1
21. Confirming draft publication at designated locations in all constituencies - by 17.00
2.Report of large scale claims/ objections filed and their percentage of deviation compared to
state average within one week after the last date for filing claims and objections. (Form ID-
SR2006-03)
3.Consolidated report of constituency wise data of electors in draft roll, claims/objections

received, admitted and rejected and su-moto action taken for inclusion/deletion and final data of
electors with percentage of increase/decrease. (Form ID-SR2006-04)
4.Confirmation of final publication by 1700 hours on the date of final publication.
5.Report of constituency wise data of electors in final roll (with men/women breakup) and
service voters (with men/women breakup) within a week after final publication. (Form ID-
SR2006-05)
6.Details of EPIC number indicated in the finally published electoral roll in Form ID-SR2006-06
within fifteen days after final publication.
7.DEOs shall prepare their reports in the prescribed forms in respect of the Assembly
Constituencies falling in their districts and send to the CEOs who shall compile the information
for the whole state and forward it to the Commission.

6.4 Field Visits
oversee the programme in the preparatory phase and during the actual campaign as well as in the post
campaign phase. The Revenue Divisional Commissioners wherever available, may also be advised to
visit the districts during the revision process and to check and oversee the progress. The District
Election Officers should make intensive tours within their districts to oversee the programme.
The preparatory phase between the date of publication of the draft rolls and the date of the four days’
campaign, should be fully utilised to ensure that maximum number of electors are able to verify if their
names exist in the relevant roll or not and also to see whether these are correctly entered or not.
6.5 Accountability of Staff Deployed

Rolls to improve the accountability of the staff deputed to conduct the meetings, to verify the claims and
also to compare the check list from the manuscript.
6.6 Special efforts to enroll women electors
and included in the Electoral Rolls. Sometimes unmarried daughters, new brides and even widows are
left out from the Electoral Rolls for various reasons. Concerted efforts should be made to create
awareness for full inclusion of all eligible women electors. The field staff may be trained on this aspect
so that they too can make special efforts for this purpose. Women’s oranizations, and local NGOs as
well as political parties should be encouraged to make voluntary efforts to ensure that no eligible
woman voter is left out from the rolls during this special verification campaign for revision. Wherever
such organizations or NGOs are not available, local lady teacher or doctor or government servant or
any other reputed lady may be involved so as to achieve the purpose of inclusion of all eligible women
electors.
LIST OF FORMS ENCLOSED WITH GUIDELINES FOR SPECIAL SUMMARY REVISION W.R.T. 01-
1. SR-2006-01 Summary Report (For Assembly Constituency)

2. SR-2006-02 Constituency-wise report of Application Received
3. SR-2006-03 Report of Large Scale Applications Received in the
Constituencies
4. SR-2006-04 Constituency-wise report of Disposal of Application Received
5. SR-2006-05 Constituency-wise report of Electors in Final Roll
6. SR-2006-06 Details of EPIC Numbers in Electoral Roll
7. Letter No.23/2002-PLN-II Use of services of Post Offices for Electoral Roll
dated 23-8-04
Management

(To be submitted by each ERO to the DEO & CEO concerned)
State/UT Name :
AC No. : Name :
Application Type & No. of Applications Received at all designated locations in the Assembly Constituency
(including those received directly in the offices of ERO/AERO and Post Offices)
Type of Form Total No. of Forms received during the Remarks (if any)
Period for the AC
At designated locations At Post Offices
including offices of
ERO/AERO
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :
Note : One Summary Report is to be submitted for each Assembly Constituency by

the concerned Electoral Registration Officer after completion of the period
during which applications can be received anywhere in the Constituency as
per schedule specified by the Commission in the order pertaining to the
Revision. Seal


TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

Form: SR-2006-06

State/UT: __________________________Date of Final Publication: ___________________

indicated number

compared to State compared to State
average average
1 2 3 4 5 6 7

FORM ID
ELECTION COMMISSION OF INDIA SR-2006-02
Constituency-Wise Report of Applications Received in the State
State/UT Name: Consolidated Statement at the end of the period for filing
Claims & objections on …………………….
TOTAL ELECTORS IN THE DRAFT ROLLS FOR THE STATE/UT :

Constituency Total No. of Electors in TOTAL NUMBER OF APPLICATIONS RECEIVED IN
the Draft Rolls of the
No Name Constituency
FORM 6 FORM 7 FORM 8 FORM 8A
1. 2. 3. 4. 5. 6. 7.

Constituency-Wise Report of Disposal of Applications Received in the State SR-2006-04

State/UT Name: Consolidated Statement at the end of the period for disposal

decrease
(-)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

ITEM NO. 90
Election Commission's letter No.22/2/HP/2005-PLN-II, dated 21.09.2005 addressed to the chief

electoral Officer, Himachal Pradesh, Shimla
With reference to your letter No.6-14/2003-ELN-1 dated 7th September, 2005, on the
above subject, I am directed to convey the approval of the Commission to the proposal made by
you to undertake intensive revision of electoral rolls in 10-Arki, 11-Doon, 12-Nalagarh, 13-Kasuali
(SC) and 14-Solan assembly constituencies in Solan district for printing of electoral rolls in
revised format with the photograph of electors.
The Direction issued by the Commission under Rule 4 of R.E. Rules, 1960 for printing of
the electoral rolls being revised w.r.t.01-01-2006 as the qualifying date and onwards in the
revised format in respect of 10-Arki, 11-Doon, 12-Nalagarh, 13-Kasuali (SC) and 14-Solan
assembly constituencies is forwarded herewith.
The schedule for the revision shall be as under:-

Sr. Stages of Revision Period
No.
1. Printing of Electoral Rolls with photograph of electors for field Up to 14-11-
verification. 2005
2. House-to-house verification of photo electoral rolls and registration of 16-11-2005 to
new electors with reference to qualifying date 01-01-2006 by issuing 30-11-2005
enumeration cards to Heads of family.
3. Photography of residual electors, including the ones whose images are 01-12-2005 to
not readily available, and new electors at each polling station 31-12-2005
4. Data entry 01-01-2006 to

28-02-2006
5. Printing of Photo Electoral Rolls for draft publication including multiple 01-03-2006 to
printing of copies of basic rolls 2006. 20-03-2006
6. Draft Publication of electoral rolls 01-04-2006

7. Period for filling claims and objections 01-04-2006 to
15-04-2006
8. Disposal of Claims and Objections and printing of supplement with photo Up to 15-05-
2006
9. Final Publication of electoral rolls 20-05-2006
Kindly give wide publicity to the programme and inform political parties etc. in writing. Kindly
acknowledge receipt.
No.22/2/HP/2005/PLN-II Dated: 21st September, 2005.
DIRECTION
1960.
In partial modification of the existing directions issued vide
No.22/2/HP/2004/PLN-II dated 25th October, 2004, the Election Commission of India, in exercise
of the powers conferred on it by Article 324 of the Constitution of India and Rule 4 of the
Registration of Electors Rules 1960, hereby directs that the electoral rolls of 10-Arki, 11-Doon,
12-Nalagarh, 13-Kasuali (SC) and 14-Solan Assembly Constituencies of the State of Himachal
Pradesh, being prepared and revised with reference to 1 st January, 2006 as the qualifying date
and onwards, shall be in the form prescribed by the above referred directions dated 25 th October,
2004.
By Order,
Sd/-
(K.R. PRASAD)
Secretary
ITEM NO. 91
Election Commission's letter No.37/LC/2005-PLN III, dated 23.09.2005 addressed to the Chief
Electoral Officer, Maharashtra, Mumbai.
Subject:- Biennial Election to Legislative Council from Graduates' and Teachers'

Constituencies –Preparation of Electoral Rolls w.r.t. 01.11.2005 as the
qualifying date.
I am directed to forward herewith five copies of the guidelines to take up the preparation
of Electoral Rolls of Mumbai Graduates, Konkan Division Graduates Mumbai Teachers' and
Nashik Division Teachers' Constituencies w.r.t. 01.11.2005 as the qualifying date.
COPY
GUIDELINES
The Commission has decided to prepare the electoral rolls of the Graduates’ and Teachers’
Constituencies (as per List) as required under section 27 of the Representation of the People Act,
1950.
2. The revision of electoral roll of the concerned Graduates’ and Teachers’ Constituencies shall
be undertaken with reference to 1st November 2005 as the qualifying date in accordance with the
following programme-
S. No. Activities Period/Date
1. Issue of public notice under rule 31 (3) of the 01.10.2005 (Saturday)
Registrations of Electors Rules 1960
2. First Republication of notice in Newspapers Rule (4) 15.10.2005 (Saturday)
3. Second Republication of the Notice in the 25.10.2005 (Tuesday)
Newspapers Rule (4)
4. Last date of receipt of applications in Form 18 or 07.11.2005 (Monday)
Form 19 as the case may be
5. Preparation of manuscripts and printing of draft roll upto10.12.2005

(Saturday)
5. Draft publications of Electoral Rolls 12.12.2005 (Monday)
6. Period for filling claims and objections 12.12.2005(Monday) to
27.12.2005(Tuesday)
7. Date by 1which the claims and objections shall be 20.01.2006 (Friday)
disposed and supplements prepared and printed
8. Final publication of Electoral rolls 23.01.2006 (Monday)
3. The Electoral Registration Officers may be directed that:

(i) Wide publicity should be given to the programme.
(ii) Instructions regarding preparation and publication of electoral rolls for the council
constituencies given in the Hand Book for Electoral Registration Officer (1993
edition) except to the extent modified in these guidelines should be followed
scrupulously.
(iii) Press clippings of newspapers publishing the public notice have to be forwarded
to the Commission immediately after their publication.
(iv) Draft electoral rolls should be published and kept at all the polling stations and
other important places in the constituency as is done in case of electoral rolls of
the assembly constituency.
(v) EROs are required to issue a public notice on or before 1st October 2005 inviting
applications in the prescribed form for inclusion of names in the electoral rolls
upto 7th November 2005. The said notice is to be published in two newspapers
having circulation in the Constituency and republished in newspapers once on or
about 15th October, 2005 and again on or about 25th October, 2005, besides
displaying the notice at specified places in the constituency. Copies of the notice
should be circulated to all recognized and registered political parties, educational
institutions, officers’ associations, clubs, etc. located in the constituency, for wide
publicity.
(vi) EROs should address all offices, educational and other institutions, banks, firms
etc. located in the constituency inviting their attention to the public notice issued
by them as well as the advertisement in the Newspapers impressing upon them
that all qualified persons should apply afresh for inclusion of their names
irrespective of the fact whether their names were already on the rolls or
not.
(vii) EROs should also address the Heads of the Institutions, offices, etc. requesting
them to collect applications in the prescribed Forms from the eligible persons
among their staff for inclusion of their names and to be forwarded to the EROs
upto 7th November 2005.
(viii) Eligible persons should apply for enrolment of their names in the prescribed
Forms (Form 18 for Graduates’ and Form 19 for Teachers’) along with supporting
documents and as per procedure laid down in this regard.
(ix) Where the application forms are not received through the Heads of Institutions,
the same should be got verified by the EROs from the Heads of Institutions.
(x) Form 18 (For Graduates’ Constituency) and Form 19 (For Teachers’
Constituency) for inclusion of names should be got printed on one side of the
page only and acknowledgment receipt printed thereon should be detached and
furnished to all the applicants through the Heads of the Institutions or directly, as
the case may be.
4. Procedure for enumeration for Graduates’ Constituencies: -
(i) The Chief Electoral Officer should supply the updated list of qualifications
equivalent to that of a Graduate specified by the State Govt. concerned for voters
in the Graduates’ constituencies to the respective EROs.
(ii) The eligibility of a person for enrolment in a Graduates’ Constituency is to be determined
having regard to provision of Article 171 (3) (a) of the Constitution and Sections 27 (3)
(a), 27 (5) (a) and 27 (6) of the R. P. Act 1950. Accordingly, a person who has been for at
least three years before the qualifying date (1.11.2005), a graduate of any University in
the territory of India or has been in possession of equivalent qualifications prescribed in
the list referred to in sub para (i) above by or under any equivalent to that of a Graduate
of any such University and is ordinarily resident of the constituency is entitled to be
registered as an elector in a Graduates’ Constituency.
(iii) In partial modification of instructions contained in para 45 of Chapter IX of the
Handbook of Electoral Registration Officer, printed in 1993, the Commission has
prescribed that the applicants should submit the following documents in support
of their educational and other qualifications so that their claim for inclusion of
names in a Graduates’ Constituency in Form 18 under Rule 31(3) of Registration
of Electors Rules, 1960, could be accepted by the ERO/AERO:-
(a) The degree, diploma or certificate in original granted by the university or
institution concerned or any copy thereof duly attested by a Magistrate of the 1 st
Class or any Gazetted Officer, or (b) a copy of an entry in the Government record
or a certificate issued to a Graduate employee by the Gazetted Head of Office on
the basis of entries in Government records in his custody or a copy of an entry in
the record of Statutory Bodies, Corporations or Public undertakings specifying
the degree, diploma or certificate possessed by the claimant duly attested by the
Head of the office concerned ; or (c) an attested copy of the card of registration
as registered Graduate issued by the University, a certified copy of the relevant
entry in the list of registered Graduates, the Roll of Advocates, the register of
Medical Practitioners, the register of Chartered Accountants, the register of
Engineers maintained by Institute of Engineers, etc.; or (d)an affidavit by the
claimant supported by certificate from the Registrar of a University, or the
Principal of a College affiliated to University or from the Head of the Department
of such College under whom he had studied; or (e) the mark sheet in original
granted by the university or Institution concerned or any copy thereof duly
attested by magistrate of 1st class or any Gazetted Officer provided that there is
clear indication there in that the claimant has passed the concerned examination.
(iv) The eligible persons should apply for enrolment of their names in the prescribed
Form 18 along with documents listed in sub-para (iii) above. (It may be noted that
mere reference to an entry in the existing electoral roll will not be repeat will not
be taken into account for determining the eligibility of a person for enrolment in
the electoral rolls).
(v) Every person making an application in Form 18 shall be required to furnish his
degree or certificate or mark sheet, in original, in support of his eligibility as per
the following procedure: -
(a) In cases where the applicant directly submits his application in person
before the Designated Officer duly appointed for the purpose, he will produce the
original degree/certificate/mark sheet before the Designated Officer. The
Designated Officer will scrutinize the degree/certificate/mark sheet and after
satisfying himself record either “Verified with original and found correct” or
“Verified with original and found not correct – Rejected”. The Designated Officer
will then affix his signature, full name and PIN number on the application as mark
of a summary enquiry and retain a photocopy (only attested by him) of the
original document furnished by the applicant and forward the application to the
ERO.
(b) In cases where the application is sent by post to the ERO/AERO alongwith
attested copies of the degree/certificate, the ERO will forward the same to the
Sub-Divisional Officer (SDO), in charge of the area where the applicant stays.
The SDO will, in turn, issue a notice to the applicant to appear either before him
or a Designated Officer appointed for the purpose in the Sub-division, in person,
alongwith his original certificate. Such notice will be issued by registered post or
hand-delivered with proper acknowledgment due. On the appointed day of the
hearing, the applicant will produce his original certificates and the Designated
Officer will then proceed with his enquiry as per para (a) above and affix his
decision as laid down therein. The application will then be forwarded after
completion of the enquiry by the SDO to the ERO/AERO concerned.
(vi) Any application where original certificates have not been shown, will be
summarily rejected by the ERO as incomplete.
(vii) Applications in bulk whether submitted in person or by post, shall not be
considered for inclusion by the ERO.
(viii) The ERO will issue notice under Rule 31(3) of the Registration of Electors Rule,
1960 keeping in view the above directions of the Commission in the format
annexed herewith.
5. Procedure for enumeration for Teachers’ Constituencies: -
(i) The eligibility of a person for enrolment in a Teachers’ constituency is to be
determined having regard to the provisions of Article 171(3) (c) of the
Constitution and sections 27(3)(b), 27(5)(b) and 27(6) of the Representation of
the People Act, 1950. Accordingly, a person shall be entitled to be registered as
elector in a Teachers’ Constituency, if (a) he has been engaged in teaching,
within the six years immediately before the qualifying date (1st November, 2005
in the present case), for a total period of three years, (b) he has been so
engaged in teaching for the said period in any of educational institutions not
lower in standard than that of secondary school, (c) such educational institutions
not lower in standard than that of secondary school have been specified as such
by the State Government, with the concurrence of the Election Commission, by
notification in the official gazette, and (d) the person concerned is ordinarily
resident within the territorial extent of the Teachers’ Constituency in which he
seeks enrolment.
(ii) The Chief Electoral Officer should supply a list of all educational institutions
specified by the State Government as not lower in standard than that of a
Secondary School, to the respective EROs.
(iii) In order to ensure that no ineligible teachers are included in the rolls, the EROs
may obtain a list of teachers eligible for enrolment in the electoral rolls from the
Institutions concerned. As mentioned above the list of eligible educational
institutions shall be made available to the EROs/ AEROs in advance by the Chief
Electoral Officer.
(iv) The engagement of a person in teaching in the specified educational institutions
for at least three years within the preceding six years as stated above may
be either in one continuous spell or in broken spells and further, may be
either in one institution or more institutions but all such institutions must
be specified institutions as mentioned, above. Therefore, it is immaterial
whether a person, who has been so engaged in teaching for a total period of
three years in one or more specified educational institutions, has been employed
in those institutions as teacher on regular basis or on an ad-hoc basis but he
should be a whole time teacher against a sanctioned post and not engaged
on a part-time basis as the condition for 3 (three) years engagement in
teaching cannot be fulfilled by a part-time teacher. Please note, Part-time
teachers are not eligible
(v) Every application in Form 19 by a person seeking enrolment in Teachers’
Constituency shall be accompanied by a certificate from the Head of the
Educational Institution certifying the engagement of the person concerned as a
teacher for a total period of three years within the last preceding six years against
a sanctioned post. The format for the certificate will be as follows:-
‘CERTIFICATE’
“This is to certify that Shri/Smt./Km. _______________________________ has
been teaching in _____________ (name of the institution) for a total period of
three years within the last preceding six years against a sanctioned post on
regular / ad hoc* basis.
2. (a) * As per the records of the Institution ,he / she has been engaged in this
institution continuously from _____ (date) to _____ (date).
OR
(b)* As per the records of the Institution, he/she has been engaged in this
institution for the following period of services: -
From ______ to ______
From ______ to ______
From ______ to ______
------ - ----
------ - ----
(Signature, Name & Seal of the Head of Institution)

(*Strike out whichever is not applicable)”
(vi) The certificate of the Head of the Educational Institution in the above format
should be considered enough by the ERO to determine the eligibility of an
applicant.
(viii) The ERO will issue notice under Rule 31(3) of the Registration of Electors Rules,
1960, keeping in view the above instructions of the Commission in the format
annexed herewith.
6. Administrative Arrangements
To facilitate the above procedure, the following action will be taken by the Chief Electoral
Officer and the Electoral Registration Officer:-
(i) Appointment of Designated Officer – A Designated Officer will be appointed by
the ERO to receive applications in his office or in the offices of the AEROs. Such
Designated Officers will be of the rank of a Deputy Collector or higher. All
SDOs/Revenue Officers within the limits of the constituencies will also be
designated as Designated Officer for verifying the applications received from the
ERO.
(ii) The Designated Officer will be assigned a PIN No. and this will be mentioned by
him/her in all correspondence with the ERO as well as on the copies of the
applications where verification has been done by that particular Officer.
(iii) The names of the Designated Officers along with the offices where they will be
located and the days on which they will be present to receive applications in
person shall be notified by the ERO as part of the notices issued under rule 31(3)
of the Registration of Electors Rule, 1960 in the First Schedule.
(iv) All Designated Officers shall, without fail, attend to the duties from the time of
issue of public notice under Rule 31(3) upto the last date of receipt of
applications.
7. The Designated Officer will do supervisory checks with regard to status of ordinary
resident of any elector during the period of disposal of claims and objections and further
supervisory checks will be done by the AERO and ERO by their visits to O/o the Head of
Institutions/ House Holds of the applicants as the case may be . These supervisory checks shall
not be less than 12%, 8% and 4 % respectively.
8. Complete house address will be provided against entry of each elector in the Electoral
Rolls as is done in the case of Assembly Rolls so that electors identity can be established and
verified, if need be. The Commission should be kept informed of the progress of preparation of
electoral rolls after each stage of completion of preparation of electoral roll.
9. The Chief Electoral Officer should forward the data of Electoral Rolls in Proforma
(Enclosed) separately for each and every Graduates` and Teachers` Constituencies where
preparations of Electoral Rolls have been undertaken.
Preparation of Electoral Rolls of Graduates’ Constituencies of----------
---------------------------------------------Legislative Council
Notice under rule 31(3) of the Registration of Electors Rules, 1960
In pursuance of rule 31(3) of the Registration of Electors Rules, 1960 each of the Electoral
Registration Officers whose particulars appear in the First Schedule below hereby calls upon
every person entitled to be registered in the electoral roll of the constituency mentioned therein to
send to, or deliver at, his Office on or before the 7 th November* 2005 (Monday)……………………
… ………………… at the latest an application in Form 18 appended to the Registration of
Electors Rules, 1960 and reproduced in the second schedule below, alongwith the specimen
signatures of the applicant in the form prescribed below for inclusion of his /her name:
Biennial / Bye-election to the …………………….……………. Legislative Council
from ………………………. Graduate’ Constituency
1. NAME
(BLOCK LETTERS)
2. SPECIMEN SIGNATURES (i)
(ii)
(iii)
Specimen signatures in the aforesaid proforma should invariably be enclosed with the
application made in Form 18, otherwise the claim, for inclusion in the electoral roll is liable to be
rejected. Applications may be sent by post or presented in person.
2. The applications may also be sent to the Assistant Electoral Registration Officers/
Designated Officer whose particulars are shown in the First Schedule below.
3. As the electoral rolls for the Graduates’ Constituencies are required to be
prepared afresh every time before a biennial election, all persons whose names are
included in the existing rolls for these Constituencies should also submit fresh
applications in the prescribed form.
4. Qualifications - Every person who is a citizen of India, is ordinarily resident in the
constituency and has for at least 3 years before 1st November* 2005…………… been
either a Graduate of a University in the territory of India or in possession of an
equivalent qualification is eligible to be included in the electoral roll. The list of the
said equivalent qualifications is available with the officers mentioned in the First
Schedule below. The period of 3 years shall be computed from the date on which the
result of the qualifying degree examination was declared and published by the
University or other authority concerned.
5. The application in Form 18 must be duly supported by any one of the following forms
of documentary evidence in all cases: -
(a) The degree, diploma or certificate in original granted by the University or
Institution concerned or any copy thereof duly attested by a Magistrate of the
1st Class or any Gazetted Officer; or
(b) A copy of an entry in the Government record or a certificate issued to a
Graduate employee by the Gazetted Head of Offices, in the prescribed
format which is reproduced as Third Schedule below, on the basis of entries
in Government records in his custody or a copy of an entry in the record of
the Statutory Body, Corporation or Public Undertaking specifying the degree,
diploma or certificate possessed by the claimant duly attested by the Head of
the office concerned; or
(c) An attested copy of the card of registration as registered Graduate issued by
the University, a certified copy of the relevant entry in the list of registered
Graduates the Roll of Advocate, the register of Medical Practitioners, the
register of Chartered Accountants, the register of Engineers maintained by
Institute of Engineers etc.; or
(d) An affidavit by the claimant supported by a certificate from the Registrar of
the University, or the Principal of a College affiliated to any University or from
the Head of the Department of such College under whom he had studied, or
(e) The mark sheet in original granted by the university or Institution concerned
or any copy thereof duly attested by Magistrate of 1 st class or any Gazetted
Officer provided that there is clear indication there in that the claimant has
passed the concerned examination.
(f) It may be noted that mere reference to an entry in the existing electoral roll
will not be repeat will not be taken into account for determining the eligibility
of a person for enrolment in the electoral rolls.
(g) Every person making an application in Form 18 shall be required to furnish
his degree or certificate, in original, in support of his eligibility as per the
following procedure: -
(i) In cases where the applicant directly submits his application in person
before the Designated Officer duly appointed for the purpose, he will
produce the original degree before the Designated Officer. The
Designated Officer will scrutinize the degree and after satisfying himself
record either “Verified with original and found correct” or “Verified with
original and found not correct – Rejected”. The Designated Officer will
then affix his signature, full name and PIN number on the application as
mark of a summary enquiry and retain a photocopy (duly attested by him)
of the original document furnished by the applicant and forward the
application to the ERO.
(ii) In cases where the application is sent by post to the ERO alongwith
attested copies of the degree/certificate, the ERO will forward the same
to the Sub-Divisional Officer (SDO) or Revenue Officer, in charge of the
area where the applicant stays. The SDO/Revenue Officer will, in turn,
issue a notice to the applicant to appear either before him or a
Designated Officer appointed for the purpose in the Sub-division, in
person, alongwith his original certificate. Such notice will be issued by
registered post or hand-delivered with proper acknowledgment due. On
the appointed day of the hearing, the applicant will produce his original
certificates and the Designated Officer will then proceed with his enquiry
as per para (i) above and affix his decision as laid down therein. The
application will then be forwarded after completion of the enquiry by the
SDO/Revenue Officer to the ERO concerned.
(iii) Any application where original certificates have not been submitted will
be summarily rejected by the ERO as incomplete.
(6) Applications in bulk whether submitted in person or by post, shall not be
(7) It should be noted that any person who makes a statement or
declaration in the application which is false and which he either knows or
believes to be false, or does not believe to be true will be punishable under
(8) Printed applications in Form 18 and proforma for specimen signatures may be obtained
on payment of cost from ………………………………………..Manuscript, typewritten, cyclostyled
or privately printed forms will also be accepted.
[* Here enter the year immediately preceding the year in which biennial elections are held or the
date and the year prescribed by the Commission in case of a bye-election]
FIRST SCHEDULE
Name of Constituency:
Extent:
Particulars of Name Designati Office Contact Extent of
Election Officers* on Addres Telephone Jurisdiction#
s numbers
(1) (2) (3) (4) (5) (6)
1. Electoral
Registration Officer
2. Assistant Electoral
5. Designated Officer
10. Designated
Officer
Signature and Seal of the Electoral Registration Officer

Note for CEO and ERO. (not to be printed in the notice and advertisement )
* The number of AEROs and Designated Officers will be as per actual position in any
constituency. The number indicated in the format is purely illustrative.
# The extent of jurisdiction (Col. 6) will be the whole constituency for the ERO (Divisional
Commissioner), the whole district within a constituency for the AERO (District Magistrate) and
defined area – such as sub-division or circle or block – for the Designated Officer. This needs to
be spelt out clearly in the notice for every individual officer.
SECOND SCHEDULE
FORM 18
(See rule 31)
Claim for inclusion of name in the electoral roll for a Graduates’ Constituency
To
---------------------- Graduates’ Constituency.
Sir,
I request that my name be registered in the electoral roll for
the-----------------------------------------------------------------------Graduates’ Constituency.
The particulars are: —
Name (in full)----------------------------------------------------Sex-------------------------------------------
Father’s/Mother’s/Husband's name (in
full)----------------------------------------------------------------
Qualification------------------------------------------------------------------------------------------------------
Occupation-------------------------------------------------------------------------------------------------------
House Address (Place of ordinary residence)-----------------------------------------------------------
House No.--------------------------------------------------------------------------------------------------------
Street/Mohalla---------------------------------------------------------------------------------------------------
Town/Village-----------------------------------------------------------------------------------------------------
Post Office--------------------------------------------------------------------------------------------------------
Police
Station/Tehsil/Taluka/Mouza------------------------------------------------------------------------
District-------------------------------------------------------------------------------------------------------------
Age-----------------------------------------------------------------------------------------------------------------
2. *I am a graduate of the
-----------------------------------------------------------------------------------------------
University having passed the degree/diploma examination in the year-------------------------------------
OR
*I am in possession of a diploma/certificate in-------------------------------which is a qualification
equivalent to that of a graduate of a University in India having passed the examination for the
diploma certificate in the year------------------------------------------------------------------------------------------
3. In support of my claim as being a Graduate/in possession of the above diploma/certificate, I

submit herewith------------------------------------------------------------------------------------------------------------
4. **My name has not been included in the electoral roll for this or any other graduates’
constituency.
OR
**My name has been included in the electoral roll for the graduates’ constituency under the
address given below and I request that it be deleted from that roll:—
-------------------------------------
-------------------------------------
--------------------------------------
5. I declare that I am a citizen of India and that all the particulars given above are true to the best
of my knowledge and belief.
Place--------------------------------
Date---------------------------------
------------------------------------
Signature of claimant
NOTE:— Any person who makes a statement or declaration which is false and which he either
knows or believes to be false or does not believe to be true is punishable under section 31 of the
Representation of the People Act, 1950.
.* Strike out the paragraph not applicable.
**Strike off the inappropriate alternative.
-----------------------------------------(perforation)------------------------------------
INTIMATION OF ACTION TAKEN

The application in Form 18 of
Shri/Shrimati/Kumari-------------------------------------------------------------------
address--------------------------------------------------------has been.
(a) accepted and the name of Shri/Shrimati/Kumari-------------------------------------------------------------
has been registered at Serial No.----------------------in part no.
(b) rejected for the reason---------------------------------------------------------------

(Address)------------------------
------------------------------------
------------------------------------
Date:-----------------------------
--------------------------------------------(Perforation)------------------------------------------------
Receipt for application
Received the application in Form 18 from
Shri/Shrimati/Kumari*------------------------------------------------------------------
Address----------------------------------------------------
Date------------------------------------- Electoral Registration Officer
(Address)------------------------
------------------------------------
*to be filled in by the applicant.
THIRD SCHEDULE
FORMAT
Certified issued to a Graduate employee by the Gazetted head of office regarding his
educational qualification
Certified on the basis of entries in Government records in my custody that
Shri/Kumari/Smt.---------------------------------------------------------(to be given in full) son/daughter/wife
of-------------------------------------------who is employed in this office as-----------------------------------------
has passed--------------------------(Here mention the particulars of the degree/diploma examination)
from-----------------------------------------------------------------------(Here mention the name of the
University/Board/Industry) in the year-------------------------------------------------------------
Date: (Signature of Head of Office)
Place: (To be signed by a Gazetted Officer.)
Preparation of Electoral Rolls of Teachers` Constituencies
of……………………..Legislative Council
Notice under rule 31 (3) of the Registration of Electors Rules, 1960
In pursuance of rule 31 (3) of the Registration of Electors Rules, 1960 each of the Electoral
Registration Officers whose particulars appear in the First Schedule below hereby call upon every
person entitled to be registered in the electoral roll of the constituency mentioned in the said
Schedule to send to, or deliver at, his Office, before 7 November*………………………..i.e. by the
6 November* …………………..at the latest, an application in Form 19 appended to the
Registration of Electors Rules, 1960 and reproduced in the Second Schedule below, alongwith
the specimen signatures of the applicant in the prescribed form given below for inclusion of
his/her name: Biennial / bye-election to the ………………………….Legislative Council from
…………………………………………. Teachers’ Constituency.
1. NAME
(BLOCK LETTERS)…………………………………………………………
2. SPECIMEN SIGNATURES (i)……………………………..
(ii)…………………………….
(iii)……………………………
Specimen signature in the aforesaid proforma should invariably be enclosed with the
2. The applications may also be sent to the Assistant Electoral Registration
Officers/Designated Officers whose particulars are shown in the First Schedule.
3. As the electoral rolls for the Teachers’ constituencies are required to be
included in the existing rolls for these constituencies should also submit fresh
4. Qualifications: - Every person who is a citizen of India, is ordinarily resident
in the constituency and has, within the six years immediately before 1st November *…
…………………. been engaged for a total period of at least three years in teaching in
any of the educational institutions, within the State specified to be not lower in
standard than that of a Secondary School is eligible to be included in the electoral
roll. The list of Educational Institutions so specified is available with the officers mentioned
in the First Schedule.
5. Every application in Form 19 by a person seeking enrolment in Teachers’
Constituency shall be accompanied by a certificate from the Head of the Educational
Institution certifying the engagement of the person concerned as a teacher for a total
period of three years within the last preceding six years against a sanctioned post. The
format for the certificate will be as follows:-
‘CERTIFICATE’

regular / ad-hoc ** basis.
2. (a) **As per the records of the Institution , he / she has been engaged in this
institution continuously from _____(date) to _____(date).
OR
(b) **As per the records of the Institution, he/she has been engaged in this
institution for the following period of service: -
From ______ to ______
From ______ to ______
From ______ to ______
------ - ----
------ - ----
(** Strike out whichever is not applicable)”
6 In the case of a person who is not engaged in teaching on the date of application, the
Certificate should be signed by the Head of the Institution, in which he last served.
7. Applications in bulk whether submitted in person or by post, shall not be

8 It should be noted that any person who makes a Statement or declaration in the
application which is false and which he either knows or believes to be false, or does not believe to
be true will be punishable under Section 31 of the Representation of People Act, 1950.
9. Printed applications in Form 19 and proforma for specimen signatures may be obtained on
payment or cost from……………………………..Manuscript, typewritten, cyclostyled or privately
printed forms will also be accepted.
-------------------------------------------------------------------------------------------------------
(Here print the First and Second schedule)

FIRST SCHEDULE
Extent:
Particulars of Election Name Designation Office Contact Extent of
Officers* Address Telephone Jurisdiction#
numbers
(1) (2) (3) (4) (5) (6)
1. Electoral Registration
Officer

* The number of AEROs and Designated Officers will as per actual position in any constituency.
The number indicated in the format is purely illustrative.
SECOND SCHEDULE
“FORM 19”
(See rule 31)
Claim for inclusion of name in the electoral roll for a Teachers’ Constituency.
To
The Electoral Registration Officer
------------ (Teachers’) Constituency.
Sir,
I request that my name be registered in the electoral roll for the
---------------------------------------------------- (teachers’) Constituency. The particulars are:—
Name (in full),---------------------------------------------------Sex-------------------------
Father’s/Mother’s/Husband’s name (in full)----------------------------------------------
Qualification………………………………………………………………………...
Occupation--------------------------------------------------------------------------------------
House address (Place of ordinary residence)…………………………………………
House No.----------------------------------------------------------------------
Street/Mohalla-----------------------------------------------------------------
Town/Village------------------------------------------------------------------
Post Office---------------------------------------------------------------------
Police Station/Tehsil/Taluka/Mouza---------------------------------------
District--------------------------------------------------------------------------
Age------------------------------------------------------------------------------
2. During the last six years I have been engaged in teaching for a total period of more than three
years as follows:—
Name of Educational Institution From (Date) To (Date) Period
1.
2.
3.
4.
In support of the above, I submit

herewith----------------------------------------------------------------------------------------------------------------------
---------------------------------------
3. My name has not been included in the electoral roll for this or any other teachers’
Constituency.
Or
**My name has been included in the electoral roll for
the----------------------------------------------------------------------------------------------------------------Teachers’
constituency under the address given below and I request that it be deleted from that roll: —
--------------------------------------------
--------------------------------------------
--------------------------------------------
4. I declare that I am citizen of India and that all the particulars given above are true to the best of
my knowledge and belief.
Place----------------------------
Date----------------------------- ---------------------------
(Signature of Claimant)
NOTE: — Any person who makes a statement or declaration which is false and which he either
*Strike out the paragraph not applicable.
------------------------------------------------------
(Perforation)-----------------------------------------------------------

Shri/Shrimati/Kumari-----------------------------------------------------------------------------------
Address----------------------------------------------------has been registered at Serial
No.-------------------------------in part no.-----------------------
(a) accepted and the name of

Shri/Shrimati/Kumari--------------------------------------------------------------------------------------------------
has been registered at Serial No.----------------------------------in part no.----------------
Date---------------------------------- Electoral Registration Officer

(Address)---------------------------------
---------------------------------------------
----------------------------------------------------------
(Perforation)-------------------------------------------------------
Shri/Shrimati/Kumari*---------------------------------------------------------------------------
Address*--------------------------------------------------…………………………………………………………
…………………………………….
Address-------------------------
Dated --------------------------
------------------------------------
*to be filled in by the applicant”.
ITEM NO. 92
Election Commission's letter No.37/LC/2005-PLN III, dated 23.09.2005 addressed to the Chief
Electoral Officer, Karnataka, Bangalore
Subject:- Biennial Election to Legislative Council from Graduates' and Teachers'

Constituencies –Preparation of Electoral Rolls w.r.t. 01.11.2005 as the
qualifying date.
I am directed to forward herewith Five copies of the guidelines to take up the preparation
of Electoral Rolls of Karnataka North-East Graduates', Karnataka South West Graduates',
Banglore Graduates', Karnataka South-East Teachers' Karnataka South-West Teachers' &
Karnataka South Teachers 'constituencies w.e.f. 01.11.2005 as the qualifying date.
COPY
GUIDELINES
The Commission has decided to prepare the electoral rolls of the Graduates’ and Teachers’
Constituencies (as per List) as required under section 27 of the Representation of the People Act,
1950.
2. The revision of electoral roll of the concerned Graduates’ and Teachers’ Constituencies shall
be undertaken with reference to 1st November 2005 as the qualifying date in accordance with the
following programme-
S. No. Activities Period/Date
1. Issue of public notice under rule 31 (3) of the 01.10.2005 (Saturday)
Registrations of Electors Rules 1960
2. First Republication of notice in Newspapers Rule (4) 15.10.2005 (Saturday)
3. Second Republication of the Notice in the 25.10.2005 (Tuesday)
Newspapers Rule (4)
4. Last date of receipt of applications in Form 18 or 07.11.2005 (Monday)
Form 19 as the case may be
5. Preparation of manuscripts and printing of draft roll upto10.12.2005

(Saturday)
5. Draft publications of Electoral Rolls 12.12.2005 (Monday)
6. Period for filling claims and objections 12.12.2005(Monday) to
27.12.2005(Tuesday)
7. Date by 1which the claims and objections shall be 20.01.2006 (Friday)
disposed and supplements prepared and printed
8. Final publication of Electoral rolls 23.01.2006 (Monday)
3. The Electoral Registration Officers may be directed that:

(v) Wide publicity should be given to the programme.
(vi) Instructions regarding preparation and publication of electoral rolls for the council
constituencies given in the Hand Book for Electoral Registration Officer (1993
edition) except to the extent modified in these guidelines should be followed
scrupulously.
(vii) Press clippings of newspapers publishing the public notice have to be forwarded
to the Commission immediately after their publication.
(viii) Draft electoral rolls should be published and kept at all the polling stations and
other important places in the constituency as is done in case of electoral rolls of
the assembly constituency.
(xi) EROs are required to issue a public notice on or before 1st October 2005 inviting
applications in the prescribed form for inclusion of names in the electoral rolls
upto 7th November 2005. The said notice is to be published in two newspapers
having circulation in the Constituency and republished in newspapers once on or
about 15th October, 2005 and again on or about 25th October, 2005, besides
displaying the notice at specified places in the constituency. Copies of the notice
should be circulated to all recognized and registered political parties, educational
institutions, officers’ associations, clubs, etc. located in the constituency, for wide
publicity.
(xii) EROs should address all offices, educational and other institutions, banks, firms
etc. located in the constituency inviting their attention to the public notice issued
by them as well as the advertisement in the Newspapers impressing upon them
that all qualified persons should apply afresh for inclusion of their names
irrespective of the fact whether their names were already on the rolls or
not.
(xiii) EROs should also address the Heads of the Institutions, offices, etc. requesting
them to collect applications in the prescribed Forms from the eligible persons
among their staff for inclusion of their names and to be forwarded to the EROs
upto 7th November 2005.
(xiv) Eligible persons should apply for enrolment of their names in the prescribed
Forms (Form 18 for Graduates’ and Form 19 for Teachers’) along with supporting
documents and as per procedure laid down in this regard.
(xv) Where the application forms are not received through the Heads of Institutions,
the same should be got verified by the EROs from the Heads of Institutions.
(xvi) Form 18 (For Graduates’ Constituency) and Form 19 (For Teachers’
Constituency) for inclusion of names should be got printed on one side of the
page only and acknowledgment receipt printed thereon should be detached and
furnished to all the applicants through the Heads of the Institutions or directly, as
the case may be.
4. Procedure for enumeration for Graduates’ Constituencies: -
(ii) The Chief Electoral Officer should supply the updated list of qualifications
equivalent to that of a Graduate specified by the State Govt. concerned for voters
in the Graduates’ constituencies to the respective EROs.
(ii) The eligibility of a person for enrolment in a Graduates’ Constituency is to be determined
having regard to provision of Article 171 (3) (a) of the Constitution and Sections 27 (3)
(a), 27 (5) (a) and 27 (6) of the R. P. Act 1950. Accordingly, a person who has been for at
least three years before the qualifying date(1.11.2005), a graduate of any University in
the territory of India or has been in possession of equivalent qualifications prescribed in
the list referred to in sub para (i) above by or under any equivalent to that of a Graduate
of any such University and is ordinarily resident of the constituency is entitled to be
registered as an elector in a Graduates’ Constituency.
(iii) In partial modification of instructions contained in para 45 of Chapter IX of the
Handbook of Electoral Registration Officer, printed in 1993, the Commission has
prescribed that the applicants should submit the following documents in support
of their educational and other qualifications so that their claim for inclusion of
names in a Graduates’ Constituency in Form 18 under Rule 31(3) of Registration
of Electors Rules, 1960, could be accepted by the ERO/AERO:-
(a) The degree, diploma or certificate in original granted by the university or
institution concerned or any copy thereof duly attested by a Magistrate of the 1 st
Class or any Gazetted Officer, or (b) a copy of an entry in the Government record
or a certificate issued to a Graduate employee by the Gazetted Head of Office on
the basis of entries in Government records in his custody or a copy of an entry in
the record of Statutory Bodies, Corporations or Public undertakings specifying
the degree, diploma or certificate possessed by the claimant duly attested by the
Head of the office concerned ; or (c) an attested copy of the card of registration
as registered Graduate issued by the University, a certified copy of the relevant
entry in the list of registered Graduates, the Roll of Advocates, the register of
Medical Practitioners, the register of Chartered Accountants, the register of
Engineers maintained by Institute of Engineers, etc.; or (d)an affidavit by the
claimant supported by certificate from the Registrar of a University, or the
Principal of a College affiliated to University or from the Head of the Department
of such College under whom he had studied; or (e) the mark sheet in original
granted by the university or Institution concerned or any copy thereof duly
attested by magistrate of 1st class or any Gazetted Officer provided that there is
clear indication there in that the claimant has passed the concerned examination.
(iv) The eligible persons should apply for enrolment of their names in the prescribed
Form 18 along with documents listed in sub-para (iii) above. (It may be noted that
mere reference to an entry in the existing electoral roll will not be repeat will not
be taken into account for determining the eligibility of a person for enrolment in
the electoral rolls).
(v) Every person making an application in Form 18 shall be required to furnish his
degree or certificate or mark sheet, in original, in support of his eligibility as per
the following procedure: -
(a) In cases where the applicant directly submits his application in person
before the Designated Officer duly appointed for the purpose, he will produce the
original degree/certificate/mark sheet before the Designated Officer. The
Designated Officer will scrutinize the degree/certificate/mark sheet and after
satisfying himself record either “Verified with original and found correct” or
“Verified with original and found not correct – Rejected”. The Designated Officer
will then affix his signature, full name and PIN number on the application as mark
of a summary enquiry and retain a photocopy (only attested by him) of the
original document furnished by the applicant and forward the application to the
ERO.
(b) In cases where the application is sent by post to the ERO/AERO alongwith
attested copies of the degree/certificate, the ERO will forward the same to the
Sub-Divisional Officer (SDO), in charge of the area where the applicant stays.
The SDO will, in turn, issue a notice to the applicant to appear either before him
or a Designated Officer appointed for the purpose in the Sub-division, in person,
alongwith his original certificate. Such notice will be issued by registered post or
hand-delivered with proper acknowledgment due. On the appointed day of the
hearing, the applicant will produce his original certificates and the Designated
Officer will then proceed with his enquiry as per para (a) above and affix his
decision as laid down therein. The application will then be forwarded after
completion of the enquiry by the SDO to the ERO/AERO concerned.
(vi) Any application where original certificates have not been shown will be
summarily rejected by the ERO as incomplete.
(viii) The ERO will issue notice under Rule 31(3) of the Registration of Electors Rule,
1960 keeping in view the above directions of the Commission in the format
annexed herewith.
5. Procedure for enumeration for Teachers’ Constituencies: -
(i) The eligibility of a person for enrolment in a Teachers’ constituency is to be
determined having regard to the provisions of Article 171(3) (c) of the
Constitution and sections 27(3)(b), 27(5)(b) and 27(6) of the Representation of
the People Act, 1950. Accordingly, a person shall be entitled to be registered as
elector in a Teachers’ Constituency, if (a) he has been engaged in teaching,
within the six years immediately before the qualifying date (1st November, 2005
in the present case), for a total period of three years, (b) he has been so
engaged in teaching for the said period in any of educational institutions not
lower in standard than that of secondary school, (c) such educational institutions
not lower in standard than that of secondary school have been specified as such
by the State Government, with the concurrence of the Election Commission, by
notification in the official gazette, and (d) the person concerned is ordinarily
resident within the territorial extent of the Teachers’ Constituency in which he
seeks enrolment.
(ii) The Chief Electoral Officer should supply a list of all educational institutions
specified by the State Government as not lower in standard than that of a
Secondary School, to the respective EROs.
(iii) In order to ensure that no ineligible teachers are included in the rolls, the EROs
may obtain a list of teachers eligible for enrolment in the electoral rolls from the
Institutions concerned. As mentioned above the list of eligible educational
institutions shall be made available to the EROs/ AEROs in advance by the Chief
Electoral Officer.
(vi) The engagement of a person in teaching in the specified educational institutions
for at least three years within the preceding six years as stated above may
be either in one continuous spell or in broken spells and further, may be
either in one institution or more institutions but all such institutions must
be specified institutions as mentioned, above. Therefore, it is immaterial
whether a person, who has been so engaged in teaching for a total period of
three years in one or more specified educational institutions, has been employed
in those institutions as teacher on regular basis or on an ad-hoc basis but he
should be a whole time teacher against a sanctioned post and not engaged
on a part-time basis as the condition for 3 (three) years engagement in
teaching cannot be fulfilled by a part-time teacher. Please note, Part-time
teachers are not eligible
(vii) Every application in Form 19 by a person seeking enrolment in Teachers’
Constituency shall be accompanied by a certificate from the Head of the
Educational Institution certifying the engagement of the person concerned as a
teacher for a total period of three years within the last preceding six years against
a sanctioned post. The format for the certificate will be as follows:-
‘CERTIFICATE’
regular / ad hoc* basis.
2. (a) * As per the records of the Institution, he / she has been engaged in this
institution continuously from _____ (date) to _____ (date).
OR
(b)* As per the records of the Institution, he/she has been engaged in this
institution for the following period of services: -
From ______ to ______
From ______ to ______
From ______ to ______
------ - ----
------ - ----

(*Strike out whichever is not applicable)”
(vi) The certificate of the Head of the Educational Institution in the above format
should be considered enough by the ERO to determine the eligibility of an
applicant.
(ix) Applications in bulk whether submitted in person or by post, shall not be
(x) The ERO will issue notice under Rule 31(3) of the Registration of Electors Rules,
1960, keeping in view the above instructions of the Commission in the format
annexed herewith.
6. Administrative Arrangements
To facilitate the above procedure, the following action will be taken by the Chief Electoral
Officer and the Electoral Registration Officer:-
(i) Appointment of Designated Officer – A Designated Officer will be appointed by
the ERO to receive applications in his office or in the offices of the AEROs. Such
Designated Officers will be of the rank of a Deputy Collector or higher. All
SDOs/Revenue Officers within the limits of the constituencies will also be
designated as Designated Officer for verifying the applications received from the
ERO.
(ii) The Designated Officer will be assigned a PIN No. and this will be mentioned by
him/her in all correspondence with the ERO as well as on the copies of the
applications where verification has been done by that particular Officer.
(iii) The names of the Designated Officers along with the offices where they will be
located and the days on which they will be present to receive applications in
person shall be notified by the ERO as part of the notices issued under rule 31(3)
of the Registration of Electors Rule, 1960 in the First Schedule.
(v) All Designated Officers shall, without fail, attend to the duties from the time of
issue of public notice under Rule 31(3) upto the last date of receipt of
applications.
7. The Designated Officer will do supervisory checks with regard to status of ordinary
resident of any elector during the period of disposal of claims and objections and further
supervisory checks will be done by the AERO and ERO by their visits to O/o the Head of
Institutions/ House Holds of the applicants as the case may be . These supervisory checks shall
not be less than 12%, 8% and 4 % respectively.
8. Complete house address will be provided against entry of each elector in the Electoral
Rolls as is done in the case of Assembly Rolls so that electors identity can be established and
verified, if need be. The Commission should be kept informed of the progress of preparation of
electoral rolls after each stage of completion of preparation of electoral roll.
9. The Chief Electoral Officer should forward the data of Electoral Rolls in Proforma
(Enclosed) separately for each and every Graduates` and Teachers` Constituencies where
preparations of Electoral Rolls have been undertaken.
Preparation of Electoral Rolls of Graduates’ Constituencies of----------
---------------------------------------------Legislative Council
Notice under rule 31(3) of the Registration of Electors Rules, 1960
In pursuance of rule 31(3) of the Registration of Electors Rules, 1960 each of the Electoral
Registration Officers whose particulars appear in the First Schedule below hereby calls upon
every person entitled to be registered in the electoral roll of the constituency mentioned therein to
send to, or deliver at, his Office on or before the 7 th November* 2005 (Monday)……………………
… ………………… at the latest an application in Form 18 appended to the Registration of
Electors Rules, 1960 and reproduced in the second schedule below, alongwith the specimen
signatures of the applicant in the form prescribed below for inclusion of his /her name:
Biennial / Bye-election to the …………………….……………. Legislative Council
from ………………………. Graduate’ Constituency
1. NAME
(BLOCK LETTERS)
2. SPECIMEN SIGNATURES (i)
(ii)
(iii)
Specimen signatures in the aforesaid proforma should invariably be enclosed with the
6. The applications may also be sent to the Assistant Electoral Registration Officers/
Designated Officer whose particulars are shown in the First Schedule below.
7. As the electoral rolls for the Graduates’ Constituencies are required to be
included in the existing rolls for these Constituencies should also submit fresh
8. Qualifications - Every person who is a citizen of India, is ordinarily resident in the
constituency and has for at least 3 years before 1st November* 2005…………… been
either a Graduate of a University in the territory of India or in possession of an
equivalent qualification is eligible to be included in the electoral roll. The list of the
said equivalent qualifications is available with the officers mentioned in the First
Schedule below. The period of 3 years shall be computed from the date on which the
result of the qualifying degree examination was declared and published by the
University or other authority concerned.
9. The application in Form 18 must be duly supported by any one of the following forms
of documentary evidence in all cases: -
(a) The degree, diploma or certificate in original granted by the University or
Institution concerned or any copy thereof duly attested by a Magistrate of the
1st Class or any Gazetted Officer; or
(b) A copy of an entry in the Government record or a certificate issued to a
Graduate employee by the Gazetted Head of Offices, in the prescribed
format which is reproduced as Third Schedule below, on the basis of entries
in Government records in his custody or a copy of an entry in the record of
the Statutory Body, Corporation or Public Undertaking specifying the degree,
diploma or certificate possessed by the claimant duly attested by the Head of
the office concerned; or
(c) An attested copy of the card of registration as registered Graduate issued by
the University, a certified copy of the relevant entry in the list of registered
Graduates the Roll of Advocate, the register of Medical Practitioners, the
register of Chartered Accountants, the register of Engineers maintained by
Institute of Engineers etc.; or
(d) An affidavit by the claimant supported by a certificate from the Registrar of
the University, or the Principal of a College affiliated to any University or from
the Head of the Department of such College under whom he had studied, or
(e) The mark sheet in original granted by the university or Institution concerned
or any copy thereof duly attested by Magistrate of 1 st class or any Gazetted
Officer provided that there is clear indication there in that the claimant has
passed the concerned examination.
(f) It may be noted that mere reference to an entry in the existing electoral roll
will not be repeat will not be taken into account for determining the eligibility
of a person for enrolment in the electoral rolls.
(h) Every person making an application in Form 18 shall be required to furnish
his degree or certificate, in original, in support of his eligibility as per the
following procedure: -
(i) In cases where the applicant directly submits his application in person
before the Designated Officer duly appointed for the purpose, he will
produce the original degree before the Designated Officer. The
Designated Officer will scrutinize the degree and after satisfying himself
record either “Verified with original and found correct” or “Verified with
original and found not correct – Rejected”. The Designated Officer will
then affix his signature, full name and PIN number on the application as
mark of a summary enquiry and retain a photocopy (duly attested by him)
of the original document furnished by the applicant and forward the
application to the ERO.
(ii) In cases where the application is sent by post to the ERO alongwith
attested copies of the degree/certificate, the ERO will forward the same
to the Sub-Divisional Officer (SDO) or Revenue Officer, in charge of the
area where the applicant stays. The SDO/Revenue Officer will, in turn,
issue a notice to the applicant to appear either before him or a
Designated Officer appointed for the purpose in the Sub-division, in
person, alongwith his original certificate. Such notice will be issued by
registered post or hand-delivered with proper acknowledgment due. On
the appointed day of the hearing, the applicant will produce his original
certificates and the Designated Officer will then proceed with his enquiry
as per para (i) above and affix his decision as laid down therein. The
application will then be forwarded after completion of the enquiry by the
SDO/Revenue Officer to the ERO concerned.
(iii) Any application where original certificates have not been submitted will
be summarily rejected by the ERO as incomplete.
(6) Applications in bulk whether submitted in person or by post, shall not be
(7) It should be noted that any person who makes a statement or
declaration in the application which is false and which he either knows or
believes to be false, or does not believe to be true will be punishable under
(8) Printed applications in Form 18 and proforma for specimen signatures may be obtained
on payment of cost from ………………………………………..Manuscript, typewritten, cyclostyled
or privately printed forms will also be accepted.
FIRST SCHEDULE
Extent:
Particulars of Name Designati Office Contact Extent of

Election Officers* on Addres Telephon Jurisdiction#
s e
numbers
(1) (2) (3) (4) (5) (6)
1. Electoral
10. Designated
Officer

* The number of AEROs and Designated Officers will be as per actual position in any
constituency. The number indicated in the format is purely illustrative.
SECOND SCHEDULE
FORM 18
(See rule 31)
Claim for inclusion of name in the electoral roll for a Graduates’ Constituency
To
---------------------- Graduates’ Constituency.
Sir,
I request that my name be registered in the electoral roll for
the-----------------------------------------------------------------------Graduates’ Constituency.
The particulars are: —
Name (in full)----------------------------------------------------Sex-------------------------------------------
Father’s/Mother’s/Husband's name (in
full)----------------------------------------------------------------
Qualification------------------------------------------------------------------------------------------------------
Occupation-------------------------------------------------------------------------------------------------------
House Address (Place of ordinary residence)-----------------------------------------------------------
House No.--------------------------------------------------------------------------------------------------------
Street/Mohalla---------------------------------------------------------------------------------------------------
Town/Village-----------------------------------------------------------------------------------------------------
Post Office--------------------------------------------------------------------------------------------------------
Police
Station/Tehsil/Taluka/Mouza------------------------------------------------------------------------
District-------------------------------------------------------------------------------------------------------------
Age-----------------------------------------------------------------------------------------------------------------
2. *I am a graduate of the
-----------------------------------------------------------------------------------------------
University having passed the degree/diploma examination in the year-------------------------------------
OR
*I am in possession of a diploma/certificate in-------------------------------which is a qualification
equivalent to that of a graduate of a University in India having passed the examination for the
diploma certificate in the year------------------------------------------------------------------------------------------
3. In support of my claim as being a Graduate/in possession of the above diploma/certificate, I

submit herewith------------------------------------------------------------------------------------------------------------
4. **My name has not been included in the electoral roll for this or any other graduates’
constituency.
OR
**My name has been included in the electoral roll for the graduates’ constituency under the
address given below and I request that it be deleted from that roll:—
-------------------------------------
-------------------------------------
--------------------------------------
5. I declare that I am a citizen of India and that all the particulars given above are true to the best
of my knowledge and belief.
Place--------------------------------
Date---------------------------------
------------------------------------
Signature of claimant
NOTE:— Any person who makes a statement or declaration which is false and which he either
.* Strike out the paragraph not applicable.
**Strike off the inappropriate alternative.
-----------------------------------------(perforation)------------------------------------

Shri/Shrimati/Kumari-------------------------------------------------------------------
address--------------------------------------------------------has been.
(a) accepted and the name of Shri/Shrimati/Kumari-------------------------------------------------------------
has been registered at Serial No.----------------------in part no.

(Address)------------------------
------------------------------------
------------------------------------
Date:-----------------------------
--------------------------------------------(Perforation)------------------------------------------------
Shri/Shrimati/Kumari*------------------------------------------------------------------
Address----------------------------------------------------
Date------------------------------------- Electoral Registration Officer
(Address)------------------------
------------------------------------
*to be filled in by the applicant.
THIRD SCHEDULE
FORMAT
Certified issued to a Graduate employee by the Gazetted head of office regarding his
educational qualification
Certified on the basis of entries in Government records in my custody that
Shri/Kumari/Smt.---------------------------------------------------------(to be given in full) son/daughter/wife
of-------------------------------------------who is employed in this office as-----------------------------------------
has passed--------------------------(Here mention the particulars of the degree/diploma examination)
from-----------------------------------------------------------------------(Here mention the name of the
University/Board/Industry) in the year-------------------------------------------------------------
Date: (Signature of Head of Office)
Place: (To be signed by a Gazetted Officer.)
Preparation of Electoral Rolls of Teachers` Constituencies
of……………………..Legislative Council
Notice under rule 31 (3) of the Registration of Electors Rules, 1960
In pursuance of rule 31 (3) of the Registration of Electors Rules, 1960 each of the Electoral
Registration Officers whose particulars appear in the First Schedule below hereby call upon every
person entitled to be registered in the electoral roll of the constituency mentioned in the said
Schedule to send to, or deliver at, his Office, before 7 November*………………………..i.e. by the
6 November* …………………..at the latest, an application in Form 19 appended to the
Registration of Electors Rules, 1960 and reproduced in the Second Schedule below, alongwith
the specimen signatures of the applicant in the prescribed form given below for inclusion of
his/her name: Biennial / bye-election to the ………………………….Legislative Council from
…………………………………………. Teachers’ Constituency.
5. NAME
(BLOCK LETTERS)…………………………………………………………
2. SPECIMEN SIGNATURES (i)……………………………..
(ii)…………………………….
(iii)……………………………
Specimen signature in the aforesaid proforma should invariably be enclosed with the
6. The applications may also be sent to the Assistant Electoral Registration
Officers/Designated Officers whose particulars are shown in the First Schedule.
7. As the electoral rolls for the Teachers’ constituencies are required to be
included in the existing rolls for these constituencies should also submit fresh
8. Qualifications: - Every person who is a citizen of India, is ordinarily resident
in the constituency and has, within the six years immediately before 1st November *…
…………………. been engaged for a total period of at least three years in teaching in
any of the educational institutions, within the State specified to be not lower in
standard than that of a Secondary School is eligible to be included in the electoral
roll. The list of Educational Institutions so specified is available with the officers mentioned
in the First Schedule.
5. Every application in Form 19 by a person seeking enrolment in Teachers’
Constituency shall be accompanied by a certificate from the Head of the Educational
Institution certifying the engagement of the person concerned as a teacher for a total
period of three years within the last preceding six years against a sanctioned post. The
format for the certificate will be as follows:-
‘CERTIFICATE’

regular / ad-hoc ** basis.
2. (a) **As per the records of the Institution , he / she has been engaged in this
institution continuously from _____(date) to _____(date).
OR
(b) **As per the records of the Institution, he/she has been engaged in this
institution for the following period of service: -
From ______ to ______
From ______ to ______
From ______ to ______
------ - ----
------ - ----
(** Strike out whichever is not applicable)”
7 In the case of a person who is not engaged in teaching on the date of application, the
Certificate should be signed by the Head of the Institution, in which he last served.
7. Applications in bulk whether submitted in person or by post, shall not be

8 It should be noted that any person who makes a Statement or declaration in the
application which is false and which he either knows or believes to be false, or does not believe to
be true will be punishable under Section 31 of the Representation of People Act, 1950.
9. Printed applications in Form 19 and proforma for specimen signatures may be obtained on
payment or cost from……………………………..Manuscript, typewritten, cyclostyled or privately
printed forms will also be accepted.
-------------------------------------------------------------------------------------------------------
(Here print the First and Second schedule)

FIRST SCHEDULE
Extent:
Particulars of Election Name Designation Office Contact Extent of
Officers* Address Telephone Jurisdiction#
numbers
(1) (2) (3) (4) (5) (6)
1. Electoral Registration
Officer

* The number of AEROs and Designated Officers will as per actual position in any constituency.
The number indicated in the format is purely illustrative.
SECOND SCHEDULE
“FORM 19”
(See rule 31)
Claim for inclusion of name in the electoral roll for a Teachers’ Constituency.
To
------------(Teachers’ )Constituency.
Sir,
I request that my name be registered in the electoral roll for the
---------------------------------------------------- (teachers’ ) Constituency. The particulars are:—
Name (in full),---------------------------------------------------Sex-------------------------
Father’s/Mother’s/Husband’s name (in full)----------------------------------------------
Qualification………………………………………………………………………...
Occupation--------------------------------------------------------------------------------------
House address (Place of ordinary residence)…………………………………………
House No.----------------------------------------------------------------------
Street/Mohalla-----------------------------------------------------------------
Town/Village------------------------------------------------------------------
Post Office---------------------------------------------------------------------
Police Station/Tehsil/Taluka/Mouza---------------------------------------
District--------------------------------------------------------------------------
Age------------------------------------------------------------------------------
2. During the last six years I have been engaged in teaching for a total period of more than three
years as follows:—
Name of Educational Institution From (Date) To (Date) Period
1.
2.
3.
4.
In support of the above, I submit

herewith----------------------------------------------------------------------------------------------------------------------
---------------------------------------
3. My name has not been included in the electoral roll for this or any other teachers’
Constituency.
Or
**My name has been included in the electoral roll for
the----------------------------------------------------------------------------------------------------------------Teachers’
constituency under the address given below and I request that it be deleted from that roll: —
--------------------------------------------
--------------------------------------------
--------------------------------------------
4. I declare that I am citizen of India and that all the particulars given above are true to the best of
my knowledge and belief.
Place----------------------------
Date----------------------------- ---------------------------
(Signature of Claimant)
NOTE: — Any person who makes a statement or declaration which is false and which he either
*Strike out the paragraph not applicable.
------------------------------------------------------
(Perforation)-----------------------------------------------------------

Shri/Shrimati/Kumari-----------------------------------------------------------------------------------
Address----------------------------------------------------has been registered at Serial
No.-------------------------------in part no.-----------------------
(a) accepted and the name of

Shri/Shrimati/Kumari--------------------------------------------------------------------------------------------------
has been registered at Serial No.----------------------------------in part no.----------------
Date---------------------------------- Electoral Registration Officer

(Address)---------------------------------
---------------------------------------------
----------------------------------------------------------
(Perforation)-------------------------------------------------------
Shri/Shrimati/Kumari*---------------------------------------------------------------------------
Address*--------------------------------------------------…………………………………………………………
…………………………………….
Address-------------------------
Dated --------------------------
------------------------------------
*to be filled in by the applicant”.
ITEM NO. 93
Election Commission's letter No.23/ARUN/2005-PLN-II, dated 27.09.2005 addressed to the Chief

Electoral Officer, Arunachal Pradesh, Itanagar.
I am directed to inform you that the Commission after due deliberations has decided to
withdraw the facility of filing claims and objections in bulk extended to political parties, RWAs etc.
Accordingly instructions contained in para 7.9.5 of the guidelines circulated vide letter
No.23/ARUN/2004/PLN-II dated 23-03-2005 shall not be applicable. The above instructions
relating to withdrawal of the facility of submitting the forms in bulk will come into force with
immediate effect. These instructions may be brought to the notice of all DEOs, EROs and political
parties in writing immediately. Wide publicity should be given to inform one and all including the
RWAs and Secretaries of urban local bodies and gram sabhas.
and record.
ITEM NO. 94
Election Commission's letter No.22/2/WB/2004-PLN-II, dated 27.09.2005 addressed to the Chief Electoral
Officer, West Bengal, Calcutta.
Subject: Printing of electoral rolls with photograph of electors - Regarding.
With reference to your letters No.1298-Home(Elec.)/R10E-8/2003 dated 05-09-2005, No.1299-

Home (Elec.) dated 05-09-05, No. 1384-Home(Elec.) dated 12-09-2005, on the above subject, I am
directed to inform you that the Commission has agreed to your proposal for not preparing and printing the
electoral rolls of 27-Chopra, 28-Islampur, 29-Goalpokhar, 30-Karandighi, 31-Raiganj, 32-Kaliaganj, 34-
Itahar and 218-Debra assembly constituencies in the revised format with photograph of electors during the
current revision w.r.t. 01-01-2006 as the qualifying date. The revised directions No.22/2/WB/2004 dated
27th September, 2005 amending the earlier directions issued on 3rd September, 2005 is enclosed herewith.
I am also directed to enclose herewith the schedule for preparation and printing of electoral rolls in
respect of 46 assembly constituencies in the revised format with photograph of electors drawn on the basis
of schedule for various preliminary activities suggested by you vide your letter dated 5th September, 2005
referred to above.

No.22/2/WB/2004/PLN-II Dated: 27th September, 2005
DIRECTION
Subject:- Form of Electoral Rolls – Directions under Rule 4 of the Registration of Electors Rules, 1960.
Whereas, the Election Commission, in exercise of the powers conferred by Article 324 of the Constitution
of India and Rule 4 of Registration of Electors Rules, 1960, had issued Directions vide No.22/2/WB/2004
dated 3rd September, 2005 for preparation of electoral rolls of 54 assembly constituencies of West Bengal,
mentioned therein, in the revised format with photograph of electors during the revision w.r.t.01-01-2006 as
the qualifying date and onwards;
And whereas, the Chief Electoral Officer, West Bengal, has since reported that owing to problems
regarding retrieval of adequate number of images and the quality thereof, it would not be possible to
prepare and print the electoral rolls of 27-Chopra, 28-Islampur, 29-Goalpokhar, 30-Karandighi, 31-Raiganj,
32-Kaliaganj, 34-Itahar and 218-Debra assembly constituencies in the revised format with photograph of
electors during the revision w.r.t.01-01-2006 as the qualifying date;
Now, therefore, in partial modification of the above referred Direction No.22/2/WB/2004 dated 3rd
September, 2005, the Commission hereby directs that the electoral rolls of the above mentioned 8
assembly constituencies shall not be prepared in the revised format with photograph of electors during the
revision w.r.t.01-01-2006 as the qualifying date. The electoral rolls of these 8 assembly constituencies shall
be in the Form prescribed as per Direction issued vide No.22/97/PLN-II dated 4th November, 1997.
By order,
Sd/-
(K. R. PRASAD)
SECRETARY ELECTION COMMISSION OF INDIA
Action plan and SCHEDULE for preparation of photo electoral roll in 46 assembly constituencies of
West Bengal.
S.No. Item Period allowed

for each stage
1 Completion of the work of retrieval images by the SLA, WEBEL, By 08.09.205
Technology Ltd.
2 Impartation of training to the district-level master trainers On 02 or
03.09.2005
3 Completion of the impartation of training to the block-level master By 09.09.2005
trainers at the district headquarters
4 Completion of the impartation of training to the field-level By 13.09.2005

enumerators/supervisors by the block-level master trainers
5 House-to-house verification of electors by the enumerations 14 to 28.09.2005
6 Submission of all verified worksheets to the BDO and AERO By 30.09.2005

concerned
7 Conduct of fresh photography 21.09.2005 to
04.10.2005
8 Submission of the lists of electors whose images are to be 26.09.2005 to
discarded to the SLA through the DEO concerned 04.10.2005
9 Completion of the work of incorporation of fresh photographs in By 09.11.2005

image database
10 Supply of one copy of the CD of the photo-electoral roll by the SLA 10 to 14.11.2005
for draft publication
11 Photo-electoral rolls will be ready for draft publication after digital 24.11.2005
Xeroxing etc.
12 Draft publication of rolls on 24-11-2005
(Thursday)
13 Period for filing of claims and objections and reading of relevant 24-11-2005
part/section of electoral roll in Gram Sabha / Urban Local Bodies (Thursday) to
and Resident Welfare Association Meetings etc. 24-12-2005
(Saturday)
14 Special Campaign dates for receiving claims and objections at all 03-12-2005
designated locations. (Saturday) &
04-12-2005
(Sunday)
17-12-2005 &
(Saturday)
18-12-2005
(Sunday)
15 Disposal of claims and objections by 16-01-2006
(Monday)
16 Preparation and printing of supplements of Additions, deletions and 10-02-2006
corrections by (Friday)
17 Final publication of Electoral Rolls on 15-02-2006
(Wednesday)
ITEM NO. 95
Election Commission's letter No.22/2/WB/2004-PLN-II, dated 05.10.2005 addressed to the Chief Electoral
Officer, Jharkhand, Ranchi
Subject: Printing of electoral rolls with photograph of electors - Regarding.
Kindly refer to your letter No. 2676 dated 8 th September, 2005 forwarding samples of electoral roll
parts for preparation of photo electoral roll. Samples of one part of electoral roll each of 13 Assembly
Constituencies were found instead of 10 Assembly Constituencies mentioned in your above referred letter.
The samples of three additional parts are of assembly constituencies No.2-Boria (ST), 5-Pakur and 66-
Mandar. On visual scrutiny of the samples instances of mismatch have been noticed in almost all the 13
parts. A statement showing the apparent mistakes noticed in each part has been prepared and enclosed to
the letter for your ready reference.
2. You may be aware that such mistake of posting of lakhs of EPIC numbers against wrong names
was noticed last year and you and the SLA had assured that necessary corrective action has been taken.
However, after scrutinizing the samples it is found that still there is lots of mismatch cases. You will
appreciate that taking up any pilot project of photo electoral roll without correcting the database by pasting
the correct image against the correct person would be wastage of expenditure as well as time and
manpower.
3. In view of the above, I am directed to request you to take up the corrective measures in right
earnest on war footing. The Commission will also monitor the progress. Hence a time frame may be
specified to take up and complete each of the steps involved to remove the discrepancies and made known
to the Commission.
4. Kindly note that as long as the database is not corrected, no constituencies in Jharkhand shall be
taken up for photo electoral roll during the current revision w.r.t. 01-01-2006 as the qualifying date.
5. Kindly acknowledge receipt and inform action taken.
No. & Name of Cases of Mismatch
Assembly Image S.No. in the electoral Age/Sex S.No. in the electoral roll
constituency roll
2-Borio (ST) 20 62, 117, 136, 147, 154, 1 537
164, 194, 206, 209, 252,
267, 488, 495, 525, 544,
556, 562, 577, 586 and
590
5-Pakur 5 332, 340, 447, 641 and Nil --
1065
34-Gomia 9 129, 189, 190, 243, 358, Nil --
601, 669, 711 and 752
36-Bokaro 16 89, 96, 100, 117, 132, Nil --
148, 219, 221, 243, 268,
269, 317, 440, 477, 498
and 746
37-Chandankyari 12 191, 196, 265, 402, 508, Nil --
(SC) 537, 547, 558, 564, 604,
606 and 789
48-Jamshedpur 34 22, 56, 62, 73, 129, 159, 8 55, 91, 343, 603, 658, 735,
East 163, 188, 238, 360, 362, 736 and 1117
393, 463, 772, 773, 774,
776, 777, 778, 780, 791,
802, 803, 804, 815, 839,
862, 866, 981, 988, 1022,
1067, 1100 and 1175
49-Jamshedpur 37 14, 130, 134, 337, 339, Nil --
West 354, 404, 409, 558, 565,
581, 583, 640, 641, 782,
793, 794, 796, 797, 800,
811, 856, 857, 955, 1022,
1076, 1077, 1091, 1151,
1200, 1204, 1205, 1233,
1259, 1286, 1325, 1333
60-Khunti (ST) Nil -- 1 483
62-Khijri (ST) 10 54, 55, 62, 164, 259, 271, 15 6, 16, 17, 21, 91, 109 115,
361, 487, 623 and 645 172, 261, 280, 286, 590, 594,
614 and 642
63-Ranchi 5 79, 300, 363, 365 and 12 70, 122, 134, 465, 518, 624,
428 189, 314, 376, 555, 581 and
583
64-Hatia 89 129, 199, 218, 219, 227, 23 249, 276, 277, 297, 427, 477,
232, 245, 253, 265, 267, 499, 539, 543, 545, 571, 615,
269, 272, 282, 283, 294, 616, 645, 718, 727, 734, 737,
302, 303, 304, 305, 324, 746, 760, 800, 828 and 879,
330, 339, 340, 363, 368,
374, 378, 406, 409, 422,
425, 431, 432, 450, 464,
468, 469, 472, 476, 482,
484, 490, 492, 493, 495,
500, 501, 506, 509, 510,
520, 527, 535, 548, 576,
582, 586, 588, 614, 648,
649, 671, 678, 693, 696,
701, 705, 711, 712, 716,
748, 751, 759, 766, 808,
820, 822, 833, 837, 841,
857, 867, 885, 886, 907,
908, 911, 915 and 926,
66-Mandar 12 245, 479, 617, 754, 890, 14 263, 278, 284, 380, 427, 718,
932, 1054, 1073, 738, 764, 838, 946, 1054,
1117,1266, 1284 and 1240, 1279 and 1333
1365
74-Latehar 3 95, 200 and 731 2 187 and 285
ITEM NO. 96
Election Commission’s letter/order No.218/4/2005-PLN-II, dated: 10th October, 2005 addressed to the
Chief Electoral Officer, Tamil Nadu, Chennai.
Subject: Revision of Electoral Rolls - Payment of remuneration - Regarding
With reference to your letter No. 6548/2005-1, dated 28th August, 2005, on the subject cited, I
am directed to say that the Commission, after taking into account the tremendous effort put in by all the
officials concerned during the revision work of 2005, has as a special case on a one time relaxation
basis agreed to the payment of higher remuneration as proposed vide your letter under reference.
ITEM NO. 97
Election Commission's letter No.22/2/2005/PLN-II, dated 17.10.2005 addressed to the Chief Electoral
Officers of all States and UTs
Subject:- Clarifications regarding the print format of electoral rolls.
The Commission had issued directions regarding the format of electoral rolls after the
computerisation vide letter Nos.22/97/PLN-II dated 4.11.1997 and 28.11.1997. Alongwith the
instructions, sample format for various components of the roll had also been provided.
The format prescribed vide the above letters are used in so far as the design and layout are
concerned. However, the information content of the various components is modified to show the correct
position after each revision. Subsequently some clarifications were issued vide letter No.23/99/PLN-II
dated 5th July, 1999 about the content and format of the roll in case integration is done at the time of
draft publication or at the time of final publication. However, in quality check drive conducted in the last
three months, it was noticed that some states have deviated from these guidelines in various ways.
Also some useful suggestions have come from various CEOs, Jt. CEOs and SLAs. Therefore, the
Commission directed every CEO to send sample prints of mother roll as well as additions, deletions,
modifications, supplementaries with dummy data (or previous data) in all required languages for vetting.
Some of the States have forwarded the sample formats.
The matter is under active consideration of the Commission. However following clarifications
are being given to enable draft publication of the electoral roll as per schedule:-
1. The roll should be printed on “A4” size paper.
2. Revised format of PART HEADER is enclosed. The printing of the part header should
not spill over to next page. It should be printed in one page.
3. The map (Nazri Naksha) showing the area covered by each part of the electoral roll
with details of all the sections with house numbers comprised within each section shall
be printed after scanning on the reverse of Part Header of each part of electoral roll.
4. Wherever rolls are printed in vernacular language all numerals should be in
International Form of Indian numerals.
5. In Indian language there is no distinction between capital and small letters. However, in
English two styles are being followed. Some states are printing names in capitals like
(RAJESH AGGARWAL) while some are printing in regular way like (Rajesh Aggarwal).
It would be better to stick to the second style for easier reading.
6. In panel 2 of the revised format of part header the main village/town would relate to the
village/town with the larger number of electors within the part in case the part covers
more than one village/town. As far the Hadbast No., Ward No. & Tehsil these are
intended to clearly identify the village. The States using any other administrative units
names as identifiers like Firka, Kanungo circle, Block, Sub-Division etc. may print the
same on the cover page. There is no need to print the names of administrative units not
in use in a State. Also note that instead of “extent of part” now “No. & Name of sections
in the part” are printed for easier referencing.
7. Another important thing is that the labels to be used for the administrative units should
be “smart labels” meaning thereby that the terms like “village/city name” should not
appear. If the area is rural, the word “Village name” should appear, and if the area is
urban the label should appear as “City name” or “Municipal council name”.
8. For better addresses, detailed instructions have already been given regarding how to
maintain section head. The basic idea is that House No. followed by Section details
should generate a full postal address so that even computer generated notices etc.
reach the correct destination and also correct address gets printed on the EPIC card.
Hence while making section names and dividing the part area in a number of sections,
this aspect should be carefully kept in mind. Every section should be assigned a
separate serial number. While printing the mother roll either after intensive revision or
after integration it should be ensured that each section is printed on a new page. This is
primarily to facilitate the breaking a part into sections and reading it out in different
Gram Sabhas, Ward Sabhas, RWAs etc.
9. The format of the page for printing details of electors should be in 8 columns prescribed
by the Commission. Labels for 8 columns should appear on each page. There should
be no horizontal or vertical lines separating the entries in each page.
10. In case abbreviations are used to indicate relationship and sex code then the expanded
form should be given at the bottom of each page. The age should be increased on the
basis of the revised qualifying date and printed as “age as on 01-01-2006” at the
bottom.
11. If a section spill over to next page, the section heading …….(contd.) should appear
below the columns labels on top of each such page.
12. EPIC number should be printed in full i.e. instead of 002164 it should be printed as
DL/01/001/002164 or MZF 0021643 as the case may be.
13. Name of vendor should not appear any where in the roll.
14. Entire data on cover page should come from control tables. No entry should be
modified/corrected by hand. if at proofreading stage, any mistake is seen it should be
corrected in control table and then correct details should be printed.
The formats of the supplementaries of additions, deletions and corrections, summary of
electors etc. are being finalised and will be forwarded shortly.
Therefore, you are requested to print bare minimum number of copies required for draft
publication at all designated locations, giving copies to recognized political parties and section wise
reading of the rolls in urban/rural local bodies, RWAs etc. should be printed. Additional copies of the
draft roll can be printed at the time of final publication.
A separate note on IT related issues is also attached as Annexure.
Annexure
I.T. ISSUES IN DATA ENTRY AND PRINTING
1. Data entry and deliverables

Commission’s guidelines have been very clear that PDF file should be prepared first and printing of
rolls should be only from this PDF file. Practically, it means that the data entry vendor will give two
kind of CDs after data entry and proof reading. The first is AB-CD (Archival Backup CD) which will
contain database of the roll. Second is PS-CD (Publication and sale CD) which will contain the PDF
files. Note that no extra money should be spent on PDF file creation or master PS-CD creation –
it is one of the deliverables of data entry vendor. (Multiple copies of PS-CD will cost only little- an upper
ceiling of Rs.100 per PS-CD for sale to general public has already been imposed). Data entry rates for
control tables or electoral roll (records in E_DETAIL or E_SUP tables) should be paid per record
rather than per page basis, as some pages will contain very few entries, and some pages (Cover
page, summary page, Assembly header pages etc) are automatically prepared from data tables, and
no extra work is required. Data entry rates should be inclusive of minimum two “proofs” (checklists)
and final list, so that proofreading is proper. In case data entry is of poor quality, more proofs should be
taken out at no extra cost. Also note that each part contains only few pages which get generated
automatically from data, proofs and final printouts of these pages can be charged at printing cost basis.
Already instructions have been issued that in no case will the data entry work be done outside the
district without prior written permission of the commission. State govt. financial rules and
procedures should be followed in awarding the tenders. SLA should supervise and provide technical
guidance, provide standardized software with proper version number and release date, and
organize training of data entry vendors. On the bottom of the first page of rolls (both in case of
mother roll and supplementaries), the PDF file name and name of software used, along with
version number and release date will be printed. This software should allow PDF creation only
after basic validation checks so that wrong data does not get printed.
2. Printing
The printing vendor, which could be different from data entry vendor, would be supplied copy of PS-
CD so that he prints the rolls using the PDF files contained on those PS-CD. Obviously the PDF
files as well as the print should be on A4 size format. As has already been indicated during the CEO
conferences, integration and consolidation will now be taken more frequently, hence only limited
number of copies should be produced. Various options of printing – offset printing, photocopying
and high speed laser printing could be considered to arrive at an optimum combination of quality
and cost.
3. English and vernacular

It has already been clarified that data entry will be in same language as the manuscript. If only one
language English is prescribed, then manuscript will be in English, PDF file will be in English, printing
from PDF file will be in English and on website also the search and PDF file facility will be in English
only. EPIC will also be in single language-English. However, if a single vernacular language (other
than English) is prescribed, then manuscript will be in that vernacular language, data entry will be in that
language and PDF file and printing will be in that language only. However, by good translation
method, the entire database will be available in English also. EPIC will be both in that vernacular as
well as in English. On the website, search facility etc. will be available in that vernacular and English,
while PDF files will be available in vernacular.
Similarly, if the printing language is English as well as vernacular, similar method will be followed.
4. Handling two vernacular languages

Major problems are seen where two vernacular languages are defined for printing. Till now, what has
been done is that data entry is done in the same language as the manuscript, PDF files and printing is
done in that vernacular and thereafter the database is given to a different vendor for printing the rolls in
second vernacular language. Translation is done by toggling ISCCI script which yields very poor quality
of translation. Hence the new guidelines for intensive and summary prescribe that a parallel copy of
database will be kept in second vernacular by using a good translation mechanism, then proof reading
will be done in second vernacular, necessary changes made in the database by data entry operators
knowing that language; from the database itself the PDF files in that vernacular language will be
generated and from that in turn, the printing will be done. Thus, if Hindi and Urdu languages have been
defined for an AC, the manuscript and the data entry may be in Hindi but database will be maintained in
Urdu also. PDF file will also be in Urdu and from those PDF files, the Urdu printing will be done. Note
that PDF files should have embedded fonts and should not be images. Also on the website,
search facility will be in English, Hindi and Urdu and PDF files will be made available in Hindi and Urdu.
5. Also note that after the Supreme Court orders, if more than one language has been
prescribed for an assembly constituency, even at the draft stage itself, copies of rolls in all those
languages have to be given.
ELECTORAL ROLL, 2006
State – MEGHALAYA
No., Name and Reservation Status of Assembly Constituency: 37-BAGHMARA (ST)
Year of Revision : 2006 Type of Revision : Special Summary
Qualifying Date :1.1.2006 Date of Publication : ………….. 2005
f) No., Name and Reservation Status of b) District(s) in which the Assembly
g) Parliamentary Constituency(ies) in Constituency is located:
h) which the Assembly Constituency is
i) located:

a) Mother Roll : Basic Roll of Intensive Revision, 2005 integrated with all
supplements preceding Special Summary Revision, 2006
4. DETAILS OF PART, POLLING STATION a) Total No.

of Parts

Locations

For Men With Single Polling
For Women Main
Stations
General With Multiple
Auxiliary
Polling Stations
Total Total Total
5. NET NUMBER OF ELECTORS
Male Female Total
Map of Assembly Constituency
to be printed here
(on the back side of previous page)
TABLE OF CONTENTS
Electoral No. of
roll Auxiliary Net number of electors
Part Details of sections covered polling
No. by the Part stations, if
any.
Male Female Total
(1) (2) (3) (4) (5) (6)

ELECTORAL ROLL, 2006
State – MEGHALAYA
No., Name and Reservation Status of Part No.
Assembly Constituency:
No., Name and Reservation Status of Parliamentary Constituency(ies)

in which the Assembly Constituency is located:
Year of Revision : 2006 Roll Identification: Basic roll of intensive revision,
2005 integrated with all
Qualifying Date :1.1.2006
supplements preceding special
Type of Revision : Special Summary summary revision, 2006.
Date of Publication : ………….. 2005
2. DETAILS OF PART AND POLLING AREA
No. & name of sections in the part:
Main Village/Town:
Hadbast No.:
Ward No. :
Police station:
Tehsil :
District :
PIN Code:
3. POLLING STATION DETAILS
No. and Name of polling station: Type of Polling Station

(Male/Female/General)
Address of polling station: Number of Auxiliary

Polling Stations in this
Part:
4. NUMBER OF ELECTORS
Starting Ending Net Electors
Sl. No. Sl. No. Male Female Total
Map of Part of Assembly
Constituency to be printed here
(on the back side of previous page)
ITEM NO. 98
Election Commission's letter No.23/ER-Intensive/2005/PLN-II, dated 20.10.2005 addressed to the Chief

Electoral Officer, Punjab, Chandigarh.
Subject: Intensive revision of electoral rolls w.r.t 1.1.2006 as qualifying date in the State of
Punjab - 20-Ajnala, Assembly Constituency – regarding.
You are aware that photo roll is already in existence in 20-Ajnala assembly constituency. Since
it is for the first time that an intensive revision has been ordered in a constituency where photo roll is
already in existence, the procedure to be adopted for enumeration in such a constituency has to be
different from the constituencies where photo roll does not exist.
Therefore, the Commission has decided that the enumerator shall be given the relevant part of
the electoral roll to enable him to enumerate the area effectively.
The enumerators will enumerate all the electors living in a house but in the remarks column he
will have to mention whether the photographs of the electors are there in the existing roll and if so
whether they are correct.
In case of wrong photo or no photograph (in case of carry over electors) and new electors,
whose photographs are to be captured, the elector concerned will have to be given a letter specifying
the location of the camera team, the date(s) on which such electors can go and get themselves
photographed and this letter will also specify the serial No. of the Enumeration Card and the serial No.
at which the name of elector is recorded on the Enumeration Card. For the purpose of taking
photograph of the electors, at least 4-5 camera teams will have to be stationed at convenient locations
to make it easy for such electors to get themselves photographed. Besides such 4-5 fixed camera
teams, for the far flung areas you can also think of having some mobile camera teams which can
accompany enumerators so as to avoid any gap in capturing the photographs.
Once the draft roll is published and claims and objections are received, the electors whose
claims are accepted should be intimated about the location of the camera team, the date(s) and the
Part No./serial No. allotted to them in the roll for getting themselves photographed.
The Guidelines issued for Intensive Revision w.r.t.1-1-2006 will hold good in respect of 20-Ajnala
assembly constituency also in all other respects.
You are requested to send the schedule for Intensive Revision of Rolls w.r.t.01-01-2006 for 20-
Ajnala Assembly Constituency at an early date.
Kindly acknowledge receipt of this letter.
ITEM NO. 99
Election Commission's letter No. 23/ER-Summary/2005-PLN-II, dated 20.10.2005 addressed to the Chief
Subject:- Special Summary Revision of Electoral Rolls w.r.t.01-01-2006 as qualifying date – regarding.
In continuation of Commission’s letter No.23/TN/2006 dated 14th October, 2005, on the above
subject, I am directed to forward herewith the detailed guidelines to be followed for the special summary
revision. You are requested to go through the guidelines and make meticulous planning for effective
massive effort on the part of the election machinery.
Some of the salient features of the guidelines are:

1. The map (Nazri Naksha) showing the area covered by each part of the
electoral roll with details of all the sections with house numbers comprised
within each section shall be printed after scanning on the reverse of Part
Header of each part of electoral roll.
2. The facility of filing bulk applications has been withdrawn.

ITEM NO. 100
Election Commission's No. 434/1/2005/PLN-II, dated 21.10.2005 addressed to the Chief Secretary,
Tamil Nadu, Chennai
Subject: Revision of Electoral Rolls w.r.t. 01.01.2006 as the qualifying date - Adequate
staff & ban on transfers.
The Commission has ordered Special Summary Revision of electoral rolls in the States of Tamil
Nadu w.r.t. 01.01.2006 as the qualifying date. The prime objective of the revision is to produce clean
and accurate rolls with the cooperation and involvement of the electors, political parties, Rural and
Urban local bodies, NGOs etc.
Provision of adequate staff

This exercise requires a massive effort on the part of the electoral authorities in the State and
you will appreciate that this cannot be completed without strengthening them with adequate staff. All
vacant posts related to revision of rolls shall therefore be filled up.
Ban on Transfers during the revision period

The existing provisions of the Representation of the People Act, 1950 stipulates that any officer
or staff employed in connection with the preparation, revision and correction of the electoral rolls shall
be deemed to be on deputation to the Election Commission for the period during which they are so
employed and such officer and staff shall, during that period, be subject to the control, superintendence
and discipline of the Election Commission.
You are aware that any transfer of key officials during the period of revision will adversely affect
the work and the quality of revision process. The entire process has a very tight schedule within which
vast amount of work has to be completed. It involves meticulous planning, professional management,
close supervision and monitoring. It is, therefore, necessary that during the aforesaid period the
transfer of any officers engaged in this exercise should be avoided. In view of the extant provisions of
the law the Commission reiterates its existing direction that no key officials connected with the exercise
of Revision of Electoral Rolls like District Election Officers, the Electoral Registration Officers and the
Assistant Electoral Registration Officers should be disturbed from their places of posting without the
prior concurrence of the Election Commission from the commencement of the work till its completion.
The Commission therefore likes to emphasise that in case it becomes absolutely necessary to
make any transfer of the key election officers connected with the revision of rolls or there is any need
for shifting of officers due to their promotion etc., the Election Commission would consider the same on
merits on a case to case basis. Any proposal for inevitable transfer may be sent to the Commission
giving detailed and full justification for the same. The Commission expects that the State government
will not take any action, which might in any way impede the smooth completion of the work relating to
the Revision of Electoral Rolls.
The Commission has already announced the programme of revision. However in some times
the programme may have to be revised due to various reasons. The Chief Electoral Officer is being
directed to intimate you about the details of the final programme of revision.
I am further directed to inform you that the IAS probationers have been kept out of the purview of the
ban during the revision process.
Copies of the instructions whenever issued in the above matter may kindly be sent to the
Commission for its information and record.
Kindly acknowledge receipt immediately.
ITEM NO. 101
Election Commission's letter No. 23/ER-Summary/2005-PLN-II, dated 03.11.2005 addressed to the

Chief Electoral Officer, Assam, Dispur
Subject:- Special Summary Revision of Electoral Rolls w.r.t. 01-01-2006 as qualifying date
– regarding.
With reference to your letter No.ELE.119/2004/pt/284 dated 21.10.2005, on the subject cited, I
am directed to say that the Commission has approved the following schedule for the special summary
revision of electoral rolls in the State of Assam:-
Schedule for Special Summary Revision of Electoral Rolls,

w.r.t. 01.01.2006 as qualifying date.
Sr. No. Stages of Revision Period allowed for each stage

1. Preparatory work- Removal of discrepancies, if any,
found during validation checks of the existing database
15.12.2005 (Thursday)
and integration and consolidation of all the supplements
of electoral roll.
Preparation of list of identification particulars of each
section like village/hamlet name in case of part of village
and main area or localities or societies or blocks in a
colony in case of towns/metros. Splitting of each part of
electoral roll as per the list of sections mentioned above
and their distribution to different localities/RWAs/Housing
Societies and Gaon Sabhas before the date fixed for
draft publication of roll.
Post Offices by
2. Draft publication at all designated locations 20.12.2005 (Tuesday)
3. Period for filing claims and objections and reading of
relevant part/section of electoral roll in Gram Sabha/ 20.12.2005 (Tuesday) to
Urban Local Bodies and Resident Welfare Association 04.01.2006 (Wednesday)
Meetings etc.
4. Special Campaign days 24.12.2005 (Saturday)
25.12.2005 (Sunday) &
31.12.2005 (Sunday)
01.01.2006 (Sunday)
5. Disposal of claims and objections by 21.01.2006 (Saturday)
6. Preparation and printing of supplements of Additions, 04.02.2006 (Saturday)
7. Final Publication of electoral roll 09.02.2006 (Thursday)
8. Display of rolls for at least 7 days at all designated 16.02.2006 (Thursday)
locations
Wide publicity may be given throughout the State through print and electronic media, beating of
drums etc. All political parties may also be informed in writing about the schedule of revision. Detailed
guidelines regarding the special summary revision w.r.t. 01.01.2006 will follow shortly.

ITEM NO. 102
Election Commission letter No.24/2005-PLN-II, dated 14.11.2005, addressed the Joint Secretary (E),
Ministry of Defence, Secretary, Ministry of Home Affairs, Joint Secretary (Administration) Ministry of
External Affairs and Director, Directorate General Border Roads, New Delhi
Subject:- Summary revision of last part of electoral rolls relating to service voters with reference
to 01.01.2006 as the qualifying date.
Sir,
I am directed to state that the Commission has decided to undertake summary revision of last
part of electoral rolls in all States/UTs with reference to 1st January 2006 as the qualifying date.
2. The Commission had undertaken de novo preparation of last parts of electoral rolls relating to
service voters in all States, with reference to 1st January 2002 as the qualifying date. Subsequently,
Summary Revisions of these parts were undertaken w.r.t 01.01.2003, 01-01-2004 and 01-01-2005 as
the qualifying dates. In the existing last parts of electoral rolls, only the names of service voters who
applied during the last de novo preparation of 2002 and subsequently during the Summary Revisions
2003, 2004 and 2005 are included. The Commission has, therefore, ordered further summary revision
of the last parts of the electoral rolls of all constituencies, in all States/UTs, relating to service voters, to
make the same up-to-date, by enrolling all other eligible service voters who would be of 18 years age or
more as on 01.01.2006 and those who could not apply for such registration last year due to frequent
postings or any other reason or those who wish to change their earlier declarations.
Service Personnel eligible
3. The last part, of the electoral roll of each constituency contains the names of every person
belonging to the following categories having "service qualification" under sub-section (8) of section 20 of
the R. P. Act, 1950:-
(e) Being a member of the Armed Forces of the Union; or
(f) Being a member of a force to which provisions of the Army Act, 1950 (46 of 1950), have
been made applicable whether with or without modification;
(g) Being a member of an Armed Police Force of a State, and serving outside that State; or
(h) Being a person who is employed under the Government of India, in a post outside India.
4. The wife of a service voter belonging to any of the four categories mentioned above and
ordinarily residing with him is also eligible to be registered in the last part of the electoral roll as an
elector along with her husband.
5. For the purpose of enrolment as an elector in the last part of the electoral roll, every person
having a service qualification as mentioned above shall have to apply in the prescribed statutory Form
2, 2A or 3 (appended to Registration of Electors Rules, 1960), as may be applicable, giving therein full
particulars called for therein. For ready reference, a copy each of the said Forms is enclosed. Every
person having a service qualification has to submit TWO COPIES of the said Form duly filled to the
Record Office or Authorities concerned.

How to apply for registration
6. As the revision ordered is summary revision of the last part, every eligible service voter who
has not applied for registration during the last de novo Intensive revision w.r.t. 01.01.2002 as the
qualifying date or subsequently during the Summary Revisions w.r.t. 01.01.2003, 01.01.2004 and
01.01.2005 as the qualifying dates or the one who wishes to change his earlier declaration shall have to
submit his/her statement as to the place of his/her ordinary residence in the prescribed Form 2, 2A or 3,
as may be applicable. If any service voter fails to submit the above statement, his name will not be
included in the last part. Therefore, the Record Offices/Authorities concerned may kindly be directed to
obtain statements in prescribed Forms, in duplicate, from all eligible service voters who would have
attained the age of 18 years or above as on 1.1.2006 but whose names are not already registered as
service voters or those also wish to change their existing declaration.
Submission of “Declaration” along with statements by all service voters other than those
employed under the Government of India, in a post outside India.
7. After filling the statement in Form 2 or 2A, as the case may be, the service voters are also
required to fill in and sign a “Declaration”, a specimen of which is enclosed with this letter. When a
service voter fills in Form 2 or 2A, as the case may be, he is registered as a service voter in the last part
of the electoral roll of the constituency in which the address given by him in the said Form is located. If
he declares that his wife also ordinarily resides with him at the place of his service posting, she is also
registered in the last part along with the husband.
8. However, if any service voter does not want the above facility of enrolment in his native place,
he may get himself registered as an ordinary elector in the actual place of his residence at the place of
his service/posting at the time of house-to-house enumeration or by filling an application in Form–6
appended to the Registration of Electors Rules, 1960, as general elector and not as service voter.
9. Under the law, no person should get enrolled as an elector more that once in the same
constituency or in more than one constituency. This is an offence and attracts punishment under the
law. Therefore, every person having a service qualification and applying in Form 2 or 2A, as the case
may be, for registration as a service voter shall give a declaration in the enclosed format to the effect
that he did not get enrolled as general elector in any constituency.
Verification by Record Offices/Authorities concerned
10. The officer in charge of each Record Office will check the statement in prescribed Form
submitted by each service elector to ensure that the particulars given in the statement are complete and
correct. Particular attention should be paid to ensure that the service voter has mentioned his full
address including the detail of the district relating to his home town/village. They should also ensure
that the service voters have submitted the prescribed declaration along with their statements in Form 2
or 2A, as the case may be. The declaration need not be in duplicate.
11. After careful verification of the Form submitted in duplicate and the declaration, the Record
Officer should sign the verification certificate provided in the Form. These duly filled in Forms (in
duplicate) along with the declarations attached thereto should be forwarded to the concerned District
Election Officer, who is the District Magistrate/Deputy Commissioner/District Collector/District Officer of
the district (by whatever designation known in each State). While forwarding the Forms and declarations,
a covering list showing the particulars of the statements being forwarded should also be enclosed.
12. The Record Offices/Authorities be directed that the Forms and declarations should not
repeat not be sent to Election Commission of India. Wherever it is not possible to ascertain the name
of concerned district from the address filled up by the service voter, the Form may be forwarded to the
Chief Electoral Officer of the State concerned. For ready reference, a list showing the addresses of the
Chief Electoral Officers of all States and Union Territories is enclosed.
13. It has been observed that many a times due to incomplete address of the Record Offices,
the Electoral Registration Officers face problems in sending back acknowledgments/extract of
the last part of Electoral Roll. Therefore, the Record Offices may be directed to furnish complete
postal address along with APO number/ PIN Code, as the case may be, while forwarding the duly
filled up Forms so that acknowledgment/extract of the last part of the roll or any other
communication reaches the proper destination expeditiously.
14. The Record Offices/Authorities should obtain the Forms and declarations from all the aforesaid
service voters and, after due verification, forward them to the abovementioned election authorities as
early as possible and in any case by 31st December, 2005 in respect of all States and Union
Territories.
15. The names of only those service voters whose statements are received by the Electoral
Registration Officers through the Chief Electoral Officers/District Election Officers, as the case may be, in
time before the date fixed will be included in the last parts of the rolls. The first supplement of the last
part of electoral roll so prepared w.r.t. 01-01-2006 shall be printed on 31st January 2006 in respect of
all States and Union Territories.
16. The Forms of the service voters received by Electoral Registration Officers after 31st December,
2005 in all States and UTs will be incorporated in the second supplement to be brought out on 30th June,
2006 as a process of continuous updation.
17. The last part of the electoral roll is prepared in the office of the Electoral Registration Officer. For
convenience of subsequent extraction, names in this part will be arranged according to Record Offices.
After the names have been thus classified Record Office-wise and the lists have been entered, counter-
foils at the end of the electors’ statements will be completed and one copy of each such completed
statement returned to the Record Office concerned immediately. These statements should be kept in the
Record Office arranged constituency-wise for each State so that future references from the Electoral
Registration Officers can be easily dealt with. The second copy of the statement will also be arranged
constituency-wise and kept in a file in the office of the Electoral Registration Officer.
18. The Electoral Registration Officer shall also forward extracts from the roll pertaining to each
Record Office to the Record Offices concerned latest by 28th February, 2006 in respect of the first
supplement and, wherever necessary, by 31st July, 2006 in respect of the second supplement.
19. A copy of the instructions issued in this regard may kindly be endorsed to the Commission for its
record.

NO.24/2005-PLN-II Dated: 14th November, 2005
Copy for information and necessary action forwarded to the Chief Electoral Officers all the
States/UTs.
The Commission had delinked the process of revision of last part of electoral roll from revision
of general parts of electoral roll since last revision w.r.t.01-01-2004 as qualifying date in view of the
latest amendment in the Acts and Rules providing the facility of proxy voting to service voters belonging
to the Armed Forces and members belonging to a Force to which provisions of the Army Act apply. The
need for keeping the last part of electoral roll up-to-date has substantially increased due to aforesaid
amendments.
The last part of electoral roll of each constituency will be summarily revised w.r.t. 01-01-2006 as
the qualifying date. It is now important that account of each and every statement made by service
voters is properly kept and extracts sent back to record offices/concerned authorities at the appropriate
time. Since 2004 there are two supplements of the last part. The first supplement should include
statements received in Form 2, 2A and 3 by the 31st December, for printing of the first supplement on
31st January and the second supplement, wherever necessary, on 30th June in respect of Forms
received after 31st December, 2005.
The EROs should be strictly instructed to return the counterfoils of the statements that are
included in the supplement along with the extracts from the last part of the roll to concerned Record
Offices as soon as possible and in any case by the dates mentioned in para 18 of the letter. The
extracts to be sent after the first supplement should be for the entries included during the last de novo
intensive revision 2002, summary revision 2003, 2004 and 2005, and the entries included during the
present summary revision.
The Chief Electoral Officers of the concerned State should, therefore, obtain a certificate
from the EROs about compliance of the above mentioned instruction i.e about sending back
one copy of the Forms 2, 2A or 3 after filling in the counterfoil of the Forms and furnishing of
extracts from the last part of the electoral roll to the record offices concerned twice in a year.
Thereafter, CEOs should furnish a consolidated report to the Commission in the matter.
(K.R. PRASAD)
SECRETARY
DECLARATION BY SERVICE PERSONNEL
(TO BE ATTACHED WITH THE STATEMENT IN FORM 2 OR 2A, AS THE CASE MAY BE)
I, …………………………………………………………….(NAME IN BLOCK LETTERS) am

applying through my Record Office/Commandant for getting myself *and my wife registered as service
elector(s) in the last part of the electoral roll of my native place where I would have been ordinarily
resident but for my service qualification, and wish to avail the facility of postal ballot paper/proxy at the
time of election, as and when held, in the constituency in which my native place lies.
I, hereby, declare that I *and my wife have neither got *ourselves/myself already registered
nor have applied for such registration as ordinary electors in the general part of the electoral roll of the
place where I am presently posted and residing or any other constituency.
I further declare that I am aware of the law that prohibits getting registered as an elector at
more than one place either in the same constituency or in different constituencies and if my name *or
my wife's name so appears at different places, the same may be deleted from all such places except
from the last part of the electoral roll of my native place for which I have made the enclosed statement.
SIGNATURE OF THE SERVICE PERSONNEL

RANK…………………………………………
Place:………………..
Date:………………….
* Delete if the name of wife is not included in Form 2 or 2A, as the case may be
FORM 2
(See rule 7)
Statement as to place of Ordinary Residence by a member of the Armed Forces
I hereby declare that I am a citizen of India and that but for my service in the Armed Forces I would
have been ordinarily resident at —
House No. ............................……………………......................................................................…………

Street/Mohalla ..................................................……………………...................…...........................……
Locality ........................................................................................……………..….……................………
Town/Village ...............................................................................................…..….………………….……
Post Office ....................................................................................................…..…………………………
Police Station ................................................................................................….…………………………
Tehsil/Taluka .................................................................................................……,………………………
District ............................................................................................................……………………………
State ...............................................................................................................……………………………
My full name ....................................…………………………........…................................................……
Service No ................................................... Rank................................................………………………
Service/Corps/Regiment ................................................................................……………………………
Name and address of record office ...................................................................…………………………
* I further declare that my wife...............................................................................………………………
Date: ....................................... …………………………

(Signature).
Record Office ................................................ Verified and found correct
Date.................................................... Officer-in-charge, Records.

Registered in the electoral roll for the …......................................................Assembly

Constituency

FORM 2A
(See rule 7)
Statement as to place of Ordinary Residence by a member of the Armed police force of a State,
who is serving outside that State
I hereby declare that I am a citizen of India and that but for my service outside the State in the armed
police force mentioned below, I would have been ordinarily resident at —
House No. ............................…………………..........................................................................…………

Street/Mohalla .................................................……………………...........................................…………
Locality ....................................................................................…………………................……………
Town/Village ..............................................................................................…………………….…………
Post Office ..............................................................................................…………………………………
Police Station ..........................................................................................…………………………………
Tehsil/Taluka ...........................................................................................…………………………………
District .....................................................................................................…………………………………
State ........................................................................................................…………………………………
My full name ....................................……………………….....................................................…………
Buckle No ...................................................... Rank................................................……………………..
Name of Armed police force ................................................................................………………………..
Name and address of the office of the Commandant .........................................................……………
* I further declare that my wife...........................................................................………………………..
Date: ....................................... ………………………………

(Signature).
Commandant's Office ................................................ Verified and found correct

Date.................................................... Commandant
Registered in the electoral roll for the ……...................................................Assembly

Constituency

FORM 3
(See rule 7)
Statement as to place of Ordinary Residence by a Person employed under the Government of
India in a post outside India
Full Name........................................................................................................
Father's/Mother's/Husband's name..................................................................
Age....................................years
Description of post
held outside India ...........................................................................................
.....................................................................................................................
I hereby declare that I am a citizen of India and that but for my being employed under the
Government of India in the above-mentioned post, I would have been ordinarily resident at (full postal
address)
.....................................................................................................
......................................................................................................
.....................................................................................................
I further declare that my wife name).....................………………………………………….

aged................……………. years, ordinarily resides with me and is a citizen of India.
This cancels any previous statement as to place of ordinary residence made by me.
Place........................... Signature.....................................
Date...............................
Verified
Signature ……………………..................
Designation of the
Head of Office...…………………………………..
……………………………………………….
Place.....................................
Date.......................................
Registered in the electoral roll for the ……...................................................Assembly

Constituency

ADDRESS OF CHIEF ELECTORAL OFFICER

Andaman & Nicobar Islands Himachal Pradesh,
Electoral Office Building, Near D.C. Office, Block No.38, SDA Complex,
Port Blair - 744 101 Kasumpti, Shimla - 171 009

Andhra Pradesh, Haryana,
General Administration Department, Room No.16, Top Floor,
A.P. Secretariat, G. Block, 5th Floor 30, Bays Building, Sector-17,
Hyderabad - 500 022 Chandigarh

Arunachal Pradesh, Jammu & Kashmir,
Nirvachan Bhawan, Old Secretariat (Mubarak Mandi)
Itanagar - 791 111 Jammu (Tawi) - 180 001

Assam, Karnataka,
Block-1, Assam Civil Secretariat, K.G.I.D. Old Building *Annexe),
Dispur Capital Complex, Dr. Ambedkerveedhi,
Gowahati - 781 --6 Bangalore - 560 001

Bihar, Kerala
7, Bihar Sachivalaya, Mengala Road, Election Department, III Floor,
Patna - 800 015 Legislative Complex, Vikas Bhawan,
Thiruvanathapuram

Chandigarh, Lakshadweep,
4th Floor, Secretariat of Union Territory, Union Territory of Lakshadweep,
Sector - 9, Chandigarh Kavaratti

Chhattisgarh Meghalaya,
Room No.140, Indravati Khand, Meghalaya Secretariat, Main Building,
Mantralaya Parisar, Raipur 0 492 001 Shillong - 793 001

National Capital Territory of Delhi Manipur,
Old St. Stephen College Building, Room No.188, Manipur Secretariat,
Kashmere Gate, South Block, Manipur,
Delhi - 110 006 Imphal - 795 001
Dadra and Nagar Haveli Madhya Pradesh,
Administration of Dadra and Nagar Madhya Pradesh Nirvachan Sadan,
Haveli, 17, Arera Hills, Jail Road,
Union Territory, Silvasa - 396 230 Bhopal

Daman & Diu, Maharashtra,
Secretariat Daman & Diu, Room No.525-527, 5th Floor,
U.T. Administration, General Administration Deptt.,
Modi Daman -396 220 Mantralaya, Mumbai - 400 032

Gujarat, Mizoram,
GAD Block No.7, 2nd Floor, Civil Secretariat, Block 'C' Floor 'D',
Sardar Bhawan, Secretariat, Room No.19,
Gandhinagar - 382 001 Aizawl - 796 001

Rajasthan, Nagaland,
Room No.120, West North Block, D - Block, Nagaland,
Secretariat, Kohima
Jaipur - 302 001

Sikkim, Orissa,
Election Office, Tibet Road, 3rd Floor, New Annexe, Orissa Secretariat,
Gangtok - 737 101 Bhubaneswar - 751 001

Tamil Nadu, Punjab,
Public (Election III) Department, M.C.O. No.29-30, Sector -17E,
Fort St. George, Chennai - 600 009 Chandigarh -160 001

Tripura, Pondicherry,
Civil Secretariat Compound,' No.31, Kandappa Street,
P.O. Agartala - 799 001 Pondicherry - 605 001

Uttar Pradesh, West Bengal,
Vikash Bhawan, Janpath Market, Home C & E Department, Block -E,
4th Floor, Hazrat Ganj, 1st Floor, Writers Building,
Lucknow - 226 001 Kolkata - 700 001
Uttaranchal, Goa,
Secretariat Complex, Old Administrative Office,
2, Subhash Road, Institute of Psychiatric & Human Behavior,
Dehradun - 248 001 Altinho,
Panaji - Goa
Chief Electoral Officer,
Jharkhand,
Heavy Engineering College,
Sector - 3, F - 13,
Ranchi
ITEM NO. 103
Election Commission's letter No.23/ER-R.Format/AP/2004-PLN-II, dated 16.11.2005, addressed to the

Chief Electoral Officer, Andhra Pradesh, Hyderabad
Subject: Revision of electoral rolls – preparation of rolls in the revised format with the
photographs of the electors - Regarding
With reference to your letter No.3489/Elecs.E/A1/2003-61 dated 3rd November, 2005, on the
above subject, I am directed to inform you that the Commission after consideration of the position
explained in your letter under reference has conveyed its concurrence for taking up the pilot project of
printing of photo electoral rolls in the State of Andhra Pradesh after the completion of the proposed
EPIC campaign to be taken up after the ongoing special summary revision of 2006.

ITEM NO. 104
Election Commission's letter No. 23/AS/2005-PLN-II, dated 16.11.2005 addressed to the Chief Electoral
Officer, Assam, Dispur
Subject:- Special Summary Revision of Electoral Rolls w.r.t. 01-01-2006 as qualifying date
– regarding.
In continuation of Commission’s letter of even number dated 3rd November, 2005 intimating the
schedule of special summary revision of electoral roll w.r.t. 01-01-2006 as the qualifying date, I am
directed to inform you that the guidelines issued during the last intensive revision 2005 shall apply
mutatis mutandis from the stage of draft publication of electoral rolls. Additional supplementary
guidelines on some of the existing instructions are enclosed.
In view of the Hon’ble Supreme Court’s judgment dated 12th July, 2005 in Writ Petition (Civil)
No.131 of 2000 (Sarbananda Sonowal versus Union of India & Anr.) the reference to the competent
authorities under the Illegal Migrants (Determination by Tribunals) Act 1983, wherever it occurs in the
guidelines, shall be construed as reference to the competent authorities under the Foreigners
(Tribunals) Orders, 1964. The instructions issued vide letter No.23/AS/2005/191 dated 25th July, 2005
may kindly be referred to.
The clarification regarding the print format of the electoral rolls issued vide Commission’s letter
No.22/2/2005-PLN-II dated 17th October, 2005 shall be strictly followed.
SUPPLEMENTARY GUIDELINES FOR SPECIAL SUMMARY REVISION OF ELECTORAL ROLLS

w.r.t.01-01-2006 AS THE QUALIFYING DATE IN THE STATE OF ASSAM.
1. Draft Publication
As required under Rule 11(c) of Registration of Electors Rules, 1960, two copies of draft rolls –
State parties free of cost. The political parties while being given copies of draft rolls should be
2. Designated Locations
3. Minutes of the Meetings

An Attendance Register with signature/thumb impression of all the participants should be
maintained.
4. E-Registration
districts.
5. Preliminary Checking of Forms
6. Applications for Addition of Names

(I) No material column requiring the applicant to indicate his name in full, sex,
father’s/mother’s/husband’s name, “Relationship” and particulars of place of ordinary
residence is left blank by the applicant;
(II) The date of birth, if known, and the age in years and months should invariably be indicated.
Where the applicant does not know the date of birth, he/she must at least indicate the
approximate age in years as on the qualifying date;
(III) In the case of applicants in the age group 18 – 20 years, the name and relationship should
be checked with respect to the applicant’s family members already enrolled with the same
They may be asked to attach any documentary proof of age like school/college certificate,
birth certificate etc. wherever possible.
(IV) Whether the address where the applicant desires to be enrolled has been completely given
in Part II of the Form 6. If not, the complete address be obtained. The applicant may be
asked to attach a copy of any other document like Bank/Kisan/Post Office Pass Book,
Ration Card, Driving Licence, Passport, Gas Connection, Telephone/Electricity/Water Bill
etc. showing that address.
(V) The applicant is required to indicate in Part III of Form 6 the details of his/her family
members, if any, already included in the draft electoral roll. In case the applicant has only
indicated the name(s) of family members but has not given other electoral roll details like
part no., serial no and EPIC No. of such family member(s), then the applicant should be
assisted to fill up these details from the copy of the draft roll made available at each
designated location;
(VI) The most important part of the preliminary checking is to see that the Declaration in Part
IV, at the end of the Form-6 is complete in all respects. The Part (ii) of the declaration
about the period of ordinary residence at the present address given in Part II of the Form
should not be blank. If not, the same may be got filled up.
(VII) In cases where the applicant mentions the period of stay at that address for a long time,
say a year or more, then the circumstances because of which he did not apply for
enrolment should be ascertained and recorded on the application Form by the designated
officer.
(VIII) Similarly, the applicant must strike out one of the two alternative statements given at part
(iv) of the Declaration in Part IV of Form 6. In case the applicant makes the second
alternative statement, the name of the State, constituency and full postal address of the
previous place of residence must be got filled up, in case the same is left blank. This
declaration should be necessary in the case of applicants who have shifted their place of
residence and were enrolled in the roll of another constituency. The full details of the
previous address and of earlier Rolls and EPIC, if issued to the elector, must be filled in by
the applicant in Form-6. However, failure to furnish the details entered in the rolls and
EPIC, if not known, would not be a ground for non-acceptance of applications, if the
previous address has been fully given.
7. Applications for objecting inclusion/ seeking deletion of names

8. Applications for correction to particulars entered in the roll
9. Receipt of application in bulk

10. Special Campaign dates

On the four special campaign dates, all the claims and objections shall be received at the
designated locations to ensure that the electors who could not have filed their claims and objections till
then may avail of the opportunity. The campaigning hours on these special campaigning days shall be
from 9 A.M. to 6 P.M. The post offices need not remain open on Sundays just for the purpose of
receiving application Forms.
11. Deletion of Names
where required.
deemed necessary.
12. Birth and Death Registers:
Commission had issued an Order No. 22/2/94 dated 28th March 1994 in exercise of its powers under
i) Every municipality and every other local body located in any and every constituency in
a state or Union Territory, through its Registrar of Births and Deaths, shall mandatorily
furnish to the Electoral Registration Officer of the Constituency in which the dead
person was resident as per the address given in the register of deaths, the names
together with age at the time of death and addresses of the dead persons on the first of
January and the first of July of every calendar year.
Rule 21A of the R.E. rules, 1960 to delete the names of dead persons.
13. Disposal of Claims & Objection and Printing of Supplements

In the case of claims and objections which have not been summarily rejected, each claim and
objection shall be thoroughly scrutinized and locally verified by the verifying agencies which are
normally utilized for the purpose. The signature (or thumb impression) of the applicant may be obtained
again in the application wherever there is any doubt to establish identity. A photocopy of the document
in proof of place of present and previous residence should be obtained wherever available, and filed
with the records.
If the address of the applicant is incomplete (like street name mentioned but not the house
number), a doubt may arise on whether the application is genuine. This will be ascertained in field
inquiry and complete address should be recorded on the application. If complete address can not be
ascertained after due enquiry, such application shall be rejected.
Form-7 applications need to be scrutinized carefully so as to ensure that these are not used to
delete of genuine electors. In any case, no objection should be accepted and the name of the person
objected to deleted unless the person objected to has been given a proper notice in the prescribed
Form in relation to the action proposed to be taken and he had been given a reasonable opportunity of
being heard before passing the order.
14. Manuscript for supplements
Data entry for all such electors should be done meticulously and checklist should be printed. These check list
should also be compared with the manuscript for such supplements and necessary corrections should be made
wherever required.
15. Reports
revision:
Form ID-SR-2006-01:
Form ID-SR-2006-02:
seven days from the last date for receiving claims and objections.
Form ID-SR-2006-03
Form ID-SR-2006-04
The constituency wise report on disposal of applications received in the State and suo motto
Form ID-SR-2006-05

1. Confirming draft publication at designated locations in all constituencies - by 17.00 hours
on the date of draft publication.
2. Report of large scale claims/ objections filed and their percentage of deviation compared to
SR2006-03)
3. Consolidated report of constituency wise data of electors in draft roll, claims/objections

received, admitted and rejected and su-motto action taken for inclusion/deletion and final
data of electors with percentage of increase/decrease. (Form ID-SR2006-04)

5. Report of constituency wise data of electors in final roll (with men/women breakup) and
SR2006-05)
6. Details of EPIC number indicated in the finally published electoral roll in Form ID-SR2006-
06 within fifteen days after final publication.
ALL THE ABOVE REPORTS SHOULD BE ADDRESSED TO THE SECRETARY INCHARGE

IN THE COMMISSION.

Constituencies
6. Letter No.23/2002-PLN-II Use of services of Post Offices for Electoral Roll Management
dated 23-8-04

State/UT Name :
AC No. : Name :
Period for the AC
ERO/AERO
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :

Revision. Seal

TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

average average
1 2 3 4 5 6 7

FORM ID

1. 2. 3. 4. 5. 6. 7.

LECTION COMMISSION OF INDIA FORM ID


decrease
(-)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

(COPY)
Nirvachan Sadan, Ashoka Road, New Delhi - 110001
No.23/2002-PLN-II Dated 23.08.2004
To
The Chief Electoral Officers of

All States & Union Territories
(except Arunachal Pradesh and Maharashtra)
Sir,
While forwarding the guidelines for the revision of electoral rolls w.r.t. 01-01-2005 as the
qualifying date, the Commission had indicated that the services of Post-offices and Postmen shall be
utilized during the revisions process for display of rolls, receipt of duly filled in Forms and their checking
etc., and the guidelines for the same would be forwarded separately. The issues have since been
resolved with the Postal Authorities. The apartment of Posts, New Delhi has since issued necessary
instructions in the matter to all Heads of Circles vide their letter No.30-8/2002-D dated 16th August,
2004. A copy of the same is enclosed for your information and reference.
CEOs/DEOs/EROs for implementing this scheme. A copy of the guidelines is enclosed herewith for
taking immediate necessary action in the matter.
The Commission has been constantly taking initiatives for improvement of the qualify and purity
of the electoral rolls. In line with this policy, it has been decided that the services of Post Offices will be
used for display of electoral rolls, receiving applications and use the services of Postmen for
ascertaining the address particulars of the applicants during the period of annual revision of electoral
rolls. The following modalities shall be observed in this regard:-
appointed as Designated Officer under rule 14 of the Registration of Electors Rules, 1960 to
receive Forms of application required to be made for inclusion of name in the electoral roll in
Form 6; for objecting inclusion or seeking deletion of names in the electoral roll in Form 7; for
correction to particulars entered in electoral roll in Form 8 and for transposition of entry from
one part to another part of the electoral roll of the same constituency in Form 8A.
2. All the post offices will receive duly filled in Forms to be submitted by an individual or a
member of a family applying for himself/herself as well as other members of his/her family. No
authorisation is required for filing applications in respect of one household by a one member of
that household.
representatives of political parties/RWAs/Housing Societies/Gaon Sabha/Ward Sabha or
any other organization. The post office in-charge shall direct such representatives to present
bulk applications only before the Electoral Registration Office/Assistant EROs of the concerned
assembly constituency.
4. Only Forms complete in all respect i.e. all relevant columns filled and necessary documents
in support of proof of ordinary residence, age etc. attached thereto shall be accepted in the post
offices. Especially full postal address at the end of the Declaration in Part - IV of Form 6 must
be filled up by applicants, already registered in some other constituency, while filling claims for
inclusion of names at the present address mentioned in Part - II of the Form.
5. Assistance may be provided for properly filling up the Forms/completing the incomplete
Forms.
6. The post office in-charge will prepare, on a day to day basis, the list of applications received
in the Post Office in the following statutory Forms prescribed in R.E. Rules, 1960:-

(iii) In Form 11 for applications filed for correction to particulars entered in electoral roll in
Form 8; and
(iv) In Form 11A for applications filed for transposition of entry from one part to another
part of the electoral roll of the same constituency in Form 8A.
7. The District Election Officer shall make necessary arrangements to collect the duly verified
forms along with the lists in statutory Forms 9, 10, 11 & 11A, as the case may be, from the Post Offices
at least one in a week.
8. Forms received on-line in the office of the District Election Officer shall be forwarded direct to the
delivery post offices. These Forms will be distributed to the beat postman for obtaining signature of
the applicant. A separate account of these Forms will be maintained by the DEO and he shall be
responsible to collect them direct from the delivery post offices periodically. The DEO shall prepare
constituency-wise list of these Forms in statutory Forms 9, 10, 11 and 11A.
9. The DEO shall segregate the applications and list them assembly constituency-wise and forward
them to the EROs concerned for exhibiting one copy of each such list on the notice board in ERO's
office as required under rule 16(b) of the RE. Rules, 1960.
10. After the expiry of one week from the date on which it is entered in the list exhibited by the
ERO under the above referred rule 16(b) and the procedures laid down in rules 187, 19 and
20, action should be taken to dispose of the applications after satisfying himself of the
genuineness of the applications.
11. In order to ensure close co-ordination and effective implementation of the scheme, the Chief
Electoral Officer shall ensure that adequate training of postal authorities and staff of DEO, ERO is
conducted.
12. Under the existing provisions of law, the ERO should satisfy himself about the qualification of each
applicant before inclusion in the roll. Therefore, the Forms received from the Post Offices shall not
automatically qualify for inclusion in the roll. The checking report of the postman, however, may be
legitimate ground for such satisfaction. Wherever felt, further verification may also be conducted.
COPY
No.30-8/2002-D
Department of Posts
NEW DELHI-110 021
16TH August, 2004

Sub: Utilization of the Postal Services in preparation / revision of electoral rolls for Election
Commission.
Sir / Madam
The Election Commission of India is carrying out the summary revision of electoral rolls w.r.t. 1.1.2005 as
qualifying date. The Commission has been constantly taking initiatives for improvement of the quality & purity of
the electoral rolls. In line with this policy, it has asked for the assistant of Postal staff during the current revision of
rolls. The draft electoral rolls would be published by 15.9.2004 and the period for filing claims/objections would
start after that. The Election Commission has decided that the electoral rolls would be displayed in Post Offices
between 15.9.2004 and 15.10.2004 and has requested assistance of Postal staff for carrying out various functions
in connection with the revision exercise in that period.
(iv) display the electoral rolls in Post Offices;
(v) make available various forms to the public for inclusion, deletion and correction in the electoral
roll. These forms i.e. Form 6 (for inclusion of name in the electoral roll)m 7 (for objecting inclusion
or seeking deletion of name), 8 (for correction of particulars entered in the roll) and 8A (for
transposition of entry in the electoral roll) would be supplied to the Post Offices by the Election
Commission and would be made available free of charge to the members of the public from Post
Office counters;
(vi) accept filled up forms from the public at the Post Office counters for further processing by
delivery staff as laid down in the Operating Procedure.
8. The detailed Operational Procedure is enclosed. The charges to be recovered from the Election
Commission for this work and the amount of honorarium to be paid to the staff involved in carrying out this
work in the Post Offices would be intimated to you soon. Meanwhile, preparations for carrying out the
above may be started in consultation with the Chief Election Officers of the State.
Sd./-
(Manju Pandey)
Encl: as above
Sd./-
(Manju Pandey)
COPY
ENCLOSURE
8. Forms would be available at the counter and would be given to the electors on demand by the PA at the
counter.
9. Filled in application forms would be accepted at the counter by the PA. The counterfoil of the form would
be stamped and initialed and returned to the elector.
10. At the close of the day, the total number of forms would be handed over under receipt to the delivery
branch of the Post Office and the total number of forms transferred would be informed to the office in
charge.
11. Delivery Assistant would sort the forms beat postman-wise and distribute it to the beat postman under
signature.
12. The postman while on his beat would only ascertain whether the particulars mentioned by the application
Part-II of forms 6, 8, 8A and Part-III of form 7 tally.
13. The postman would return the checked forms in the evening to the Delivery Assistant who would see
whether all the forms given to the Postmen have been received or not. These forms would then be
returned to the office incharge, who will confirm that the total number of forms received at the counter tally
with those returned by the Delivery Assistant. The office incharge would then hand over the forms in one
lot to the representative of the Election Commission (forms would be collected by the Election
14. At the end of the 25 days’ exercise, a tally of the total number of forms checked should be prepared for
billing purposes and forwarded to the Divisional Head.
Nirvachan Sadan, Ashoka Road, New Delhi – 110 001
No. PS/DIR(IS)/2004 Dated.: 17th September, 2004
To
The Chief Electoral Officers

of all States and Union Territories.
Subject : Time bound implementation of issues discussed during recent round of zonal
conferences.
Sir/Madam,
Wide range of issues, covering especially improvements in the quality of electoral rolls as well
as wider dissemination of information, have been discussed during the recent round of zonal
conferences of Jt. CEOs and SLAs. The following steps have been identified during these discussions
for implementation in a time bound manner.
9. It is essential that all states host their electoral rolls as PDF files, polling station wise, on
their websites. It should be ensured by the states undergoing summary revision that the
roll to be published as a draft should appear on the website, while for other states the
existing roll should appear on the website.
10. A search engine (Nagpur Model) was demonstrated as well as source code given to all the
states during zonal conferences. Please note that the features mentioned in search engine
should be taken as a minimum requirement and states are free to improve upon the search
engine and to modify it to suit their local requirements. The work of database porting and
putting the search engine on the website should be completed within next two weeks. Later
on same search engine or a suitably modified version can be used for telephone helplines
as well as Touch Screen Kiosks.
11. If on the website, a citizen searches for his name and does not find his name on the roll, he
should be able to fill up form 6 on the Internet. A pilot project of this was taken in Mumbai,
Thane and Pune districts of Maharashtra and proved very successful. Now this facility
should be opened up in all the states. The e-registration programme developed by
Maharashtra CEO has been demonstrated in zonal conferences and the source code was
also given to the participating states. This programme needs only little modification to be
made suitable for any state. This process should be done over next two weeks and
Internet registration opened up for voters inclusion during summary revision. As the
Assemblies they belong to are not known to most of the voters, the e- mail addresses can
be of DEO. However, these will entail manual sorting of printed applications at the DEO
level and then forwarding them to the concerned EROs.
12. An important point in computerization of electoral rolls is that all the responsibility of
preparing accurate rolls should remain with the election machinery and computers should
be used only as an aid. The Centralisation of data entry work at state level or even outside
the states must stop immediately. Data entry work, whether during intensive revision or for
preparing supplementary lists, should preferably be done at assembly ERO level. In case
of lack of computers or skilled operators at the ERO level, this work may be got done at
DEO level. In case the work is to be done outside the district, then prior written approval of
the Commission must be obtained.
13. Computerisation of rolls in some cases has resulted in DEO/ERO getting totally out of the
process and the SLA/Voter List data entry vendor taking full control. It should be ensured
that household electoral cards (in case of intensive revision) and Form 6/7/8/8A (in case of
summary/continuous revision) are not given to the data entry operators. ERO should get
proper manuscripts prepared and only these manuscripts should be given to the data entry
operators. After printouts are taken, they should be compared carefully against the
manuscript. After finalising this, a master AB-CD (Archival Backup CD, with a backup)
should also be taken. The matching manuscript, authenticated copy of final printout, and
master AB-CD should be kept together by ERO in his safe custody. The data relating to
the old roll, and resultant deletions in case of intensive revisions should also be copied on
the master AB-CD for record purposes and future reference.
14. The Commission has decided to put the electoral roll databases in public domain. The
method of putting this database in a simplified structural form on the PS-CD has been
explained in detail during the zonal conferences. Also a sample CD prepared by SLA
Karnataka has been circulated. These CDs to be made available to political parties as well
as be available for sale to general public, have to be ready on the date of draft/final
publication of rolls.
15. Internet version of GENESYS programme which works during the elections was also
demonstrated in the zonal conferences. Till now only the general elections to Lok Sabha
and state assemblies are being covered by the GENESYS programme. Please note that
now it will be used for all bye elections also. As far as affidavits are concerned, during the
bye elections the scanned affidavits will flow directly from the field to the ECI server.
However, in case of general elections, as the volume of affidavits is high, during the
election period the affidavits will be hosted on the state server and after the elections are
over, they will be offloaded from the state server and hosted on the ECI server. This
process has already been done for the Lok Sabha elections, 2004 and the simultaneous
elections to four state assemblies. Hence the affidavits of general elections, 2004, can now
be offloaded from the state servers.
16. It was noticed during the zonal conferences that a number of SLAs are not maintaining the
database as per the ECI guidelines. Certificates should be obtained from the SLAs that
ECI guidelines are being fully observed for the electoral roll database and the EPIC
database and these certificates should be forwarded to the Commission in next two weeks.
The Commission desires that immediate necessary steps be initiated to ensure compliance as
stated above. The progress should be monitored by the CEOs personally and compliance report be
sent to the Commission in first week of the next 3 months for information of the Commission.
Yours faithfully,
(RAJESH AGGARWAL)
DIRECTOR-CUM-PR. SECRETARY
(COPY)

No.23/AS/2005 Dated 25th July, 2005
To
The Chief Electoral Officer,

Assam, Dispur.
Subject: Intensive revision of electoral rolls - judgment of the Hon'ble Supreme Court of India dated
17.7.2005 setting aside the IMDT, Act 1983 - revised instructions on persons marked "D" in
the draft electoral rolls - reg.
Madam,
I am directed to invite your attention to Commission's instructions on persons marked
"D" in the draft electoral rolls on the basis of enumeration taken w.r.t. 1.1.2005 as qualifying date, as
contained in its letter of even number dated 11th July, 2005. Subsequent to the issue of the said letter,
the4 Hon'ble Supreme Court in its judgment dated 12th July, 2005 in Writ Petition (Civil) No.131 of 2000
(Sarbananda Sonowal versus Union of India & Anr.) quashed the Illegal Migrants (Determination by
Tribunals) Act, 1983 as ultra vires the Constitution of India. In view of the above judgment of the
Supreme Court, in partial modification of the instructions contained in letter dated 11th July, 2005,the
following instructions are issued in respect of the persons marked "D" in the draft electoral rolls:-
(j) The cases of all persons marked "D" in the finally published electoral rolls of 1997 (as
subsequently summarily revised from year to year till and including the year 2004) and
referred to the competent authorities under the Illegal Migrants 9Determination by
Tribunals) Act, 1983 and are pending before such Tribunals shall stand transferred to the
Tribunals setup under the Foreigners (Tribunals) Order, 1964 by virtue of Para 58(3) of
the Supreme Court's judgment. The names of all such persons shall continue to be
marked "D" in the electoral rolls till their cases are decided one way or the other by the said
Foreigner's Tribunals.
(k) The cases of all new persons marked "D" in the draft rolls (published on the basis of
enumeration done wart. 1.1.2005 as qualifying date) and whose names are to be included
in the final rolls as such, shall, before final publication of the rolls, be referred to the
competent authorities under the Foreigners (Tribunals) Order, 1964 for the
determination of their citizenship status, in view of the orders of the Supreme Court in para
58(4) & (6) of its judgment mentioned above.
2. You are accordingly requested to take appropriate action accordingly in the matter.
Yours faithfully,
(K. AJAYA KUMAR)

SECRETARY
ITEM NO. 105

Secretary, Goa, Panaji
Subject:- Revision of Electoral Roll – authorities competent for investigating into
complaints & order action for breach of official duty – regarding.
The office of the Chief Electoral Officer, Goa has made a reference seeking Commission’s
advice in a case of certain suspected irregularities alleged to have been committed during the revision
of electoral rolls of 2002 by the Assistant Electoral Registration Officer of 20-Ponda assembly
constituency. In brief, the sequence of events mentioned in the reference received from CEO, Goa are
reproduced below for proper appreciation of the facts of the case:
(i) Shri Shripad Y. Naik, MP (Lok Sabha) had filed three complaints in the month of June
2002 alleging certain irregularities in the preparation of electoral roll of 20-Ponda
(ii) All the three communications were addressed to CEO, Goa, with copy to Chief
Minister’s Secretariat. As per the report of the CEO, Goa, none of these letters was,
however, received in his office.
(iii) Shri Manohar Parrikar, the then Chief Minister of Goa, forwarded these complaints on
1-7-2002 directly to the then District Election Officer and Collector, North Goa District,
for enquiry and report.
(iv) The Collector conducted the enquiry and submitted report on the findings to the Chief
Minister on 17-7-2002. The report concluded that the complaints do not appear to have
any substance.
(v) The Chief Minister was not satisfied with the enquiry report as according to him the
same people who were responsible for the alleged irregularities prepared the report.
He, therefore, decided to get the matter enquired into by DIG (CID).
(vi) Accordingly, the matter was referred to DIG (CID) by State Home Department on
13.12.2002.
(vii) The SP (CID) submitted his report to the State Home Deptt. vide his letter dated 18-8-
2003. In his report, he concluded that there were wrongful additions, deletions/non-
inclusion of 35 names during the process of enumeration conducted during the special
intensive revision w.r.t. 01-01-2002 as the qualifying date.
(viii) The matter was thereafter referred to the State Law Department for further advice in
the matter. The Legal Advisor rightly opined that any action for breach of official duty in
connection with the preparation etc. of electoral rolls can be taken under Sec.32 of
ROP Act, 1950 only if a complaint is made by order of, or under authority from, the
Election Commission or the Chief Electoral Officer.
(ix) The Chief Electoral Officer has referred the matter to the Commission to seek its advice
and to know the further course of action.
2. You are aware that under Article 324 (1) of the Constitution of India, the superintendence,
direction and control of the preparation of the electoral rolls for all elections to Parliament and to the
Legislature of every State is vested in the Election Commission. The Parliament has enacted the
Representation of the People Act, 1950 with respect to all matters connected with the preparation,
revision and correction of electoral rolls. Under Section 13A of the R.P. Act, 1950 the Chief Electoral
Officer of the State supervises the whole work in the State. Sub-section (1) of section 32 of the said Act
provides that if any Electoral Registration Officer, Assistant Electoral Registration Officer or other
person required by or under this Act to perform any official duty in connection with the preparation,
revision or correction of an electoral roll or the inclusion or exclusion of any entry in or from that roll, is
without reasonable cause, guilty of any act or omission in breach of such official duty, he shall be
punishable with imprisonment for a term which shall not be less than three months but which may
extend to two years and with fine. Sub-section (3) of section 32 provides that no Court shall take
cognizance of any offence punishable under sub-section (1) unless there is a complaint made by order
of, or under authority from, the Election Commission or the Chief Electoral Officer of the State
concerned.
3. Having regard to the above constitutional and legal position, the Commission has carefully
considered the matter in its entirety. It wishes to place on record that the then Chief Minister Shri
Manohar Parrikar’s office acted wholly without jurisdiction by ordering directly the District Election
Officer-cum-Collector of North Goa District to enquire into the matter and send a report to that office,
without reference to the Chief Electoral Officer or the Commission. That office further compounded its
unwarranted interference by directing the Superintendent of Police, CID Goa to investigate into a matter
which falls within the exclusive domain of the Election Commission.
4. The Commission has taken a serious note of this and would like to communicate its displeasure
over the involvement of the then Chief Minister Shri Manohar Parrikar’s office in the matters beyond
their jurisdiction. The Commission would like its displeasure communicated to all concerned under
intimation to it.
5. The receipt of the letter may kindly be acknowledged.

ITEM NO. 106
Election Commission's letter No.30/2005-PLN-II, dated 05.12.2005 addressed to the Chief Electoral
Officers of all States/Union Territories
Subject: - Revision of Electoral Roll –authorities competent for investigating into

You are aware that under Article 324 (1) of the Constitution of India, the
superintendence, direction control of the preparation of the electoral rolls for all elections to Parliament
and to the Legislature of every State is vested in the Election Commission. The Parliament has
enacted the Representation of the People Act, 1950 with respect to all matters connected with the
preparation, revision and correction of electoral rolls. Under Section 13A of the R.P. Act, 1950 the Chief
Electoral Officer of the State supervises that whole work in the State. Sub-section (1) of section 32 of
the said Act provides that if any Electoral Registration Officer, Assistant Electoral Registration Officer or
other person required by or under this Act to perform any official duty in connection with the
preparation, revision or correction of an electoral roll or the inclusion or exclusion of any entry in or from
that roll, is without reasonable cause, guilty of any act or omission in breach of such official duty, he
shall be punishable with imprisonment for a term which shall not be less than three months but which
may extend to two years and with fine. Sub-section (3) of section 32 provides that no Court shall take
cognizance of any offence punishable under sub-section (1) unless there is a complaint made by order
of, or under authority from, the Election Commission or the Chief Electoral Officer of the State
concerned.
2. It has come to the notice of the Commission that a District Election Officer in one of the States
had conducted an enquiry into some complaints about irregularities in the electoral roll on the orders of
a State authority other than the Election Commission of India or Chief Electoral Officer and submitted
his report directly to that authority without reference to Chief Electoral Officer or the Commission. The
Commission has taken a serious exception to this and hereby likes to place it on record that the District
Election Officer/ Electoral Registration Officer/Assistant Electoral Registration Officer or any other
person required by or under the R.P. Act, 1950 to perform any official duty in connection with the
preparation, revision or correction of an electoral roll shall not repeat not conduct any enquiry on
complaints on the directions of a State authority, other than the Chief Electoral Officer or the
Commission. In case any such other authority directs any electoral officer to take any action including
enquiry into complaints about electoral rolls the same should not be entertained and the said authority
should be advised to route the request through proper channel i.e. the Chief Electoral Officer of the
State concerned.
3. All the Chief Electoral Officers are advised to be cautious and ensure that such kind of dealing
is not repeated in future. The above instructions may be brought to the notice of all concerned for strict
compliance. Any lapse in this regard would be viewed very seriously.
ITEM NO. 107

Electoral Officer, Goa, Panaji
Subject: - Revision of Electoral Roll –authorities competent for investigating into
With reference to your letter No.2-2-80/ELEC/539, dated 4 th May, 2005, seeking advice of the
Commission on the reference received by you from the State Govt. for taking action under Section 32 of
R.P. Act, 1950 for dereliction of duty by the AERO of 20-Ponda Assembly Constituency of Goa, I am
directed to say that the Commission has taken the view that the then Chief Minister Shri Manohar
Parrikar’s office acted in the matter without jurisdiction. The Commission is communicating its
displeasure to the State Govt. through a separate letter addressed to the Chief Secretary (copy
enclosed for your reference and record).
2. The Commission has further desired that the then District Election Officer and Collector, North
Goa, should be cautioned to be careful in future while dealing with references on matters under the
jurisdiction of Election Commission of India received from other channels.

ITEM NO. 108
Election Commission's letter No. 23/ER-Intensive/2005-PLN-II, dated 06.12.2005 addressed to the

Chief Electoral Officer, Uttar Pradesh, Lucknow
Subject: Revision of Electoral Rolls w.r.t. 01-01-2006 as the qualifying date –reg.
The issue of next revision of electoral rolls in the State of Uttar Pradesh w.r.t. 01.01.2006 as the
qualifying date has been reviewed by the Commission. It has been decided to undertake summary
revision of electoral rolls in all the assembly constituencies of the State. The schedule for the revision is
annexed herewith.
A copy of the detailed guidelines to be followed during the revision is also annexed herewith.
You are requested to go through the guidelines and make meticulous planning for effective
massive effort on the part of the election machinery. The salient features of the guidelines may be
explained to all concerned.
Wide publicity to the schedule may be given through print as well as electronic media,
distribution of leaflets, beating of drums etc. Inform all the political parties of the programme in writing.
SUMMARY REVISION OF ELECTORAL ROLLS W.R.T. 01-01-2006 AS THE QUALIFYING DATE IN

THE STATE OF UTTAR PRADESH
S. No STAGES OF REVISION PERIOD ALLOWED FOR EACH

STAGE
1. Preparatory work - Removal of
discrepancies, if any, found during validation
checks of the existing database and Upto 14-01-2006 (Saturday)
integration and consolidation of all the
supplements of electoral roll.
Preparation of list of identification particulars
of each section like village/hamlet name in
case of part of village and main area or
localities or societies or blocks in a colony in
case of towns/metros. Splitting of each part
of electoral roll as per the list of sections
mentioned above and their distribution to
different localities/RWAs/Housing Societies
and Gaon Sabhas before the date fixed for
draft publication of roll.
Supply of electoral rolls and Forms 6, 7, 8
& 8A to area Post Offices by
3. Period for filing of claims and objections and

reading of relevant part/section of electoral 20-01-2006 (Friday)
roll in Gram Sabha / Urban Local Bodies and to
Resident Welfare Association Meetings etc. 10-02-2006 (Friday)
4. Special Campaign dates for receiving claims 21-01-2006 (Saturday) &

and objections at all designated locations. 22-01-2006 (Sunday)
04-02-2006 (Saturday) &

05-02-2006 (Sunday)
5. Disposal of claims and objections by 25-02-2006 (Saturday)
6. Preparation and printing of supplements of

Additions, deletions and corrections by 10-03-2006 (Friday)
7. Final publication of Electoral Rolls on 15-03-2006 (Wednesday)
SPECIAL SUMMARY REVISION OF ELECTORAL ROLLS

GUIDELINES
The Commission has decided to undertake special summary revision of electoral rolls in all the
assembly constituencies comprised within the States of Andhra Pradesh, Himachal Pradesh,
Jharkhand, Karnataka, Kerala, Manipur, Meghalaya, Mizoram, Orissa, Rajasthan, Sikkim, Tripura, West
Bengal, Andaman Nicobar Islands, Chandigarh, Dadra & Nagar Haveli, Daman & Diu, NCT of Delhi,
Lakshadweep and Pondicherry w.r.t.01-01-2006 as the qualifying date. The guidelines to be followed
for preparation of the electoral roll are given hereunder.
1. PRELIMINARY WORK BEFORE DRAFT PUBLICATION
The following preparatory steps have to be taken before publication of the draft roll – details.
1.1. Merging of EPIC database into elector database
In some States/UTs, EPIC campaign was carried out to cover residual electors of 2005
finally published roll. The first step would, therefore, be to indicate the serial number of the
EPICs issued so far and incorporate the corrections made against the names of electors
concerned in entries at the time of issue of EPICs in the elector database.
1.2. Validation Checks
The Quality checks drive in Commission has revealed some deficiencies in many States data
entry software. Most of the SLAs have now rectified these deficiencies. However, it is experienced that
even if software has full validation checks, some data entry vendors bye-passed the software and did
data entry in ‘browse mode’ of databases, and thus the errors crept in. Also, in the text part (names
etc.) there are lots of mistakes. Hence the entire State’s data should be consolidated, after
incorporating the numbers of fresh EPICs issued and corrections made at the time of issue of EPIC, at
State level and different validation checks carried out. Data should also be thoroughly verified for
duplicate EPIC and duplicate names etc.
During Quality check drive, it has been observed that in many States, control tables have not
been verified and corrected since last 5-6 years. Hence if any district/taluka/revenue circles have been
reorganized in the State, then old, wrong names are printed on cover page of each part. If polling
station number or location has changed and has not been corrected in control tables, then also in many
printed rolls, these wrong names get printed and are then corrected by hand on each copy. Hence, all
control tables should be verified and corrected in advance. Signatures of ERO and DEO should be
taken on corrected printouts of control tables.
Secondly, if the database is in vernacular, then correct control tables in English are also
required. They should have clear linkage with vernacular names. It would be helpful to print control
tables side by side in English and vernacular in above step and get them verified. If the roll for some
assembly constituencies is to be printed in more than one vernacular language, then control tables in
that language should also be maintained.

vernacular language, the control tables and the database (E-details & other tables) will be maintained in
English also. During Quality Check Drive, many mistakes in dictionaries and transliteration process
were pointed out. Hence sufficient care should be taken in this process.
If the roll is to be printed in another vernacular language, then the current method of printing by
toggling ISCII script should be changed. Instead, a proper set of control tables and transliterated
(properly proof read) data should be used and a printing module used to print the roll in that additional
language and create PDF files.
For example, if in an Assembly Constituency, the roll is to be printed in Hindi and Urdu; the
manuscript and data entry may be in Hindi, but control tables and all other database tables have to be
in English, Hindi & Urdu; roll will be printed in Hindi & Urdu; PS-CD will have Hindi & Urdu PDF files;
and search facility will have English, Hindi & Urdu databases.
1.5. Rectification of Section Details
The electoral roll is revised polling station wise and each part of the electoral roll covers the
villages/localities/sub-localities covered by a part of electoral roll is very clearly defined as a separate
section in the part and tagged to the postal zone of the corresponding area. There shall be no scope for
confusion and the designated officer should be clear about the area covered by the polling station(s) for
which he is appointed as designated officer. To ensure this, the polling station details, a copy of which
is also given to the political parties, should be verified with the electoral roll section details to ensure
that all the sections (localities) are properly numbered serially and reflected in the draft roll.
There may be some cases where the eligible persons of separately identifiable locality are
included in the roll but no separate section has been created for them resulting in difficulties in locating
their names in the roll as well as difficulty during consolidation and integration. Similarly, there may be
some localities/housing societies/slums which had come up recently and might not have been included
in any part/polling station area. Such localities / housing societies / slums should be identified and
included in the list of sections pertaining to the appropriate part of the electoral roll.
Note: It may be noted that there is no limit on a number of sections within a part of the electoral roll. A
section is a reference point for easy identification of the precise address of the elector and is useful
both for election staff and the elector to locate a name. Therefore, the greater the clarity in identifying
and enumerating sections, the more accurate will be the electoral roll.
1.6 Mapping of Polling Area and Sections comprised therein
In order to avoid the error of mixing of electors of one polling area with other and / or inclusion
of the same area in two or more polling stations, a map (Nazri Naksha) showing the sections
covered should be prepared for each of the existing polling stations and a ground survey
should be made to see that entire area of the constituency is covered. Similarly, the DEO
should go through the constituency maps to see that there is no overlapping of areas between
two A.Cs and no area is left out. Wherever GIS maps are available, it should be used for preparing
polling area-wise maps. For State capital and bigger cities only GIS maps should compulsory be used.
The maps detailing all the Sections with house numbers comprised within each section shall
also be printed after scanning on the reverse of the Part Header at the time of publication of the rolls.
Therefore, these maps should be prepared with due care and caution.
1.7 Integration and Consolidation
Only after getting all the mistakes rectified thorough validation checks, updating the section
details in the database and incorporating the fresh EPIC Nos. and other corrections should the process
of consolidation and integration be taken up. The following precautions should be taken:-
(v) The exercise of integration and consolidation involves exclusion of the entries of
electors whose name has been deleted from the final roll. Currently in computerised roll
their names have been printed in the main roll, but shown as deleted in the
supplements of deletions. These entries will be removed now altogether from the roll
during integration.
(vi) The exercise also involves the re-grouping of electors from various supplements in the
appropriate sections. Members of the same family sometimes are listed at different
places in the existing rolls, primarily because they have entered the roll on qualification
at a later date. A careful exercise needs to be undertaken to list members of a family
living at the same address as successive entries in the integrated roll.
(vii) The electors should also be listed, as far as possible, in groups, following the natural
number.
Care should be taken that while integration there is no loss of data i.e. the names of electors do
not get missed out or dropped. This can easily be checked by tallying the number of electors in each
part before and after integration. Further, it should also be thoroughly verified that the database does
not get corrupted by duplication of entries or groups of entries by any computer application.
It has been observed that despite clear cut guidelines, many States are not printing the rolls
strictly in the format prescribed by the Commission. Hence much before draft roll publication date, the
CEO will send sample prints (of mother roll as well addition, deletion & modification supplementaries)
with dummy data (or previous, 2005 data) in all required languages and get it vetted by Planning –II &
IT Sections in the Commission.
1.9 New page for each Section within a part

If there are more than one identifiable localities like mohalla, block, society, apartment etc. in a
part, printing of list of electors in each such section shall start from new page. This will facilitate splitting
and reading out of the rolls separately in different streets/ localities/sub-localities.
1.10 Printing of Draft roll and other Forms

The ERO shall access the number of copies of roll that may be required for making draft
publication at all designated locations including the post offices, for supply to all recognized political
parties etc. He should accordingly print sufficient number of copies of roll required for draft publication.
He should also ensure printing of sufficient copies of various Forms required for this revision
exercise.
The next important step would be to split each part of electoral roll as per the list of updated
sections mentioned above and distribute them to different localities/RWAs/Housing Societies etc. and
Gaon Sabhas before the date fixed for draft publication of roll alongwith copies of various application
Forms.
Copies of the electoral roll and sufficient number of Forms should also be kept in post offices
also.
Adequate publicity should be given to the programme as well as the campaign dates to get the
1.11 Training
should be conducted well in advance in a thorough manner. Comprehensive written materials should be
made available to all trainees. Audio-visual materials should be utilised, with good quality presentation
for conducting the training at all levels. For this purpose, standard audio-visual materials including
overhead transparencies/slides or computer based presentations should be prepared in advance in the
local language. It is important that the size of the training group is kept manageable, so that the trainees
can absorb the training imparted and can have an opportunity for clarifying doubts through interaction
with the trainers and senior officers present. A set of all the relevant Forms and other documents to be
used for the revision process should be made available to each of the trainees.
1.12 Consultations with political parties
CEOs will hold detailed consultations with political parties at State level and apprise them about
the broad strategy and action plan for the Special Revision of Rolls, 2006. Copies of the draft Electoral
Rolls should be made available to them in time so that they can study the same and help in the process
of preparing clean, correct and up-to-date rolls. In addition to the free copies available to recognised
political parties, the locations where copies of the roll could be available for inspection in the period
immediately preceding the days fixed for verification of electoral rolls in the meetings of Gaon/Ward
Sabhas, Resident Welfare Associations etc. and on the special campaign dates for revision should be
indicated to them during the meeting. These meetings with political parties should be held sufficiently in
advance of the actual publication of the draft Electoral Rolls.
As required under Rule 11(c) of Registration of Electors Rules, 1960, two copies of draft rolls –
state parties free of cost. The political parties while being given copies of draft rolls should be
2.1. Designated Locations
EROs/AEROs. Similarly, the Polling Station locations shall also be the designated locations, where the
electoral rolls shall be published and claims and objections shall be received during the revision
exercise. Further, the offices of rural and urban elected bodies shall also function as designated
During the current revision of electoral roll also the services of the Post Office shall be used as
Designated locations for display of draft electoral roll in the area covered by respective Delivery Post
2.2 Dissemination of Electoral Rolls at a Wider Scale
2.2.1 Availability and Checking of Draft Rolls
The draft electoral rolls shall be published and disseminated at a wider scale for information of
the public. The following procedure shall be followed to ensure this:-
inviting claims and objections during the period specified in the schedule for the purpose by the
Election Commission at the offices of EROs/AEROs and at designated locations mentioned
above and simultaneously copies shall be provided on the day of publication of the draft roll to
the rural and urban local bodies. Copies of the relevant parts of the draft roll shall also be
provided to the Residents’ Welfare Associations (RWAs), Mohalla Sudhar Samitis, J.J.Sudhar
addition, sufficient number of Forms shall also be made available at these places. The
availability of electoral rolls in these organizations will be helpful in eliciting their cooperation in
the roll revision exercise and also in the continuous updation of rolls later.
areas concerned.
2.2.2 Verification of draft rolls in the meetings of Gaon Sabhas/Ward sabhas/RWAs

Rural Areas :
a) The Village Panchayat Officer, who is the Secretary of the Gaon Sabha, shall convene the
Gaon Sabha/ Ward Sabha meetings. The local revenue official (for instance Lekhpal in
case of UP) may also be deputed to attend these meetings. These revenue officials may
be provided with sufficient number of Forms so that necessary claims and objections can
be got filled in during the meeting itself. The members of the public especially those who
contested the last Gaon Sabha election but could not be elected, should also be invited as
special invitees to these meetings. Immediately after the meeting, the revenue official may
record his report on these applications and forward the same to the Electoral Registration
Officer for action at his level under rules 16 to 20 of the R.E. Rules, 1960.
e) If the Gaon Sabha includes more than one village, these meetings may be organised
the meeting held in that village only. If there are a number of hamlets in a Gaon Sabha, the
meetings may be organised hamlet-wise. In states like Rajasthan, the institution of Ward
Sabha has been functional and in such states the Ward Sabha meetings may be organised
to verify the draft roll.
f) The remedial measures wherever required, on the basis of information made available in
Rules, 1960.
Urban Areas :
Committees, Cantonment Boards and also in the meetings of the Mohalla Sudhar Samitis,
JJ/Slum Sudhar Samitis etc. Residents Welfare Associations of the locality or any other
forum available in the area and suitable for such an exercise. Any NGOs willing to be
associated in the exercise should also be involved. The draft electoral rolls which are
prepared polling station-wise will be split section-wise in the first instance and distributed to
the different localities/ Residents’ Welfare Associations/ Housing Societies alongwith an
appeal which inter-alia will seek their co-operation to display the extract of the roll
prominently for the benefit of the residents of that locality so that any person who is residing
but is not a registered elector can take the necessary steps to enroll himself/ herself as well
as members of his family.
b) If a Polling Station includes more than one mohalla or residential colony, these meetings
may be organized mohalla-wise or colony-wise and the electors’ verification exercise in
respect of that mohalla or colony may be completed in the meeting held in that mohalla or
colony. If the area of any polling station is large and there is only one mohalla or colony,
the mohalla or the colony, as the case may be, be divided into convenient parts at the
discretion of the ERO concerned and the meetings may be organized in such parts of the
mohalla or colony.
c) If the mohalla or colony or ward or any part thereof, does not have any Ward Sabha or
RWA, or any such body the ERO concerned may choose a prominent non-political citizen,
d) The Electoral Registration Officer shall, in consultation with the Ward Sabhas/RWAs etc.
designated to be present at the meeting. Here also, the procedure suggested in the
preceding paragraphs for receipt and disposal of claims and objections under rules 16 to 20
and for suo motu action under rule 21 and 21A of the R.E. Rules, 1960 will have to be
followed.
2.2.3 Minutes of the meetings:

The EROs/DEOs shall also attend some of the meetings in rural and urban areas with a view to
improve the quality of revision exercise. An Attendance Register with signature/thumb impression
of all the participants should be maintained.
2.3 Special campaign dates

Besides the above, four campaign dates have been scheduled on two Saturdays and two
Sundays for all States and Union Territories. Full compliment of staff representing EROs should be
present at the designated locations on these days and relevant forms related to revision of electoral
rolls can be submitted at these locations.
2.4 Availability of Blank Forms
been amended vide Ministry of Law and Justice Notification dated 18th August, 2003 along with certain
other minor amendments in the Rules. A copy of the Notification has already been circulated vide
Commission's letter No.3/2/2002/J.S.II dated 25th August, 2003.
FORM-8A - for transposition of entry in any other part of the roll of the same constituency. This
form can be used after draft publication as well as after final publication. (Prior to the
Blank forms for addition, deletion, correction & transposition of entries in the draft electoral roll
distributed in advance of the campaign dates to the concerned persons. Adequate number of forms
may, therefore, be printed for this purpose.
statutory Forms. However, these forms should be on white paper of A-4 size and should not contain the
name/symbol or any distinguishing mark of any party/organization printing/supplying the same. This
point should be made clear during publicity and in the meetings with political parties.
2.5 E-Registration
districts.
2.6 Arrangements at the Designated Locations
2.6.1 Staff
In order to provide prompt and efficient service to the electors, adequate number of staff should
be mobilised and counters set up. The DEOs/EROs and Supervisory Officers shall ensure that all
Designated Locations remain functional with full complement of staff. Strict action be taken against such
officials who are found to be guilty of dereliction of duty.
2.6.2 Assistance to Electors
Electors who wish to complete forms can be assisted to ensure completeness and consistency of the
Forms. There should be adequate space at each designated location for the electors to sit and
complete the forms.
2.6.3 Receiving forms
specified for the purpose. Applications in bulk should not be accepted at Post Offices and any other
designated locations. The above Forms shall also be received in the meetings of the rural and urban
elected bodies by the Lekhpal, Patwari etc. i.e. the village administrative officer for rural bodies and the
government officer deployed to be present in the meeting for the urban bodies on the date(s) of
meeting.
2.7 Preliminary Checking of Forms

(i) No material column requiring the applicant to indicate his name in full, sex,
father’s/mother’s/husband’s name, “Relationship” and particulars of place of
ordinary residence is left blank by the applicant;
(ii) The date of birth, if known, and the age in years and months should invariably be
indicated. Where the applicant does not know the date of birth, he/she must atleast
indicate the approximate age in years as on the qualifying date;
(iii) In the case of applicants in the age group 18 – 20 years, the name and relationship
should be checked with respect to the applicant’s family members already enrolled
with the same address. Particular care should be taken that underage applicants
do not get enrolled. They may be asked to attach any documentary proof of age like
school/college certificate, birth certificate etc. wherever possible.
(iv) Whether the address where the applicant desires to be enrolled has been
completely given in Part II of the Form 6. If not, the complete address be obtained.
The applicant may be asked to attach a copy of any other document like
Bank/Kisan/Post Office Pass Book, Ration Card, Driving Licence, Passport, Gas
Connection, Telephone/Electricity/Water Bill etc. showing that address.
(v) The applicant is required to indicate in Part III of Form 6 the details of his/her family
members, if any, already included in the draft electoral roll. In case the applicant
has only indicated the name(s) of family members but has not given other electoral
roll details like part no., serial no and EPIC No. of such family member(s), then the
applicant should be assisted to fill up these details from the copy of the draft roll
made available at each designated location;
(vi) The most important part of the preliminary checking is to see that the Declaration
in Part IV, at the end of the Form-6 is complete in all respects. The Part (ii) of the
declaration about the period of ordinary residence at the present address given in
Part II of the Form should not be blank. If not, the same may be got filled up.
(vii) In cases where the applicant mentions the period of stay at that address for a long
time, say a year or more, then the circumstances because of which he did not apply
for enrolment should be ascertained and recorded on the application Form by the
designated officer.
(viii) Similarly, the applicant must strike out one of the two alternative statements given
at part (iv) of the Declaration in Part IV of Form 6. In case the applicant makes the
second alternative statement, the name of the State, constituency and full postal
address of the previous place of residence must be got filled up, in case the same
is left blank. This declaration should be necessary in the case of applicants who
have shifted their place of residence and were enrolled in the roll of another
constituency. The full details of the previous address and of earlier Rolls and EPIC,
if issued to the elector, must be filled in by the applicant in Form-6. However, failure
to furnish the details entered in the rolls and EPIC, if not known, would not be a
ground for non-acceptance of applications, if the previous address has been fully
given.

2.7.3 Applications for correction to particulars entered in the roll
2.7.4 Receipt of application in bulk
campaigning days shall be from 9 A.M. to 6 P.M. The post offices need not remain open on
Sundays just for the purpose of receiving application Forms.
2.8 Acknowledgments
The completed Forms should be accepted and proper acknowledgments printed on the lower
part of the Forms should be immediately issued.
2.10. Prescribed Lists
The relevant lists as prescribed in Forms 9, 10, 11 and 11A under the Registration of Electors
Rules, 1960 should be filled up by the staff from the details filled in the relevant forms (6, 7, 8 and 8A).
A summary report should also be prepared with totals of each of the lists corresponding to different
Forms.
duplicate, the lists in Form 9,10, 11 and 11A entering therein the particulars of every claim or objection
as and when they are received by them and that they have not been exhibiting one copy of such lists on
the notice board in their office. The maintenance of such lists is mandatory under the provisions
of Rule 16 of the Registration of Electors Rules, 1960. All the DEOs shall ensure that these lists are
EROs concerned, without fail. Any violation of these provisions of the Rules will be viewed seriously by
the Commission.
2.11. Deletion of Names
where required.
deemed necessary.
2.12 Birth and Death Registers:

Commission had issued an Order No. 22/2/94 dated 28th March 1994 in exercise of its powers under
(i) Every municipality and every other local body located in any and every constituency in
a state or Union Territory, through its Registrar of Births and Deaths, shall mandatorily
furnish to the Electoral Registration Officer of the Constituency in which the dead
person was resident as per the address given in the register of deaths, the names
together with age at the time of death and addresses of the dead persons on the first of
January and the first of July of every calendar year.
(ii) The information mentioned in para (i) above shall be supplied in writing so as to reach
(iii) For this purpose, every District Electoral Officer shall furnish immediately to every
Rule 21A of the R.E. rules, 1960 to delete the names of dead persons.
2.13 Electors above 80 years:

roll who have attained the age of 80 or more. Since the Electoral Rolls have been computerised in all
States & UTs, lists of electors who fulfil the age criterion set by the Commission should be printed
indicating the details of the electors above 80 years of age and a physical verification undertaken during
the Revision exercise. This should be followed by suo motu action under the powers vested in the ERO.
2.14. Verification of residual electors:

Another strategy for removal of electors who are dead or have shifted, will be to prepare a list of
residual electors yet to be issued Photo Identity Cards and verify whether they are still residing in the
relevant locality in the polling station area. In constituencies where the coverage of EPIC has reached a
substantial level of 80 per cent or more, this may be a practical proposition inasmuch as the number of
residual electors will be manageable. In all such cases the EROs concerned shall cause to conduct a
house to house verification/enquiry and if the elector is found to be not residing at the place of
registration, action should be taken to delete the names of such electors from the rolls after issuing the
requisite notice as required under rule 21 A of the Registration of Electors Rules, 1960. Such notices
should specifically mention that the elector was given repeated opportunities to get photographed
(dates and places should be indicated) and failure on the part of the elector to get himself photographed
leads to an inference that he is not ordinarily resident at the place in which he is enrolled. An
opportunity may be given to him to show cause as to why his name should not be removed from the roll
and that if he has to say anything in the matter, he should appear before the ERO/AERO on a date,
time and place to be indicated in the notice.
2.15 Supervision
rolls should also be disposed of positively. In no case those applications filed should be left undisposed.
The disposal of claims and objections has to be followed by preparation of separate lists of additions,
deletions and modifications and then the printing of supplements. First of all a check list will be printed
which will be compared with the manuscript and any corrections, if necessary will be made. The final
supplements will be printed thereafter.
(a) It shall be the duty of the Electoral Registration Officer to ensure that each and every claim and
objection received in Form 6, Form 7, Form 8 and Form 8A is duly disposed of fully in
accordance with law and the directions and instructions of the Commission.
(b) Scrutinise each and every application meticulously and ensure that it is complete in all
respects. In the light of provisions of section 13C of the Representation of the People Act,
1950, the Commission has no objection to the disposal of claims and objections by Assistant
Electoral Registration Officers. However, such delegation of powers to Assistant Electoral
Registration Officer shall not absolve the Electoral Registration Officer of his responsibility for
ensuring a defect-free electoral roll. The Assistant Electoral Registration Officer is performing a
quasi-judicial function while disposing of claims and objections and must apply his mind
independently to all such evidence, documentary or otherwise, which the concerned persons
may adduce in evidence.
father’s/mother’s/husband’s name, "Relationship" and particulars of his place of residence
should be left blank by the applicant. All the declarations as prescribed in Form 6 should be
complete in all respects. If a claimant states in the declaration that his name may have been
included in some other roll, full address of his previous residence must be given in that
declaration failing which the application shall be rejected.
(d) In the case of the remaining claims and objections which have not been summarily rejected,
each claim and objection shall be thoroughly scrutinized and locally verified by the verifying
agencies which are normally utilized for the purpose. The signature (or thumb impression) of
the applicant may be obtained again in the application wherever there is any doubt to establish
identity. A photocopy of the document in proof of place of present and previous residence
should be obtained wherever available, and filed with the records.
(e) A proper record of the applications/objections given to any verifying officer must be maintained
by the ERO showing the date of delivery of those claims and objections to him and the date of
their receipt back after verification through the supervisor.
(f) Every verifying officer must give full particulars of the local verification made by him, i.e., the
date and time of his visit to the household for an on-the-step inspection, whether the applicant/
objector/ the person objected to was physically present at the time of local verification and other
evidence collected by him from the members of the household or the neighbours in relation to
the claim/objection. He must put his full name and signature on the report which he submits in
relation to each claim/objection.
(g) In the case of applicants who state their age to be 18, 19 or 20 years and claim to be applying
for the inclusion for the first time, their claims with regard to their age must be thoroughly
checked by the local verifying officer with reference to school/college certificate, birth certificate,
and with reference to entries in respect of the other family members. If after such verification,
the ERO is not satisfied about the minimum qualifying age of the applicant, the application shall
be rejected.
(h) If the address of the applicant is incomplete (like street name mentioned but not the house
number), a doubt may arise on whether the application is genuine. This will be ascertained in
field inquiry and complete address should be recorded on the application. If complete address
can not be ascertained after due enquiry, such application shall be rejected.
(i) Form-7 applications need to be scrutinized carefully so as to ensure that these are not used to
delete of genuine electors. In any case, no objection should be accepted and the name of the
person objected to deleted unless the person objected to has been given a proper notice in the
prescribed Form in relation to the action proposed to be taken and he had been given a
reasonable opportunity of being heard before passing the order.
(j) In doubtful cases and in the case of applicant not found at the residence at the time of
verification, the EROs should, send a notice to the applicant to appear in person before him or
AERO at a place near his/her residence which can be decided in advance to deal with a
number of such cases involving a number of villages/localities. The applicants must be asked to
bring relevant documents in proof of residence and age. As people may find it inconvenient to
travel to the ERO’s office, the enquiry in such cases by the EROs could be held in Taluk/zonal
offices etc. on appointed dates.
(k) The Electoral Registration Officer is a statutory authority charged with the duty of preparing the
electoral roll. He has to ensure that the electoral roll contains only the names of persons who
are fully eligible and fulfill all the conditions for registration. One of such conditions of eligibility
is that the elector should be a citizen of India. Therefore, when a claim application is preferred
before the Electoral Registration Officer, he has to satisfy himself that the applicant is, inter alia,
a citizen of India.
(l) While disposing of a claim or an objection, the Electoral Registration Officer must bear in mind
the following guidelines as laid-down by the Supreme Court in its judgment dated 06-02-1995 in
Writ Petition(Civil) No. 731 of 1994 (Lal Babu Hussain and others Vs. Electoral Registration
Officer and others), etc., etc.:-
(i) The Officer holding the enquiry shall bear in mind that the enquiry being quasi-judicial
in nature, he must entertain all such evidence, documentary or otherwise, as the
concerned affected person may like to tender in evidence and its evidentiary value
assessed and applied in decision making. The Electoral Registration Officer shall
disclose all such material on which he proposes to place reliance, so that the
concerned person has had a reasonable opportunity of rebutting such evidence. The
concerned person, it must always be remembered, must have a reasonable
name for the first time. The ERO must be satisfied that the person seeking to have his name enrolled is
not disqualified, among others, by reason of his not being a citizen of India. Therefore, the Electoral
following:-
(j) National Register of Citizens (NRC), would be used/referred to wherever it exists.
(k) Citizenship certificate issued by competent authority.
(l) A valid passport issued by the Government of India.
(m) Birth Certificate.

and not exhaustive.
Any other documents having a bearing on the question of citizenship should also be entertained
and evaluated.
A certificate issued by village headman, Panchayat president, etc., to the effect that a person is
a citizen of India is not by itself reliable documentary evidence as conclusive proof of citizenship.
cannot produce documentary evidence as a proof of citizenship, but who are otherwise genuine Indian
citizens eligible for registration as voters, the following documents but not restricted thereto, may also
be accepted by the Electoral Registration Officer at the time of disposal of claims and objections :-
(i) proof of being registered as voter as an unmarried girl, if her name was registered;
(ii) proof of marriage, wherever possible;
(iii) certificates issued by the village headmen of both the villages i.e. the village to which
(iv) Where there is no village headman in existence, the certificate to the above effect
issued by the Secretary, Gram Panchayat or an officer equivalent to village headman in
terms of his powers and functions, and countersigned by village level Government
Official.
should be referred to the authorities who issued those certificates. This is necessary as there is reason
to suspect that some of these certificates are bogus or issued without due care.
Whenever an Electoral Registration officer is in doubt in regard to the qualifying age or place of
ordinary residence of a claimant, he shall decide that question with reference to, but not restricted to,
the birth certificate, school or college certificate, passport, baptism certificate, telephone connection,
LPG connection, Bank account, etc.
should not be taken at face value. They will be required by the Electoral Registration Officer to adduce
such evidence as may satisfy him in regard to their claim of migration from another place of India. In
appropriate cases, the Electoral Registration Officer shall crosscheck the position with the District
Election Officer of the District from where the claimants claim to have migrated.
the ground that the person objected to is not a citizen of India, the onus of proof shall lie on the objector.
It shall be ensured that such onus is fully discharged in accordance with law.
Data entry for all such electors should be done meticulously and checklist should be printed.
These check list should also be compared with the manuscript for such supplements and necessary
corrections should be made wherever required.
Registration Officer allowing or rejecting the claims applications and objections, in the forms prescribed
by the Commission for the purpose of such supplements. It is made clear that under the existing
election law, for the purpose of final publication of the electoral roll, the EROs shall prepare
components of the supplement. On such publication, the draft roll plus the Supplement shall be the final
prescribed by the Commission. These will, therefore, have AC summary, part summary, and section
headers containing postal address and other summary information and the list of electors with
additional columns giving EPIC number. Instructions issued by the Commission to provide postal
address in the section shall be followed in regard to printing the postal address in the roll. The Chief
Electoral Officers should closely monitor and supervise this aspect.
Copies of the finally published roll should be placed for inspection at all the locations, where the
draft rolls had been made available, for a limited period of one week for greater accessibility of the final
rolls to the public. Designated Officers who would be custodian of the roll and responsible for assisting
the public to verify their entries in the finally published roll shall be appointed for each such location.
These officers shall be paid an honorarium of Rs.200/- for the purpose. In addition, copies of the rolls
can be displayed at various other public locations like Rural Libraries, Panchayat Bhavans, Resident
Welfare Associations and any other important location depending on local conditions. This would
eliminate the genuine grievances of the electors, at large, about non-availability of final rolls at a nearby
location for verification of entries and increase their level of involvement in cleaning the electoral roll.
requirement for elections due next year. The copies required by the State Election Commission should
also be taken into account. On the basis of the total requirements, the final print numbers should be
decided by the Chief Electoral Officers.
under the guidelines of the Commission, for computerization of rolls, must be produced. Two copies are
to be retained by the DEO and two by the CEO for purpose of record and future reference.
party for which a symbol has been exclusively reserved in the State, two copies of each separate part of
the electoral roll immediately after final publication. One copy of the roll shall be printed copy and the
other in CD-ROM. Wide publicity about availability of the electoral rolls in CD-ROM should be given.
A large number of people are not aware of the assembly constituency to which they belong and
the polling station to which they are tagged. This is particularly true for metros and large urban areas
and also for big villages. Complete list of towns, villages, localities and areas as listed in the Electoral
Rolls for each assembly constituency should, therefore, be printed separately in booklets and their links
to the concerned polling stations should be available in these booklets. These lists can be utilised to
provide information to electors and to answer queries to facilitate filing of claims & objections by them
correctly and submit the same to the concerned Electoral Registration Officer.
decided by the concerned Chief Electoral Officers for the campaign dates, and two days preceding the
campaign dates and two days following the same. Adequate staff should be mobilised for this purpose.
Similarly, at the district level and the EROs’ level, suitable Control Rooms have to be put in place for the
campaign dates and two days preceding the campaign date and two days following the same.
6.2. Record Keeping
6.2. Reports
revision:
Form ID-SR-2006-01:
Form ID-SR-2006-02:
seven days from the last date of receiving claims and objections.
Form ID-SR-2006-03
Form ID-SR-2006-04
Form ID-SR-2006-05
Form ID-SR-2006-06
1. Confirming draft publication at designated locations in all constituencies - by 17.00 hours
on the date of draft publication.
2. Report of large scale claims/ objections filed and their percentage of deviation compared to
SR2006-03)
3. Consolidated report of constituency wise data of electors in draft roll, claims/objections

received, admitted and rejected and su-moto action taken for inclusion/deletion and final
data of electors with percentage of increase/decrease. (Form ID-SR2006-04)
5. Report of constituency wise data of electors in final roll (with men/women breakup) and
SR2006-05)
6. Details of EPIC number indicated in the finally published electoral roll in Form ID-SR2006-
06 within fifteen days after final publication.

6.4. Field Visits
oversee the programme in the preparatory phase and during the actual campaign as well as in the post
campaign phase. The Revenue Divisional Commissioners wherever available, may also be advised to
visit the districts during the revision process and to check and oversee the progress. The District
Election Officers should make intensive tours within their districts to oversee the programme.
The preparatory phase between the date of publication of the draft rolls and the date of the four
days’ campaign, should be fully utilised to ensure that maximum number of electors are able to verify if
their names exist in the relevant roll or not and also to see whether these are correctly entered or not.
Rolls to improve the accountability of the staff deputed to conduct the meetings, to verify the claims and
also to compare the check list from the manuscript.
and included in the Electoral Rolls. Sometimes unmarried daughters, new brides and even widows are
left out from the Electoral Rolls for various reasons. Concerted efforts should be made to create
awareness for full inclusion of all eligible women electors. The field staff may be sensitised on this
aspect so that they too can make special efforts for this purpose. Women’s organisations, and local
NGOs as well as political parties should be encouraged to make voluntary efforts to ensure that no
eligible woman voter is left out from the rolls during this special verification campaign for revision.
Wherever such organizations or NGOs are not available, local lady teacher or doctor or government
servant or any other reputed lady may be involved so as to achieve the purpose of inclusion of all
eligible women electors.

Constituencies
6. SR-2006-06 Details of EPIC Numbers in Electoral Roll
7. Letter No.23/2002-PLN-II Use of services of Post Offices for Electoral Roll Management
dated 23-8-04

State/UT Name :
AC No. : Name :
Period for the AC
ERO/AERO
Form 6£
Form 7$
Form 8#
Form 8 A *
NAME OF OFFICER :

Revision. Seal

TOTAL
(COL.5+8)
1 2 3 4 5 6 7 8 9
Total or Sub-total

Form: SR-2006-06

State/UT: __________________________Date of Final Publication: ___________________

indicated number

average average
1 2 3 4 5 6 7

FORM ID

1. 2. 3. 4. 5. 6. 7.



decrease
(-)
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15

No.23/2002-PLN-II Dated 23.08.2004
To
The Chief Electoral Officers of

All States & Union Territories
(Except Arunachal Pradesh and Maharashtra)
Sir,
While forwarding the guidelines for the revision of electoral rolls wart. 01-01-2005 as the
qualifying date, the Commission had indicated that the services of Post-offices and Postmen shall be
utilized during the revisions process for display of rolls, receipt of duly filled in Forms and their
checking etc., and the guidelines for the same would be forwarded separately. The issues have since
been resolved with the Postal Authorities. The Department of Posts, New Delhi has since issued
necessary instructions in the matter to all Heads of Circles vide their letter No.30-8/2002-D dated 16th
August, 2004. A copy of the same is enclosed for your information and reference.
CEOs/DEOs/EROs for implementing this scheme. A copy of the guidelines is enclosed herewith for
taking immediate necessary action in the matter.
The Commission has been constantly taking initiatives for improvement of the qualify and
purity of the electoral rolls. In line with this policy, it has been decided that the services of Post
Offices will be used for display of electoral rolls, receiving applications and use the services of
Postmen for ascertaining the address particulars of the applicants during the period of annual revision
of electoral rolls. The following modalities shall be observed in this regard:-
appointed as Designated Officer under rule 14 of the Registration of Electors Rules, 1960 to
receive Forms of application required to be made for inclusion of name in the electoral roll in
Form 6; for objecting inclusion or seeking deletion of names in the electoral roll in Form 7; for
correction to particulars entered in electoral roll in Form 8 and for transposition of entry from one
part to another part of the electoral roll of the same constituency in Form 8A.
2. All the post offices will receive duly filled in Forms to be submitted by an individual or a member
of a family applying for himself/herself as well as other members of his/her family. No
authorization is required for filing applications in respect of one household by a one member of
that household.
representatives of political parties/RWAs/Housing Societies/Gaon Sabha/Ward Sabha or
any other organization. The post office in-charge shall direct such representatives to present
bulk applications only before the Electoral Registration Office/Assistant EROs of the concerned
4. Only Forms complete in all respect i.e. all relevant columns filled and necessary documents in
support of proof of ordinary residence, age etc. attached thereto shall be accepted in the post
offices. Especially full postal address at the end of the Declaration in Part - IV of Form 6 must be
filled up by applicants, already registered in some other constituency, while filling claims for
inclusion of names at the present address mentioned in Part - II of the Form.
5. Assistance may be provided for properly filling up the Forms/completing the incomplete Forms.
6. The post office in-charge will prepare, on a day to day basis, the list of applications received in
the Post Office in the following statutory Forms prescribed in R.E. Rules, 1960:-

(iii) In Form 11 for applications filed for correction to particulars entered in electoral roll in
Form 8; and
(iv) In Form 11A for applications filed for transposition of entry from one part to another
part of the electoral roll of the same constituency in Form 8A.
7. The District Election Officer shall make necessary arrangements to collect the duly verified forms
along with the lists in statutory Forms 9, 10, 11 & 11A, as the case may be, from the Post Offices
at least one in a week.
8. Forms received on-line in the office of the District Election Officer shall be forwarded direct to the
delivery post offices. These Forms will be distributed to the beat postman for obtaining signature
of the applicant. A separate account of these Forms will be maintained by the DEO and he shall
be responsible to collect them direct from the delivery post offices periodically. The DEO shall
prepare constituency-wise list of these Forms in statutory Forms 9, 10, 11 and 11A.
9. The DEO shall segregate the applications and list them assembly constituency-wise and forward
them to the EROs concerned for exhibiting one copy of each such list on the notice board in
ERO's office as required under rule 16(b) of the RE. Rules, 1960.
10. After the expiry of one week from the date on which it is entered in the list exhibited by the ERO
under the above referred rule 16(b) and the procedures laid down in rules 187, 19 and 20, action
should be taken to dispose of the applications after satisfying himself of the genuineness of the
applications.
11. In order to ensure close co-ordination and effective implementation of the scheme, the Chief
Electoral Officer shall ensure that adequate training of postal authorities and staff of DEO, ERO is
conducted.
12. Under the existing provisions of law, the ERO should satisfy himself about the qualification of
each applicant before inclusion in the roll. Therefore, the Forms received from the Post Offices
shall not automatically qualify for inclusion in the roll. The checking report of the postman,
however, may be legitimate ground for such satisfaction. Wherever felt, further verification may
also be conducted.
COPY
No.30-8/2002-D
Department of Posts
NEW DELHI-110 021
16TH August, 2004

Sub: Utilization of the Postal Services in preparation / revision of electoral rolls for Election
Commission.
Sir / Madam
The Election Commission of India is carrying out the summary revision of electoral rolls w.e.f. 1.1.2005
as qualifying date. The Commission has been constantly taking initiatives for improvement of the qualify & purity
of the electoral rolls In line with this policy, it has asked for the assistant of Postal staff during the current revision
of rolls. The draft electoral rolls would be published by 15.9.2004 and the period for filing claims/objections would
start after that. The Election Commission has decided that the electoral rolls would be displayed in Post Offices
between 15.9.2004 and 15.10.2004 and has requested assistance of Postal staff for carrying out various
functions in connection with the revision exercise in that period.
(vii) display the electoral rolls in Post Offices;
(viii) make available various forms to the public for inclusion, deletion and correction in the electoral
roll. These forms i.e. Form 6 (for inclusion of name in the electoral roll)m 7 (for objecting
inclusion or seeking deletion of name), 8 (for correction of particulars entered in the roll) and
8A (for transposition of entry in the electoral roll) would be supplied to the Post Offices by the
Election Commission and would be made available free of charge to the members of the public
from Post Office counters;
(ix) accept filled up forms from the public at the Post Office counters for further processing by
delivery staff as laid down in the Operating Procedure.
10. The detailed Operational Procedure is enclosed. The charges to be recovered from the Election
Commission for this work and the amount of honorarium to be paid to the staff involved in carrying out
this work in the Post Offices would be intimated to you soon. Meanwhile, preparations for carrying out
the above may be started in consultation with the Chief Election Officers of the State.
Sd./-
(Manju Pandey)
Encl: as above
Sd./-
(Manju Pandey)
COPY
ENCLOSURE
15. Forms would be available at the counter and would be given to the electors on demand by the PA at the
counter.
16. Filled in application forms would be accepted at the counter by the PA. The counterfoil of the form would
be stamped and initialed and returned to the elector.
17. At the close of th day, the total number of forms would be handed over under receipt to the delivery
branch of the Post Office and the total number of forms transferred would be informed to the office
incharge.
18. Delivery Assistant would sort the forms beat postman-wise and distribute it to the beat postman under
signature.
19. The postman while on his beat would only ascertain whether the particulars mentioned by the applicant
in Part-II of forms 6, 8, 8A and Part-III of form 7 tally.
20. The postman would return the checked forms in the evening to the Delivery Assistant who would see
whether all the forms given to the Postmen have been received or not. These forms would then be
returned to the office incharge, who will confirm that the total number of forms received at the counter
tally with those returned by the Delivery Assistant. The office incharge would then hand over the forms
in one lot to the representative of the Election Commission (forms would be collected by the Election
At the end of the 25 days'exercise, a tally of the total number of forms checked should be prepared for billing
purposes and forwarded to the Divisional Head.
ITEM NO. 109
Election Commission's letter No.22/2/J&K/2005, dated: 22nd December, 2005 addressed to the Chief
Electoral Officer, Jammu and Kashmir, Jammu
Subject: Language of electoral rolls for Jammu and Kashmir.
I am directed to refer to your letter No.CEO/PUB/127/05/1019-21 dated 7 th June 2005 on

the subject cited and to forward herewith directions No.22/2/J&K/2005(2) and 22/2/J&K/2005(1) both
dated 21.12.2005 issued under rule 4 of Jammu & Kashmir Registration of Electors Rule, 1966 and
under rule 4 of Registration of Electors Rule, 1960 prescribing English language for the preparation,
maintenance and printing of the electoral rolls of all Parliamentary & Assembly constituencies in the
State, in addition to, Urdu and/or Hindi as the case may be for necessary action. These directions
may be published in the State Government Gazette and 3 off take copies of the Gazette may be
forwarded to the Commission for record.
2. The CEO will work out the technical parameters to be adhered to for the purpose in
consultation with the computer cell of the Commission.
Yours faithfully,
(N.N. Butolia)
UnderSecretary
COPY
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सनचर
TO BE PUBLISHED IN
THE NEXT ISSUE OF THE
GAZETTE OF INDIA

Dated:21ST December, 2005
30, Agrahayana, 1927 (Saka)
DIRECTION
No. 22/2J&K/2005 (1) :- In exercise of the powers conferred by rule 4 of the Registration of Electors
Rules, 1960, the Election Commission hereby directs that the electoral rolls of all the Parliamentary
Constituencies in the State of Jammu and Kashmir shall be prepared and maintained in English
language, in addition to Hindi and/or Urdu, as the case may be.
2. The Commission further directs that question of printing of the electoral rolls of
individual Parliamentary Constituencies in English language shall be decided by the Chief Electoral
Officer, in consultation with the Commission.
3. The above directions shall take effect from the date to be notified by the Commission,
separately.
By Order,
(K. AJAYA KUMAR)

SECRETARY
ITEM NO. 110
Officers of all States and UT. (Please also refer to Commission's letter No.22/2/2005/PLN-II, dated
19.01.2006 on the subject appearing at Item No.111 in this compendium )
Subject: - Clarifications regarding the print format of electoral rolls.
Sir,
In continuation of Commission’s letter of even number dated 17th October, 2005, on the above
subject, forwarding the revised formats of the Title Page of electoral roll of each constituency and the
first page of each part of the electoral roll of a constituency, I am directed to forward herewith the
revised formats of the other components of electoral roll: -
i) Format of Supplement of Additions, Deletions and Corrections to be printed after

disposal of claims and objections filed during the period allowed during annual
revision;
ii) Format of Supplement of Additions, Deletions and Corrections due to continuous
updation to be printed at the time of next draft publication of electoral rolls or in
case any election is held from the constituency prior to that;
iii) Format for Summary of Electors to be printed at the end of each part.
In the format of Supplement of annual revision, the date of publication of the supplement i.e.
the date of final publication shall be printed. The Component-II: DELETION LIST of the supplement
shall be in eight column and the reason for deletion should be indicated before col. No.1 Sl. No. by
prefixing in capital letter the alphabet ‘E’ for expired; ‘S’ for shifted/change of residence; ‘M’ for
missing (e.g. missing after natural disaster like Tsunami, Earthquake, flood etc., missing NBW cases)
and ‘Q’ for disqualification. The Annotations for reason of deletion given in Field No.22 of Table
20(E_DETAIL) may be accordingly amended.
Similarly in the Supplement of continuous updation, which is an open-ended supplement with
a definite start date but an open ended end date, the period covered by the supplement should be
printed. The <from date> should be one day after the date of final publication of the electoral roll with
that qualifying date. The <To date> should be the date on which the supplement is printed. It is
hereby made clear that the supplement of continuous updation must be printed before subsequent
draft publication with a new qualifying date.
The Summary of Elector need not be printed after the draft roll if that is an integrated roll. It
should be printed at the end of the Supplement of annual revision. In case any supplement of
continuous updation is required to be brought out then the Summary of Electors should be reprinted
after that Supplement.
The Commission has since decided to integrate the supplements to the basic roll every year before
draft publication. Therefore, minimum no. of copies required for final publication shall be printed.
ITEM NO. 111
Election Commission's letter No.22/2/GJ/2004/PLN-II, dated 26.12.2005 addressed to the Chief

Electoral Officer, Gujarat, Gandhinagar
Sir,
I am directed to inform you that the Commission has approved the sample of electoral
roll in the revised format with photographs of the electors of Part No.80 of 153-Karjan (SC) assembly
constituency forwarded with your letter No.ELR-1504-563-(2)-CHH dated 22nd November, 2005. It is
directed that the electoral rolls of the 14 Assembly Constituencies No.13-Morvi, 15-Wankaner, 16-
Jasdan, 23-Upleta, 50-Gadhada (SC), 51-Palitana, 55-Talaja, 145-Dabhoi, 146-Savli, 152-Padra, 153-
Karjan (SC), 161-Nijhar (ST), 165-Mahuva (ST) and 167-Kamrej (ST) of Gujarat shall be in the
revised format with photograph of the electors. The directions issued by the Commission under Rule 4
of the Registration of Electors Rules, 1960 for printing of the electoral rolls to be prepared and revised
w.r.t. 01.01.2006 as the qualifying date and onwards in the revised format in respect of the above
referred 14 Assembly Constituencies is forwarded herewith. The format of title page of electoral rolls
for each assembly constituency, first page of each part of electoral rolls, particulars of entries relating
to electors in each part, header for the auxiliary polling stations, supplements of additions, deletions
and corrections and summary of electors in each part are also enclosed. You are requested to take
appropriate action for printing of electoral roll in the revised format in these 14 assembly
constituencies. All the supplements upto 2005 to the basic roll should be consolidated and integrated
before printing of electoral roll with photographs.
I am further directed to convey the Commission’s decision that for reasons of privacy of
electors the photograph of the electors should neither appear in the soft copy in PS-CD ROM nor on
the website where the rolls are hosted.
ITEM NO. 112
Election Commission's letter No.23/2006/PLN-II, dated 16.01.2006 addressed to the Chief Electoral
Subject: -Electoral Rolls – Applications for inclusion for the first time – regarding.
At present in order to prevent enrolment of underage persons in the electoral rolls, in the case
of applicants who state their age to be 18 to 20 years and apply for inclusion of name for the first
time, their claims with regard to their age are thoroughly checked by the local verifying officer with
reference to birth certificate, school/college certificate and with reference to entries in respect of other
family members already enrolled with the same address. If after such verification, the Electoral
Registration Officer (ERO) is not satisfied about the minimum qualifying age of the applicant, the
application shall be rejected.
2. It has been brought to the notice of the Commission that some persons, especially the poorer
sections of the society, sometimes fail to produce birth certificate or school/college certificate in
support of their age proof at the time of enrolment in the electoral rolls for the first time and as a result
their claims get rejected.
3. Suggestions have been received in the Commission that in such cases affidavits filed by the
parents of such persons in support of their age may be considered as a valid document for the
purpose of satisfaction of ERO as far as age of the applicant is concerned.
4. The Commission has considered these suggestions. Under the existing provisions of law the
concerned ERO has to satisfy himself before accepting or rejecting any claim application.
Further, the act of making any false declaration in the applications for inclusion, deletion,
correction or transposition in the Forms prescribed under R.E. Rules, 1960 is punishable
under Section 31 of the R.P. Act, 1950. Therefore, it is necessary that the ERO in order to
satisfy himself of the claims insists on production of such document, as he may consider
appropriate, as proof of age. It is unlikely that such persons, who do not have birth certificate
or school/college certificate in support of their age, also do not have ration cards on which the
approximate age of the applicant is mentioned. The ERO can satisfy himself about the age of
the claimant on the basis of age recorded on the ration card and physical appearance of the
claimant. However, for complete satisfaction of the ERO about the age of such claimants, not
in possession of either the birth certificate or school/college certificate, an additional affidavit
by either of the parents of such claimant, already included in the electoral roll, in support of
the age of their ward, in respect of whom claim is being made, should be obtained before final
disposal of the claim application. Claims of all such persons who do not produce such
affidavits in support of age shall be rejected. Copies of the ration card or any other document,
if available, may also be obtained.
5. This may be treated as supplement to the guidelines for revision of electoral rolls 2006
already forwarded.
ITEM NO. 113
Subject: Clarifications regarding the print format of electoral rolls
Kindly refere to the Commission's letters of even number dated 17-10-2005 and 2201202005,
forwarding the revised formats of various components of electoral roll. A doubt has been raised
whether the revised formats would be applicable where photo roll is printed. It is hereby clarified that
the the formats of Title Page for each Constituency, Table of Contents, Part Header, Header for
Supplement details and Summary of Electors shall be same for photo electoral roll. Only the details
of electors shall be in eight columns in electoral roll without photograph and the same should be in
elector details box with photo in photoroll.
2. The CEO, Kerala has proposed that the alphabets indicating the reasons for deletion should
be prefixed to the Sl. No. of deleted elector in photo roll also and that the alphabet 'D' should be
prefixed to indicate reason for deletion of duplicate entries.
3. It is hereby clarified that the alphabet 'D' is being used in Assam against entries of persons
included in the roll but whose citizenship is doubtful/disputed. Therefore, the alphabet 'R' may be
prefixed to serial number of entries deleted due to duplication. It is also clarified that the reason for
deletion in expanded form for the alphabets used should be printed in the footer of pages where
Deletion List is printed.

ITEM NO. 114
Election Commission's letter No.23-Appellate Officers/2006-PLN-II, dated 13.03.2006 addressed to

the Chief Electoral Officers of all States and Union Territories
Subject: Revision of Electoral Rolls - Appointment of Appellate Officers under rule 23 of

Registration of Electoral Rules, 1960 - Regarding
As per the provisions of Rule 23 of Registration of Electors Rules, 1960, an appeal can be
filed against any decision of the Electoral Registration Officer on the applications for addition,
deletion, correction, or transposition filed during the process of preparation or revision of Electoral
Rolls before such officer of Govt. as Election Commission may designated in that behalf. These
officers are called Appellate Offices. The rule is reproduced below for easy reference.
"Appeals from orders deciding claims and objections.-
(1) An appeal shall lie from any decision of the registration officer under rule 20, 3 {rule
21 or rule 21A} to such officer of government as the Election Commission may
designated in this behalf (hereinafter referred to as the appellate officer):
Provided that appeal shall not lie where the persons desiring the appeal has not
availed himself of his right to be heard by, or to make representations to, registration
officer on the matter, which is the subject of appeal.
(2) Every appeal under sub-rule (1) shall be -
(a) in the form of a memorandum signed by the appellant, and
(b) presented to the appellate officer within a period of fifteen days from the date of
announcement of the decision or sent to that officer by registered post so as to reach
him within that period.
(3) The presentation of an appeal under this rule shall not have the effect of staying or
postponing any action to be taken by the registration officer under 22.
(4) Every decision of the appellate officer shall be final, but in so far as it reverses on
modifies a decision of the registration officer, shall take effect only from the date of
the decision in appeal.
(5) The registration officer shall cause such amendments to be made in the roll as may
be necessary to give effect to the decisions of the appellate officer under this rule."
Normally, the District Election Officer-cum-Deputy Commissioners/District Magistrate/District
Collector (by whatever designation known in each State) is appointed as the Appellate Officer under
this rule.
During the process of continuous updation such appeal can be filed only before the Chief
Electoral Officer of the State who is the Appellate Officer for such appeals under Section 24 of theR.P.
Act, 1950.
Notifications relating to appointment of Appellate Officers have been issued long back and it
has been observed that they are not even traceable in may States.
Now, therefore the Commission has decided that fresh notifications, in suppression of the
earlier notifications under Rule 23 of RE Rules, 1960 shall be issued in respect of all States and UTs.
You are, therefore, requested to send appropriate proposals for appointment of appellate
Officers to the concerned Zonal Secretaries in the Election Commission of India at the earliest to
enable the Commission to designate and notify the appointment of Appellate Officers.
ITEM NO.115
Election Commission’s letter No.23/2006-PLN-II, dated 16.03.2006 addressed to the Chief Electoral
Subject: Revision of electoral rolls – Disposal of Claims and Objections
I am directed to invite your attention to Commission’s letter of even number dated 16-01-2006
on the subject cited whereby it was instructed that while disposing claims for inclusion filed for the first
time by applicants in the age group of 18-20 who are not having any documentary proof like birth
certificate, school/college certificate in support of their age, an additional affidavit should be obtained
from either of their parents already included in the electoral roll in support of the age of their
son/daughter for complete satisfaction of the Electoral Registration Officer. It has also been
instructed that claims of all such persons who fail to submit such affidavits in support of their age shall
be rejected.
There is a feeling in the minds of some officers of some states that these instructions have
taken away the discretionary powers of the Electoral Registration Officers conferred on them by sub-
rule (3) of rule 20 of the Registration of Electors Rules, 1960 and Section 23(2) of the Representation
of the People Act, 1950.
It has also been brought to the notice of the Commission that there is an acute shortage of
non-judicial stamps and stamp papers of lower denominations and the requirement of affidavits may
lead to hardship to poor people who may not be able to take the additional burden of expenditure on
affidavits as such and specially if separate affidavits are to be filed in each individual case.
This may lead to the rejection of applications of many people who could not produce the birth
certificate, school/college certificate or affidavit even though they are otherwise eligible.
The Commission, after considering all the facts and taking into account the legal provisions,
has decided that the Electoral Registration Officers shall, in all such cases, proceed to enquire as
envisaged under rule 20(3) of the R.E. Rules, 1960; that is to say, the Electoral Registration Officer
may require the applicant to appear before him in person and he may, as a substitute for an affidavit,
take the evidence on oath of the applicant as well as of an member of the family (in case of an
orphan, of some person to whom the applicant is personally known) and whose name is already
borne on the electoral roll.
ITEM NO.116
Election Commission’s letter NO.22/2/2—6-PLN-II, dated 24.03.2006 addressed to the Chief Electoral
Subject:- Printing of electoral rolls –Supply of copies to recognized political parties, their
candidates, and Observers and preparation of Marked copy of electoral roll –
regarding.
References : 1. No.22/2/2001 dated 16th April 2001 addressed to the Chief Electoral Officer of
West Bengal with copy to the Chief Electoral Officers of all other
States/Union Territories.
2. No.23/2002-PLN-II dated 27th August, 2002 addressed to the Chief Electoral
Officers of all States/UTs.
3. No.3/1/2003/JS-II dated 23rd September, 2003 addressed to the Chief
Electoral Officers of all States/UTs.
4. No.3/1/2003/JS-II dated 20th October, 2003 addressed to the Chief Electoral
Officers of all States/UTs.
5. No.3/1/2003/J.S.II dated 13th November, 2003 addressed to the Chief
6. No.22/2/2004/PLN-II dated 20th January, 2004 addressed to the Chief
The Commission has issued instructions, from time to time, for conduct of free and
fair elections vide above referred references on various issues, like manner of preparation of marked
copy of the electoral rolls supplied to polling parties (1st reference); supply of a duly authenticated
copy of the final electoral roll to be used for the election in the constituency, in a sealed cover, to the
concerned District Election Officer(DEO) as well as to the Returning Officer(RO) by the Electoral
Registration Officer(ERO) (2nd reference); action to be taken by the RO to prepare list/sub-list of
Classified Service Voters (CSVs) who opt to vote through proxy (3 rd and 4th references); supply one
copy of the electoral roll, free of cost, to the contesting candidates of recognized political parties
during general election by the RO within 3 days after last date of withdrawal of candidatures (5th
reference) and preparation of additional supplements of Additions, Deletions and Corrections made
after final publication of rolls till the last date for making nominations and supply copies thereof to the
recognized political parties (6th reference).
2. The Commission has been repeatedly reiterating and emphasizing upon the vital importance
of maintaining accurate electoral rolls for the conduct of elections to eliminate complaints about
discrepancies in the copies of electoral roll supplied to the recognized political parties and their
candidates and the ones used as “marked copy” at the polling station. After computerization of
electoral roll, the Commission has been insisting that no deletions or corrections should be made in
the mother/integrated roll or the relevant supplement, by scoring out by hand the relevant entry or
correcting it in red ink. Vide letter 1st cited it was instructed that in case of deletions an asterisk (*) and
in the case of correction, a hash sign ( # ) should be marked by hand against the entry in the
integrated roll or in the relevant supplements thereto.
3. In view of the fact that the electoral rolls, in some States/UTs/constituencies are now printed
with the photograph of the electors, the following revised instructions are now issued for supply of
copies of supplements of continuous updation to the recognized political parties, supply of complete
set of electoral roll to the candidates of recognized political parties during general election, preserving
one copy of the electoral roll used for conduct of poll by the DEO and preparation of marked copy of
electoral roll. These instructions would equally be applicable for electoral rolls without photograph of
electors.
4. As per the Commission’s latest policy, all the supplements to the mother roll should be
integrated consolidated and incorporated in the mother roll every year before draft publication.
Therefore, only one supplement is appended to the draft roll at the time of final publication. Another
supplement of continuous updation, wherever necessary, is appended for conduct of poll. Bare
minimum no. of copies are printed at the time of draft publication. The mother roll is again reprinted at
the time of final publication.
5. The following course of action should be adopted to ensure that the electoral roll supplied to
recognised political parties and candidates of recognised political parties and the working/marked
copies used for the conduct of poll at a general election are identical:-
I. The ERO shall reprint the draft roll at the time of final publication.
While reprinting the unique EPIC Nos. of the cards issued in ongoing
campaign but not incorporated in the electoral roll should be inserted;
II. All the deletions appearing in the supplement, if any, appended to the draft
roll as well as the supplement prepared after disposal of claims and
objections before final publication should be reflected in the reprinted
mother roll by strikethrough method in the electoral roll of eight columns
without photograph and with the word “ D E L E T E D” superimposed on
the concerned elector detail box in case of photo electoral roll.
III. Similarly, all corrections appearing in the supplement, if any, appended to

the draft roll as well as the supplement prepared after disposal of claims
and objections before final publication should be carried out in the
reprinted mother roll at the time of final publication. In addition a hash sign
( # ) should be prefixed before the serial number of the entry corrected in
the eight column electoral roll without the photograph and in the concerned
elector detail box to indicate that the entry is included in the supplement of
correction.
IV. The supplements of deletions and corrections should also be printed for
convenience of reference in case of doubt.
V. Two copies of the finally published roll so prepared i.e. the reprinted draft
roll and the supplement appended after disposal of claims and objections
during final publication should be supplied to recognised political parties
immediately after the final publication.
VI. In the States of Assam, Kerala, Tamil Nadu, West Bengal & UT of
Pondicherry where general elections have already been announced and
where the final publication of rolls has already taken place and where the
deletions and corrections might not have been reflected as mentioned
above in the draft roll, it is presumed that while supplying copies of finally
published electoral rolls to the recognised political parties they were
requested in writing to up-date the draft roll by incorporating all deletions
and corrections so that at the time of poll they do not find any discrepancy
in the copies of electoral roll supplied to them and the ones used for
conduct of poll.
VII. Some Additions, Deletions and Corrections might be necessary under the
scheme of continuous updation after final publication upto the last date for
making nominations for an election. For this an additional Supplement will
have to be printed immediately after the last date for making nominations.
The recognised political parties to whom copies of the draft and final rolls
were supplied earlier shall be supplied two copies of the Supplement of
Continuous updation with the request to carry out the deletions and
corrections in the copy of the roll already supplied to them. It is reiterated
that it is not repeat not necessary to supply again a complete set of
electoral roll.
VIII. The ERO should thereafter reflect all the deletions and corrections, if any,
appearing in the supplement of Continuous Updation in the database as
indicated in para 5 (a) & (b) above and take required number of printouts
required for conduct of poll and supply to observer as in no case any
scoring of entry or sign for correction can be put by hand in the copies of
the roll used for conduct of poll. He shall thereafter supply -
 One authenticated copy of the roll to the DEO in a sealed cover which shall be
the reference copy in case of any dispute ( as per instructions contained in
reference 2nd cited);
 One authenticated copy together with copies to be used at the polling station as
working copies (of which one is used as marked copy ), one copy for the observer
and such number of copies as there are contesting candidates of recognised
political parties to the Returning Officer.
 As per the existing instructions contained in reference 5 th cited, one complete

copy of the electoral roll as finally published together with the supplement of
continuous updation, if any, is required to be supplied to the contesting
candidates of every recognised political party in the State within 3 days after the
last date of withdrawal of candidatures. In case it is not possible for the ERO
to reprint the components of final roll after reflecting deletions and corrections of
continuous updation within this period, then he may supply the required no. of
copies of finally published roll together with the supplement of continuous
updation to the Returning Officer for onward supply within the specified period to
the contesting candidates of recognised political parties with the request in writing
to carry out the deletions and corrections that are not reflected in the final roll.
6. The RO on receipt of the required no. of copies of electoral roll from the ERO shall take the
following actions :-
I. He shall retain one authenticated copy of the roll supplied to him by the
ERO for record and reference.
II. He shall then proceed to prepare working copies by marking “EDC” or

“PB” as per rules 20(2)(b) and 23 (2)(b) of the C.E. Rules, 1961.
III. He shall prepare the list of “Classified Service Voters” (CSVs) for the entire
constituency as well as for relevant parts as per instructions contained in
reference 3rd and 4th cited and paras 16.1 and 16.2 of Chapter X of R.Os
Handbook (2004 edition).
IV. One copy of the list of CSVs for the entire constituency shall be forwarded
to the DEO in a sealed cover for reference in case of any dispute.
V. List of CSVs shall also be supplied to the candidates of recognised political

parties.
7. Following steps should be taken to ensure that the deletions reflected in the database and
indications given for the corrections are the ones actually included in the supplements of Deletion and
Correction :-
(a) Manuscript of supplement of Addition, deletion and correction should be prepared. In no

case the original Forms should be given to the SLA for data entry.
(b) The official who prepares the manuscript should sign with name and date at the end of
the manuscript and one of the AEROs should countersign.
(c) After data entry two checklists should be printed. One official to be designated by each
ERO and one representative of the SLA should certify that they have compared all the
entries in the list after data entry with the manuscript and should certify that the data entry
has been made as per the manuscript.
8. Finally before the poll one of the AEROs and one more official shall sign on each page of the
copy of the electoral roll to be used as marked copy and the one to be supplied to the observer.
9. Whenever copies of the roll are reprinted, the EPIC no. issued during ongoing campaign, if
any, and not reflected in the electoral roll should be incorporated. A separate list of EPIcs that are
issued after reprinting of the limited number of copies of the electoral roll for conduct of poll, may be
printed part wise and appended to the marked copy of roll.
10. The above instructions should be brought to the notice of all concerned for strict compliance.
These instructions shall be applicable for the current round of general elections to the Legislative
Assemblies of Assam, Kerala, Tamil Nadu, West Bengal and Pondicherry and for all future elections.
The receipt of the letter shall be acknowledged without fail.

ITEM NO.117
Election Commission’s letter No.23/Photo roll/2006-PLN-II, dated 01.04.2006 addressed to the Chief
Subject: Preparation and printing of photo electoral rolls – use for conduct of poll –
regarding.
The Commission’s endeavor has been to improve the fidelity of the electoral rolls and to
evolve methods to eradicate impersonation during the poll. The issue of distribution of EPICs to
electors has contributed a lot to curb bogus voting. As a further improvement, the Commission has
considered putting photographs in the electoral roll itself so as to achieve the purpose of identification
of electors at the polling stations. Pilot projects were undertaken in Kerala and Haryana.
Encouraged by the results of these pilot projects, the Commission took the decision to extend the
scheme gradually in all other States and Union Territories. At present the electoral rolls of all
constituencies in Kerala and Pondicherry and some constituencies in Himachal Pradesh, Punjab and
West Bengal are printed in the revised format with photographs of the electors. Process is underway
to print the Electoral rolls of the remaining 88 constituencies of Haryana, 5 more constituencies of
Himachal Pradesh, 14 constituencies of Gujarat and 52 constituencies of Rajasthan in the revised
format with photograph of electors.
2. The photo-rolls are prepared after linking the image of the elector as available in the EPIC
database with the particulars of the elector in the elector roll database. To ensure that there is no
mismatch of photographs, a door-to-door verification is undertaken. However, chances of some
mismatch in photograph cannot be altogether ruled out. The prime objective of printing of photo roll is
to prevent impersonation but any mismatch therein should not deprive a genuine elector to exercise
his/her franchise.
3. In order to ensure that no genuine elector is denied of his/her right to vote, the Commission,
keeping the above fundamental objective in view, hereby directs that in cases where the entries
retaining to an elector’s name, father’s/mother’s/husband’s name and sex are properly printed but
there is a mismatch with the photograph printed in the photo electoral roll the person concerned
should be allowed to vote after he or she has established his/her identity by producing any document
which carries his/her photograph like EPIC, PAN Card, Passport/Driving Licence, Service Identity
Cards issued by State/Central Govt./PSUs/Local Bodies or Public Ltd. Companies, Pension
Documents etc., that are listed in the other alternative documents of identification specifically
permitted by the Commission for each State/UT before each general/bye-election. If any Polling
Agent challenges the identity of such elector then the procedure as prescribed under rule 49J of the
Conduct of Elections Rules, 1961 shall be scrupulously followed.
4. These instructions of the Commission should be brought to the notice of the political parties &
contesting candidates in writing and highlighted during the training classes of Presiding/Polling
officers wherever photo roll is used for conduct of poll.
1. The CEOs of Kerala, West Bengal and Pondicherry should take immediate necessary action
to give wide publicity in the matter so that there is no confusion at the time of poll for the
General Election to the Legislative Assemblies to be held in April-May, 2006.
6. CEOs of other States/UTs may take similar action at the appropriate time whenever a poll is
conducted with photo electoral roll.

ITEM NO.118
Election Commission’s letter No.218/4/2006/PLN-II, dated 12.04.2006 addressed to the Chief

Subject: Revision of electoral rolls – Payment of remuneration/honorarium – Regarding
The Commission has prescribed the rates of remuneration/ honorarium to be paid to the
officers and staff connected with the work of revision of electoral rolls. The existing rates for various
categories of staff connected with revision of electoral rolls were communicated vide Commission’s
letter no. 218/4/2004/PLN-II dated 20th May, 2004.
The Commission has been constantly taking initiative for improvement of the quality and
purity of electoral rolls. In line with this policy, it decided that the services of Post Offices will be used
for display of electoral rolls, receiving applications and use the services of postmen for ascertaining
the address particulars of the applicant during the period of annual revision of electoral rolls. The
issues were taken up and resolved with postal authorities and thereafter, instructions were issued vide
Commission’s letter No.23/2002/PLN-II dated 23rd August, 2004 in the matter.
The rates of remuneration/honorarium to be paid to the Postal Department for their services
have since been finalised in consultation with the Postal Department. The rates of remuneration/
honorarium to be paid shall be as under: -
Work Rate
1. Display of electoral rolls in the post Rs.35/- per post office per day and
offices; make available Forms 6, 7, 8 Rs.400/- for overall supervision of the
and 8A to the public and to accept filled entire work being carried out in the
up Forms from the public at Post Office Delivery Post Office and Rs.300/- in case
counters. of Non-Delivery Post Office.
2. Verification of address by postman Rs. 4/- per address verified (for the time
being)
You are requested to take necessary action to make payments for the services used during
2005 and 2006 revision as per the above-mentioned rates. The payments may kindly be made to the
Post Offices/Circles in which the work has already been completed.

ITEM NO.119
Election Commission’s letter No.22/2/KT/2006-PLN-II, dated 22.04.2006 addressed to the Chief

Electoral Officer, Karnataka, Bangalore.
Subject:- Revision of electoral rolls w.r.t. 01.01.2006 as the qualifying date- Approval of
print format of electoral rolls- - Regarding
I am directed to refer to your letter No. CIASUE: 23: CHUMAPA: 2005 dated 20th
April, 2006, on the subject cited, and to the detailed discussions over phone with Asstt. CEO and Sr.
Programmer. The Commission’s approval to the sample print format of the electoral roll of Part No. 1
of 85 Shivajinagar Assembly Constituency sent therewith, is conveyed subject to the following
modifications :-
1) The roll identification printed in panel 3-Components of the rolls of the Title page, panel 1-
Details of Revision of the Part Header, in the Supplement Header & Summary of electors,
should appear as “Basic roll of intensive revision 2002 integrated with all supplements
preceding special summary revision 2006 ” instead of ‘Integrated roll of all supplements
preceding that of Special Summary Revision 2006 with the Mother Roll as of 01-01-2002”;
2) The Section label appearing below the columns labels on top of each page should capture
complete postal address. For example section No.1-Narayana Chetty road, - 560051
should appear as “ Narayana Chetty Road, Shivajinagar, Bangalore, PIN - 560051.”
3) Wherever a section spills over to next page, the section heading………………(Contd.) should
appear below the columns labels on top of each such page but the word (Contd.) should not
appear on the first page of every section.
4) All deletions appearing in the Supplement shall be scored out in the mother roll. Similarly, all
corrections appearing in the supplement shall be carried out in the mother roll and a ‘#’ sign
will be prefixed to the serial number of the concerned entry.
5) Below every page of the main roll, in the footer, at the right hand side, the words “Issued by
Electoral Registration Officer.” should be printed.
You are requested to print electoral rolls being revised with reference to 1st January, 2006 as
the qualifying date, in the approved format after making the necessary modifications and forward a
copy of the finally printed roll of this part to the Commission for it’s record.

ITEM NO.120
Election Commission’s letter No.22/2/UTT/2006-PLN-II, dated 25.04.2006 addressed to the Chief

Electoral Officer, Uttaranchal, Deharadun
Subject:- Revision of electoral rolls w.r.t. 01.01.2006 as the qualifying date- Revised
format of electoral rolls – Approval of sample - Regarding
With reference to your letter NO.213/25-XXV-1(2)2005, dated 15th April, 2006 on the subject
cited, I am directed to convey the approval of the Commission to sample format of the electoral roll of
Part No.1 of 5-Tehri Assembly Constituency.
You are requested to print the electoral rolls, revised with reference to 1st January, 2006 as
the qualifying date, in the approved format.
Variations in the format of electoral rolls submitted by the CEO Uttaranchal

**********
I. TITLE PAGE
1) Lines dividing panels 1and 2 have not been shown.
2) In panel No. 1. Date of publication has been shown as 01/04/2006 which is the
date of draft publication. In case the Title page is printed on the date of draft
publication, then in Panel 3. Components of the roll only detail of Mother Roll
will appear as on that date there can not be any supplement. Also in Panel 5.
Net number of electors the breakup of male, female and total electors as on the
date of draft publication should be reflected. It should be total of column 6 of
Table of Contents i.e. total of electors in each part of electoral roll on that day.
3) In case the Title page is printed on the date of final publication, then in panel
No. 1. Date of publication should be printed 15/07/2006 which is the date of
final publication. Accordingly in Panel 3. Components of the roll details of a)
Mother Roll and b) Supplement No.1 will appear as on that date the final roll will
comprise of the two components. There is no need to print c) Supplement No.2
etc. Also in Panel 5. Net number of electors the breakup of male, female and
total electors as on the date of final publication should be reflected. It should be
total of column 6 of Table of Contents i.e. total of electors in each part of
electoral roll on the date of final publication.
4) In Panel No. 4, under c) No. of polling Station locations, a box has been left
blank. The words “with single polling station” should be shifted to the blank box
and the line dividing the box below should be removed. The total number of
polling stations will be 92 as indicated under 4(b) and not 93.
5) In panel 2, under column b), space should be given between names of two
districts.
II. PAGE CONTAINING ENTRIES RELATING TO ELECTORS IN EACH PART OF THE

ELECTORAL ROLL
1) The No. and name of the Assembly Constituency and year of revision of roll
should be aligned to the centre.
2) The Section heading of each section containing full postal address with PIN code
should appear below the columns labels on top of each page and not at the right
hand corner above the column label as printed in the sample. Wherever a
section spill over to next page, the section heading followed by the word ……
(contd.) should appear below the columns labels and not at the right hand corner
of the page.
3) At the bottom of every page, issued by Electoral Registration Officer (………

…………………………………………………) should be fully shown and not
merely Electoral Registration Officer.
III. SUPPLMENTS
1) In the Header for Supplement the Revision ID should be Intensive Revision and not
special revision.
2) Supplement Process & Year should be Intensive Revision 2006 and not Special
Revision 2006.
3) Date of Publication should be the date of final publication which is scheduled for
15/07/2006 and not 13/04/2006.
4) The expanded form for the alphabets E, M, S, Q & R prefixed to the serial number
in deletion list showing the reason for deletion have not been indicated at the footer
below the deletion list.
IV. SUMMARY OF ELECTORS
1. The Summary of electors should be placed as the last page and not before the
supplement.
2. The various columns of the Summary of Electors page are left blank. It should be
appropriately filled up as indicated in the photocopy of the sample sent herewith.
ITEM NO.121
Election Commission’s letter No.22/MP/2006-PLN-II, dated 01.05.2006 addressed to the Chief

Electoral Officer, Madhya Pradesh, Bopal.
Subject:- Revision of electoral rolls w.r.t. 01.01.2006 as the qualifying date- Print format
of electoral rolls - Regarding
With reference to your letter No.8/2006/3/2227, dated 25th April, 2006, on the subject cited, I
am directed to convey the approval of the Commission to the print format of the electoral roll of Part
No.76 of 148-Govindpura Assembly Constituency subject to the following changes/corrections:
(1) In the Part Header, in panel No.2Hkkx o ernku {ks= dk fooj.k] to show
the complete address particulars of the main town Bhopal, the labels like cankscLr la[;k]
Fkkuk that are not relevant may not be printed.
(2) The section details printed belowl the 8 column heading on each page shouldl be
complete with PIN code, so that the house number given in column 2 combine with the section detailsl
becomes the complete postal address. In the sample it should appear as vuqHkkx la[;k o
uke% 1&,u@2] lh lsDVj] cj[kksMk] Hkksiky & 462001 ---------
¼tkjh½
(3) You are requested to print the electoral rolls, being revised with reference to 1st January
2006 as the qualifying date in , the approved format. A copy of the finally printed copy of this part may
be sent to the Commission for reference and record.

ITEM NO.122
Election Commission’s letter No.22/2/2005-PLN-II, dated 05.05.2006 addressed to the Chief Electoral
Officer, Uttar Pradesh, Lucknow.
Subject: Printing of electoral rolls – Supply of copies to recognized political parties,

their candidates and Observers and preparation of Marked copy of electoral roll
– regarding.
Kindly refer to your letter No.3250/CEO-4-622/67(TC) dated 25th April, 2006 seeking
clarification on certain instructions on the above subject issued vide Commission’s letter of even
number dated 24th March, 2006.
2. The presumption that “mother roll” mentioned in the last sentence of para 4 of the
above referred letter dated 24-3-2006 refers to the draft roll is confirmed. It is again reiterated that the
reprinting of draft roll/mother roll at the time of final publication shall be done after following the steps
outlined in para 5 of the letter.
3. In para 5(VII) of the above letter, the reference to para 5 (a) & (b) may be corrected to
read as para 5 (II) & (III).
4. As regards application of the instructions during bye-elections, it is clarified that these

instructions shall be applicable during all future elections including bye-elections. However, to
remove any confusion following clarifications are issued:-
(a) In case no supplement of continuous updation is required to be printed and in the

draft roll, reprinted at the time of final publication, the deletions and corrections of
annual revision have been carried out and sufficient number of copies of the roll
are available to conduct the bye-election, then the roll need not be reprinted.
(b) In case there is need to print supplement of continuous updation then the
instructions at para 5 (VIII) should be followed to print required number of copies
for conduct of poll.
(c) In case of bye-election it is not necessary to supply one copy of the roll to the
candidates of recognized political parties.
All other instructions shall mutatis-mutandis apply during bye-elections.

ITEM NO.123
Election Commission’s letter No.22/GJ/2006, dated 16.05.2006 addressed to the Chief Electoral
Officer, Gujarat, Gandhinagar.
Subject:- Intensive revision of electoral rolls 2006 – Approval of the Revised Format of
electoral rolls - regarding.
I am directed to convey the approval of the Commission to the sample print Format of
Assembly Constituency summary and Part Header and Supplement of electoral roll of Part NO.10 of
1-Abdasa assembly constituency forwarded through e-ail after removing certain discrepancies,
communicated over phone, in the sample forwarded with your letter No.ELR-1405-293(2)-CHH dated
1st May, 2006. You are requested to print the electoral rolls being revised with reference to 1 st
January, 2006, as the qualifying date in the approved format.

ITEM NO.124
Election Commission’s letter No.22/HP/2006, dated 30.05.2006 addressed to the Chief Electoral
Officer, Himachal Pradesh, Shimla.
Subject:- Revision of Electoral Rolls w.r.t. 1-1-2006 as the qualifying date – Revised
format of photo electoral rolls – Regarding.
I am directed to convey the approval of the Commission to sample format of Photo Electoral
Roll of Part No.1 of 13-Kasauli (SC) Assembly Constituency sent through e-mail on 29-05-2006 after
incorporating the amendments pointed out to you. A printed copy o the approved sample may be sent
through post for record.
You are requested to print the electoral rolls of the 5 Assembly Constituencies within Solan
District revised with reference to 1st January, 2006 as the qualifying date, in the approved format.

ELECTORAL PHOTO IDENTITY CARDS
ITEM NO. 125
Election Commission's letter No. 23/ID/2004/PLN-II, dated 28.01.2004 addressed to the Chief
Electoral Officer, Manipur, Imphal
Subject :- Clarification on the resolution of cameras for taking photographs of EPIC.
Reference your fax dated 20th January, 2004 on the above subject whereby you have sought
Commission's clarification regarding using digital cameras with resolution of 640 x 480 Pixels instead
of resolution of 320 x 240 pixels as specified in the May, 2000 guidelines of the Commission.
In the last three years, there have been tremendous technological advancements in the field
of digital photography as well as storage solutions. Now, much better digital cameras are available at
the cheaper prices as compared to the situation in the year 2000 and similar is the case with the hard
disks. Hence you should use the latest technology, and the pictures taken in JPEG format should be
stored in colour at the resolution at which the image was clicked rather than losing some information
and storing the image at the lower resolution in black and white mode.
I am directed to state that the Commission has no objection to your proposal. However, the
image aspect ratio of 4:3 should not be disturbed either during storage or during printouts whether on
EPIC cards or on the electoral rolls with photographs for which guidelines have been issued recently.
While the image may be stored in colour, it should be printed in black and white on the EPICs.
A copy of above letter has later been sent to the Chief Electoral Officer, Pondicherry,
Pondicherry vide Election Commission’s letter No.23/lD/2005-PLN-ll, dated 05th August, 2005 as
under:
Subject: Purchase of digital camera with advanced features -Regarding
With reference to your letter No. E-l-10(9)2005(Vol.ll)-337, dated 7 th July, 2005, on the
subject cited, 1 am directed to invite your attention to the instructions contained in Commission's
letter No. 23/1D/2004-PLN-IL dated 28th January, 2004 (copy enclosed) and to say that necessary
action may be taken according to these instructions.
Kindly acknowledge receipt of the letter.
Yours faithfully,
(K.R. PRASAD)
SECRETARY
ITEM NO. 126
Election Commission's letter No.23/ID/DL/2003-PLN-II, dated 29.07.2004 addressed to the Chief

Electoral Officer, NCTD, Delhi
Subject: Electors Photo Identity Card to Electors – Regarding.
With reference to your letter No.CEO/EL.G/102(1)/2004/27152, dated 20th May, 2004

containing your proposal to start permanent center in each of the nine districts of Delhi and one in the
office of the Chief Electoral Officer, Delhi for preparation and issue of Electors Photo Identity Card to
the residual/new electors on continuous basis, I am directed to convey the approval of the
Commission to your above referred proposal. The scope for opening of such permanent centers in
the offices of each of the 35 EROs’s may be considered after evaluation of the work load in the
proposed 10 permanent centers.
I am further directed to say that for effective working of the permanent centers, adequate
training may be imparted to the existing staff in the district offices and some remuneration may also
be given on the basis of the work done by them. The officers to be authorized for verification of the
entries of the applicant electors at the permanent centers should be appointed as AERO for all the
assembly constituencies covered by the district. The AERO so appointed should satisfy himself
before the request for corrections in name, address etc. in ECI-EPIC-001 is accepted by him. It
should be ensured that all corrections ordered at permanent EPIC center is carried out in the electoral
roll at the earliest opportunity.
The Commission may be informed of the action taken in the matter and also the date from
which these permanent centers would be functional. The information may be given wide publicity and
also posted in the website for information of general public.

ITEM NO. 127
Election Commission's letter No.23/ID/2004/PLN-II, dated 30.08.2004 addressed to the Chief

Electoral Officer, Andhra Pradesh, Hyderabad
Subject: - Electors Photo Identity Cards Programme – conversion of image data of 1995
campaign – regarding.
Kindly refer to your letter No.3489/Elecs.E/2003-11 dated 13th March, 2004, on the above
subject, requesting to be informed of the action to be taken for issue of duplicate EPICs in respect of
all A.Cs of Srikakulam, Vizianagaram, Visakhapatanam, Krishna, Nellore, Nizamabad districts, 3 Acs
of Kurnool district and 2 Acs of Mahabubnagar district where the old EPIC data could not be
converted on various technical reasons and in respect of Anantpur district for which image data is not
available as the vendor had not handed over the data.
It is hereby clarified that whenever a ‘Duplicate’ EPIC is required to be issued the elector must
necessarily be photographed afresh, irrespective of the fact whether the image data is available or
not, and the duplicate card generated by using the existing particulars of that elector in the electoral
roll. This has already been communicated vide Commission’s letter No.23/ID/2002/PLN-II, dated 10 th
April, 2002. The image file of the elector issued with a duplicate card after fresh photography should
be updated with the latest image in the database.
The second question raised by you is whether a fresh card with a new EPIC number should
be issued in such cases where the image file /old EPIC data is not retrievable. In this connection your
attention is invited to the standing instructions issued in the comprehensive revised guidelines for
EPIC issued in May 2000 that a unique EPIC number will be allotted to every elector that will remain
valid through the lifetime of the elector and even thereafter will not be re-used. In view of the above
instructions, efforts should be made to capture the old EPIC data from the booklet of miniatures
sheets for each constituency printed for all the images available for the EPIC campaign 1995 and
2003 after obtaining necessary approval of the Commission in January 2004. In exceptional cases
where the EPIC data is not available even in the miniature sheets, a card may be issued with a new
EPIC number after fresh photography if the elector concerned is also unable to produce a photocopy
of the old EPIC.
I am further directed to inform you that in some of the States like West Bengal and
Pondicherry they are scanning the miniatures for preparing electoral rolls with photographs. You may
also make a similar attempt in respect of one of the parts of the electoral roll of any of the
constituencies comprised in the above-mentioned districts for which the old EPIC data could not be
converted due to various technical reasons.
ITEM NO. 128

Electoral Officer, NCT of Delhi, Delhi
Subject : Floating of Open Tender for preparation and issue of Photo Identity Cards -
regarding
With reference to your letter No.CEO/P&S/1(1)/2004 dated 23-12-2004 on the above subject,
I am directed to inform you to take necessary action as per State Financial Rules for engaging EPIC
vendors for next round of EPIC campaign proposed to commence in the month of May, 2005. The
existing guidelines of the Commission in the matter of Vendor Management, Vendor Evaluation etc.
spelt out in the comprehensive guidelines issued in May, 2000 may be scrupulously observed while
selecting the agencies.

ITEM NO. 129
Election Commission's letter No.23/ID/UP/2005-PLN-II, dated 24.05.2005 addressed to the Chief

Electoral Officer, Uttar Pradesh, Lucknow.
Subject:- EPIC – Supply of certified copy – regarding.
With reference to your letter No.2166/CEO-4 dated 11th April, 2005, on the above subject, I
am directed to inform you that EPIC is a document that is supplied to individual elector. Once an
EPIC is issued, the document becomes the property of the holder and remains in his/her possession
and not with the election authorities. What the election authorities keep in record is only a miniature
of such cards in groups of 80-100.. Therefore it is not possible to give a certified copy of the original
EPIC issued to an elector. The Advocate is apparently not referring to this miniature available in the
records. Further, it is clarified that even if the Advocate is acting on the instructions of the elector
Smt. Puspalat, in this case, only a duplicate card can be issued to her on an application made directly
by her.
ITEM NO. 130

Electoral Officer, National Capital Territory of Delhi, Delhi
Subject: Preparation & Issue of Electors Photo Identity Cards – Documents necessary for
identification of electors at DPL - Regarding.
With reference to your letter No.CEO/EL.G/102/(7)/2005/23909 dated 09-09-2005 on the
above subject I am directed to invite your attention to the instructions about “System of
Identification” mentioned at page 42 of the guidelines for preparation and issue of EPIC issued in
May, 2000. The residual electors who are unable to produce any of the 14 alternative documents
allowed for establishing the identity of electors on the day of poll may be allowed to be photographed
on the basis of ‘certificate of identification’ issued only by another member of the same family having
EPIC. Only if no other family member is having EPIC then the ‘certificate of identification’ issued by
any other elector of the same part residing in the neighbourhood may be accepted. One person may
be allowed to issue identification certificate in respect of only five persons or at the most the members
of only one family. The intention should be to ensure that the facility is not misused. The person
issuing the certificate must necessarily enclose photocopy of both sides of the EPIC issued to
him/her. In the certificate of identification, the person concerned must give a declaration that he shall
be responsible for wrong identification.

ITEM NO. 131

Subject: Preparation & Issue of Electors Photo Identity Cards – Documents necessary for
identification of electors at DPL - Regarding.
I am directed to refer to your letter No.CEO/P&S/1(2)/2005/Gen.Inst./ Vol.I/27731 dated 13-

10-2005 on the subject cited and to state that in addition to the 14 documents the following
documents may also be considered for residence proof for preparing Electors Photo Identity Card at
the DPLs:-
1. Gas Connection
2. Telephone Bill
3. Electricity Bill
4. Water Bill
However, it must be seen that these documents are current are in the name of applicant at
the given address. These documents should be produced in original and photocopy of the document
may be kept along with Form-001.
Further your attention is invited to para 11 of the guidelines issued vide letter No. 23/DL-
LA/2003 dated 08.08.2003 whereby it has been provided that the request for correction in name,
address, age etc. made in Form 001 may be treated as an application for suo-moto correction of entry
in the electoral roll under section 22 of the R.P. Act, 1950. It should however be ensured by Electoral
Registration Officer/Assistant Electoral Registration Officer that all corrections ordered in Form 001 at
the EPIC center should be carried out in the electoral roll at the earliest opportunity by preparing
necessary supplements.

ITEM NO. 132
Election Commission's letter No.23/ID/2005-PLN-II, dated 06.12.2005 addressed to the Chief

Subject: Electors Photo Identity Card - Issue of duplicate cards - regarding.
Kindly refer to your letter No.7812/2005-1 dated 19.10.2005 proposing reduction in the fee of
Rs.25/- prescribed for issue of duplicate EPIC. The Commission after due consideration has agreed
to your proposal to charge a fee of Rs.15/- instead of Rs.25/-, as originally fixed, for issue of duplicate
EPIC.
ITEM NO. 133
Election Commission's letter No. 23/LA-KL/2005, dated 09.12.2005 addressed to the Chief Electoral
Officer, Kerala, Trivendrum.
Subject: Revision of Electoral Rolls- Issuance of EPIC Cards.
I am directed to refer to your letter No. 3028/EL.4/05/ELEC dated 29 th November, 2005 on
the subject cited above and to state that the EPIC card can be handed over to the applicant who has
made application for inclusion of name in the electoral roll once the ERO/AERO is satisfied about the
genuineness of the claim and has passed final orders for inclusion in the relevant part of the roll. In
this behalf, it may also be added that the necessary procedure of law as provided in the instructions of
the Commission for publication of Form-9 or 10, as the case may be, inviting objections, if any, have
already been gone through and minimum period allowed for the purpose has elapsed.
ITEM NO.134
Election Commission’s letter No.23/ID/2006-PLN-II. Dated 29.03.2006 addressed to the Chief

Electoral Officer, Meghalaya
Subject:- Implementation of EPIC programme – regarding.
With reference to your letter No.EL/85/2003/350, dated 22nd February, 2006 on the above
subject, I am directed to inform you that the Commission, after taking into account the circumstances
explained therein, has agreed to your proposal to reissue EPICs to all electors who have been issued
such cards with Polaroid photo during 1994-1996. You may initiate appropriate necessary action to
issue new EPICs to residual electors and fresh EPIC in digital format to the electors having identity
cards with Polaroid photograph.
2. The Commission has decided that the work of re-issue of EPICs in digital format to the
electors having EPICs with Polaroid photo should not be taken up in all the 60 constituencies in one
go. It desires that in the first instance two constituencies – one urban and one rural – should be
selected on pilot basis. The work of issue of new EPIC to residual electors should be taken up in all
the constituencies.
3. In view of the fact that number of all EPICs issued after 2001 in digital format is not reflected
in the electoral roll, steps should be taken to capture the missing numbers. While giving publicity for
EPIC campaign, an appeal should be made that persons holding EPIC issued after 2001 (date of
issue of card is printed on the reverse side of the Card) need not get another EPIC even if they get a
notice in Form ID-EPIC-001. Such persons should indicate the EPIC No. in full in the Form-001 and
submit the same at the DPL with a photocopy of both sides of the EPIC. You may adopt such other
steps as may be appropriate according to local administrative set up to capture the missing EPIC
numbers.
4. Kindly acknowledge receipt and intimate the action plan drawn and the particulars of the two
constituencies selected on pilot basis for re-issue of all Polaroid cards.
ITEM NO.135
Election Commission’s letter No.23/ID/2006-PLN-II. Dated 17.04.2006 addressed to the Chief

Electoral Officers of all States and Union Territories.
Subject:- Electors Photo Identity Cards – Issue of Duplicate Cards – regarding.
Sir,
The Chief Electoral Officer, Gujarat, has sought for Commission’s instructions in the matter of
issuing duplicate cards, free of cost, to the electors who have lost their EPICs during the riots.
2. As per the existing provisions of rule 28 of the R.E. Rules, 1960, issue of an EPIC for the first
time to an elector shall be at the expense of the Government. Therefore, the cost for issue of a
duplicate card will have to be borne by the elector concerned.
3. The Commission has taken the view that only for replacement of lost/mutilated defect free
EPIC a fee of Rs. 25/- shall be charged from the elector concerned and the word ‘duplicate’ shall be
stamped on the front side of the card. For re-issue of defective EPIC, having wrong photograph or
deteriorated photo quality beyond recognition of the elector or incorrect particulars printed on the front
side of the Card or where EPIC number is indicated in the electoral roll but the card has not been
delivered to the elector, no fee shall be charged and the word ‘ duplicate’ will not be stamped.
However, the cards shall bear the unique original EPIC number. Instructions also exist for issue of a
duplicate card free of cost in case the loss is due to natural calamities beyond the elector’s control.
4. After considering the reference made by CEO, Gujarat, the Commission has decided that
whenever mass destruction of EPIC takes place due to any reasons beyond the control of the elector,
whether natural or otherwise like riots, accidents, fire, etc., the CEO’s office should delineate such
areas in consultation with the concerned authorities and notify them so that whenever next EPIC
campaign is taken up in that area affected by riots, floods, earthquakes etc., requests for duplicate
cards are dealt with as genuine and outside such area, the genuineness is decided by the EROs on a
case to case basis. This will reduce the hassle for the public.
5. This disposes of the reference made by CEO, Gujarat vide his letter No.EPIC-1606-51-CHH
dated 17th March, 2006.
ITEM NO.136
Election Commission’s letter No.23/ID/AP/2006-PLN-II. Dated 20.04.2006 addressed to the Chief

Electoral Officer Andhra Pradesh.
Subject:- Implementation of EPIC programme – Proposed campaign in 2006 - regarding.
With reference to your letter NO.3388/Elecs.E/A1/2005-14, dated 17th March, 2006 on the
subject cited, I am directed to say, that the Commission has approved the proposal for undertaking
EPIC campaign by adopting hybrid, online/offline method as proposed by you. However, the following
points should be taken into account while undertaking the campaign:
i) Distribution of Form 001 should be got done through Govt. staff. Under no circumstances
should the vendors be involved in this work.
ii) Even though the work is being decentralized, it should be ensured that the SLA is deeply
involved in preparation and supply of standard software and for all over supervision.
iii) It may also be ensured that the electoral roll database and the EPIC database are in
synchronized with each other.
Immediate action should be taken to draw up a programme for calling tenders and finalizing
them. Distribution of defect-free EPIC and their proper record should be maintained.
The Commission may be informed of the detail programme drawn for the EPIC campaign.
Attempt should be made to do 100% coverage by year end.
Simultaneously, efforts should be made to retrieve the old image data through transfer of data
to current media or by scanning of miniature sheets so that after incorporating the retrieved old image
data and new images taken during the present campaign with the electoral roll data base a pilot
project for preparation of photo electoral roll in Anantpur and Srikakulam districts can be attempted
during the next revision of election rolls with reference3 to 1-1-2007 as the qualifying date.

STATE LEVEL AGENCY
ITEM NO. 137
Election Commission's letter No.23/SLA/2003-PLN-II. dated : 02.06.2004 the Chief Electoral Officers
of All States and UTs
Subject: Appointment of SLA for computerization of Electoral Rolls and EPIC – regarding.
You are aware that the Commission took the decision to computerize the electoral
rolls during summary revision w.r.t. 01-01-1998 as the qualifying date and the main features of the
scheme of computerisation of electoral rolls are clearly defined standards for hardware, software,
operating systems, data structures and issues relating to computing in Indian language, etc. on the
technological front. For the implementation strategy, a State-Level Agency (SLA) in the shape of an
IT organization in the State Level Public Sector Undertaking which are equipped to handle the work
and have sufficient number of computer and IT professionals was introduced so as to provide the
CEOs and DEOs with the necessary technological perspective and to ensure compliance with the
technical and quality standards specified by the Commission. Similarly, while issuing comprehensive
guidelines for EPIC programme in May, 2000, it was directed that preferably the SLA for the
computerisation of rolls programme is appointed SLA for the EPIC programme also for providing the
technological solutions and support to the CEO and DEOs in implementing and maintaining the EPIC
programme.
It has since been brought to the notice of the Commission, that at times it is becoming very
difficult to restrict appointment of SLA only to PSUs as many works are outsourced by them which
affects the qualify of work. A proposal has been made to allow private companies in the field of
computers that are reliable and competent to be appointed as SLA for both work of compuerisation of
electoral rolls and EPIC. The Commission is considering the issue of relaxing the condition of
appointing only Govt. agencies as SLAs. In order to get the best PSUs and private companies to
work; in election data management, it has been decided in principle to review the existing guidelines
in the matter of appointment of SLA. It has therefore been considered appropriate that first some
bench marking should be done to evaluate the tenders of the private agencies.
You are, therefore, requested to give your views on the parameters/bench marks that may be
minimum requirement for selecting agencies as SLAs. You may also indicate your views as to
whether your State would like to continue with the existing arrangements or like to go for private
agencies. Your comments/views in the matter may kindly be sent to the Commission latest by 15th
instant.
ITEM NO. 138
Election Commission's letter No.23/SLA/2003-PLN-II, dated 07.12.2004 addressed to the Chief

Electoral Officers of all States & UTs
Subject: Appointment of SLAs/extension till 2005
Vide our earlier letter No.23/SLA/2003-PLN-II dated 5th May, 2004, it has been
decided to extend the existing contract of SLAs till 30th September, 2004, subject to satisfactory
performance. Now as the work of intensive\/summary revision of existing electoral rolls is going on in
most of the States, the Commission has decided that the contract of existing SLAs may be extended
till 31st March, 2005 by the CEOs, subject to satisfactory performance by the SLA. While granting
extension, the CEOs should ensure that SLA has kept the voter list database and EPIC database
strictly as per the formats presented by ECI and that vernacular data is kept in ISCII. It should also be
ensured that all the software, source codes, databases, manuals etc. are delivered by the SLA to the
CEOs concerned and kept in his/her safe custody.
ITEM NO. 139
Election Commission's letter No.23/SLA/2003-PLN-II, dated 02.02.2005. addressed to the Chief

Electoral Officer, Pondicherry, Pondicherry.
Subject:-Appointment of SLA – regarding.
With reference to your letter No.E.1-10(11)/2005(Vol.I)-23 dated 17th January, 2005, on the
above subject, I am directed to inform you that the Commission has acceded to your request for the
extension of the period of engagement of PELECON as the State Level Agency for the Union Territory
of Pondicherry till October, 2005 in view of the circumstances explained in your letter under reference.
ITEM NO. 140
Election Commission's letter No.23/SLA/2003-PLN-II, dated 02.02. 2005, addressed to the Chief
Electoral Officer, Punjab, Chandigarh
Subject:-Appointment of SLA – regarding.
With reference to your D.O. No.Elect.-2005/P(ID)-964 dated 19th January, 2005, on the above
subject, I am directed to inform you that in view of the State Govt.’s decision to wind up M/s Electronic
Systems Punjab Ltd., Mohali, after 31st March, 2005, the Commission has decided to allow you to
take steps for appointment of a new SLA for computerisation of electoral rolls and EPIC on the basis
of existing guidelines.
ITEM NO. 141

Electoral Officer, Tamil Nadu, Chennai.
Subject:- Appointment of SLA – regarding.
With reference to your letter No.7413/2004-3, dated 15th February, 2005, on the above
subject, I am directed to inform you that the Commission after taking into consideration the
circumstances explained therein has acceded to your request to extend the contract of M/s. CMC Ltd.
as SLA for a further period beyond 31-3-2005 till 30-6-2006.

ITEM NO. 142

Electoral Officer, NCT of Delhi, Delhi.
Subject:- Appointment of SLA – regarding.
With reference to your letters No.CEO/P&S/6(4)/2001/4641, dated 14th February, 2005,
CEO/P&S/6(4)/2004/6573, dated 25th February, 2005 and CEO/P&S/6(4)/2001/6829, dated 2nd March,
2005, on the above subject, I am directed to convey the concurrence of the Commission for further
continuation of M/s. CMC Ltd. as SLA for a further period of two months upto 31-5-2005.
ITEM NO. 143
Election Commission's letter No. 485/COMP/8/2003, dated 31.03.2005 addressed to the Chief
Electoral Officers of all States and UTs
Subject: Extension of contract of existing SLA.
Vide letter No. 23/SLA/2003-PLN-II dated 7th December 2004, the Commission had decided
to extend the contracts of existing SLAs till 31st March, 2005, subject to the satisfactory performance.
As you are aware, for the last one-year, the Commission has been emphasizing on all the states/UTs
to follow the 1998 and subsequent guidelines regarding electoral rolls computerization and EPIC very
strictly. In many states, there has been satisfactory progress in moving towards the prescribed
standards which is helping in picking up the good practices from various states and then extending
the same to other states. In many states, movement towards uniform prescribed standards is still
going on. Also in view of the intensive revision and/or special summary revision going on, various
states and UTs have requested for extension of the existing SLAs. In view of this, the Commission
has decided that the CEOs may extend the contract of existing SLAs for a period of further one-year
w.e.f. 01-04-2005 to 31-03-2006. This, however, will be subject to satisfactory performance and strict
adherence to Commission’s guidelines by the SLA.
While granting any extension to the SLA or before releasing any payment, the CEO must
make sure that the Commission’s guidelines regarding electoral roll computerization and EPIC are
strictly adhered to. This includes the following points, which by no means is an exhaustive list :-
1.Electoral Rolls must be maintained in the format and data structures prescribed by the
Commission. All the state/district level control tables must have been checked for any errors.
The data entry must be done using a standard software. The source code of software and the
manuals should be available with CEO with clear understanding that the ownership of the
software developed lies with CEO and not with the vendors. The data must be maintained in
English as well as in all the vernacular languages specified for each AC. The vernacular data
must be kept in ISCII. After data entry and before printing the rolls, the software must have some
inbuilt validation checks so that wrong data is weeded out. It should be noted that the 1998 and
subsequent guidelines very clearly prescribed that data entry job includes as deliverables ABCD
and PSCD. The ABCD (Archival Backup CD) would have the database in English as well as in
the vernacular language(s) specified for the AC. The PSCD (Publication and Sale CD) would
include PDF files in all the vernacular languages specified for the AC, with proper indexing. It is
again reiterated that any data entry tender without these deliverables is violative of Commission’s
guidelines, and any extra expenditure incurred on producing PDF roll CD or conversion into ISCII
from font based data entry or transliterating it into English or other languages would amount to
unnecessary extra expenditure. Commission’s guidelines in this regard have been very clear
from the beginning that the software developed by SLA will have all these features built in and the
data entry vendor, by doing the entry in one language, would be able to deliver ABCD and PSCD
using the same software.
2.It must be ensured that EPIC databases are also kept in English as well as in vernacular
language specified for that AC and they should be strictly in the format and data structures
prescribed by the Commission. The miniatures as well as digital backups must also be
maintained strictly as per ECI guidelines. As you are aware, the Commission is moving towards
photo rolls in a big way and all the states and UTs have been asked to get proper backups of all
the old photographs also and take necessary steps to retrieve such data from old cassettes,
tapes, CDs and miniatures etc. so that convergence of the two programmes of electoral rolls
computerization and EPIC can take place, resulting in photo rolls. Hence it must be ensured that
SLA has taken necessary steps in this regard and is competent to undertake the retrieval of old
images in reasonable rates and in a time bound manner.
3.It must also be ensured that CEO’s website is updated. PDF files in all the languages specified
for each AC should be available on the website. Also, database search facility, at least AC wise,
should be available in English/Vernacular with a good search mechanism.
Necessary action in this regard may be taken by the CEO and a certificate furnished jointly by the
CEO office and SLA regarding all the points mentioned above should be sent to the Commission at
the earliest.
ITEM NO.144
Election Commission’s letter No. 23/SLA/2006-PLN-II, dated 31.05.2006 addressed to the Chief
Subject: Extension of contract of existing SLA – Regarding
With reference to your letter No. 1842/2006-2 dated 24th May, 2006, on the subject
cited, I am directed to inform you that the Commission after taking into consideration the
circumstances explained therein has acceded to your request to extend the contract of M/s CMC Ltd
as SLA for a further period of one year beyond 30th June, 2006.
COMPUTERISATION
ITEM NO. 145
Election Commission’s letter/order No. 23/97/PLN-II, dated: 20.09.1997 addressed to the Chief Electoral
Officers of All States (Except Assam and Jammu & Kashmir) And All Union Territories.
Subject: Summary Revision of Electoral Rolls, 1998 - Third set of Instructions "Guidelines of
Election Commission of India-3".
I am directed to forward herewith a copy of the third set of guidelines and instructions titled
"GUIDELINES OF ELECTION COMMISSION OF INDIA-3" in connection with the Summary Revision
of Electoral Rolls, 1998 for necessary action.
Kindly acknowledge receipt by an immediate message.
Summary Revision of Electoral Rolls - 1998
Guidelines of Election Commission of India - 3
GENERAL
Integration of Roll
In the earlier guidelines of the Commission (Guidelines of Election Commission of India-2), it

has been mentioned that in the current summary revision, the supplementary lists which form part of
the draft rolls and the additional lists prepared after the revision of electoral rolls would be added
to the mother roll, albeit including the Electors' Identity Card Numbers, wherever these have been
issued. In the present process of summary revision, the supplementary lists are not being
integrated with the Mother Roll. This is being done specifically to manage the complexity and to
conveniently readdress grievances and complaints, if any, after the final publication of the revision
of rolls in January, 1998. This has already been clarified’ during the regional CEOs meeting and is
now reiterated. The long-term strategy is to later use the integrated rolls for draft publication for
the 1999 Summary Revision.
It is further clarified that no separate deletion and modification lists relating to the
supplements which form part of the draft rolls need to be printed in the final rolls. The deletions
based on such supplements will be shown by scoring through the entries and modifications will be
reflected at the respective places against the corresponding number. This means that if the name at
Serial No. 1215 is Ramesh Kumar Gupta and is actually modified in one of the supplementary lists in
the draft roll, i.e. in the list of modifications, as Ram Kumar Gupta, in the finally published list after
revision against Sl.No. 12IS only Ram Kumar Gupta will be printed. Consequently, there will be no
list of modifications for such names as modified and already listed as modified in the draft roll.
This aspect may be brought to the notice of political parties during discussions by CEO/DEOs.
However, the lists of additions already published as supplements forming part of the draft rolls will be
printed in the finally published rolls to make them complete. Further, for the cases decided during the
current Summary Revision after considering the claims and objections, lists of additions, deletions, and
modifications will be separately printed.
Summary of Data on Number of Electors in Mother Roll & Supplements
It is necessary that a summary of the figures for Electors with an analysis of additions, deletions,
modifications is given at the end of each part and the grand summary is given in the first page of the
Assembly Constituencies. The format for this is given in Appendices - Al & A2.
Remuneration for Designated Officers
The remuneration for designated officers had been decided along with other categories of staff
connected with revision of electoral rolls vide the Commission's letter No. 21/8/4/93 dated 24th March,
1993. However, State Govts. will be free to revise the rates to be paid to designated officers for the current
revision, if they feel such a necessity in the interest of smooth operation of the scheme.
Role of the DEOs and EROs
In the process of computerisation some of the activities are necessarily to be centralized at

the state level. However the primary role of the Electoral Registration Officer in preparing and publishing
the rolls from the draft publication stage onwards needs to be reiterated. The EROs have the primary and
statutory responsibility for preparing, revising and publishing correct and accurate Electoral Rolls. The process
of computerisation should not in any case dilute their significant role and primary responsibility in this regard.
The DEOs as the first level supervisory officers have an equally important role. Further, in the
context of computerisation the data for several control tables have to be prepared under the direct
supervision of the DEO. For several of these, the coding has to be done at the district level to maintain
consistency and integrity. These relate to tables 21 to 28 and 34 and 35. These are again listed below for
ready reference.
1.Table No.21-SUBDIVS
2. Table No.22-TEHSDLS
3.Table No. 23-TOWNS
4.Table No. 24- METROS
5.Table No. 25 - MTRODIST
6.Table No. 26 - VILLAGES
7 Table No. 27 - BLOCKS
8.Table No. 28 - PANCHAYT
9.Table No. 34-POLICEST
10.Table No. 35 - POST_OFF
The EROs have to prepare the control tables for the following.
1.Table No. 15-AC PARTS

2.Table No. 16-PS_IOCN
3.Table No. 17-PS_AUXY
4.Table No. 19-SECTIONS
These will be primarily drawn from the draft electoral rolls. However extra care has to be taken for
accurately indicating Polling Station Locations so that all the Polling Stations located in the same Polling
Station Location are correctly linked.
Taking into account the concept of Section and Segment explained later in these guidelines, these
too have to be carefully noted in the draft rolls manually and later entered in the computers.
It is important that these lists are prepared carefully and correctly and the control table data made
available for integrating with the Electors' details (table 20) before the relevant print outs of the rolls in the
revised format can be printed.
Apart from these specific tasks the overall responsibility of close supervision and monitoring of the
process of revision of electoral rolls rests with the DEOs.
PUBLICITY
Reading of Names of Electors in Panchayats
It was suggested by some CEOs that reading out of the names of electors in the rural areas in the
respective Gram Sabha could be very helpful in preparing rolls which are accurate and clean. Accordingly
state governments, through their appropriate departments may issue suitable directives to the Panchayats
to get them read in the Gram Sabhas immediately after the draft rolls made available to them. This should
be done with great urgency.
Use of NGOs
In some of the States, Non-Governmental Organisations (NGOs) are doing good work under NVAC
programme and CEOs may utilise their services for making the programme of summary revision a
success. A suggestion was made that one free copy of electoral roll should be made available to
such NGOs. It has been decided that copies can be given to only such NGOs which are approved by
concerned CEO for taking up the NVAC programme. Further, copies of only parts relating to their
area of operation may be given to the NGOs for the NVAC programme only.
Publicity through AIR and Doordarshan
It is once again emphasized that CEOs should take follow up action with Regional Kendras of
Doordarshan and All India Radio. In this connection, Secretary, Ministry of Information and
Broadcasting had directed D.G., A.I.R. and D.G., Doordarshan for issuing necessary instructions to
their Regional Directors. A copy of the letter of the Secretary, Ministry I & B has already been
circulated to all the CEOs and is again enclosed for ready reference at Appendix-B. The copies of
the letters written by D.G., Doordarshan to the Regional Directors are enclosed at Appendix-C.
Use of Posters
Suitable posters may be prepared indicating that voters can file their claims and objections,
etc., by the specified date; that they may check their names and also the draft rolls are also available
there. It should indicate the last date for filing the claims & objections for inclusion, deletion, and
modification in the electoral roll. These posters may be displayed at the locations of all designated
officers.
Providing list of Designated Officers to political parties
The list of the designated officers should be made available to representatives of

recognised National and State parties for making the places of designated officers well known among
the public. This should also be done with the greatest urgency.
DISPLAY OF COPIES OF FINALLY PUBLISHED ROLLS FOR INSPECTION
The State Governments should arrange for the Panchayat Secretaries and Patwaries, Block
and Municipal Offices to keep a copy of the final roll for public inspection at their offices. Similarly,
the CEOs may interact with the Education Department and persuade them to allow one additional
copy of the final roll to be kept in the premises of the schools where the polling stations are located.
The latter arrangement is currently working in the NCT of Delhi.
COMPUTERISATION OF ROLLS
New Format of Rolls
A separate Order for printing of final rolls in revised format is being issued by the Commission under
the Registration of Electors Rules, 1960.
Updating of Age
On the matter of the age of the electors, it has been decided that since the electoral rolls will be
as on 1.1.1998, the age of the electors should also be updated even in respect of electors who were part of
the draft roll as their age in the draft roll would have been with reference to the qualifying date of the mother
roll or the previous revision. The latter could be with reference to 1.1.1995 (Mother Roll) or 1.1.1996
(Summary Revision, 1996). Only in case of Punjab it would be as on 1.1.1997 due to the Summary
Revision, 1997. For this purpose also a formal order of the Commission will be issued. Suitable computer
programme can automatically increase the age and no extra effort for this would be involved.
Relationship Code
Many CEOs have informed that the information on relationship is not available either in the existing
rolls or in the basic records like Form 6 or Electoral Cards used to note down the names of eligible persons
at the time of house to house enumeration during the last Intensive Revision.
In future relevant Forms will be suitably amended to include this column. If the relationship code
from any previous record is not readily available, that column in the current rolls may be left blank.
However, the EROs should insist that for the current Summary Revision applicants clearly mention
the relationship in the claims / objections being made during the current revision, so that at least in the
cases of additions and modifications during current revision such code can be given in the relevant
column. The top portion of Form 6 is reproduced below to further clarify this point:

(Statutory Rules and Order)
FORM 6
[See rules 13(1) and 26]

Claim application for inclusion of name
To

.......................................... Constituency,
Sir,
I request that my name be included in the electoral roll for the above constituency in Part No
..................................... relating to ............................................................................... ……………
My name (in full)...................................................................... Sex.................................... …………
My Father's/Mother's/Husband's name.............................................................................. …………

It is necessary that in the last line of the above part of Form 6, whatever relationship is not
applicable is scored out. In this regard, detailed instructions should be issued by the CEOs in the local
language to all Designated Officers, EROs and AEROs.
In the earlier guideline it had been indicated that the if the relationship is not one of the three
(Father/ Mother/ Husband), the specific relationship should be written in hand and while entering the
code in this case, 'O' should be given. However as the current statutory forms do not have anything
other than Father/Mother/Husband, use of the code 'O' for others can not be used for the current
revision. In future the statutory forms can be suitably revised both for content and format.
House Number
In the matter of giving the house number in the relevant column, what is required is that the
exact house number as given in the mother roll and supplements are shown in the final roll in each
case. Where house number is not readily available in the previous rolls, the field may be left blank in
the new rolls.
Style of printing of EPIC No.
A few CEOs have informed that they will not be able to print the full EPIC No. in the roll. It
may be noted that the EPIC No. in the computer database has to be stored in full. It is also desirable
to have the EPIC No. printed in full in the electoral roll so that an elector may be able to easily match it with
the number on the card issued to him. However, if a CEO feels that it would not be possible to print the
EPIC No. in full, the following style should be adopted.
For each Part, the prefix of the EPIC No. of almost all electors in that Part would be the same.
Exceptions would be in the cases of those electors who had their EPIC prepared and issued in some
other Part but whose names now appear in Part under consideration. Therefore, the prefix common to
most electors will be indicated in the Page Header, and against the name of an elector only the last
component of the EPIC No. will be printed. In the case of deviation as mentioned above, the full EPIC No.
should be printed with prefix in brackets and the latter, possibly spilling over to the next line.
Strategy for recording EPIC No. in the finally published Rolls after Summary Revision
In States where EPIC Scheme has been implemented with the mother roll of 1995 as the basis,
assigning EPIC No. of electors does not pose any difficulty. However, in the States which have used the
rolls of an earlier year for the EPIC scheme, this creates some difficulties as the serial nos. of electors in
the two lists do not match. In such cases, the following strategy can be adopted:
i. The work should be done for each Part separately.
ii. The names in the draft roll should be compared with the list of those electors to whom EPICs
have been issued. In many cases it would be possible to have the second list in alphabetical order
of names, which would facilitate the comparison.
iii. As soon as a name matches, the corresponding EPIC No. may be assigned. The EPIC Nos. of
the other members of that household can be then be assigned from the EPIC list even if there are
minor differences in names.
iv. For cases in which EPIC was issued in one Part but the elector's name appears in another
Part, the EPIC No. field may be left blank for the time being. Later a specific programme would be
launched to include EPIC Nos. of such electors. - Form 8 would also be amended suitably to provide
for the information on EPIC No., if already issued to the elector.
Cut-off date for inclusion of EPIC No.
A cut off date has to be indicated for inclusion of the Photo Identity Card Numbers for the revised
Electoral Rolls. Since very meticulous and thorough checking is required for this, in order to harmonise the
data of the Photo Identity Card and the Electoral Roll, the consensus in the meeting of the CEOs was that the
numbers of all defect-free cards issued till the date of draft publication should be invariably included in the
revised rolls. Data on any cards issued subsequently can be incorporated in the subsequent revision or
through the process of continuous updating. However in the computer database the Elector's Photo Identity
Card Number will continue to be added even without the formal application of the elector as and when more
Cards are issued. It is clarified that the EPIC No. should be only indicate in case of Electors who have actually
been issued defect free cards. There may be cases where cards might have been prepared and not
distributed or photographs taken and card not prepared. These and other might have been assigned EPIC
number. If they have not been issued the cards, the EPIC number is not to be indicated against their names
in the finally published electors rolls.
Each Supplementary List from a new page
Each Supplementary List in a part should start from a new page.
Column Nos. be given on each Page
Some States have suggested that since column headings are being given on each page, there is
no need to give column numbers. It is felt that the space saved by not giving column numbers would be very
insignificant, because in the printed rolls for most Parts the last page is not fully utilised. Clarity for functional
usage is critical. The nominal economy envisaged by avoiding the column numbers would sacrifice this
clarity which should be eschewed.
Abbreviations only in the footer of first page of Part
A few States have suggested that the explanation of abbreviation used should be given only in the
first page of each part. This could be given only in the first page if a state so decides. However it would be
desirable not to sacrifice clarity for a nominal economy.
Detailed Explanatory note on Sections, Segments
For electoral purposes the hierarchy of geographical units are the following. The country
consists of States and Union Territories which have Parliamentary Constituencies comprising of
Assembly Constituencies. Within the Assembly Constituencies, electors are grouped into Parts, each
Part corresponding to one Polling Station. A Part may include one village or an area of a Village, a
Town or Metro either in part or in full. To provide for distinct groupings of these electors, a Part,
even in the current rolls, is sometimes divided into further sub divisions. Such sub-divisions have been
given the nomenclature of Section in the computerised system. A Section is therefore a sub- division
of a Part.
A Section may correspond to either a new (first or next)Village within the Part or a new (first
or next) Area with a distinct identity within the village or a town or a metro. Be that as it may, the
Sections in the new rolls should directly correspond to the way the groups have been actually formed
within the Parts in the Draft Roll. Depending on the number of Sections, these will be sequentially
numbered and given a running serial number within a part For example, if the original Draft Roll
corresponding to a Part had four sub-divisions for grouping the electors, there will be four Sections
numbered 1 to 4 for that part. If for another part, there are five sub-divisions for grouping electors,
this Part would have five sections numbered serially from 1 to 5. The exact geographic identification or
description given in the draft roll should be followed. This description should be printed in slightly
larger font than the details for electors and a distinct divider line should be printed across the page at
the end of every section.
It is quite possible that one village or a well known and clearly defined Area in a large village
or a town or a metro has its electors spread across more than one Part and the corresponding
Polling Stations. In such a case, in order to be able to link electors of this area across the parts and
corresponding polling stations, the different portions of the same village or a well known and clearly
defined Area of a village or a town or metro falling within different Parts/ Polling Stations can be
given Segment Numbers. For example, if Chankayapuri in Delhi is spread out across five parts in
five polling stations, in the relevant parts the sub-divisions relating to Chankayapuri can be
numbered as Chankayapuri-1, Chankayapuri-2, ... Chankayapuri-5, the numerical identification
being the Segment Numbers. It is possible that in one of the Parts where a portion of Chanakayupuri
is included, there may be another sub-division including electors of another Area and thus the portion
of Chanakayapuri would correspond to a Section in that part in terms of the concept explained above.
To sum up, a Section is a distinct and a clearly defined group within a Part. A Segment
identification arises only and only if one distinct geographic unit-a well known Area in a village, town or metro -
is spread across more than one Polling Station and corresponding Parts.
Post Office and PIN CODE
These items have been included to clearly identify the Villages/Towns and Metros. However, the
data on the items may not be readily available and it may take some time for compiling the same. Non-
availability of this data should not hold up the preparation of the computerised rolls. In the current printed
format, these fields are not being used. At a later stage this data will be used for a cross-check. Therefore, an
attempt should be made to obtain this data and include it in the computer database as soon as possible while
not holding up the present phase of preparation of Electoral Rolls in the revised format.
COMPUTER INFRASTRUCTURE
Indian Language Keyboard Layout
In the specifications of computer systems in the packages A-l to A-4, it is to be stipulated that
"Indian Language Keyboard Layout" stickers are to be provided by the vendors.
"WAKE ON LAN" feature
The "WAKE ON LAN" feature has been inadvertently included in the specifications of packages A-l
& A-2, which are for the Servers. This is a feature of Nodes and should therefore be excluded from the
packages A-l & A-2 and included in the package A-3, which pertains to Nodes.
Computer Equipment to meet or exceed Specifications
The computer equipment offered against relevant package for CEOs and DEOs offices should meet
or exceed the specifications prescribed by the Commission. The certificate should be verified with reference
to the specification of the equipment actually offered. These CEOs may add additional features to the
specifications given by the Commission. Some CEOs mentioned that for servers some additional generic
performance criteria may be added. They can finalise this in consultation with the concerned state level
organisations.
However the specifications given by the Commission is the minimum and cannot be diluted or
modified. Each vendor should also specifically certify that.
Procurement of Computer Equipment
Some of the states wanted that some broad guidelines may be indicated for procurement of
computer equipment. The state/UT Govt. may have their own standards, rules and guidelines for procurement
and tendering. However in order to ensure that computer equipment of appropriate quality is procured for the
current programmes of computerisation of electoral rolls the following broad guidelines are indicated. These
guidelines may be followed as the minimum and essential part of the procurement process, in addition to the
State/UT Govt. Standard procedures.
The bidding/tender for computer equipment for the different packages indicated for this programme
may be done in three parts. These will be:
General Bid
Technical Bid
Commercial/Financial bid.
a. General Bid
The general bid is meant to evaluate the competence of the vendor/suppliers. Commission
has already indicated that the vendor must have certification as an "Intel-inside" licensee and also
have certification for Windows 95/Windows NT. List of firms which have the certification has
been separately_circulated to the CEOs. The state Govt. may therefore exercise the option of
inviting limited tender from these firms with the relevant certification. For this, the companies may
participate through their branches, regional offices or authorised resellers, distributors or dealers.
Even while calling a limited tender, the general bid has still to be obtained and in this the following
aspects need to be taken into account and evaluated..
1.Licence/ Certificate verification
2.Corporate profile (Printed Annual Report of last accounting year)
3(a) If manufacturer bidding directly or through its branch, service support to be provide
by branch. Branch hierarchy to be given,
(b). If bidding through Reseller/ Distributor/ Dealer, Verification of Channel

Arrangements.
4. Local Infrastructure of Bidder
 Premises (long term lease if premises not owned)
 Technical Personnel
 Telecommunication facilities
 Stocks and Spares
 Track Record in Local Area
5. Maintenance Support System
a)Certification, if any
b)Preventive Maintenance arrangements
c)Fault Calls Attendance

6. A. Population of all Systems
At National In the
level State/UT
a) Servers/ Multi-user Systems
b) Desktops
B. Major Clients
a)At National level
b)In the State/UT
7. OEM Arrangements
a. Operating System Licences
b. OEM Channel for Software Products including RDBMS
c. OEM arrangements for peripherals
8.Manufacturing Base
9.Quality certification for manufacturing, if any
10.Awards for Products, if any
11.Income Tax/ Sales Tax clearance certificates
12.Standard Products literature
13.Proposed arrangements for support in installation and commissioning
14.Proposed arrangements for training
15.Strength/ Competence/ Arrangements in support for Indian Language Utilities~.
16.Strength/ Competence/ Arrangements in support for Operating System
17.Strength/ Competence/ Arrangements in support for Office Suite
18.Strength/ Competence/ Arrangements in support for RDBMS
It is of utmost importance that the vendor should be in a position to provide service of

acceptable quality throughout the State/UT in the post installation phase.
b. Technical bid
Commission has already indicated technical specification for each package.
While the specifications prescribed by the Commission can not be modified or diluted,
additional features, parameters considered appropriate and necessary may be also stipulated by the
State/UT govt.
Only firms which satisfy the state/UT Govts' evaluation on general bid should be evaluated
for technical bid. In this, the technical parameters of the equipment offered for each package
should be evaluated and it should be confirmed that the equipment offered meets or exceeds the
specifications prescribed on every count
The make and Version of some of the critical components like hard disk, mother board,
monitor, memory, key board and BIOS and Server Management Software (in case of the Servers)
may be specifically obtained in the bid and taken into account. Only such of the firms whose
products meet the required technical specifications should be short listed for the next phase of the
evaluation.
c. Financial/commercial bid
The commercial bid would essentially consist of the price of different packages. In this
due weightage has to be given to taxes and other components and the final price taken into account.
As for the period of free support/guarantee in the bid, a minimum three years should be
prescribed. The vendor should be required to install the equipments in all the district Suitable
conditions in terms of release of payment and security may be stipulated to protect the interest of
State/UT to ensure that this service is provided by the vendor. Security Deposit and Performance
Guarantee as considered appropriate should also be obtained.
d. General Approach
The features mentioned above may be suitably built into the tender conditions. The vendor
should be asked to submit three separate bids in separate sealed envelopes which should then
be placed inside an outer envelope duly sealed. The individual bids should be opened at the
appropriate stage.
By and large, the general principles of sound competitive bidding should be followed.
Regional Resource Centres
Four Regional Resource Centers as indicated below have been identified for providing technical
support and for prototyping the computerised solution as well as technology demonstration.
(i) Haryana State Electronics Development Corporation (HARTRON) at Chandigarh
- for the Northern Region.
(ii) Rajasthan Electronics and Instruments Ltd. (REIL) at Jaipur
- for the Western Region,
(iii) Andhra Pradesh Technology Services (APTS) at Hyderabad
- for the Southern Region.

(iv) Orissa Computer Application Centre (OCAC) at Bhubaneswar
- for the Eastern Region.
These Regional Resource Centres will provide support not only in the concerned state but also to all
the states in the region. The CEO of the region can draw on the experience of these organisations in
computer based solution, particularly in respect of solutions in Indian Languages. The CEOs of the states
where these Resource Centres are located may co-ordinate with the other CEOs of the region.
Indian Language Software
For the requirement of software for handling the Indian Languages component of the computer
database, the States may contact the following organisations:
1) Cyberscape Multimedia Pvt. Ltd.
a) Mr. Anand S.K., MD

941,1st Floor, 21st Main
Opp. BDA Complex, Bangalore - 560070
Ph: 6714446 Fax: 6712433
b) Mr. Sridhar
Shop No. 1, Manohar Park
Opp. Geeta Society, Charai
Thane (W) - 400601
Ph: 5340239, 5437802
2) C-DAC (Cenre for Development of Advanced Computing)

Mr. Chandrashekhar Raje/ Shashank Bhat
Pune University Campus
Ganesh Khind Pune -411007
Ph: 370034,357020, 352461/79/80
Fax: 357551
3) Modular Systems
Dr. M.N. Cooper,
Partner 26, Electronic Estate
Pune - Satara Road
Pune-411009
Ph: 527994,523510
Fax: 525896, 527323
The list of addresses of distributors / dealers / service centres of these companies is enclosed at
Appendix-D.
The above companies can also be contacted for assistance in converting the Indian Language
legacy data for EPIC scheme into ISCII.
SELECTION OF STATE/ CENTRAL GOVT. IT ORGANISATION
In a few states, particularly in the states in the North-East and the Union Territories, no state level IT
Organisations are available. In the second set of guidelines it had been mentioned that a State Govt.
could involve national level organisations in the computerisation of the electoral rolls. It is now clarified that
in such cases, some of the Govt. of India corporations exclusively focussed on computer and information
technology-related solutions, and which have also been involved in the identity cards scheme, can be
considered. The CMC Ltd. is one such orgnaisation which has done good work in the state of Gujarat
as per the report of the CEO during discussion.
STANDARDS FOR COMPUTERISED SOLUTIONS
File / Directory naming conventions
It may be noted that the names of the data tables used in the data structures given vide letter
No.23/97/PLN-II dated 3.9.97 are generic. The system of storing the data of Parts, Assembly
Constituencies, Districts and States in different files/directories will have to be worked out by each State.
However, some broad guidelines on the matter are being devised and will be communicated to the states
shortly.
Data Structures
Some modifications have been made in the data structures sent to States vide Commission's
letter No. 23/97/PLN-O dated 3.9.97. The complete set of revised data structures will be issued
separately.
Standardisation of codes for Administrative/Geographic Units
It is desirable to standardise the identification nos7codes for the various administrative/geographical

units like districts, sub-divisions, tehsils, metros, towns, villages, panchayats, etc. This would pave the way
for using the data by different govt. organisations for varying purposes as also for integrating different
databases at later stages. Therefore, for devising the identification nos./codes for various units, discussions
with other Govt. Ministries/Deptts./Organisations may be held. Andhra Pradesh Govt. has already
implemented this. Chief Executive of APTS may be contacted for further details on the subject. However, the
work for the computerisation of current summary revision of Rolls need not be held up and CEOs have to
do the coding at their level so that the overall schedule prescribed is adhered to.
STRATEGY FOR CREATING COMPUTER DATABASE
List of Components of Work
For better management of the work it is important to understand the various components of the
activities relating to revision and computerisation of electoral rolls, 1998 and plan to complete each
component in time while ensuring the required quality. These main components are listed herein below:
1. Preparation of required documents for draft publication.
2. Consolidation of the above documents and publication of draft rolls.
3. Selection of State Level Organisation(s)/ Central Government Organisation for the computerisation
of Electoral Rolls.
4. Preparing the relevant documents for the publication of the roll in the new formats.
5. Entering the data at 4 above into the computer either by way of fresh data entry or by way of
conversion of legacy data and addition of additional columns.
6. Adding the data from cases of claims and objections disposed during the current summary
revision to the data base as prepared as per para 5 above.
7. Generating the master copies for printing rolls in the revised form for final publication.
8. Printing of multiple copies of the finally published rolls.
9. Preparation of sites in DEOs’ and CEOs' offices for computer infrastructure.
10. Procurement of computer equipment and software for DEOs and CEOs.
11. Training of personnel in the election machinery at the district level and the State level.
12. Development of application software to provide a common interface for the computer systems across
the States to manage the electoral roll data in the systems to be installed in the district and the state
level.
13. Installation and commissioning of the equipment as at para 10 above.
14. Preparing the master copies of the data of summary revision as in the finally published roll in computer
readable media.
15. Loading the systems with the data of the finally published rolls.
16. Arrangements for facilities management at the district level and State level, computer facilities
including availability of computer professional on full time basis.
17. Making available the finally published electoral rolls in computer readable media for sale.
The CEOs accordingly will have to specifically focus on the different items of work. While it is
imperative that the State level/ Central Government Organisation is selected quickly and formally
associated with the implementation of the project, it is equally important that the scope of their
involvement in various components of work is quickly decided. It may be noted that the most important
aspect of the implementation of the project is to develop an appropriate technology perspective and ensure
compliance of the standards prescribed by the Commission. Further it is important that the quality control of the
entire project at every stage is planned as a specific activity. In these respects the State level organisation
has to be fully and formally involved.
For example, while the actual tendering for the equipment and software can be done by the CEO
directly, the State level organisation has to be involved at every stage for the pre-qualification of the tenders,
for evaluation for technological aspects, for quality inspection of the equipment supplied and the
commissioning. If the State govt. so desires they can even allot the work on a turn key basis to the state level
organisation.
Similarly, while the data entry for electors' details itself has to be sub-contracted, the state level
organisation has to be associated and involved in the evaluation and selection of the data entry agencies,
checking the data supplied by the agencies to ensure that these conform to the standards prescribed by the
Commission, as well as in storing them in the master copies and loading the data in the computer systems of
the district and the State level.
They have also to be associated and preferably directly made responsible for managing the data
preparation, data entry/ storage of data in the control tables. This, in any case, has to be done under direct
supervision of CEO.
The integration of the data on electors (Table 20:E-DETAJL) provided by Data Entry Organisations,
and the data in Control Tables to generate the reports is one of the key activities and should, as far as
possible, be handled by the state level organisation directly and under the close supervision and monitoring of
CEO.
Similarly the State level organisation has to be fully involved and given responsibility for developing
the common interface for the state and for standardising the final report for the state conforming to the
standards prescribed by the Commission.
PLANNING FOR THE FUTURE
Working copy of rolls
The working copy of rolls should provide two more columns to print STATUSTYPE and
SOURCETYPE, to help the ERO/ AERO to find immediately the status of an elector or the source of
inclusion/ deletion/ modification of the entry. To accommodate these two additional columns, the
working copy of the rolls would have to be printed in 'landscape' layout.
Future Applications
In addition to the future applications specified in Appendix-6 of Guidelines-2, one more

application of the computer database is the Electoral Geographical Information System. This may be
listed at Sl.No.5. An updated list of the future applications is now given at Appendix-E.
Appendix - Al
Summary of Electors in Assembly Constituency No............................................................

of ………………………………………..(State/UT) for Summary Revision, 1998
[To be given at the beginning of the Roll of the Assembly Constituency]
No. of electors
Roll Type Roll Identification
Men Women Total
I. Original Mother Roll Intensive Revision 1995
II. Additions Supplement 1 Summary Revision 1996
Supplement 2 Continuous Revision 1997
Supplement 3 Summary Revision 1998
Sub-Total :
III Deletions Supplement 1 Summary Revision 1996
Sub-Total:
Net Electors in the Roll after Summary
Revision 1998 (I+II-III):
IV. Modifications Supplement 1 Summary Revision 1996
Total:
Note: For Punjab, data also to be given for the supplement corresponding to Continuous Revision 1996
and Summary Revision, 1997 which would be listed between the above-mentioned supplements 1
& 2 and supplements 2 & 3 respectively with revised Sl.Nos., the total supplements being 5.
Appendix - A2
Summary of Electors in Fart No................................ of Assembly Constituency No

of………………………………..(State/UT) for Summary Revision, 1998
[To be printed at the end of each Part]
Men Women Total
I. Original Mother Roll Intensive Revision 1995
II Additions Supplement 1 Summary Revision 1996

Sub-Total:
III Deletions Supplement 1

Supplement 2
Supplement 3
Sub-Total:
Net Electors in the Roll after

Summary Revision 1998(I+II-III):
IV. Modifications Supplement 1

Supplement 2
Supplement 3
Total:
Note: For Punjab, data also to be given for the supplement corresponding to Continuous Revision 1996 and
Summary Revision, 1997 which would be listed between the above-mentioned supplements 1 & 2 and
supplements 2 & 3 respectively with revised Sl. Nos., the total supplements being 5.
ITEM NO. 146
Election Commission’s letter No.485/Stats/Comp/16/98, dated: 21.08.1998 addressed to the Chief

Electoral Officers of All States and Union Territories (except Assam and Jammu & Kashmir)
Subject: Computerisation of Electoral Rolls - Guidelines on Preparation of CD-ROMs
I am directed to forward herewith the Guidelines on Preparation of CD-ROMs for the
electoral rolls data.
Please acknowledge receipt.
COPY
Computerisation of Electoral Rolls
Guidelines for preparation of CD-ROMs

[Issued under cover of Commission's letter No. 485/Stats/Comp/16/98 dated 21.8.98]
Substantial progress has been made in a number of States/ UTs in implementing the
programme on Computerisation of Electoral Rolls. In many states, data entry has been completed
and the Rolls have been printed in multiple copies as per the format prescribed by the Commission.
Information Systems Division of the Commission has been working closely with the CEOs of Gujarat,
Haryana and Rajasthan to develop prototypes for CD-ROMs, and this stage has been successfully
completed. After evaluation of various options, the technical parameters for CDs have been finalised.
These may be followed by all CEOs and strict compliance of the standards may be ensured.
I. Types of CD-ROMs to be produced
The CD-ROMs to be produced after completing the data entry and publication of the printed
rolls will be of two types. One type will be primarily for internal use and will contain archival and
back-up copy for future reference and maintenance of the database on a continuous basis. The
second type will be for publishing and sale to the public. This distinction should be clearly
understood. There will be separate strategies for the two types and each is dealt with in detail in
the following paragraphs. The first category is being referred to as the AB-CD-ROM and the
second as PS-CD-ROM.
The media to be used for producing these two types of CD-ROMs should be
Recordable CD (CD-R) and not Rewritable CD (CD-RW).
II. AB-CD-ROM for internal use, archival and back-up purposes
(a) Contents of the AB-CD-ROM
The AB-CD-ROMs for internal use, archival and back-up purposes will contain the raw data.
The data will be for all the tables in the data structure prescribed by the Commission.
A complete set of the control tables should be separately copied in one or more CD-ROMs as
may be necessary.
All files retained in the CD-ROM should be made into read only files.
Copies of relevant computer program with complete documentation should also be kept in
AB-CD-ROM. A set of the Fonts used in generating the reports and any DLL used should also be
retained in the AB-CD-ROM. These can be kept in a separate CD-ROM or with each of AB-CD-
ROM.
It needs to be ensured that the back-up data and program files work properly. For this, the
back-up data and the program files should be separately copied onto the hard disk of a computer,
and sample electoral rolls should be generated using these. The sample rolls so generated should
be identical to the printed electoral rolls.
(b) Storage Format of Data in CD-ROM
The data in the archival CD-ROM will be either in .dbf format, or SQL Tables
(ANS11992 standard). These are the only two standards prescribed for the Tables.
Doubts have been raised by some CEOs as to whether the data has to be kept in MS
Access Table - MDB format. It is clarified that the basic standard is .dbf or SQL Table and
retention of data in this format is mandatory.
If data is available in the MDB format an additional set of CDs may be created to keep the
data in that format. In such a case, it would be desirable to keep the file in MDE format, which would
be read only. It may please be noted that keeping data in this format, i.e. MDB or MDE, is not repeat
not a substitute for the basic requirement of keeping the data in ".dbf or "SQL"-Table format as
already indicated in the preceding paragraphs.
This approach for retaining an additional set of data in the format of a database package used
for the printing may be followed for any other database package like MS-ACCESS referred to in the
preceding paragraph. Again this is not a substitute but only a supplement to the mandatory
requirement.
(c) Organising data of Assembly Constituencies in CD-ROMs
Data in Table 20 containing Electors' details is to be copied in separate CDs, organised

by Assembly Constituencies. One CD may contain data for one or more Assembly Constituencies of a
Parliamentary Constituency. Data of any Assembly Constituency should not be split or spread over
more than one CD. In other words, if one CD can contain the full data of five Assembly
Constituencies and a part of the sixth Constituency, the data of only five constituencies should be
kept in the first CD The data of the sixth, and other Assembly Constituencies, should be kept in the
next CD.
(d) Use of AB-CD-ROMs in Operation and Maintenance Phase
The main purpose of the back-up/ archival copy is that when the scheme moves on to the
operation and maintenance phase, relevant data may be loaded on the hard disk in the computer
systems at the appropriate levels for the continuous updating of the rolls. The application software
should be so designed that the data relating to the published roll is not modified directly in the
relevant tables. The data relating to additions, deletions and modifications should be entered in
separate directory in the current files and the supplementaries should be generated from time to
time by combining those current files with the archival data. At the time of the next revision of rolls,
the current data and the archival data should be merged to generate the draft rolls either in the
consolidated form, or as a mother roll and supplementaries as per the instructions given by the
Commission for the relevant revision. The merged data would then be archived, and would form
the basis for--subsequent phase of continuous updating.
(e) AB-CD-ROMs for Subsequent Revisions
If the electoral rolls are being consolidated after a revision, fresh AB-CD-ROMs would have to
be prepared. Otherwise, only the additional data relevant to additions, deletions and corrections are to
be kept in supplementary AB-CD-ROMs.
III. PS-CD-ROM for sale to the Public
(a) Contents of the PS-CD-ROM
The PS-CD-ROM for sale to the public will contain an exact copy of the printed rolls
published - nothing more, nothing less. The objective is that a user should be able to view the roll
on the computer screen, or obtain its print-out.
(b) Storage Format of Data in PS-CD-ROM
The data in PS-CD-ROMs for sale will be retained in the Portable Document Format (PDF)
files. The PDF files can be generated by using ADOBE Acrobat Software. The latest available
version of this software should thus be purchased by the CEOs.
The user can access the data stored in PDF files by using the Acrobat Reader,
software which is available free of cost. To make the PS-CD-ROM self-contained, it would be
necessary that the reader software is also included in the PS-CD-ROM.
(c) User Interface
A top level menu will be provided which will have the sign-on screen indicating the
contents of the CD that is the copy of the printed rolls available in the CD. Obviously, the details of
the revision, parliamentary constituency, and assembly constituency and the script(s) of the rolls
have to be indicated.
The user is then given the option to continue or exit. On choosing the continue
operation this will lead to the content pages. In the first level of content pages, i.e. Contents at a
Glance, the Parliamentary Constituency and the Assembly Constituencies covered should be
listed. On choosing a particular Assembly Constituency, a screen would be presented where a
user will have the option to select either the Assembly Constituency Summary, or the List of
Parts. On choosing the former one would be able to view the AC summary. On choosing the
latter, the user will move to List of Parts. In the revision lingo this is loosely referred to as a Table
of Contents. In the List of Parts, by selecting any Part the user would be able to view the details of
that Part.
Intuitive navigation in HTML browsing style should be provided to move to the

content page, or to a specific Assembly Constituency or to a specific part of a constituency or to
quit reading the roll. For this hyperlink buttons should be provided in the initial screens, as well as
at the end of footer portion of each part.
The broad structure of the initial screens will thus be as follows:
1. Sign-on screen indicating content of the CD. Copyright information may be

included here. The sign-on screen should have a help button which will lead to the
help menu. Another button should lead to a tutorial, which can be kept in the
autorun mode with reasonable display time for each screen.
2. Table of Contents at a glance - Name of PC and the list of the ACs included in that
particular CD.
3. Screen for each AC with 2 choices - AC Summary, List of Parts.
4. List of Parts.
5. A complete list of all CDs available for the State. This is optional, as such a list can be
given only when more than one CD for the State are available.
6. List of Election Offices where the CDs can be purchased.
It should be obvious that the user will not be able to manipulate or modify the data printed
in the PS-CD-ROM.
(d) Directory Structure of files in PS-CD-ROM
The directory structure of files stored in PS-CD-ROM should be on the pattern

prescribed for the storage of raw data relating to the roll. Assuming that there are three Assembly
Constituencies included in the PS-CD-ROM, there will be three separate directories for the
three Assembly Constituencies. A file containing the Assembly level summary will be at the
directory level of the relevant Assembly Constituency. Within each Assembly Constituency level
directory, there will be a separate file for each Part of that Assembly Constituency. The directory
structure in a PS-CD-ROM containing the data of, say, three Assembly Constituencies would thus
be as follows:
In the case of UTs where no Assembly Constituencies exist, the directories would be
Parliamentary Constituency wise, and the instructions applied mutatis mutandis. In other words, in
such cases the PC-summary data as well as the Part-wise files will be directly within the PC-level
directory.
(e) Designs for the CD-ROM and CD-ROM cover
The designs to be printed on CD-ROM (top surface) and the CD Jewel Box/ Paper Jacket
have been standardized. Copies of these designs are enclosed as Annexures I & II respectively. A
standard design in the CD itself will be screen-printed. Each state has to fill in the various portions for
the relevant CDs and get the screen-printing done accordingly. Details of these are explained
hereinafter.
Design for the CD-ROM surface
The circular design to be printed on the top surface of the CD-ROM would be divided into
three bands. The colours of these three bands would be ochre, white and green from top to bottom.
The contents to be printed in each of three bands would be as given below. The colour scheme of the
text/ logo in the different bands, however, may be decided by the CEO.
Top Band : In the top centre there would be the logo of Election Commission of India. The
logo can be downloaded from the Commission's website (http://www.eci.gov.in), where it appears on
the top left comer of the opening page. Under the logo, the words "ELECTION COMMISSION OF
INDIA" would be written in the centre. In the next line, the text "ELECTORAL ROLL, " followed
by the year of the electoral roll would be written in the - centre.
Centre Band : The centre band would have two components, one to the left of the hollow space
of the CD and the other to its right.
On the left side, the name of the State/ UT would be written in capital letters, and under
that the text "Product ID" followed by the product ID would be given. The Product ID will be assigned
as follows:
@@-&R####-PCxxx-$
where, @@ : Two-letter standard abbreviation of the State/ UT (list enclosed

as Annexure III),
& : Single-letter revision code (l-lntensive, S-Summary, P- Partly

intensive partly summary, L-Special),
#### : Year of revision (4-digit),
xxx : Parliament Constituency No., with leading zeroes wherever

necessary,
$ : Serial number of the CD for the Parliamentary Constituency.

If there is only one CD for the PC, this would be 1.
On the right side, the words "Parliamentary Constituency" followed by PC No., PC Name,
and PC Type in parentheses (if the PC Type is SC or ST) are to be written.
Bottom Band : If the data of all the ACs in the PC is contained in a single CD, the text "Complete
data of PC" should be written in the first line. Otherwise, the serial number of that CD and the total
number of the CDs for that particular PC are to be indicated by writing "Disk n of m for PC No. xx",
wherein xx stands for the PC No. (without leading zero). In the next line, the text "Assembly
Constituencies included:" followed by the list of ACs (AC No., AC Name and AC Type, if the AC
Type is SC or ST) should be given. Where the total no. of ACs are too many to be covered in the
space available, the text "AC Nos." followed by the actual AC Nos. in Arabic Numerals and separated
by commas should be given.
Design for the CD-ROM Jewel Box/ Paper Jacket
The square-shaped design too would be divided into three bands, with the colours of the
three bands being ochre, white and green respectively from top to bottom. As in the case of the
design for the CD-ROM, the contents to be printed in each of the three bands would be as specified
below, but the colour scheme of the text/ logo in the different bands may be decided by the CEO.
Top Band : This would comprise four components, namely:

Name of State/ UT;
Product ID;
Particulars of the Parliamentary Constituency.
The text and style of these components should be as in the centre band of the design of the
CD-ROM surface.
Centre Band : The contents of the centre band would be the same as those of the top band
of the design of the CD-ROM surface.
Bottom Band : The contents of the bottom band would be the same as those of the bottom
band of the design of the CD-ROM surface.
IV. Production of CDs
(a) AB-CD-ROM
It is suggested that two copies should be retained by the concerned DEO with the computer
centre at his level. One copy should be retained by the CEO's office. Wherever the contracts for data
entry or turnkey job for data entry, production of off-set master and multiple printed copy has been
awarded and the contractor is obliged to provide the data in CD-ROM, this would refer to the AB-CD-
ROM. These CDs will be WORM disks generated from CD-Rewritable drives. This is not to be
confused with the PS-CD-ROM.
(b) PS-CD-ROM
As for the saleable copies, two copies of the data have to be retained on WORM disks. For
facility of easy identification, these can be called Data-Master CDs. After thoroughly checking and
testing, one copy can be given for production of multiple copies. The production job itself is a
specialized job and would have to be contracted out. The process involves creation of a master or
gold disk which is then used to generate multiple copies. This can be called the Print-Master CD.
From this the final saleable multiple copies of the CDs will be produced through a stamping
process. The process is somewhat similar to preparation of the offset plate and offset printed copies.
The job of CD publishing should be separately contracted out and is not to be mixed up
with the contracts for work relating to data entry by organisations and creation of archive/ back-up
data CD of the type described earlier.
The states of Gujarat, Haryana and Rajasthan, which have progressed well in
preparation of the CD-ROMs, are being asked to produce both types of CDs and copies will be
available in the Commission. The technical personnel of the state level agencies may visit * the
Commission and obtain any further details and clarifications required in this regard from the
Information Systems Division.
Annexure I
Design for the CD-ROM Surface
Sample 1
Sample 1
Annexure II
Design for the CD-ROM Cover
Sample 1 HIMACHAL PRADESH

Product ID
HP-SR98-PC001-1
1 - Simla (SC)
Logo

ELECTORAL ROLLS, 1998
Complete data of PC
Assembly Constituencies covered:
3-Rohru, 4-Jubbal-Kotkhai, 5-Chopal, 6-Kumarsain, 7-Theog,
8-Simla. 9-Kasumpti (SC), 1O-Arki, 11-Doon, 12-Nalagarh, 13-
Kasauli (SC), 14-Solan, 15-Pachhad (SC), 16-Raindka (SC),
17-Shillai, 18-Paonta Doon, 19-Nahan
Sample 2 NATIONAL CAPITAL TERRITORY OF DELHI Product ID

DL-SR98-PC003-1
3-Outer Delhi
Logo
ELECTION COMMISSION OF INDIA ELECTORAL

ROLLS, 1998
Disk 1 of 3 of PC No 3
Assembly Constituencies covered:
16-Madipur (SC). 17- Tri Nagar, 18-Shakurbasti,
19-Shalimar Bagh, 20-Badli, 21-Sahibabad
Annexure III
List of States/ UTs, their Codes and Abbreviations
State/UT Code Name of State/UT Abbreviation

S01 ANDHRA PRADESH AP
S02 ARUNACHAL PRADESH AR
S03 ASSAM AS
S04 BIHAR BR
S05 GOA GA
S06 GUJARAT GJ
S07 HARYANA HR
S08 HIMACHAL PRADESH HP
S09 JAMMU & KASHMIR JK
S10 KARNATAKA KT
S11 KERALA KL
S12 MADHYA PRADESH MP
S13 MAHARASHTRA MT
S14 MANIPUR MR
S15 MEGHALAYA MG
S16 MIZORAM MZ
S17 NAGALAND NL
S18 ORISSA OR
S19 PUNJAB PB
S20 RAJASTHAN RJ
S21 SIKKIM SK
S22 TAMIL NADU TN
S23 TRIPURA TP
S24 UTTAR PRADESH UP
S25 WEST BENGAL WB
U01 ANDAMAN & NICOBAR ISLANDS AN
U02 CHANDIGARH CH
U03 DADRA & NAGAR HAVELI DN
U04 DAMAN & DIU DD
U05 NCT of DELHI DL
U06 LAKSHADWEEP LD
U07 PONDICHERRY PY
ITEM NO. 147
Election Commission’s letter No.485/Stats/Comp/16/98, dated: 24.08.1998 addressed to the Chief

Subject: Computerisation of Electoral Rolls - Revision in Specifications of computer equipment.
The Commission had specified in its Guidelines-2 on Computerisation of Electoral Rolls

issued vide letter No. 23/97/PLN-H dt 23.8.97 that each DEO should have a minimum of two
Pentium-II computers. The specifications of the computer equipment to be purchased for the offices
of CEO and DEOs had been indicated vide letter No. 23/97/PLN-II dated 28th August, 1997.
The computer infrastructure with the DEOs would be used not only for the computerisation of
rolls, but for Electors Photo Identity Cards (EPIC) scheme too. The Commission has also taken a
decision to create permanent infrastructure for issue of cards on-line. Detailed instructions on this,
and specifications of some additional equipment required for preparation of cards - like camera and
lamination machine -would be issued shortly. Apart from the fact that the computer infrastructure
would be used for both the schemes of computerisation of rolls and EPIC, it may be noted that the
prices of computers have fallen considerably since the drawing up of the specifications. In view
of this, it has been decided that instead of the two Pentium-II stand-alone computers recommended
earlier, each DEO should have one Pentium-II Server as per the specifications given in Package A-2
and two Pentium-II Nodes as per the specifications given in Package A-3. Further, as Windows 98
has been introduced, it is suggested that in all procurements of Packages D-l and D-2, Windows 98
may be procured in place of Windows 95.
In States/ UTs where the computer equipment has already been procured, an additional
Pentium-II Server as per Package A-2 may now be procured for each district. The two stand-alone PCs
purchased earlier, which already would have ethernet cards, could then be used as nodes. These
States/ UTs should also have Windows NT for each district, and the Windows 95 procured earlier may
be upgraded to Windows 98.
In the specifications of hardware peripherals (Packages B-l to B-4), the following

three models of printers had been recommended:
1.HP laser jet 5 Si

2.HP laser jet 5
3.HP laser jet 6L
The printers listed as serial numbers 1 and 2 above are not available now as the same are
not being marketed by HP India Ltd any more. The position has therefore been reviewed, and it
has been decided that in place of HP laser jet 5 Si you may procure HP laser jet 8000N, and in
place of HP laser jet 5 you may procure HP laser jet 4000N.
Attention is also invited to Guidelines-3 on Computerisation of Electoral Rolls issued under

cover of Commission's letter No. 23/97/PLN-II dated 20th September, 1997. As stated at page 11 of
the Guidelines under the section on Procurement of Computer Equipment subsection a - General
Bid, the State Govt. may exercise the option of open competitive bidding or inviting limited tender
from firms with relevant certification, list of which has already been provided. This is essential to
obtain standard equipment at competitive prices, and should be scrupulously adhered to. While
evaluating the bids the latest published prices of similar configurations as appearing in magazines/
daily newspapers should also be taken into account.
ITEM NO. 148
Election Commission’s letter No.485/Stats/Comp/16/98, dated 10.09.1998 addressed to the Chief

Electoral Officer, Delhi, Madhya Pradesh, Mizoram, Rajasthan
Subject: Computerisation of Electoral Rolls - Continuous Updating of Electoral Rolls. 1998
A doubt has been raised by some CEO's on the manner in which entries are to be made in
the Table 20 database on account of changes in electors' details. Detailed instructions in this
connection have already been issued as part of Guidelines-3 issued under cover of letter No.
23/97/PLN-ll dated 20.9.97. The same are reiterated and amplified in the paras below.
Where changes in electors' details were allowed during a revision prior to the Summary
Revision, 1998, the changed particulars of the elector would be reflected in the electors' database
and also in the printed rolls against the elector's names where it appears. There would be no
'Corrections List' in the Supplement of the corresponding revision. This has been illustrated by an
example in para 2, pg.1, under the heading "Integration of Rolls" of Guidelines-3
Where the modification in particulars was allowed during the Summary Revision, 1998, the
corresponding entry in the computerised database would be updated and the new particulars printed
in the Mother Roll or Supplement as the case may be. In addition, they would also be printed in the
'Corrections List1 in the Supplement corresponding to the Summary Revision, 1998 as stated in para
3, pg. 2 of Guidelines-3. The format of the Supplement has already been circulated under cover of
letter No. 22/97/PLN-ll dated 28.11.97.
It should be appreciated that for every elector there would be one and only one record appearing in
the Electors' Detail (Table 20) Database. In both the above cases it would be the final modified particulars of
the elector.
In order to maintain uniformity across the country, the Electoral Roll data as revised in the Summary
Revision, 1998 should be available as a separate back-up. This would correspond to the multiple copies of
the roll which have been printed.
Additions, deletions and modifications in the Rolls after 5.1.98 should be made in the computerised
working copy of the Electoral Rolls only after the backup has been taken on CD-Rs. Detailed guidelines on back-
up and publication of data on CDs have already been forwarded under cover of letter No.
485/Stats/Comp/16/98 dated 21.8.98.
In States where elections are due later during the current year, it would be necessary to print from the
computer database an additional supplement covering the changes in the Electoral Rolls. Additions,
Deletions and Modifications made during the Continuous Revision, 1998 would form separate lists in this
Supplement. The format of this supplement would be the same as for the Summary Revision, 1998. This
Supplement appended to the earlier printed roll would be the final roll to be used for conducting the forthcoming
elections or later for publication as draft of the next summary revision.
As additions appear only in the Supplement and no changes are required in the earlier published roll
nothing further needs to be done. Deletions normally require the entry in the printed roll to be scored out.
However, it has been decided by the Commission that the entries corresponding to deletions listed in the
additional Supplement corresponding to the continuous updating of rolls post 1.5.98 till the last date
of nominations, would not be scored out in the printed roils. Instead, against such an entry ah
asterisk (*) should be marked by hand along with the serial number of the entry in the deletion list.
Similarly, in respect of modifications, the entry in the printed rolls should be marked with a hash sign
(#) by hand along with the serial number of the entry in the corrections list. These markings would be
made only in the copies of the roll to be used in the Election Offices. The fact that the deletions and
modifications of the last supplement would not be directly reflected in the mother roll / earlier
supplements, may be brought to the notice of the political parties and candidates while sending the
roils so that there is no scope of confusion.
No changes / markings can be made by hand in the rolls handed over to the political parties
or candidates as these should have been handed over much in advance. Similarly no markings are to
be done in the copies made available for sale.
A clear explanatory order should be available with each Presiding Officer on this aspect so
that if any Polling Agent has any doubts this can be shown to them.
These instructions may please be brought to the notice of all concerned.

ITEM NO. 149
Election Commission’s letter No.485/Comp/16/98, dated 11.02.1999 addressed to the Chief Electoral
Officers of All States and Union Territories (except Assam, Bihar and Jammu & Kashmir)
Subject: Computerisation of Electoral Rolls - Specifications of Computer Equipment -

Revision
Kindly refer to letters No. 23/97/PLN-ll dated 28 th August, 1997 and No.
485/Stats/Comp/16/98 dated 24th August, 1998 on the above mentioned subject.
2. Due to changes of technology and availability of various new components, the

specifications for Computer Equipment have been revised and are enclosed herewith. The
specifications have been framed taking into consideration the availability of systems with leading
vendors, both Indian and multi-national.
3. It may be pointed out that two sets of specifications have been provided in the case of
Nodes (Package A-3) and Desk Tops (Package A-4). One for Intel Celeron 300A based systems
and the other for Intel PI I based systems. The CEO may decide whether Celeron based systems are
to be procured or whether PI I systems are to be procured depending upon estimated intensity of
usage. They may consult the State Level Agency to make the necessary choice.
4. It is important that the specifications as given for each of the modules is included in the
tender requirements as it is without any modifications. These specifications have been drawn after
verification from the market that at least five to six major vendors are in a position to offer the
products fully complying with the same. In some of the components for a module, the value against a
particular parameter might have been specified with an option "or higher". It is important to note that
each vendor offering a particular product should meet the basic value indicated against the
parameter. Once he does so, the product would automatically be considered as a valid product.
The words "or higher" have been used to provide for some vendors which may as a part of the
standard equipment, offer higher values in respect of one specific parameter. While evaluating the
offer of a particular vendor in respect of a particular module, it is to be seen whether in respect of each
of the parameters the basic value prescribed is being met or not. All cases, where such full compliance
is available in respect of the basic value of all parameters, are to be taken into consideration for price
evaluation. At that point, the price quoted should be the only consideration and no bonus point or
advantage should be given for any other reason. While tenders offering higher specification should be
considered, they should not be given any price advantage on account of such higher specification
offered in respect of one or more parameters. Thus, for example, in Package A1 : Hardware -
Computers (Server), the CD-ROM drive is indicated as "16X or higher". While calling tenders the
specification "16X or higher" as indicated should only be mentioned.
5. The general instructions regarding the tendering process as already given in the guidelines of
the Commission earlier should be strictly followed.
6. Where tenders have already been issued on the basis of earlier specifications and
the evaluation process is at an advanced stage, there is no need for issue of fresh tenders on
the basis of new specifications. All new tenders, however, should be based on the new
specifications issued with this letter.
Specifications for Computer Systems
(as revised on 11.2.199)
Package A-1 & A-2 : Hardware - Computers (Server)
S. No. Item Specification
1. CPU Intel Pentium II Processor
2. No. of CPUs 1 expandable to 2 CPU
3. Clock Speed 350 MHz or above
4. Chip set Intel 440 BX
5. Cache 512 KB or higher
6. RAM 64 MB SDRAM with ECC, expandable to 1 GB
7. HDD 16 GB (4 x 4 GB), with minimum of 3 Hot

Pluggable Ultra Wide SCSI integrated on the
motherboard (40 Mbps)
8. Ethernet 10/100 Mbps PCI integrated on the motherboard
9. I/O Type Minimum of 2 PCI, and 3 Shared or dedicated

PCI / ISA Slots
10. Memory/Bus ECC or Parity or both
11. Power Supply Unit 1
12. No. of Fans 1
13. CD-ROM Drive 16 X or higher
14. FDD 1 x 1.44 MB
15. Server Management S/W To be supplied by the vendor mentioning make,

including all features and version. Whether own or 3rd
Virus Protection party software to be specified
16. Monitor Display with PCI VGA with 2 MB RAM and 14"
SVGA Colour
17. Keyboard Windows 95 / 98 keyboard
18. Mouse Microsoft Compatible Mouse with pad
19. Certification a) Intel Inside Licencee,
b) Microsoft Certified (Windows NT 4.0 Advanced

Server)
20. BIOS Latest BIOS to be given. Make & Date to be
specified by the Vendor
21. Other features Y2K Compliant
Hardware Specs
Package A-3 : Hardware - Computers

(Server Nodes - P II)
2. No. of CPUs 1
3. Clock Speed 333 MHz
6. RAM 32 MB EDO / SDRAM
7. HDD 3.2 GB Ultra DMA 33 Mbps integrated on the motherboard
8. Ethernet 1 (One) 32 bit PC 110/100 Ethernet Card
9. CD-ROM Drive 24X or higher
10. FDD 1 x 1.44 MB
11. Ports 2 Serial, 1 Parallel, 2 USB
12. Monitor 14" SVGA Colour with 64 bit PCI VGA Card with
2 MB RAM
b) Microsoft Certified (Windows NT 4.0 Workstation)
16. BIOS Latest BIOS to be given. Make & Date to be.

17. Other features a. Year 2K Compliant
b. DMI Compliant components

Package A-3 : Hardware – Computers

(Server Nodes - Celeron)

1. CPU Intel Celeron 300A Processor
2. No. of CPUs 1
4. Chip set Intel 440EX chipset
10. FDD 1x1.44 MB
2 MB RAM

b) Microsoft Certified (Windows NT 4.0 Workstation)
17. Other features a. Year 2K Compliant
b. DMI Compliant components

Package A-4 : Hardware - Computers

(Desk Top Systems - P II)
2. No. of CPUs 1
6. Cache 512 KB
11. FDD 1x1.44 MB
2 MB RAM
13. Keyboard Windows 95/98 Keyboard
15. Multimedia Kit 2 Self Amplified Speakers, Sound Blaster Card, Microphone

b) Microsoft Certified (Windows-95)
18. Other features c. Year 2K Compliant
d. DMI Compliant components
Package A-4 : Hardware – Computers

(Desk Top Systems - P II)
S.No. Item Specification

1. CPU Intel Celeron 300A Processor
2. No. of CPUs 1
4. Chip set Intel 440 EX
6. Cache 128 KB
8. Ethernet 1 (One) 32 bit PC110/100 Ethernet Card
11. FDD 1x1.44 MB
2 MB RAM
13. Keyboard Windows 95/98 Keyboard
15. Multimedia Kit 2 Self Amplified Speakers, Sound Blaster Card, Microphone

b) Microsoft Certified (Windows-95)

18. Other features e. Year 2K Compliant

f. DMI Compliant components
Package B-1 : Hardware - Peripherals
1. Printers
HP laser jet 8000N - 1 No. (For Uttar Pradesh 2 units)
HP laser jet 4000N - 1 No.
2. CD-Rewriters
CD-Rewriters (External)/ with 2X write, 6X
read speed/ Multiread support (Must read CD- - 2Nos.
ROM, CD-R, CDR-W & DVD Media)
3. Media
U.P. Other States
Rewriteable CDs 144 96
Writeable (WORM) CDs As required for archival copies

1. Printers
HP laser jet 8000N - 1 No
2. CD-Rewriters
CD-Rewriters (External)/ with 2X write, 6X read

speed/ Multiread support (Must read CD-ROM, - 2 Nos.
CD-R, CDR-W & DVD Media)
3. Media
Rewriteable CDs - 64 Nos
Writeable (WORM) CDs - As required for archival copies

1. Printers
HP laser jet 6 L Gold - 1 No.
2. CD-Rewriters

speed/ Multiread support (Must read CD-ROM, — 2 Nos.
3. Media
Rewriteable CDs - 8 Nos.
Writeable (WORM) CDs As required for archival copies

1. Printers
HP laser jet 6L Gold - 1 No.
2. CD-Rewriters

speed/ Multiread support (Must read CD-ROM, – 1 No.
3. Media
Rewriteable CDs - 4
Writeable (WORM) CDs - As required for archival copies

Package C : Communication Equipment (Modem)
Specifications
1.33.6 Kbps Speed or higher
2.Should have a minimum of
a. 1 LAN port
b. 1 Async port for dialing out
c. 1 Console port for local management and configuration
3.Windows Plug-N-Play feature
4.The Modem should support
a. Dial on demand routing
b. Connection Monitoring and disconnection in case on non-usage
c. Multilink PPP for Bandwidth aggregation for dual a sync port devices
d. Address translation for creating secure networks

Package 0-1 : Software - Operating Systems
Operating System No. of media (CD- Licences

ROM) For 5 base users + Additional users
1. Windows NT 4.0 1 per Server (as required depending on the total
no. of nodes connected)
2. Windows 98 (Latest version) 1 per Desktop 1 per Desktop
Note : States should ask for special prices under MOLP scheme of Microsoft Corporation
Package D-2 : Software - Operating Systems
No. of media
Operating System Licences
(CD-ROM)
1. Windows 98 1 1
(Latest version) per Desktop per Desktop
Package E (Optional*): Software - RDBMS for Server
1. Oracle/ MS SQL Server/ 1 No. with Media (CD-ROM) &

Comparable product - Documentation
* May be included in consultation with ECI

Package F : Software - Other Packages
Software Package No. of media Licences

(CD-ROM)
1. MS Office 97 Professional N+1 N+1 (N being the no. of

districts in the State)
2. Anti-Virus Software* N+1 N+1 (N being the no. of

(Vendors to provide districts in the State)
information on all features of
the software offered)
3. Indian Languages Software N+1 N+1 +(M+1) (N being the no. of

(Conforming to ISCII format, INSCRIPT districts in the
Keyboard layout, State and M being the
and Windows True Type nodes on) Server
Font with bilingual support)
* Specific Product to be decided by CEO in consultation with the SLA

ITEM NO. 150
Officers of All States and Union Territories (except Assam and Jammu & Kashmir)
Subject: Computerisation of Electoral Rolls & Electoral Photo-Identity Cards Specifications for
additional equipment
Please refer to our letter of even number dated 24th August, 1998, wherein it had been indicated that
the permanent computer infrastructure created for the offices of the District Election Officer
would be used for both the above mentioned programmes with suitable augmentation.
2. Evaluation of alternative image capture hardware in the form of Web Cams, CCD and
Digital Cameras is currently in process and is likely to take some time before finalisation. In
the interregnum, one of the models of Digital Cameras, Sony Digital Mavica MVC - FD 71
has been identified as an acceptable alternative. Amongst other features, this digital camera
allows images to be directly recorded on standard 1.44 MB floppy drives. A copy of the images so
captured can be created on a second floppy drive to serve as a backup copy.
3. Images should be captured in Black & White on an 8-bit gray scale at a resolution of 320
x 240 pixels in JPEG format. The resultant file size for the images would be of the order of 20
KB allowing on the average 72 images to be stored on a single floppy. While the file size is likely to
be higher than what was being created in the past, in the interest of getting an image which is
clearly defined, it is considered that a higher file size would be acceptable. With higher capacity
storage devices such as CD-Rs, file size does not present great difficulty. Needless to say, the
size of the image printed on the card would need to be reduced to the standard size by appropriate
scaling.
4. In future, all image data under the EPIC scheme should be stored in JPEG format at 320 x 240
pixel resolution.
5. In respect of the image data already created by the EPIC contractors it may be
ascertained that the same is JPEG, GIF, TIFF or BMP format. In case the image is stored in
any other proprietary format, the same should be got converted into one of the standard
formats mentioned. The current status is respect of the storage format as also the average
file size may kindly be ascertained from the contractors and intimated to us along with the
progress of conversion, if necessary.
ITEM NO. 151
Election Commission’s letter No.4 8 5 / C o m p / 1 6 / 9 9 , d a t e d 09.06.1999 addressed to the Chief

Subject: Revisions in Specifications of Computer Equipment for the offices of CEO and DEOs.
Kindly refer to Commission's letters No. 485/Stats/Comp/16/98 dated the 24 th August, 1998
and 11th February, 1999 on the above mentioned subject (copies enclosed for ready reference). In the
first letter it had been informed inter-alia that one Server and two nodes are to be procured for each
DEO. In the second letter mentioned above, the revised specifications of computer equipment,
finalised after taking into account the latest technology available, had been communicated. It is
reiterated that the instructions contained in these two letters should be strictly adhered to, and in no
case equipment of specifications lower than those specified should be procured. If some equipment
had already been procured before the revised specifications had been made available, the same
should be suitably augmented. For any further clarification, please feel free to contact me.
ITEM NO. 152
Election Commission’s letter No. 485/Stats/Comp/16/99/2261-2279(Speed Post), dated 24.06.1999

addressed to the Chief Electoral Officers of All States and Union Territories (except Assam, Bihar,
Goa, Jammu & Kashmir, Madhya Pradesh and Tripura)
Subject: Special Revision, 1999 - Computerisation of Electoral Rolls.
The programme for computerisation of Rolls was launched in August, 1997. The objective of
the programme, in the first phase, was to capture the data elements in the Electoral Rolls into a
computer database. The database itself was defined in clear terms and table structures were
specified as a part of the guidelines. These tables were in two groups. Table 20 containing the
details of electors accounting for bulk of the actual data is in one group and the control tables are in
the other group. The strategy followed has been to combine the data from the control tables and the
electors' data to produce the master copies of the Electoral Rolls. The master copy, in essence, is a
highly specialized and well-formatted report, which is produced through a standard report utility
available with the Database Management Software or through a Specialized Application Software.
The organisation of the data is by now well understood and appreciated by most of the
states and it has been repeatedly emphasized that the control table data is of crucial importance and
the printed Roll is not a text which is to be printed but a report generated from the combination of
control table and electors' data.
The other major strategy for implementation of the programme is to generate, along with the
publication of Electoral Rolls, a snapshot of the database which is the source of the report - the latter
being identical with the actual printed Rolls. It should be obvious that the actual printed and
published Roll is the legally valid Rolls. Therefore, it is essential that a corresponding computer
database is also available for record. This constitutes the archival and back-up copy - AB-CD-ROM.
At the same time, an exact copy of the printed Roll is available in the Portable Document Format
(PDF) format in the PS-CD-ROM.
The essence of the strategy is that every time a revision takes place, the newer version of
the database and printed copy, AB-CD-ROM and PS-CD-ROM are also generated and are
available. This overall strategy forms the core of the operational and management plan of the
Rolls Revision Activity through an IT solution.
To provide a different perspective of the strategy, the entire operations for production of the
CD-ROMs and generating printed copies of the Electoral Rolls can be compared to getting
snapshots of the entity at different points of time. The Electoral Roll is a dynamic entity, which
gets updated through the process of revision, special, summary or intensive, and through
continuous updating. The corresponding database, which is expected to be available in the
computer infrastructure in each district for the relevant constituency, would also be a dynamic entity.
Each time the Roll is published, either after a specific revision or otherwise -the latter on account of
an imminent General Election or bye-election, it would be the most current snapshot of this dynamic
entity.
It is, however, necessary that the appropriate and comprehensive records are maintained,
which would capture the changes occurring between one revision and the other, between one
published Roll and the other. In the original system specification, this aspect has also been taken
care of.
After the launching of the Special Revision in 1999 and the review in the six regional
conferences, the time has come to consolidate the programme and put it on a firm basis for the
continuous maintenance of the Electoral Rolls through the computer systems.
The immediate requirement is to produce the finally published rolls after the special
revision, 1999. A process of consolidation and integration of the Rolls by merging the various
supplements and also re-ordering the electors in appropriate groups to keep electors of the same
family together is to be undertaken. It is expected that most of the states will complete these. In
a few cases, specific permissions to print the rolls without consolidation and only bring out
supplements for the special revision have been allowed.
The details of the strategy have already been explained to the CEOs and the State Level
Agencies during the Regional Reviews.
To this end, it is expected that each State Level Agency will develop a common software
which will run on the district computer infrastructure of the election machinery. Eventually, the
standard software will provide a solution not only for managing each revision but also the cases of
the application received and decided during the phase of continuous updating. The common software
developed for use in the district infrastructure should be capable of handling this.
It is assumed that all the states may not be able to complete the process of developing this
common software at this juncture in view of the immediate requirement of the printed Rolls for
publication after the current revision as also in view of the pressure of the eminent General
Elections.
In this background, the essential and minimum requirement for enhancing the existing
software solution to take care of the requirement of the special revision are outlined in the following
paragraphs.
The guidelines issued by the Commission so far were with reference to the Rolls of
Summary Revision, 1998. That is, the system specifications had been designed to ensure that the
computer database should exactly correspond with the printed copy of the roll of Summary Revision,
1998. However, now that the process of Special Revision, 1999 - which also involves consolidation -
is in progress, it is necessary to make some changes in the database design. The original design
had been prepared in such a way that the changes required now would be minimal. These
changes are described in detail in the guidelines given at Enclosure-I.
In addition to the above changes in design, after the current Revision of Electoral Rolls,
the final computer database and the printed rolls should show the age of each elector as on 1st
January, 1999. In case of those electors whose particulars are carried over to the revised rolls from
the existing ones, the updating of age may be done through an appropriate computer programme,
which can be developed by the State Level Agency.
Before undertaking the job of printing multiple copies of electoral rolls after the current
revision, the following points may be kept in mind.
1. Identical font (style and size) has to be used for the rolls of all constituencies
across the State/UT.
2. From the electoral rolls database, the PDF files should be created. Master Printed
Copies of the Electoral Roll should be generated from these PDF files and used for
printing multiple copies through Printing Presses. This would ensure that the
printouts made from the CD-ROMs produced for sale are identical with the sale
copies of the printed Electoral Rolls.
3. The printing contractors should be given either the master set of the computer
printouts, or the print files. In the exceptional cases necessitating database files to
be given to printers, the reasons for the same must be recorded in writing. All
appropriate steps should be taken to ensure the security, and prevention of misuse, of
data after it is handed over to the printers. It should be made clear to the printers
that any breach of security of data, or its misuse, would invite severe punitive
action, including both civil and criminal prosecution. In view of the importance of
these issues, these aspects need to be monitored personally by the CEO
Enclosure-I
Special Revision of Electoral Rolls

Guidelines on Computerisation
1. The main directory for storing the Indian language database files, which was $$SR98 - where $$
being the two-letter standard abbreviation for the State/ UT name prescribed by the
Commission - for the earlier roll, would now be $$SLR99. For naming the other directories/
files, the conventions specified earlier are to be adhered to.
2. It is possible that there would have been changes in the data of control tables between Summary
Revision, 1998 and Special Revision, 1999. The control tables on administrative/ geographic
units included in the new database should give the latest position. However, it would be
desirable to keep a record of the specific changes in a consolidated form at a separate place
for quick referencing and understanding. This information should be specified in a text file
named CTBLCHNG.TXT. Any other information considered important for understanding the
transition from the old roll to the new one should also be documented in this file.
This file should be stored in the directory $$SLR99\CONTROL of the new database.
3. The name of Table No. 9 and its description would undergo change as under:
Table No. 9 (with reference to Special Revision, 1999)
Name of Table: SPLREV99
Description of Table Coverage of States in Special Revision in 1999
The annotation of field No. 6 (SUPLISTS) in this table would be revised as below to
indicate the no. of supplementary lists attached to the integrated roll:
Field No. Field Name Type Size Annotation
6. SUPLISTS Numeric 2 No. of supplementary lists

attached to the integrated roll
(If the roll is integrated after taking

into account the applications
received during the Special
Revision, 1999, this value will be
zero. If the rolls are integrated at
draft stage, this field will have the
value 1.)
4. The name of Table No. 10 would undergo change:
Name of Table : SUPLST99
Description of Supplementary Lists added to the Integrated Roll for the

Table: SPECIAL REVISION, 1999
5. The names of Table Nos. 11 and 12 will change:
Name of Table : REV99 AC
Description of A list of the Assembly Constituencies either not covered

Table: or covered only in part in the States/ UTs during the
Special Revision of 1999
Name of Table : REV99PRT
Description of List of Parts of Assembly Constituencies either not

Table: covered, or not covered in full, during Special Revision of
1999
6. In Table No. 33 (SOURCEID), a new value "IN" would be added to indicate that the
source of an elector's entry in the rolls can be Integrated Roll.
7. In Table No. 20 (E_DETAIL), field No. 15 (PARTLINKNO) had the following . annotation:
"Serial No. of elector in the last published roll of the part. This field will be blank for new
additions since the last roll. The value in this field will be the same as in field No. 4
(SLNOINPART) above, unless the supplementary lists are integrated, in which case it
may be different."
This field had been provided to maintain a link of each entry in the current roll
(except new ones) with the previous roll. Because of integration of rolls now, the serial nos.
of many electors are going to be changed. Thus, in the entries corresponding to such
electors, the value of field No. 15 (PARTLINKNO) will be different from the value in field
No. 4 (SLNOINPART). For electors included in the rolls during the current revision, the
field PARTLINKNO will be blank.
Apart from the field No. 15 (PARTLINKNO), the values in field nos. 18
(ORGNLISTNO), 19 (ORGN.TYPE), 20 (CHNGLISTNO) and 21 (CHNG_TYPE) may
also need to be changed because of integration. The possible values of these fields are
given below separately for the cases when the integration is to be done at the time of Final
Publication of Rolls (Case A), or only of the Rolls used for Draft Publication (Case B).
Case A: Integration is to be done at the time of Final Publication of Rolls (includes

electors added to the Rolls during Special Revision, 1999)
As stated earlier, there will be no supplementary lists in this case, and the roll will
comprise only one (integrated) component. The values of the above-mentioned four fields
will be as follows:
Field No. Field Name Value(s)
14 STATUSTYPE "M" for all those electors whose particulars have been
modified as a result of applications received in Form F8 in
the current revision;
"N" otherwise.
18 ORGNLISTNO Zero for all entries

19 ORGN_TYPE "IN" for all entries
20 CHNGLISTNO Zero for all entries

21 CHNG_TYPE Blank for all new entries, as also for those entries of the
previous roll which remain unchanged (except for the
value of SLNOINPART).
For old entries which have been modified on the basis of
Form 8 in the current revision, this entry will be "F8".
Case B: Integration of rolls used for Draft Publication (with supplement for new additions
etc. during Special Revision, 1999)
In this case, the final roll would comprise two components - the integrated roll, and
Supplementary List No. 1 corresponding to the current revision. The value of the field nos.
18 (ORGNLISTNO), 19 (ORGN_TYPE), 20 (CHNGLISTNO) and 21 (CHNG_TYPE) would be
as follows:

14 STATUSTYPE "M" for all those electors whose particulars have been
modified as a result of applications received in Form F8 in
"D" for all those electors whose entries have been
deleted as a result of applications received in Form F7 in
"N" otherwise.
18 ORGNLISTNO Zero for all entries in the draft roll; 1 for all entries in
the Supplementary List No. 1.
19 ORGN_TYPE "IN" for all entries in the draft roll;
"F6" or "SM" or "OT", as the case may be, for all entries
in the Supplementary List No. 1.
20 CHNGLISTNO Zero if STATUSTYPE is "N"; 1 if
STATUSTYPE is "M" or "D".
21 CHNGJTYPE Blank for all new entries for which CHNGLISTNO is zero;
"F8" if STATUSTYPE is "M", i.e. if the elector's
particulars have been modified as a result of an
application in Form F8 in the current revision;
“
F7" if STATUSTYPE is "D", i.e. if the elector's
particulars have been deleted as a result of an
application in Form F7 in the current revision
In the current process of integration of rolls, no new Parts are to be created. If
the number of electors in a Part increases considerably, additional auxiliary polling stations
may be created. The prevalent data structures fully cater to such situations.
8. In Table No. 37 (SE_DETL), changes similar to those in Table No. 20 (E_DETAIL)

would have to be carried out.
9. As a result of integration of rolls, apart from the above changes, values of some fields in
a few more tables would have to be changed. These are listed below:
Table Field
No. Name No. Name
7 PS_AUXY 5 NOOFGROUPS
18 H_NO_XTR 4 SLNOINPART
19 SECTIONS 11 STARTSL_NO
12 ENDSL_NO
38 PRT_GRPS 4 GROUP_NO
5 SERIESSTRT
6 SERIESEND
10. The process of integration also involves exclusion of entries corresponding to the entries
appearing in the 'Deletions List' of the earlier supplements. All such entries have to be
excluded from Table No. 20 (E_DETAIL) and Table No. 37 (SE_DETL) of the new database
too. It is, however, important to retain these deleted entries for referencing. The deleted
entries of old Table No. 20 (E_DETAIL) will be stored in a new table, viz. Table No. 41
(DLT1999), which will have the same data structure as Table No. 20 (E_DETAIL).
Table No. 41
Name of Table : DLT1999
Description of Table for storing entries excluded/ deleted from Table

Table: No. 20 (E_DETAIL) of the old database due to integration
of rolls in Special Revision, 1999
Similarly, the deleted entries of old Table No. 37 (SE_DETL) will be stored in a new
table, viz. Table No. 42 (DLT1999S), which will have the same data structure as Table No.
37 (SE_DETL).
Table No. 42
Name of Table : DLT1999S

Table for storing entries excluded/ deleted from Table
Description of No. 37 (SE_DETL) of the old database due to integration
Table: of rolls in Special Revision, 1999
These two tables are to be stored in the CD-ROM for archival and back-up purposes, i.e. in
the AB-CD-ROM, in the sub-directory $$SLR99\ELECTOR\A***.
11. The following minor modifications in the data structures are also being done for consistency/
uniformity:
(i) Size of field No. 9 (POSTOFFICE) in Table No. 26 (VILLAGES) may be increased from
25 to 30.
(ii) Size of field No. 9 (PNCHYTPOST) in Table No. 28 (PANCHAYAT) may be increased
from 25 to 30.
ITEM NO. 153
Election Commission’s letter No. 485/Comp/16/99, dated 30.08.1999 addressed to the Chief Electoral
Officers of All States/UTs
Subject: Providing Data of General Elections, 1999 on Website
As you are aware, the Election Commission of India has launched its own Website in 1998. It
has a rich resource of textual data covering Manuals, Laws, Instructions, Press Releases, etc. In
addition, during the counting period, round-wise data for Assembly Segments for each Parliamentary
Constituency and for each Assembly Constituencies where simultaneous elections are being held,
will be provided on the Website instantly. For this purpose, all the 1500 Counting Centres are being
directly connected with the Election Commission of India. Computer Communications links between
the State Chief Electoral Officers and Nirvachan Sadan is also being put in place.
The counting trends and results data available in the Commission's Website covers every
possible requirement for a variety of audience – the general public, political parties and candidates,
media, research scholars and academicians.
Detailed instructions have already been issued regarding the Management of Data for the
counting trends and results. The CEOs and the DEOs/ROs, have to be fully focussed on this for its
successful implementation.
It is extremely important that data for every round is transmitted first to the
Commission before it is provided to anyone else.
There will be separate arrangements at each Counting Centre for making this data available
to the media through public address system and other mechanism.
Similarly, the Doordarshan will be provided a copy of the detailed track data soon after the
data has been provided to the Commission. These are explained in the instructions of the
Commission in the pink booklet - "Guidelines for Management of Data".
The Commission has noted that during the last General Elections, in one or two States,
parallel efforts to provide Counting Trends and Results in a separate Website and to compile
information for the Public Relations Department was made and this created considerable confusion.
The Commission is clear that this will not be allowed under any circumstances. A parallel process of
providing data for the use of the State Government or State Government organisations or putting
them on a separate Website is not permitted. This should be clearly understood by the CEOs and all
concerned.
The Chief Electoral Officer is, however, free to utilize the information available on the
Commission's Website and also on their Computer Systems as received from the Counting Centres
and make it available to all concerned including media. The data is presented in variety of formats
including State summary, party-wise details, comparison with previous elections. These can be
displayed appropriately and printed copies made available to all concerned.
Therefore, any plan by any state level organisation to run a parallel Website should be
immediately stopped. It should be made abundantly clear that no data would be separately provided
except as per the arrangements for dissemination and announcements directly made at the
Counting Centres, data compiled and presented by CEOs at their level and the Commission's
Website.
CEOs are required to personally ensure that these instructions are strictly implemented.
ITEM NO. 154
Officers of All States/UTs
Subject: Providing Electoral Roll Data on Websites
Proposals have been received from the Chief Electoral Officers of some states seeking
Commission's approval for hosting Electoral Roll Data on Websites being maintained by
respective State Governments. These proposals have been considered in detail in the Commission
and it has been decided that under no circumstances will any state provide Electoral Roll Data on
their Websites or in any other Website.
The CEOs will ensure that there is no unauthorised use of electoral data by anyone.
Wherever the CDROM-PS version is ready, this may be sold through appropriate arrangements.
Under no circumstances, raw data in tables is to be made available to others. The concerned EROs,
DOs and CEOs will ensure that the raw/original data is kept in full security. The state level agencies,
data entry organisations, vendors and sub-vendors may be suitably advised and warned that any
unauthorised release of data by them will call for severe action.
This is for your information that in Maharashtra two such vendors have been arrested and
their equipments etc. seized for attempting to make Electoral Roll Data available in an unauthorised
manner to certain quarters.
The receipt of the letter may please be acknowledged.

ITEM NO. 155
Election Commission’s letter/order No. 218/3/99-PLN-IV, dated: 24th December, 1999 addressed to Smt.
Sushma Jain, Joint Secretary & Legislative Counsel, Legislative Department, Ministry of Law & Justice,Shastri
Bhavan, New Delhi
Subject: Computerisation of Electoral Rolls - Requirement of Funds
Kindly refer to your D.O. letter No. 7(23)/97-Leg.II dated 17th December, 1999 on the above-
mentioned subject.
2. As you are aware the size of the electorate in India has been increasing over the years and the size of
the electorate in 1999 is over 3.5 times the size in 1952. Further, the practice in recent years has been that
revisions, whether intensive, summary or special, have been carried out on an annual basis throughout the
country. While intensive revisions, generally carried out every five years, result in the electoral rolls being
prepared afresh based on door-to-door enumeration, summary revisions incorporate only changes in the
existing rolls and these are of the order of two per cent or so. The electoral rolls have also to be printed in
multiple copies for publication. The ever-increasing magnitude of the revision exercise has made the
management of the process a daunting task. Innovative appropriate technologies, where available, are
necessary*to ensure that the task is completed in a smooth, efficient and timely manner. Widespread
changes in the printing techniques over the years have resulted in printers using software and computers
with offset printing as against type composing based printing in the past. Thus each printing job results
in the printers entering the electoral rolls in computers and generating offset masters for printing,
the cost of which is borne by the Revision of Rolls programme. Thus in a piece meal manner the
data entry cost to a large extent was being borne under the programme each time print orders
were given. The logical improvement that could be brought about was in maintaining the
electoral rolls a database that could be used a number of times after incorporating the two percent
odd changes occurring as a result of the annual revision. The Computerisation of Electoral Rolls
programme initiated by the Commission in 1997 does precisely that.
3. The programme was formulated using the extensive in-house expertise

available in the Commission. There are officers posted in the Commission who
have implemented computer based solutions at the national and state level in
other sectors and who are renowned in their own right. Since the programme
was to be implemented at District level in a decentralised manner the computer
systems chosen were PCs, expertise on which was more readily available in all
parts of the country because of their ubiquitous proliferation. There was thus no
need for the NIC to be involved in the process. It may also be mentioned that the
Commission had been forced to dispense with the NIC unit attached with it due
to non-performance. The officers of the Commission have prescribed rigorous
standards under the programme for hardware, software, data structures and
processes. This has been done after a series of consultations with all States and
UTs and with the State Level Agencies (Computer organisations of State and
Central Government associated with the programme).
4. The programme of Computerisation of Electoral Rolls is envisaged to be

integrated with the programme for issue of Electors' Photo Identity Cards (EPIC)
and with the various aspects of the management and administration of elections
including setting up of polling stations, counting centres and reporting of election
results. The same computers established under the Computerisation of Electoral
Rolls Programme will also be eventually used for issue of EPIC on-line. These were used for
transmission of counting trends and results from counting centres during the election events and
will be used for this activity in future as well.
5. The Commission has also directed the States to produce copies of the
electoral rolls through the computerised database of electors in Portable Data
Format (pdf). The pdf versions will be available on CD-ROMs as an alternate to
printed rolls. The Commission propose to give one pdf copy and one printed copy
free of cost to the political parties and candidates as required by law. With
computer literacy and proliferation on the increase it is foreseen that eventually
only pdf copies of CD-ROMs would need to be given to the parties/candidates
and made available for sale. This will greatly reduce the requirement of paper
and consequently the cost, besides being environment friendly. The marginal
cost of production of the pdf version will be only a few of hundred rupees per CD.
6. The programme of Computerisation of Electoral Rolls has more or less been

completed in all states excepting Assam, Bihar and Jammu & Kashmir. However,
even in these States work on the programme Is underway and substantial
progress is expected to be achieved in the next couple of months. The first set of
CD-ROMs are being generated and made available for sale as an alternate to
paper rolls. In almost all the States district computer infrastructure are in the
process of being established.
7. Since the district level computers will be used for various facets of the
electoral process, it would not be feasible to assess the cost savings in
quantifiable terms. In fact some of the functions cannot be performed but for
computerising the rolls, and therefore cost by alternative methods cannot be
computed. Finally, it is to be noted that the Computerisation of Rolls Programme
is perhaps the first and so far the only large scale Computer based national
programme which has been very successfully implemented across the country in
a very short time frame, with several technology innovations and high quality
standards. No other electoral body anywhere in the world has been able to implement such
a programme, nor has a comparable programme of such magnitude been taken up in any other
sector. It is a programme of which the nation can all be legitimately proud.
8. Details given in the preceding paragraph exhibit clearly that the programme
of computerisation of Electoral Roll was an urgent and essential requirement and
has been taken up substantively at the right time. But for the massive efforts,
close monitoring and successful implementation of this programme, the
Commission would have found out it extremely difficult if not impossible to hold
mid term elections with updated Rolls. The infrastructure created under this
programme and introduction of intensive and extensive use of Information
Technology, in the arena of Electoral Management and Administration in the
largest democracy of the world also helped-the Commission in this smooth
conduct of electoral events. The expenditure for management of Electoral Rolls
is shareable between the Centre and the State. Computerisation being an
integral part of the electoral Management, the expenditure for this has to be
rightfully shared between Centre and the States. The Commission considers this
as a natural and logical extension of the principle adopted in the sharing of the
expenditure for management of the electoral rolls and the proposals should be
processed accordingly. The sharing of expenditure should cover computerization
of Electoral Rolls in all aspects - the procurement, installation of hardware,
software, facilities development and all recurring expenses of operation,
-maintenance and up gradation as well as cost of essential staff for running the
computer units at district and state levels. This issues with the approval of the full
Commission.
ITEM NO. 156
Officers of All States and Union Territories (except Jammu & Kashmir)
Subject: Summary Revision, 2000 - Computerisation of Electoral Rolls
The Commission has issued instructions for Summary Revision of Electoral Rolls with
1st January, 2000 as the qualifying date vide letter No. 23/99/PLN-ll dated 29.10.99. This has
necessitated a few minor modifications in the computer database design. The modifications are
described in the guidelines at Enclosure-I. The complete set of data structures of 42 tables of the
electoral roll database are given at Enclosure-ll for ready reference.
The detailed strategy for maintenance of Electoral Rolls has already been spelled out in
detail in our letter of even number dated 24 th June, 1999. To recapitulate in brief, snapshots of the
data in the electoral rolls database are taken at the time of publication and print copies generated
for publication. The snapshots consist of a complete backup of the database including the application
programmes and fonts used to generate the printed electoral rolls in the form of Archival and Backup
CD-ROMs (AB-CD ROMs), and an exact copy of the printed rolls in Portable Data Format (pdf) on
PS-CD ROMs. Detailed instruction on the format and content of these have already been
issued vide our letter No. 485/Comp/16/98 dated 21.8.98. Before undertaking changes to the
structure and content of the electoral rolls database, you must satisfy yourself that a proper backup of
the entire database (all the tables, application programmes and fonts) as at the time of Final
Publication in the Summary/Special Revision, 1999 has been taken. In fact, after the backup, the
CDs should be individually tested by reloading and generating sample rolls before making the
changes for the Summary Revision, 2000.
During the Summary Revision, 2000 the Parts in Assembly Constituencies should be
maintained exactly as they existed in the 1999 Rolls. Where necessary the setting-up of auxiliary
Polling Stations to cater to the increase in population in a Part can be proposed at the appropriate
time.
Integration of the Electoral Rolls has already been done in a large number of States/UTs and
the integrated rolls published as the Draft/Final Rolls in 1999, in some cases with one supplement. In
these cases an additional supplement would already have been prepared and published in the
Draft Rolls of the Summary Revision, 2000 in respect of the changes taking place as a result of the
subsequent Continuous Revision in 1999. The changes now made in the Summary Revision
should also be made into a separate supplement for final publication. No further integration should
be taken up in these cases. While taking up the integration exercise in the previous revision the
PARTLINKNO field (Field 15 in Table 20) would, in some records, be different from the field
SLNOINPART (Field 4 in Table 20). Since the PARTLINKNO field is the Serial Number of the elector
in the last published roll, in this case the integrated roll, the value in the PARTLINKNO will have to be
made identical to the value in the SLNOINPART in case of all entries carried over from the previous
roll. Needless to add that for electors entering the roll for the first time, the PARTLINKNO field would
remain blank.
In case of States/UTs where integration could not be completed before Final Publication of
Rolls in 1999, integration can now be taken up. In such cases, records in Table 20 of electors who
are carried over from the previous rolls will have the PARTLINKNO field (Field 15 in Table 20)
populated with the serial number at which the elector appeared in the last final published roll.
Kindly acknowledge receipt of this letter.

Enclosure-I
Summary Revision of Electoral Rolls, 2000
Guidelines on Computerisation
1. The main directory for storing the Indian language database files, which was $$SR98 - where $$
being the two-letter standard abbreviation for the State/ UT name prescribed by the Commission
- for Summary Revision of 1998, and $$SLR99 for Special Revision of 1999, would now be
named as $$EROLL. This name will not vary with the subsequent revisions, and thus there will
be no need for modifying the application softwares developed by the State Level Agencies just
because of having new revisions.
2. It is possible that there would have been changes in the data of control tables since Summary
Revision, 1998 and Special Revision, 1999. The control tables on administrative/
geographic units included in the new database should give the latest position, i.e. the position
as on 1.1.2000.
3. A record of the specific changes in the data of control tables on administrative/ geographic
units included in the new database between the previous revision and the latest one should also
be specified in a consolidated form at a separate place for quick referencing and
understanding. This information should be specified in a text file named CTBLCHNG.TXT.
Any other information considered important for understanding the transition from the old roll to
the new one should also be documented in this file.
This file should be stored in the directory $$EROLL\CONTROL of the new database.
4 The name of Table No. 9 and its description would undergo change as under:
Table No. 9
Name of Table: LTSTRVSN
Description of Table: Coverage of States in the latest revision of electoral rolls
The annotation of field No. 6 (SUPLISTS) in this table would be as below so as to indicate
the no. of supplementary lists in the roll:
Field Field Name Type Size Annotation

No.
6. SUPLISTS Numeric 2 No. of supplementary lists in the roll
This table will also have a new field for indicating the type of latest revision of roll:

No.
10. LTSTREVTYP Character 1 Revision Code for the type of
latest revision of electoral roll
(Refer Table No. 9 REV_TYPE)
I - Intensive Revision,
S - Summary Revision,
P - Partly intensive
partly summary revision,
L - Special Revision
5. The name of Table No. 10 would undergo change:
Table No. 10
Name of Table: SUP_ LSTS
Description of Table: Supplementary Lists in the Electoral Roll after the latest revision
6. The names of Table Nos. 11 and 12 will change:
Table No. 11
Name of Table: EXCL_AC
Description of Table : A list of the Assembly Constituencies either not covered or

covered only in part in the States/ UTs during the latest
revision of electoral roll
Table No. 12
Name of Table: EXCL_PRT
Description of Table: List of Parts of Assembly Constituencies either not

covered, or not covered in full, during the latest revision of
electoral roll
7. In the guidelines dated 24.6.99 on computerisation of rolls with reference to Special Revision,
1999 (which involved integration), two new tables viz. Table No. 41 (DLT1999) and Table No. 42
(DLT1999S) were added to separately store the entries appearing in the 'Deletions List'
corresponding to general and service electors of the earlier supplements. These two tables
would be used for storing information in future also whenever the revision involves integration,
otherwise these two tables would be blank. However, the names of these tables are being
changed to make them revision-independent:
Table No. Old Name New Name

41 DLT1999 DLTDETL
42 DLT1999S DLTSDETL
Enclosure-ll
LIST OF TABLES AND THEIR DESCRIPTIONS

Table No. Table Name Description of Table
1 STUTLIST List of States/ UTs
2 NO_SEATS No of Parliamentary and Legislative Assembly seats in States/ UTs
3 PC_LIST List of Parliamentary Constituencies
4 AC_LIST List of Assembly Constituency
5 DISTLIST List of Revenue Districts
6 PC_DIST Districts (whole, or part thereof) included in Parliamentary
Constituencies
7 AC_DIST Districts (whole, or part thereof) included in Assembly
Constituencies
8 AC_PC Parliamentary Constituencies with parts lying in Assembly
Constituencies
9 LTSTRVSN Coverage of States in the latest revision of electoral roll
10 SUP_LSTS Supplementary Lists in the electoral roll after the latest revision
11 EXCL_AC A list of Assembly Constituencies either not covered or covered
only in part in the States/ UTs during the latest revision of electoral
roll
12 EXCL_PRT List of Parts of Assembly Constituencies either not covered, or not
covered in full, during the latest revision of electoral roll
13 DLMT76 Limits of Assembly Constituencies as per the Delimitation Order
1976 and indication if any changes have occurred in the
geographical/ administrative units since 1976.
14 DLMT76_R Details of the revised coverage of Assembly Constituencies in
terms of Geographical Units/ Administrative Units
15 AC_PARTS Parts in Assembly Constituencies
16 PS_LOCN Polling Station Locations
17 PS_AUXY List and Details of Auxiliary Polling Stations
18 H_NO_XTR Table to accommodate the extra space required for writing House
Number
19 SECTIONS Sections/Geographic Units within the area corresponding to a Part
20 E DETAIL Details of General Electors
Table No. Table Name Description of Table
21 SUBDIVS List of Sub-Divisions
22 TEHSILS ListofTehsils
23 TOWNS List of Towns administered by Notified Area Councils or

Municipalities (Does not include Metropolis classified as Municipal
Corporation, which are listed in the table Metros)
24 METROS List of Towns administered by Municipal Corporations
25 MTRODIST List of Districts included, in part or full, within the Municipal

Corporation
26 VILLAGES List of Villages
27 BLOCKS List of Development Blocks. These may correspond to the

Panchayat Samiti. In some States it is also known as Taluka.
28 PANCHAYT List of Panchayats
29 REV_TYPE Types of Revision of Electoral Rolls
30 PS_TYPES Codes for Types of Polling Stations
31 STATUSID Codes for Current Status of an Elector in the Rolls
32 RELN_ID Codes for relation of Electors
33 SOURCEID Code to indicate the source of an Elector's entry in the Rolls
34 POLICEST List of Police Stations in Districts. Also known as Thana in many

States/ UTs.
35 POST_OFF List of Post Offices in Districts
36 R_FOREST List of Reserved Forests
37 SE_DETL Details of Service Electors
38 PRT_GRPS Groups (Chunks) of electors in Parts
39 PTWRCRCL List of Patwar Circles
40 KNNGCRCL List of Kanungo Circles
41 DLTDETL Table for storing entries excluded/ deleted from Table No. 20
(E_DETAIL) of the old database due to integration of rolls (if being
done in latest revision)
42 DLTSDETL Table for storing entries excluded/ deleted from Table No. 37
(SE_DETL) of the old database due to integration of rolls (if being
done in latest revision)
Table No. 1
Name of Table: STUTLIST
Description of Table: List of States/ UTs

No.
1. ST_CODE Character 3 State/UT Code; S01 to S25 for States and

U01 to U07 for UTs in alphabetical order
2. ST.ABBRE Character 2 Abbreviation of State/UT Name
3. ST_NAME Character 25 Name of State/UT
4. HAS_LEGASY Logical 1 Y - if State/UT has a Legislative Assembly, N

-otherwise
5. HAS_LEGCNL Logical 1 Y - if State/UT has a Legislative Council, N

-otherwise
6. CAPITAL Character 25 State Capital Name
7. STD_CODE Character 7 STD Code
8. PIN_CODE Character 6 Pin Code of State Capital (Main Post Office)

Table No. 2
Name of Table: NO_SEATS
Description of Table : No of Parliamentary and Legislative Assembly seats in States/ UTs

No.
1. ST_CODE Character 3 State/UT Code
2. PCSEAT_GEN Numeric 2 No. of General Parliamentary Constituencies

in the State/UT
3. PCSEAT_SC Numeric 2 No. of Parliamentary Constituencies in the

State/UT reserved for SC candidates
4. PCSEAT_ST Numeric 2 No. of Parliamentary Constituencies in the

State/UT reserved for ST candidates
5. PCSEAT_TOT Numeric 2 Total no. of Parliamentary Constituencies in

the State/UT; To be obtained as the sum of
different types of Parliamentary
Constituencies
6. ACSEAT_GEN Numeric 3 No. of General Assembly Constituencies in

the State/UT
7. ACSEAT_SC Numeric 3 No. of Assembly Constituencies in the

State/UT reserved for SC candidates
8. ACSEAT_ST Numeric 3 No. of Assembly Constituencies in the

State/UT reserved for ST candidates
9. ACSEAT_TOT Numeric 3 Total no. of Assembly Constituencies in the

State/UT; To be obtained as the sum of
different types of Assembly Constituency
Linkages with Other Tables
Field of this Table Linked to
Table No. Table Name Field
1. ST_CODE 1 STUTLIST ST_CODE

Table No. 3
Name of Table: PC_LIST
Description of Table: List of Parliamentary Constituencies

No.
2. PC_NO Numeric 2 Parliamentary Constituency No. in the

State/UT as per Delimitation Order, 1976
3. PC_NAME Character 25 Name of Parliamentary Constituency in the
4. PC_TYPE Character 3 Type of Parliamentary Constituency
(GEN/SC/ST)
5. NO_OFDISTS Numeric 2 Total no. of Districts or parts thereof,
included in the Parliamentacy
Constituency (Default Value = 1)
6. DIST_NO Numeric District Identification No. of the major/only
district in the Parliamentacy Constituency
6. DIST_NO 5 DISTLIST DIST_NO

Table No. 4
Name of Table: AC_LIST
Description of Table: List of Assembly Constituency

No.
2. AC_NO Numeric 3 Assembly Constituency No. in the State/UT

as per Delimitation Order, 1976
3. AC_NAME Character 25 Name of Assembly Constituency in the
4. AC_TYPE Character 3 Type of Assembly Constituency
(GEN/SC/ST)
5. NO_OFPCS Numeric 1 Total no. of Parliamentary Constituencies
of which the Assembly Constituency
constitutes a part (Default Value = 1)
6. PC_NO Numeric 2 Parliamentary Constituency No. in which
the Assembly Constituency, or its major
portion, lies
7. NO_OFDISTS Numeric 2 Total no. of revenue districts, or parts
thereof, included in the Assembly
Constituency
8. DIST_NO Numeric 3 District No. in which the Assembly
Constituency, or its major portion, lies.
6. PC_NO 3 PC_LIST PC_NO
8. DIST_NO 5 DISTLIST DISTJMO

Table No. 5
Name of Table: DISTLIST
Description of Table: List of Revenue Districts

No.
2. DIST_NO Numeric 3 Revenue District No. in the State/UT.

Continuous numbers starting from 1,
should be given in each state
3. DIST_NAME Character 30 Name of the Revenue District
4. DIST_HQ Character 30 Name of the Headquarters of the revenue

district
5. DHQ_LPIN Character 6 PIN Code of the District Headquarters
6. DHQSTDCODE Character 7 STD Code of the District Headquarters

Table No. 6
Name of Table : PC_DIST
Description of Table : Districts (whole, or part thereof) included in Parliamentary Constituencies

No.
2. PC_NO Numeric 2 Parliamentary Constituency No.
3. DIST_SL_NO Numeric 2 Running serial number, starting from 1 for each

district, or a part of it, lying in the Parliamentary
Constituency
4. DIST_NO Numeric 3 District Identification No. in the State/UT

corresponding to the DIST_SL_NO field. For
DIST_SL_NO = 1, the entry will be automatically
updated from the table PC_LIST.
1. ST_CODE 1 STUTLIST ST_COD

Table No. 7
Name of Table: AC_DIST
Description of Table: Districts (whole, or part thereof) included in Assembly Constituencies

No.
2. AC_NO Numeric 3 Assembly Constituency No.
3. DIST_SL_NO Numeric 2 Running serial number, starting from 1

for each district, or a part of it, lying in
the Assembly Constituency
4. DIST_NO Numeric 3 District Identification No. in the

State/UT corresponding to the
DIST_SL_NO field. For DIST_SL_NO
= 1, the entry will be automatically
updated from the table AC_LIST.
2. AC_NO 4 AC.LIST AC_NO

Table No. 8
Name of Table: AC_PC
Description of Table: Parliamentary Constituencies with parts lying in Assembly

Constituencies
Field No. Field Name Type Size Annotation
3. PC_SL_NO Numeric 2 Running serial number, starting from 1

for each Parliamentary Constituency, or
a part of it, lying in the Assembly
Constituency
4. PC_NO Numeric 2 Parliamentary Constituency No. in the

State/UT corresponding to the
PC_SL_NO field. For PC_SL_NO = 1,
the entry will be automatically updated
from the table AC_LIST.
2. AC_NO 4 AC_LIST AC_NO
Table No. 9
Name of Table: LTSTRVSN
Description of Table: Coverage of States in the latest revision of electoral roll

No.
2. COVERAGE Character 1 Area covered in the State i.e. W - Whole of State,

P - Part of State, N - Not covered
3. QUAL_DATE Date 8 Qualifying Date
4. PUB_DT_PLN Date 8 Planned Date of Final Publication
5. PUB_DT_ACT Date 8 Actual Date of Final Publication
6. SUPLISTS Numeric 2 No. of supplementary lists in the electoral roll
7. LAST_IR_YR Numeric 4 Year of Last Intensive Revision
8. LAST_IR_QD Date 8 Qualifying Date of Last Intensive Revision
9. LASTIRPBDT Date 8 Date of Publication of Roll of Last Intensive

Revision
10. LTSTREVTYP Character 1 Revision Code for the type of latest revision of
electoral roll (Refer Table No. 29 : REV_TYPE)
I - Intensive Revision,
P - Partly intensive, partly summary revision,
10. LTSTREVTYPI 29 REV_TYPE REV_TYPE

Table No. 10
Name of Table : SUP_LSTS
Description of Table: Supplementary Lists in the electoral roll after the latest revision
Field
Field Name Type Size Annotation
No.
2. SUP_LST_NO Numeric 2 Supplementary List Nos. (Running serial,

starting from 1)
3. SUP_TYPE Character 8 Supplementary List Type (See footnote)
4. COVERAGE Character 1 Area covered in the State i.e. W - Whole of

State, P - Part of State, N - Not covered
5. QUAL_DATE Date 8 Qualifying Date
6. PUB_DATE Date 8 Date of Publication of Supplementary List
Note : In general, the supplementary list type would be indicated as follows:
The first three character would be SUM/SPL/CON/OTH corresponding to summary revision, special
revision, continuous updating and others respectively, followed by an underscore ('_'), followed by the
year of such revision/updating.
For example, the supplementary list type could be the following:

SUM-1996 : Supplement of Summary Revision, 1996
CON-1996 : Supplement of Continuous Updating/Revision process in 1996
CON-1997 : Supplement of Continuous Updating/Revision process in 1997
OTH-1997 : Supplement of electors issued EPIC, but whose names are not in rolls.
SPL-1999 : Supplement of Special Revision, 1999
SUM - 2000 : Supplement of Summary Revision, 2000
Linked to

Table No. 11
Name of Table: EXCL.AC
Description of A list of Assembly Constituencies either not covered or covered only in part in the
Table: States/ UTs during the latest revision of electoral roll

No.
3. COVERAGE Character 1 P - Part of Assembly Constituency,
N - Not covered.
The COVERAGE field will have either P (Part)

or N (Not covered). If the Assembly
Constituency does not figure in this table it is
to be assumed that this has been covered in
full. At the national level, the table will have all
Assembly Constituencies of Assam. No other
State/ UT is expected to have any data in this
table.
The system has been designed as a model for

future usage when all Assembly Constituencies
in a State/ UT may or may not be covered in
the same year.

Linked to
Field of this Table
Table No. 12
Name of Table: EXCL_PRT
Description of List of Parts of Assembly Constituencies either not covered, or not covered in
Table: full, during the latest revision of electoral roll

No.
3. PART_NO Numeric 4 Part No. in Assembly Constituency
P - Part,
4. COVERAGE Character 1
N - Not covered.
Note: This table is not expected to be used in the current revision. The value for COVERAGE field
will be P or N. It is to be assumed that those Parts which do not figure here have been
covered in full. Designed for usage when such a contingency actually arises.
3. PART_NO 15 AC.PARTS PART_NO

Table No. 13
Name of Table: DLMT76

Limits of Assembly Constituencies as per the Delimitation Order 1976 and an
Description of Table : indication if any changes have occurred in the geographical/ administrative units
since 1976.

No.
3. DLM_AREA Memo - Areas included in the Assembly

Constituency as per the
Delimitation Order 1976
4. AREA_REV Logical 1 Y - (Yes) if the geographic units/
administrative units, as mentioned
in the Delimitation Order,
1976, have since been renamed
or revised;
N - (No) otherwise. If Y, the data
for the Assembly Constituency
No. will be available in the table
DLMT76 R.

Table No. 14
Name of Table : DLMT76_R
Description of Table: Details of the revised coverage of Assembly Constituencies in terms of

Geographical Units/ Administrative Units

No.
3. REV_AREA Memo Details of the Geographic Units/ Administrative Units

(as per the changes in the same after 1976), which
are included in the Assembly Constituency.
Please write, if possible, within parentheses after the

concerned Geographic/ Administrative Unit(s) N - for
New, M - for Modified, and year of creation/
modification. Examples may be new townships,
slums, new Districts, Thana, Tehsil, Panchayat. If an
existing district has been bifurcated/ modified - say
in 1985, the name of the district will be written
followed by (M, 1985), while the name of the new
district created will be written followed by (N, 1985).

Table No. 15
Table: AC_PARTS
Description of Table : Parts in Assembly Constituencies

No.
3. PART_NO Numeric 4 Part No. in the Assembly Constituency
4. PS_NO Character 5 Polling Station No. Normally this should be a

running serial number beginning with 1.
However, as different states have followed
different patterns, the actual Polling Stations
number as in the Mother Roll may be given.
In future the running serial will be followed.
5. PS_NAME Character 50 Name of Polling Station
6. PS_LOCN_NO Numeric 4 No. of Polling Station Location where Polling

Station is located
7. HAS _AUXYPS Logical 1 Y- If Polling Station has Auxiliary Polling
Stations, N - Otherwise
8. PS_TYPE Character 1 Code to identify the character of Polling
Station; (F - for females only, M - for males
only, G -General)
9. FVTM_TYPE Character 1 Indicates area covered by the Part.
F - If whole area covered is in Reserved
Forest,
V - If whole area covered is in Village,
T - If whole area covered is in Town,
M - If whole area covered is in Metro,
C - If the area covered includes parts of
more than one type, i.e., F, V, T, M.
10. FVTM_NO Numeric 4 Identifying Number of the Reserved Forest
(F), or Village (V), or Town (T), or Metropolis
(M) linked to respective Tables for reserved
forests (R_FOREST), villages (VILLAGES),
towns (TOWNS) and metros (METROS)
This field would bel blank if the value in the
field FVTM_TYPE (Field No.9) is C.
11. PS_CATY Character 1 R - Rural, if coverage is F or V,
U - Urban, if coverage is T or M,
If coverage includes a combination of F, V,

T, M give value U to this field if any section
has T or M, otherwise give the value R.
No.
12. TEHSIL_NO Numeric 2 Tehsil No. covered by Part (Not applicable for
Reserved Forests, and, possibly, for Metros)
13. DIST_NO Numeric 3 District No. covered by Part. (Not applicable for
Reserved Forests. In case of a Metro having
more than one district, the district where the
Polling Station is located.)
14. PS_IDNO Character 12 ST_ABBRE+AC_No(3 digit) + "PS" + PS_NO (5
character) within AC/PC. (In case of a State/UT
without Legislative Assembly, AC_NO to be
replaced by PC_No.)
15. PART_AREA Memo - Extent of area covered in the Part
16. HADBAST_NO Numeric 4 Hadbast Number. If this information is not

available, no data need be entered in this field. If
more than one village is covered by this part, or
more than one Hadbast of one village is covered,
only the Hadbast No. of the main village or the
main part of the (main) village may be given here.
6. PS_LOCN_NO 16 PS_LOCN PS_LOCN_NO
8. PS_TYPE 30 PS_TYPES PS_TYPE
10. FVTM_NO 36/ R FOREST/ R_FORESTNO/
26/ VILLAGES/ VILL_SL NO/
23/ TOWNS/ TOWN_NO/
24 METROS METRO_NO
12. TEHSIL_NO 22 TEHSILS TEHSIL_NO

Table No. 16
Name of Table : PS_LOCN
Description of Table: Polling Station Locations
Field No. Name Type Size Annotation
3. PS_LOCN_NO Numeric 4 No. of Polling Station Locations. Within each

Assembly Constituency, Running Serial
numbers for polling station locations have to be
given, starting from 1.
4. LOCN_BLDG Character 50 Building Name of Polling Station location
5. LOCNAREAID Character 50 Geographical identification details like Area,

Street etc.
6. TOTAL_PS Numeric 2 Total number of polling stations in the Polling
Station location. Each Auxiliary Polling Station
is also to be separately counted. (Default
Value=1)
The grand total of the Total_PS for each
Assembly Constituency should be equal to the
total number of Parts plus the total number of
Auxiliary Polling Stations for the same
Assembly Constituency, i.e., count of the
instances of each AC_NO in table AC_PARTS
and only instances of AUX_PSNO for the same
AC NO in table PS_AUXY.
As for the Main Polling Station the total number
for an Assembly Constituency will be the same
as total Parts.
7. FVTM_TYPE Character 1 F - If the location is in Reserved Forest (F),
V - If the location is in Village (V),
T - If the location is in Town (T),
M - If the location is in Metro (M)
8. FVTM_NO Numeric 4 Identifying Number of the Reserved Forest (F),
or Village (V), or Town (T), or Metropolis (M)
Linked to respective Tables for Reserved
Forests (R FOREST), Villages (VILLAGES),
Towns (TOWNS) and Metros (METROS)
9. LOCN_CATY Character 1 R - Rural, if coverage is F or V,
U - Urban, if coverage is T or M
10. TEHSIL_NO Numeric 2 Tehsil No. (Not applicable for Reserved Forests,
and, possibly, for Metros)
Field
Name Type Size Annotation
No.
11. DIST_NO Numeric 3 District No. (Not applicable for Reserved Forests.
In case of a Metro having more than one district,
the district where the Polling Station Location is
situated.
12. LOCN_TYPE Character 1 M - Only Main Polling Stations
A - Only Auxiliary Polling Stations
C - Combination of Main & Auxiliary Polling
Stations.
13. PS_LOCN_ID Character 12 ST_ABBRE+AC_No+"PSL"+PS_LOCN_NO In
case of a state/UT without Legislative Assembly,
AC_No to be replaced by PC_No.
available, no data need be entered in this field
8. FVTM_NO 36/ R FOREST/ R FORESTNO/

26/ VILLAGES/ TOWNS/ VILG SL NO/
23/ METROS TOWN NO/
24 METRO_NO
10. TEHSIL_NO 22 TEHSIL TEHSIL_NO

Table No. 17
Table: PS_AUXY
Description of Table: List and Details of Auxiliary Polling Stations
3. PART_NO Numeric 4 Part No.
4. AUX_PSNO Numeric 2 Serial no. of the Auxiliary polling station for

the Main Polling Station. Within each polling
station having auxiliary polling station(s),
Running Serial numbers starting from 1,
have to be given.
5. NOOFGROUPS Numeric 2 Number of groups (chunks) of electors in the
Part corresponding to the Auxiliary Polling
Station. A group will comprise the electors
whose names appear at consecutive serial
numbers.
6. SAME_LOC Logical 1 Y - if auxiliary polling station is at the same
location as the main Polling Station for the
concerned Part of the Assembly
Constituency as given at field 3 (PART_NO)
above; N - otherwise
7. PS_LOCN_NO Numeric 4 No. of Polling Station Location where Polling
Station is located
8. PS_TYPE Character 1 Code to identify the character of Polling
Station; (F - for females only, M - for males
only, G -General)
9. AUXY_IDNO Character 17 PS_IDNO +"AUX"+AUXPS_NO
Table No Table Name Field
3. PART_NO 15 AC_PARTS PART_NO
7. PS_LOCN_NO 16 PS_LOCN PS_LOCN_NO
8. PS_TYPE 30 PS_TYPES PS_TYPE

Table No. 18
Table: H_NO_XTR
Description of Table: Table to accommodate the extra space required for writing House No.

No.
4. SLNOINPART Numeric 4 Serial No. in Part
5. HOUSE_NO_X Character 10 Component of House_No data value

exceeding 10 characters
Note : This table may not be required by States other than Andhra Pradesh.

4. SLNOINPART 20 E_DETAIL SLNOINPAR

T
Table No. 19
Table: SECTIONS
Description of Table : Sections/Geographic Units within the area corresponding to a Part

No.
4. SECTION_NO Numeric 2 Section Number within the part (starting from 1)

(Please see the detailed note on data entities)
5. FVTM_TYPE Character 1 Indicates area covered by the Section.

F - If whole area covered is in Reserved Forest,
V - If whole area covered is in Village,
T - If whole area covered is in Town,
M - If whole area covered is in Metro,
6. AREAJD Character 50 Identification particulars of the Section. Main area

or Locality in case of Towns/Metros, Village Name
in case of a part of village.
7. SEGMENT_NO Numeric 2 Segment number of the Geographic Unit

corresponding to the area covered in the Section.
Segment No. will be given as a Running Serial
No. when a particular Village or an Area in a Town
or Metro or even in a large Village is covered (see
detailed note on data entities) by more than one
Polling Station.
8. LOCALITYID Character 50 More specific geographic Identification of the

locality. This would be a further detail of the area
to easily identify the portion of the area covered
by the section. Would typically be street, mohalla,
gali and may even indicate a block of houses
within that.
9. FVTM_NO Numeric 4 Identifying Number of the Reserved Forest (F), or

Village (V), or Town (T), or Metropolis (M) linked
to respective Tables for reserved forests (R
FOREST), villages (VILLAGES), towns
(TOWNS) and metros (METROS)
No.
10. SECN_CATY Character 1 R - Rural, if FVTM TYPE is F or V,

U - Urban, if FVTM_TYPE is T or M,
11. STARTSL_NO Numeric 4 Serial No. in the Part from where the Section
starts.
12. ENDSL_NO Numeric 4 Serial No. in the Part at which the Section
ends.
available, no data need be entered in this
field
9. FVTM_NO 36/ R FOREST/ R FORESTNO/

26/ VILLAGES/ VILG SL NO/
23/ TOWNS/ TOWN NO/ METRO
24 METROS NO
Table No. 20
Table: E_DETAIL
Description of Table: Details of General Electors

No.
4. SLNOINPART Numeric 4 Continuous Serial No. in Part (Starting from

1)
5. HOUSE_NO Character 10 House No. (Only Andhra Pradesh will require
a field of larger size. Field 6 may not be
required by the other states)
6. XTRASPJHNO Logical 1 Y - if extra space is required for writing
House No. N - otherwise
7. SECTION_NO Numeric 2 Section No.
8. FM_NAME Character 30 First & Middle Name
9. LASTNAME Character 30 Last Name
10. RLN_TYPE Character 1 Relationship Code : F - Father, M - Mother,

H -Husband, O - Others
11. RLN_FM_NM Character 30 Relation First & Middle Name
12. RLN_L_NM Character 30 Relation Last Name
13. IDCARD_NO Character 17 Photo ID Card No.
14. STATUSTYPE Character 1 Code to indicate the present status of an

elector. Refer table No. 31 (STATUSID).
Default value = "N".
15. PARTLINKNO Numeric 4 Serial No. of elector in the last published roll
of the part. This field will be blank for new
additions since the last roll. The value in this
field will be the same as in field No. 4
(SLNOINPART) above, unless the
supplementary lists are integrated, in which
case it may be different.
16. SEX Character 1 M - for male, F - for female
17. AGE Numeric 3 Approximate age in years as on qualifying

date
18. ORGNLISTNO Numeric 2 This field will have the value zero if the
elector's name was originally included in
the mother roll. Otherwise, this field will
be the serial no. of the supplementary list
in which the elector's name was originally
included, and it will correspond to the
field SUP LST NO in table No. 10
(SUPLST98).
Since most of the electors' names would

have been included in the mother roll, this
field will have a default value zero.
19. ORGN_TYPE Character 2 Code to indicate the source of inclusion
of an elector's name in the roll. It will
correspond to the field SOURCETYPE in
table no. 33 (SOURCEID), but can have
only MR, F6, SM or OT as its value.
(Default Value = "MR").
20. CHNGLISTNO Numeric 2 This field will have the value zero if the
value of the field STATUSTYPE in this
table is "N". Otherwise, this field will be
the serial no. of the supplementary list of
the roll in which the elector's entry was
deleted or modified, and will correspond
to the field SUP LST NO in table no. 10
(SUPLST98). (Default value = 0).
21. CHNG_TYPE Character 2 Code to indicate the source of deletion or
modification of an elector's entry. It will
correspond to the field SOURCETYPE in
table no. 33 (SOURCEID), but can have
only F7, F8, 8A, 8B, SM or OT as its
value. This field will be blank if value of
the field STATUSTYPE in this table is
"N".

Table No Table Name Field
2. AC_NO 4 ACJ.IST AC_NO
7. SECTION_NO 19 SECTIONS SECTION_NO
10. RLN_TYPE 32 RELNJD RLN_TYPE
14. STATUSTYPE 31 STATUSID STATUSTYPE
18. ORGNLISTNO 10 SUPLST98 SUP_LST_NO
19. ORGN_TYPE 33 SOURCEID SOURCETYPE
20. CHNGLISTNO 10 SUPLST98 SUP_LST_NO
21. CHNG_TYPE 33 SOURCEID SOURCETYPE
Table No. 21
Table: SUBOIVS
Description of Table: List of Sub-Divisions

No.
2. DIST_NO Numeric 3 District No.
3. SUB_DIV_NO Numeric 2 Sub-Division No. within the district, starting
from 1
4. SUB_DIV_NM Character 25 Name of Sub-Division
5. SUBDIVHQRS Character 25 Headquarters of the Sub-Division
6. SUBDIVSTD Character 7 STD Code of Sub-Division Headquarters
7. SUBDIVPIN Character 6 Pin Code of Sub-Division Headquarters

Table No. 22
Table: TEHSILS
Description of Table: List of Tehsils

No.
3. SUB_DIV_NO Numeric 2 Sub-Division No.
4. TEHSIL_NO Numeric 2 Tehsil No. within the District, starting from 1
5. TEHSIL_NAME Character 25 Tehsil Name
6. STLMNT_YR Character 4 Year of last settlement of villages
(Field is provided for. Data can be filled after

proper verification.)

3. SUB_DIV_NO 21 SUBDIVS SUB_DIV_NO

Table No. 23
Table: TOWNS
Description of Table: List of Towns administered by Notified Area Councils or Municipalities (Does
not include Metropolis or Towns classified as Municipal Corporation, which
are listed in the table Metros)
3. SUB_DIV_NO Numeric 2 Sub Division No.
4. tehsil.no Numeric 2 Tehsil No.
5. TOWN_NO Numeric 4 Town No. within the District, starting from 1
6. TOWN_TYPE Character 3 NAC - for Notified Area Council, MUN - for

Municipalities
7. TOWN_NAME Character 25 Town Name
8. TOWN_STD Character 7 STD Code
9. TOWN_PIN Character 6 Pin Code

Table No. 24
Table: METROS
Description of Table: List of Towns administered by Municipal Corporations

No.
2. METRO_NO Numeric 2 Metropolis No. in State/ UT, starting from 1
3. NO_OFDISTS Numeric 2 Total no. of districts, included in part or full, in the
Metro
4. METRO_NAME Character 25 Name of the Metro


Table No. 25
Table: MTRODIST
Description of Table : List of Districts included, in part or full, within the Municipal Corporation

No.
2. METRO_NO Numeric 2 Metropolis No. in State/ UT
4. INCL_TYPE Character 1 Inclusion Type: W - if whole district is included,

P - if only a portion of the district is included

1. ST_CODE 1 STUTLIST ST.CODE
2. METRO_NO 24 METROS METRO_NO

Table No. 26
Table: VILLAGES
Description of Table: List of Villages

3. TEHSIL_NO Numeric 2 Tehsil No.
4. POLICESTNO Numeric 3 Police Station No.
5. VILG_ID_NO Numeric 4 Village Identification No. as per revenue cards for
last Settlement Records.
This is usually given in the Settlement Maps. The
exact number should be given. Usually, this is
one continuous number within a Thana (Police
Station). The Police Station boundaries may
have changed but the number actually given in
the last published Settlement Records is to be
adopted.
6. VILG_SL_NO Numeric 4 Serial Number of Village within the Tehsil,
starting from 1. If the Revenue Records follow
one Continuous Number for a Tehsil, this shall
be followed.
7. VILL_NAME Character 25 Village Name
8. PNCHYT_NO Numeric 4 Serial no. of Panchayat in which the village is
included
9. POSTOFFICE Character 30 The Post Office which covers the village
10. POSTOFFPIN Character 6 PIN Code of the Post Office
11. PTWRCRCLNO Numeric 4 Patwar Circle No.


4. POLICESTNO 34 POLICEST POLICESTNO

8. PNCHYT_NO 28 PANCHAYT PNCHYT_NO
11. PTWRCRCLNO 39 PTWRCRCL PTWRCRCLNO

Table No. 27
Table: BLOCKS
Description of Table: List of Development Blocks. These may correspond to the Panchayat Samiti.
In some States it is also known as Taluka.

No.
4. BLOCK_NO Numeric 2 Running serial no. of Blocks within the District.
A Block corresponds to the Panchayat Samiti
under the 3-tier system. In some states, it is
also known as Taluka.
5. BLOCK_NAME Character 25 Block Name
6. BLOCK_HQRS Character 25 Headquarters of the Block
7. BLOCK_STD Character 7 STD Code of the Block Headquarters
8. BLOCK_PIN Character 6 Pin Code of the Block Headquarters

Table No. 28
Table: PANCHAYT
Description of Table: List of Panchayats

No.
3. BLOCK_NO Numeric 2 Block No.
4. PNCHYT_NO Numeric 4 Running serial no. of Panchayat within the

District
5. PNCHYTNAME Character 25 Panchayat Name
6. PNCHYTHQRS Character 25 Headquarters of the Panchayat
7. PNCHYTSTD Character 7 STD Code of the Panchayat Headquarters
8. PNCHYT_PIN Character 6 Pin Code of the Panchayat Headquarters
9. PNCHYTPOST Character 30 Post Office for Panchayat Headquarters

Field of this Table Table No. Linked to Table Field
Name
3. BLOCK_NO 27 BLOCKS BLOCK_NO

Table No. 29
Table: REV_TYPE
Description of Table: Types of Revision of Electoral Rolls
Field Name Type Size

No.
1. REV_TYPE Character 1 Revision Code : I, S, P, L
2. TYPE_DESCR Character 35 I - Intensive Revision,

P - Partly intensive, partly
summary revision,
Table No. 30
Table: PSJTYPES
Description of Table : Codes for Types of Polling Stations
1. PS_TYPE Character 1 Code for Polling Station type : M, F, G
2. TYPE_DESC Character 30 M - for males electors only,

F - For females electors only,
G - For all electors
Table No. 31
Table: STATUSID
Description of Table: Codes for Current Status of an Elector in the Rolls
1. STATUSTYPE Character 1 Code for the current status of an entry in roll
2. STATUSDESC Character 9 Description for STATUSTYPE Code: N –

Normal
M- Modified
D - Deleted
Table No. 32
Table: RELNJD
Description of Table: Codes for relation of Electors
1. RLN_TYPE Character 1 Relation Code : F, M, H, O
2. RELATION Character 10 F - Father, M - Mother, H - Husband, O -

Others
Table No. 33
Table: SOURCEID
Description of Table : Code to indicate the source of an Elector's entry in the Rolls
1. SOURCETYPE Character 2 Code for source of an entry in roll: MR,

SL, F6, F7. F8, 8A, 8B, SM, OT, IN
2. SOURCEDESC Character 30 Description for SOURCETYPE Code :
MR- Mother Roll
F6 - Form 6
F7 - Form 7
F8 - Form 8
8A - Form 8A
8B - Form 8B
SM - Suo-moto decision of
ERO/AERO
IN - Integrated Roll
OT - Others
Table No. 34
Table: POLICEST
Description of Table: List of Police Stations in Districts. Also known as Thana in many States/
UTs.
4. TEHSIL_NO Numeric 2 Tehsil Number
5. POLICESTNO Numeric 3 Police Station Number, a running

serial number starting from 1 within
each District
6. POLICESTNM Character 30 Police Station Name
7. METRO_NO Numeric 2 Metro No.
4. TEHSIL_NO 22 TEHSILS TEHSIL_NO

Table No. 35
Table : POST_OFF
Description of Table: List of Post Offices in Districts

No.
3. POSTOFF_NO Numeric 2 Serial Number of Post Office (Starting from 1)

within the District
4. POSTOFF_NM Character 30 Post Office Name
5. POSTOFFPIN Character 6 Pin Code
6. METRO_NO Numeric 2 Metro No.


Table No. 36
Table: R_FOREST
Description of Table : List of Reserved Forests

No.
2. R_FORESTNO Numeric 4 Serial Number of Reserved Forest (Starting

from 1), within each State
3. R_FORESTID Character 50 Identification particulars of the Reserved Forest

Table No. 37
Table: SE_DETL
Description of Table : Details of Service Electors

No.
4. SLNOINPART Numeric 4 Continuous Serial No. in Part (Starting from 1)
5. FM_NAME Character 30 First & Middle Name
6. LASTNAME Character 30 Last Name
7. RLNLTYPE Character 1 Relationship Code : F - Father, M - Mother, H

-Husband, O - Others
8. RLN_FM_NM Character 30 Relation First & Middle Name
9. RLN_L_NM Character 30 Relation Last Name
10. IDCARD_NO Character 17 Photo ID Card No.
11. STATUSTYPE Character 1 Code to indicate the present status of an elector.

(Refer STATUSID table). Default Value = "N".
12. PARTLINKNO Numeric 4 Serial No. of elector in the last published roll of the
part. This field will be blank for new additions since
the last roll. The value in this field will be the same as
in field No. 4 (SLNOINPART) above, unless the
supplementary lists are integrated, in which case it
may be different.
13. SEX Character 1 M - for male, F - for female
14. AGE Numeric 3 Approximate age in years as on qualifying date
15. SRVC_CATY Character 1 Service Category: A - for Defence Services, B -for

Armed Police Forces, C - for Foreign Service
16. RANK Character 10 (Only for Defence Services)
17. BUCKLE_NO Numeric 10 (Only for Armed Police Forces)
18. DESPADR_L1 Character 40 Line 1 of the address for despatch of ballot paper
No.
21. HOUSADR_L1 Character 40 Line 1 of House Address
24. ORGNLISTNO Numeric 2 This field will have the value zero if the elector's
name was originally included in the mother roll.
Otherwise, this field will be the serial no. of the
supplementary list in which the elector's name was
originally included, and it will correspond to the field
SUP_LST_NO in table No. 10 (SUPLST98).
Since most of the electors' names would have been
included in the mother roll, this field will have a
default value zero.
25. ORGN_TYPE Character 2 Code to indicate the source of inclusion of an
elector's name in the roll. It will correspond to the field
SOURCETYPE in table no. 33 (SOURCEID), but can
have only MR, F6, SM or OT as its value. (Default
Value = "MR").
26. CHNGLISTNO Numeric 2 This field will have the value zero if the value of the
field STATUSTYPE in this table is "N". Otherwise,
this field will be the serial no. of the supplementary
list of the roll in which the elector's entry was deleted
or modified, and will correspond to the field
SUP_LST_NO in table no. 10 (SUPLST98). (Default
value = 0).
27. CHNG_TYPE Character 2 Code to indicate the source of deletion or
modification of an elector's entry. It will correspond to
the field SOURCETYPE in table no. 33
(SOURCEID), but can have only F7, F8, 8A, 8B, SM
or OT as its value. This field will be blank if value of
the field STATUSTYPE in this table is "N".
7. RLN_TYPE 32 RELNJD RLN_TYPE
11. STATUSTYPE 31 STATUSID STATUSTYPE
24. ORGNLISTNO 10 SUPLST98 SUP_LST_NO
25. ORGN_TYPE 33 SOURCEID SOURCETYPE

26. CHNGLISTNO 10 SUPLST98 SUP_LST_NO
27. CHNG_TYPE 33 SOURCEID SOURCETYPE

Table No. 38
Table: PRT_GRPS
Description of Table: Groups (Chunks) of electors in Parts
4. GROUP_NO Numeric 2 A group within the rolls of a part will comprise the
electors whose names appear at consecutive
serial numbers. So, an polling station may cater to
more than one group. Running serial nos., starting
from 1, may be given to such group.
5. SERIESSTRT Numeric 4 Serial no. in part from where the corresponding
group of electors begins (including this serial
number)
6. SERIESEND Numeric 4 Serial no. in part from where the corresponding
group of electors ends (including this serial
number)
7. AUX_PSNO Numeric 2 Serial no. of the Auxiliary polling station in the
Main Polling Station. If the group corresponds to
the Main Polling Station itself, this value will be
zero.
3. PART.NO 15 AC_PARTS PART_NO
7. AUX_PSNO 17 PS_AUXY AUX_PSNO

Table No. 39
Table: PTWRCRCL
Description of Table: List of Patwar Circles

No.
4. PTWRCRCLNO Numeric 4 Serial number of the Patwar Circle in the Tehsil
5. PTWRCRCLNM Character 25 Patwar Circle Name
6. KNNGCRCLNO Numeric 4 Kanungo Circle No.

2. DIST_NO 5 DISTLIST DISTJMO
6. KNNGCRCLNO 40 KNNGCRCL KNNGCRCLNO

Table No. 40
Table: KNNGCRCL
Description of Table: List of Kanungo Circles

No.
4. KNNGCRCLNO Numeric 4 Serial Number of the Kanungo Circle in the

Tehsil.
5. KNNGCRCLNM Character 25 Kanungo Circle Name

2. DIST_NO 5 DISTLIST DISTJNIO

Table No. 41
Table: DLTDETL
Description of Table: Table for storing entries excluded/ deleted from Table No. 20 (E_DETAIL)
of the old database due to integration of rolls. (This table is to be used only if
integration is being done in latest revision.)

No.
The data structure of this table will be the same as that of Table No. 20 (E_DETAIL)
Table No. 42
Table: DLTSDETL
Description of Table : Table for storing entries excluded/ deleted from Table No. 37 (SE_DETL) of the
old database due to integration of rolls. (This table is to be used only if
integration is being done in latest revision.)

No.
The data structure of this table will be the same as that of Table No. 37 (SE_DETL)
INDEX OF FIELD NAMES
TABLE TABLE
Field Name No. Name Field Name No. Name
1. ACLNAME 4 AC_LIST 45. DESPADR_L1 37 SE_DETL
2. AC_NO 4 AC_LIST 46. DESPADR_L2 37 SE_DETL
3. AC_NO 7 AC_DIST 47. DESPADR_L3 37 SE_DETL
4. AC_NO 8 AC_PC 48. DHQ_PIN 5 DISTLIST
5. AC_NO 11 REV98_AC 49. DHQSTDCODE 5 DISTLIST
6. AC_NO 12 REV98_PRT 50. DIST_HQ 5 DISTLIST
7. AC_NO 13 DLMT76 51. DIST_NAME 5 DISTLIST
8. AC_NO 14 DLMT76_R 52. DIST_NO 3 PC_LIST
9. AC_NO 15 AC_PARTS 53. DIST_NO 4 AC_LIST
10. AC_NO 16 PS_LOCN 54. DIST_NO 5 DISTLIST
11. AC_NO 17 PS_AUXY 55. DIST_NO 6 PC_DIST
12. AC_NO 18 H_NO_XTR 56. DISTJMO 7 AC_DIST
13. AC_NO 19 SECTIONS 57. DIST_NO 15 AC_PARTS
14. AC_NO 20 E_DETAIL 58. DIST_NO 16 PS_LOCN
15. AC_NO 37 SE_DETL 59. DIST_NO 21 SUBDIVS
16. AC_NO 38 PRT_GRPS 60. DIST_NO 22 TEHSILS
17. AC_TYPE 4 AC_LIST 61. DIST_NO 23 TOWNS
18. ACSEAT_GEN 2 NO_SEATS 62. DIST_NO 25 MTRODIST
19. ACSEAT_SC 2 NO_SEATS 63. DIST_NO 26 VILLAGES
20. ACSEAT_ST 2 NO_SEATS 64. DIST_NO 27 BLOCKS
21. ACSEAT_TOT 2 NO_SEATS 65. DIST_NO 28 PANCHAYT
22. AGE 20 E_DETAIL 66. DIST_NO 34 POLICEST
23. AGE 37 SE_DETL 67. DIST_NO 35 POST_OFF
24. AREA_ID 19 SECTIONS 68. DIST_NO 39 PTWRCRCL

25. AREA_REV 13 DLMT76 69. DIST_NO 40 KNNGCRCL
26. AUX_PSNO 17 PS_AUXY 70. DIST_SL_NO 6 PC_DIST
27. AUX_PSNO 38 PRT_GRPS 71. DIST_SL_NO 7 AC_DIST
28. AUXY_IDNO 17 PS_AUXY 72. DLMJVREA 13 DLMT76
29. BLOCK_HQRS 27 BLOCKS 73. ENDSL_NO 19 SECTIONS
30. BLOCK_NAME 27 BLOCKS 74. FM_NAME 20 E_DETAIL
31. BLOCK_NO 27 BLOCKS 75. FM_NAME 37 SE_DETL
32. BLOCK_NO 28 PANCHAYT 76. FVTM_NO 15 AC_PARTS
33. BLOCK_PIN 27 BLOCKS 77. FVTM_NO 16 PS_LOCN
34. BLOCK_STD 27 BLOCKS 78. FVTM_NO 19 SECTIONS
35. BUCKLE_NO 37 SE_DETL 79. FVTM_TYPE 15 AC_PARTS
36. CAPITAL 1 STUTLIST 80. FVTM_TYPE 16 PS_LOCN
37. CHNG_TYPE 20 E_DETAIL 81- FVTM_TYPE 19 SECTIONS
38. CHNG_TYPE 37 SE_DETL 82. GROUP_NO 38 PRT_GRPS
39. CHNGLISTNO 20 E_DETAIL 83. HADBAST_NO 15 AC_PARTS
40. CHNGLISTNO 37 SE_DETL 84. HADBAST_NO 16 PS_LOCN
41. COVERAGE 9 SUMREV98 85. HADBAST_NO 19 SECTIONS
42. COVERAGE 10 SUPLST98 86. HAS _AUXYPS 15 AC_PARTS
43. COVERAGE 11 REV98_AC 87. HAS_LEGASY 1 STUTLIST
44. COVERAGE 12 REV98_PRT 88. HAS_LEGCNL 1 STUTLIST

TABLE TABLE
89. HOUSADR_L1 37 SE_DETL 139. PC_NO 6 PC_DIST
90. HOUSADR_L2 37 SE_DETL 140. PC_NO 8 AC_PC
91. HOUSADR_L3 37 SE_DETL 141. PC_SL_NO 8 AC_PC
92. HOUSE_NO 20 E_DETAIL 142. PC_TYPE 3 PC_LIST
93. HOUSE_NO_X 18 H_NO_XTR 143. PCSEAT_GEN 2 NO_SEATS
94. IDCARD_NO 20 E_DETAIL 144. PCSEAT_SC 2 NO_SEATS
95. IDCARD_NO 37 SE_DETL 145. PCSEAT_ST 2 NO_SEATS
96. INCL_TYPE 25 MTRODIST 146. PCSEAT_TOT 2 NO_SEATS
97. KNNGCRCLNO 39 PTWRCRCL 147. PIN_CODE 1 STUTLIST
98. KNNGCRCLNO 40 KNNGCRCL 148. PNCHYT_NO 26 VILLAGES
99. KNNGCRCLNM 40 KNNGCRCL 149. PNCHYT_NO 28 PANCHAYT
100. LAST_IR_QD 9 SUMREV98 150. PNCHYT_PIN 28 PANCHAYT
101. LAST_IR_YR 9 SUMREV98 151. PNCHYTHQRS 28 PANCHAYT
102. LASTIRPBDT 9 SUMREV98 152. PNCHYTNAME 28 PANCHAYT
103. LASTNAME 20 E_DETAIL 153. PNCHYTPOST 28 PANCHAYT
104. LASTNAME 37 SE_DETL 154. PNCHYTSTD 28 PANCHAYT
105. LTSTREVTYP 9 LTSTRVSN 155. POLICESTNM 34 POLICEST
106. LOCALITYID 19 SECTIONS 156. POLICESTNO 26 VILLAGES
107. LOCNLBLDG 16 PS_LOCN 157. POLICESTNO 34 POLICEST
108. LOCN_CATY 16 PS_LOCN 158. POSTOFF_NM 35 POST_OFF
109. LOCN_TYPE 16 PS_LOCN 159. POSTOFF_NO 35 POST_OFF
110. LOCNAREAID 16 PS_LOCN 160. POSTOFFICE 26 VILLAGES
111. METRO_NAME 24 METROS 161. POSTOFFPIN 26 VILLAGES
112. METRO_NO 24 METROS 162. POSTOFFPIN 35 POST_OFF

113. METRO_NO 25 MTRODIST 163. PS_CATY 15 AC_PARTS
114. METRO_NO 34 POLICEST 164. PSJDNO 15 AC_PARTS
115. METRO_NO 35 POST_OFF 165. PS_LOCN_ID 16 PS_LOCN
116. NOOFGROUPS 17 PS_AUXY 166. PS_LOCN_NO 15 AC_PARTS
117. NOJDFDISTS 3 PC_LIST 167. PS_LOCN_NO 16 PS_LOCN
118. NO_OFDISTS 4 AC_LIST 168. PS_LOCN_NO 17 PS_AUXY
119. NO_OFDISTS 24 METROS 169. PS_NAME 15 AC_PARTS
120. NO_OFPCS 4 AC_LIST 170. PS_NO 15 AC_PARTS
121. ORGN_TYPE 20 E_DETAIL 171. PS_TYPE 15 AC_PARTS
122. ORGN_TYPE 37 SE_DETL 172. PS_TYPE 17 PS_AUXY
123. ORGNLISTNO 20 E_DETAIL 173. PS_TYPE 30 PS_TYPES
124. ORGNLISTNO 37 SE_DETL 174. PTWRCRCLNO 26 VILLAGES
125. PART_AREA 15 AC_PARTS 175. PTWRCRCLNO 38 PRTJ3RPS
126. PART_NO 12 REV98_PRT 176. PTWRCRCLNO 39 PTWRCRCL
127. PART_NO 15 AC_PARTS 177. PTWRCRCLNM 39 PTWRCRCL
128. PART_NO 17 PS_AUXY 178. PUB_DATE 10 SUPLST98
129. PART_NO 18 H_NO_XTR 179. PUB_DT_ACT 9 SUMREV98
130. PART_NO 19 SECTIONS 180. PUB_DT_PLN 9 SUMREV98
131. PART_NO 20 E_DETAIL 181. QUAL_DATE 9 SUMREV98
132. PART_NO 37 SE_DETL 182. QUAL_DATE 10 SUPLST98
133. PART_NO 38 PRT_GRPS 183. R_FORESTID 36 R_FOREST
134. PARTLINKNO 20 E_DETAIL 184. R_FORESTNO 36 R_FOREST
135. PARTLINKNO 37 SE_DETL 185. RANK 37 SE_DETL
136. PC_NAME 3 PC_LIST 186. RELATION 32 RELNJD
137. PC_NO 3 PC_LIST 187. REV_AREA 14 DLMT76_R
138. PC_NO 4 AC_LIST 188. REV_TYPE 29 REV_TYPE

TABLE TABLE
189. RLN_FM_NM 20 E_DETAIL 239. ST_CODE 28 PANCHAYT
190. RLN_FM_NM 37 SE_DETL 240. ST_CODE 34 POLICEST
191. RLN_L_NM 20 E_DETAIL 241. ST_CODE 35 POST_OFF
192. RLN_L_NM 37 SE_DETL 242. ST_CODE 36 R_FOREST
193. RLN_TYPE 20 E_DETAIL 243. ST_CODE 37 SE_DETL
194. RLN_TYPE 32 RELN_ID 244. ST_CODE 38 PRT_GRPS
195. RLNJTYPE 37 SE_DETL 245. ST_CODE 39 PTWRCRCL
196. SAME_LOC 17 PS_AUXY 246. ST_CODE 40 KNNGCRCL
197. SECN_CATY 19 SECTIONS 247. ST_NAME 1 STUTLIST
198. SECTION_NO 19 SECTIONS 248. STARTSL_NO 19 SECTIONS
199. SECTION_NO 20 E_DETAIL 249. STATUSDESC 31 STATUSID
200. SEGMENT_NO 19 SECTIONS 250. STATUSTYPE 20 E_DETAIL
201. SERIESEND 38 PRT_GRPS 251. STATUSTYPE 31 STATUSID
202. SERIESSTRT 38 PRT_GRPS 252. STATUSTYPE 37 SE_DETL
203. SEX 20 E_DETAIL 253. STD_CODE 1 STUTLIST
204. SEX 37 SE_DETL 254. STLMNT_YR 22 TEHSILS
205. SLNOINPART 18 H_NO_XTR 255. SUB_DIV_NM 21 SUBDIVS
206. SLNOINPART 20 E_DETAIL 256. SUB_DIV_NO 21 SUBDIVS
207. SLNOINPART 37 SE_DETL 257. SUB_DIV_NO 22 TEHSILS
208. SOURCEDESC 33 SOURCEID 258. SUB_DIV_NO 23 TOWNS
209. SOURCETYPE 33 SOURCEID 259. SUB_DIV_NO 27 BLOCKS
210. SRVC_CATY 37 SE_DETL 260. SUB_DIV_NO 34 POLICEST
211. ST.ABBRE 1 STUTLIST 261. SUBDIVHQRS 21 SUBDIVS
212. ST_CODE 1 STUTLIST 262. SUBDIVPIN 21 SUBDIVS

213. ST_CODE 2 NO_SEATS 263. SUBDIVSTD 21 SUBDIVS
214. ST_CODE 3 PC_LIST 264. SUP_LST_NO 10 SUPLST98
215. ST_CODE 4 AC_LIST 265. SUP_TYPE 10 SUPLST98
216. ST_CODE 5 DISTLIST 266. SUPLISTS 9 SUMREV98
217. ST_CODE 6 PC_DIST 267. TEHSIL_NAME 22 TEHSILS
218. ST_CODE 7 AC_DIST 268. TEHSIL_NO 15 AC_PARTS
219. ST_CODE 8 AC_PC 269. TEHSIL_NO 16 PS_LOCN
220. ST_CODE 9 SUMREV98 270. TEHSIL_NO 22 TEHSILS
221. ST_CODE 10 SUPLST98 271. TEHSIL_NO 23 TOWNS
222. ST_CODE 11 REV98_AC 272. TEHSIL_NO 26 VILLAGES
223. ST_CODE 12 REV98_PRT 273. TEHSIL_NO 34 POLICEST
224. ST_CODE 13 DLMT76 274. TEHSIL_NO 39 PTWRCRCL
225. ST_CODE 14 DLMT76_R 275. TEHSIL_NO 40 KNNGCRCL
226. ST_CODE 15 AC_PARTS 276. TOTAL_PS 16 PS_LOCN
227. ST_CODE 16 PS_LOCN 277. TOWN_NAME 23 TOWNS
228. ST_CODE 17 PS_AUXY 278. TOWN_NO 23 TOWNS
229. ST_CODE 18 H_NO_XTR 279. TOWN_PIN 23 TOWNS
230. ST_CODE 19 SECTIONS 280. TOWN_STD 23 TOWNS
231. ST_CODE 20 E_DETAIL 281. TOWN_TYPE 23 TOWNS
232. ST_CODE 21 SUBDIVS 282. TYPE_DESC 30 PS_TYPES
233. ST_CODE 22 TEHSILS 283. TYPE_DESCR 29 REVJTYPE
234. ST_CODE 23 TOWNS 284. VILG_ID_NO 26 VILLAGES
235. ST_CODE 24 METROS 285. VILG_SL_NO 26 VILLAGES
236. ST_CODE 25 MTRODIST 286. VILL_NAME 26 VILLAGES
237. ST_CODE 26 VILLAGES 287. XTRASP_HNO 20 E_DETAIL
238. ST_CODE 27 BLOCKS

LIST OF FIELD NAMES AND RESPECTIVE MASTER TABLES
MASTER TABLE MASTER TABLE
1. AC_NAME 4 AC_LIST 46. FVTM_TYPE 15 AC_PARTS
2. AC_NO 4 AC_LIST 47. FVTM_TYPE 16 PS_LOCN
3. AC_TYPE 4 AC_LIST 48. FVTM_TYPE 19 SECTIONS
4. ACSEAT_GEN 2 NO_SEATS 49. GROUP_NO 38 PRT_GRPS
5. ACSEAT_SC 2 NO_SEATS 50. HADBADST_NO 15 AC_PARTS
6. ACSEAT_ST 2 NO_SEATS 51. HADBAST_NO 16 PS_LOCN
7. ACSEAT_TOT 2 NO_SEATS 52. HADBAST_NO 19 SECTIONS
8. AGE 20 E_DETAIL 53. HAS _AUXYPS 15 AC_PARTS
9. AGE 37 SE_DETL 54. HASJ-EGASY 1 STUTLIST
10. AREAJD 19 SECTIONS 55. HAS_LEGCNL 1 STUTLIST
11. AREA_REV 13 DLMT7.6 56. HOUSADR_L1 37 SE_DETL
12. AUX_PSNO 17 PS_AUXY 57. HOUSADR_L2 37 SE_DETL
13. AUXYJDNO 17 PS_AUXY 58. HOUSADR_L3 37 SE_DETL
14. BLOCK_HQRS 27 BLOCKS 59. HOUSE_NO 20 E_DETAIL
15. BLOCK_NAME 27 BLOCKS 60. HOUSE_NO_X 18 H_NO_XTR
16. BLOCK_NO 27 BLOCKS 61. IDCARD_NO 20 E_DETAIL
17. BLOCK_PIN 27 BLOCKS 62. IDCARD_NO 37 SE_DETL
18. BLOCK_STD 27 BLOCKS 63. INCL_TYPE 25 MTRODIST
19. BUCKLE_NO 37 SE_DETL 64. LAST_IR_QD 9 SUMREV98
20. CAPITAL 1 STUTLIST 65. LAST_IR_YR 9 SUMREV98
21. CHNGJTYPE 20 E_DETAIL 66. LASTIRPBDT 9 SUMREV98
22. CHNG_TYPE 37 SE_DETL 67. LASTNAME 20 E_DETAIL
23. CHNGLISTNO 20 E_DETAIL 68. LASTNAME 37 SE_DETL
24. CHNGLISTNO 37 SE_DETL 69. LTSTREVTYP 9 LTSTRVSN

25. COVERAGE 9 SUMREV98 70. LOCALITYID 19 SECTIONS
26. COVERAGE 10 SUPLST98 71. LOCN_BLDG 16 PS_LOCN
27. COVERAGE 11 REV98_AC 72. LOCN_CATY 16 PS_LOCN
28. COVERAGE 12 REV98_PRT 73. LOCN_TYPE 16 PS_LOCN
29. DESPADR_L1 37 SE_DETL 74. LOCNAREAID 16 PS_LOCN
30. DESPADR_L2 37 SE_DETL 75. METRO_NAME 24 METROS
31. DESPADR_L3 37 SE_DETL 76. METRO_NO 24 METROS
32. DHQ_PIN 5 DISTLIST 77. NO_OFDISTS 3 PCJ-IST
33. DHQSTDCODE 5 DISTLIST 78. NO_OFDISTS 4 AC_LIST
34. DIST_HQ 5 DISTLIST 79. NO_OFDISTS 24 METROS
35. DIST_NAME 5 DISTLIST 80. NOOFGROUPS 17 PS_AUXY
36. DIST_NO 5 DISTLIST 81. NO_OFPCS 4 AC_LIST
37. DIST_SL_NO 6 PC_DIST 82. ORGN_TYPE 20 E_DETAIL
38. DIST_SL_NO 7 AC_DIST 83. ORGN_TYPE 37 SE_DETL
39. DLM_AREA 13 DLMT76 84. ORGNLISTNO 20 E_DETAIL
40. ENDSL_NO 19 SECTIONS 85. ORGNLISTNO 37 SE_DETL
41. FM_NAME 20 E_DETAIL 86. PART_AREA 15 AC_PARTS
42. FM_NAME 37 SE_DETL 87. PART_NO 15 AC_PARTS
43. FVTM_NO 15 AC_PARTS 88. PARTLINKNO 20 E_DETAIL
44. FVTM_NO 16 PS_LOCN 89. PARTLINKNO 37 SE_DETL
45. FVTM_NO 19 SECTIONS 90. PC_NAME 3 PC_LIST

MASTER TABLE MASTER TABLE
91. PC_NO 3 PC_LIST 135. SAME_LOC 17 PS_AUXY
92. PC_SL_NO 8 AC_PC 136. SECN_CATY 19 SECTIONS
93. PCJTYPE 3 PC_LIST 137. SECTION_NO 19 SECTIONS
94. PCSEAT_GEN 2 NO_SEATS 138. SEGMENT_NO 19 SECTIONS
95. PCSEAT_SC 2 NO_SEATS 139. SERIESEND 38 PRT_GRPS
96. PCSEAT_ST 2 NO_SEATS 140. SERIESSTRT 38 PRT_GRPS
97. PCSEAT_TOT 2 NO_SEATS 141. SEX 20 E_DETAIL
98. PIN_CODE 1 STUTLIST 142. SEX 37 SE_DETL
99. PNCHYT_NO 28 PANCHAYT 143. SLNOINPART 20 E_DETAIL
100. PNCHYT_PIN 28 PANCHAYT 144. SLNOINPART 37 SE_DETL
101. PNCHYTHQRS 28 PANCHAYT 145. SOURCEDESC 33 SOURCEID
102. PNCHYTNAME 28 PANCHAYT 146. SOURCETYPE 33 SOURCEID
103. PNCHYTPOST 28 PANCHAYT 147. SRVC_CATY 37 SE_DETL
104. PNCHYTSTD 28 PANCHAYT 148. ST.ABBRE 1 STUTLIST
105. POLICESTNM 34 POLICEST 149. ST_CODE 1 STUTLIST
106. POLICESTNO 34 POLICEST 150. ST_NAME 1 STUTLIST
107. POSTOFF_NM 35 POST_OFF 151. STARTSL_NO 19 SECTIONS
108. POSTOFF_NO 35 POST_OFF 152. STATUSDESC 31 STATUSID
109. POSTOFFICE 26 VILLAGES 153. STATUSTYPE 31 STATUSID
110. POSTOFFPIN 35 POST_OFF 154. STD_CODE 1 STUTLIST
111. PS_CATY 15 AC_PARTS 155. STLMNT_YR 22 TEHSILS
112. PSJDNO 15 AC_PARTS 156. SUB_DIV_NM 21 SUBDIVS
113. PS_LOCN_ID 16 PS_LOCN 157. SUB_DIV_NO 21 SUBDIVS
114. PS_LOCN_NO 16 PS_LOCN 158. SUBDIVHQRS 21 SUBDIVS

115. PS_NAME 15 AC_PARTS 159. SUBDIVPIN 21 SUBDIVS
116. PS_NO 15 AC_PARTS 160. SUBDIVSTD 21 SUBDIVS
117. PS_TYPE 30 PS_TYPES 161. SUP_LST_NO 10 SUPLST98
118. PUB_DATE 10 SUPLST98 162. SUP_TYPE 10 SUPLST98
119. PUB_DT_ACT 9 SUMREV98 163. SUPLISTS 9 SUMREV98
120. PUB_DT_PLN 9 SUMREV98 164. TEHSIL_NAME 22 TEHSILS
121. QUAL_DATE 9 SUMREV98 165. TEHSIL_NO 22 TEHSILS
122. QUAL_DATE 10 SUPLST98 166. TOTAL_PS 16 PS_LOCN
123. R_FORESTID 36 R_FOREST 167. TOWN_NAME 23 TOWNS
124. R_FORESTNO 36 R_FOREST 168. TOWN_NO 23 TOWNS
125. RANK 37 SE_DETL 169. TOWN_PIN 23 TOWNS
126. RELATION 32 RELN_ID 170. TOWN_STD 23 TOWNS
127. REV_AREA 14 DLMT76_R 171. TOWN_TYPE 23 TOWNS
128. REV_TYPE 29 REVJTYPE 172. TYPE_DESC 30 PS_TYPES
129. RLN_CODE 32 RELNJD 173. TYPE_DESCR 29 REV_TYPE
130. RLN_FM_NM 20 E_DETAIL 174. VILG_ID_NO 26 VILLAGES
131. RLN_FM_NM 37 SE_DETL 175. VILG_SL_NO 26 VILLAGES
132. RLN_L_NM 20 E_DETAIL 176. VILL_NAME 26 VILLAGES
133. RLN_L_NM 37 SE_DETL 177. XTRASP_HNO 20 E_DETAIL
134. RLN_TYPE 32 RELN_ID
Note: There are multiple occurrences of a few field names in the above list, but such fields are not
inter-related.
ITEM NO. 157
Election Commission’s letter No.485/Comp/4/2000 , dated 14.01.2000 addressed to the Chief Electoral
Officers, Andhra Pradesh, Assam, Gujarat, Himachal Pradesh, Karnataka, Madhya Pradesh,
Maharashtra, Punjab, Rajasthan, Tamil Nadu, Uttar Pradesh, West Bengal.
Subject: Bye Elections, 2000 - Flow of Data - regarding
For the Bye Elections, 2000 computer and communication infrastructure on the pattern of
the previous General Elections to the Lok Sabha is not required to be set up. However, computers
may be deployed at Counting Centres where required to assist in the speedy compilation of
results. Data on number of electors, polling stations and candidates etc. will however be required
to be submitted to the Commission in the same manner as hitherto by fax. The time schedule to be
followed for submission of data is enclosed herewith.
2. In order to ensure the smooth and timely flow of information the Data Management
Groups at the CEO Office and at District level must be put in place immediately. Detailed instructions
have already been issued in connection with the General Elections, 1999 vide letter No.
485/Comp/4/89 dated 8th August, 1999 (reproduced in the Pink Booklet) are to be followed
mutatis mutandis. Please confirm latest by 18th January, 1999 that the Data Management Groups
have been put in place.
3. Pre-election data on forms A01, A02, P03, P04, ELECT003, etc. should be sent by the
CEO's office only. Direct receipt of data from DEO / RO will not be accepted. For the purpose, the
data entry can be done in the same manner as undertaken during the last General Election.
4. Soft copy of data must be mailed to the following e-mail account:
se2000@eci.gov.in
Care should be taken that copies of the e-mail / data are not sent to individual accounts of
officers of the Commission as they tend to flood the disk space allotted to them and invariably
result is previous mail messages being wiped out even if unread.
5. In all cases, immediately after the data is sent, a printed paper copy of the report as well as
two copies of the data on floppies should be sent through mail bag. This is necessary to ensure
that corrupted data / lost messages do not result in avoidable delays. Necessary precautions
should be taken to ensure that the floppies are virus-free.
6. Kindly acknowledge receipt of this letter.

STATE ELECTIONS 2000 - Haryana, Bihar. Manipur, Orissa
SCHEDULE FOR FLOW OF DATA
SI. Item Form Due Date Poll Day

No. 17.2.2000
1 Electors' Data & Polling Stations (as on P03&P04 14.1.2000 14.1.2000

Date of Final Publication)
2 List of Counting Centres ELECT003 Announcement + 7 15.1.2000
3 Electors' Data (as on Last Date of P03 Last Date of Nomination + 1 1.2.2000
Nomination)
4 Data on Polling Stations(Final) P04 Last Date of Nomination + 4 4.2.2000
5 Summary Information on Nominations, A01/P01 Date of Withdrawal + 2 5.2.2000

Rejections, Withdrawals & Contestants
6 List of Contesting Candidates (English) A02/P02 Date of Withdrawal + 2 5.2.2000
7 List of Contesting Candidates (Hindi) A02/P02 Date of Withdrawal + 4 7.2.2000
8 Data on Voter Turnout P05 Date of Poll + 1 18.2.2000
9 Results of Votes Counted A08/P09 Completion of Counting 25.2.2000
10 Index Cards A14 Completion of Counting + 2 28.2.2000

ITEM NO. 158
Officers, Bihar, Haryana, Manipur and Orissa.
Subject: State Elections, 2000 - Arrangements for Flow of Data
Kindly refer to our letter of even number dated 14th January, 2000 on the above mentioned
subject wherein it had been indicated that the computer and communication infrastructure and
related arrangements would be on the same pattern as in the General Elections to Lok Sabha, 1999.
The forms to be used for various items of data have already been enclosed with letter
No. 485/Comp/4/99 dated 8th August, 1999 and were reprinted in the Pink Booklet for easy
reference. However, there appears to have been some confusion during the last election in respect
of reporting of Postal Ballots counted inspite of the clarifications given during the regional training of
trainers. In order to eliminate the confusion, the system of reporting has been refined further and a
new form viz. FORM A06 has been introduced. FORM A06 will be used by the ROs only once
when the Postal Ballot Papers are counted and the totals thereof will not be taken into account while
reporting the results of round-wise counting on Form A07 (Detail Track for Assembly Constituency).
However, while filling in FORM A08 (Final Result of Assembly Constituency) the Postal Ballot and
total of round-wise votes in all rounds will be reported. For the purpose FORM A08 has also been
suitably modified. Copies of FORM A06 and the revised FORM A08 are enclosed herewith. This
may please be brought to the notice of all ROs and DEOs. The changes should also be highlighted
during the review meetings / training of the concerned election / data management officials and
they should be asked to familiarise themselves with the modified / new forms.
All other forms as printed in the Pink Booklet remain unchanged.
GENESYS application software has accordingly been modified to incorporate FORM

A06 and the revised FORM A08.

ECI Form ID Election Commission of India FUSN
General Elections.
A06-F
POSTAL VOTES FOR ASSEMBLY CONSTITUENCY WITH DETAILS FOR ALL TO BE USED
CANDIDATES - First Page ONLY FOR
ELECTION TO
LEGISLATIVE
ASSEMBLIES
A) Parliamentary Constituency No. & Name: B) State/UT Code&

Name:
C) Assembly Constituency No. & D) Date: E) Time:
Name:
Postal Votes From Men: From Women : Total Postal Votes Received:
Received by RO
SI. No. Candidate's Name  Party  Postal Votes Polled

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
Sub-Total Carried Forward to page 2

or, Total Valid Postal Votes 
No. of Rejected Postal Votes 
Total Postal Votes Counted (This should be equal to the total postal
received by the RO) 
Lead Margin in Postal Votes (Difference of the Highest and the Second
Highest Postal votes secured by individual candidates) 
RO's/ARO's Observer's
Signature: Signature:
Stamp: ECI Code:
Total No. of Pages Page No.
 Candidates' Names should be given in the same order as appearing in Form 7A.
 Use the Standard Party Abbreviations prescribed by the Commission.
 Strike out whatever is not applicable.
 To be filled only if this is the only page of the form (i.e., there are 12 or fewer candidates).
ECI Form ID FUSN
A06-C
POSTAL VOTES FOR ASSEMBLY CONSTITUENCY WITH DETAILS FOR ALL TO BE USED ONLY
CANDIDATES - Continuation Page FOR ELECTION TO
r LEGISLATIVE
ASSEMBLIES
A) Parliamentary Constituency No. & Name: B) State/UT

Code& Name:

Name:
Sub-Total Brought Forward from page
Sub-Total Carried Forward to page

Stamp: ECI Code:

General Elections. 1999
A06-L
POSTAL VOTES FOR ASSEMBLY CONSTITUENCY WITH DETAILS FOR ALL TO BE USED
CANDIDATES - Last Page ONLY FOR
ELECTION TO
LEGISLATIVE
ASSEMBLIES
A) Parliamentary Constituency No. & Name: B) State/UT Code&

Name:
Name:

Sub-Total Brought Forward from Page.
Total Valid Postal Votes
No. of Rejected Postal Votes
Total Postal Votes Counted (This should be equal to the total postal
received by the RO)
Lead Margin in Postal Votes (Difference of the Highest and the Second
Highest Postal votes secured by individual candidates)
Stamp: ECI Code:

General Elections. 1999
A08-F
FINAL RESULT FOR ASSEMBLY CONSTITUENCY WITH DETAILS FOR TO BE USED ONLY
ALL CANDIDATES - First Page FOR ELECTION TO
LEGISLATIVE
ASSEMBLIES
A) Parliamentary B) State/UT
Constituency Code& Name:
No. & Name:
C) Assembly Constituency No. & Name: D) Date: E) Time:
SI. Party  Votes polled in Assembly Constituency
No. Postal @ General * Total

1.
2.
3.
4.
5,
6.
7.
.8.
9.
10.
11.
12.
Sub-Total Carried Forward to page 2

or, Total Valid Postal Votes 
No. of Rejected Postal Votes 
Total Votes Counted 
Margin between the Winner & the Runner-up 
RO's / ARO's Signature: Observer's Signature:

RO's / ARO's Stamp: Observer's ECI Code:
THIS FORM IS TO BE USED ONLY AT END

OF COUNTING FOR ASSEMBLY
CONSTITUENCY
 Candidates' Names should be given in the same order as appearing in Form 7A.
 Use the Standard Party Abbreviations prescribed by the Commission.
@ This will be extracted from Form A06.
* This will be extracted from all Forms A07 for this Assembly Constituency.
 Strike out whatever is not applicable.
 To be filled only if this is the only page of the form (i.e., there are 12 or fewer candidates).
General Elections, ………….
A08-C
FINAL RESULT FOR ASSEMBLY CONSTITUENCY WITH DETAILS FOR ALL TO BE USED
CANDIDATES - Continuation Page ONLY FOR
ELECTION TO
LEGISLATIVE
ASSEMBLIES
A) Parliamentary B) State/UT Code& Name:

Constituency No. & Name:
C) Assembly Constituency D) Date: E) Time:
No. &
Name:
SI. Candidate's Name Party  Votes polled in Assembly

No. Constituency
Postal@ General * Total
Sub-Total Carried Forward to page
RO's/ARO's Signature: Observer's Signature:
RO's/ARO's Stamp: Observer's ECI Code:
THIS FORM IS TO BE USED ONLY AT END Total No. of Pages Page No.
OF COUNTING FOR ASSEMBLY
CONSTITUENCY
General Elections, ………….
A08-L
FINAL RESULT FOR ASSEMBLY CONSTITUENCY WITH DETAILS FOR ALL TO BE USED
CANDIDATES - Last Page ONLY FOR
ELECTION TO
LEGISLATIVE
ASSEMBLIES
A) Parliamentary B) State/UT Code& Name:

Constituency No. & Name:
C) Assembly Constituency D) Date: E) Time:
No. & Name:
SI. No. Candidate's Name  Party Votes poll ed in Constituency

Postal@ Assembly Total
General*
Total Valid Votes
No. of Rejected Votes

Total Votes Counted
Margin between the Winner & the Runner-up
RO's/ARO's Signature: Observer's

Signature:
RO's / ARO's Stamp: Observer's
ECI Code:
THIS FORM IS TO BE USED ONLY AT END OF Total No. of Pages Page No.
COUNTING FOR ASSEMBLY CONSTITUENCY
ITEM NO. 159
Election Commission’s letter No.485/Comp/16/2000, dated 16.05.2000 addressed to the Chief

Electoral Officers of all States and UTs (except J & K)
Subject: Status Report on Computerisation of Electoral Roll.
I am directed to request you to fax to the Commission a brief Status Report on
Computerisation of Electoral Rolls in your State/ UT, in the enclosed performa, by 5.00 P.M. on
17.5.2000 positively.

Brief Status Report on Computerisation of Electoral Rolls
State/ UT: Status as on :...........................
S.No. Item Status

1. Name of the State Level Agency
(SLA) formally appointed
2. Duration of the agreement

signed with the SLA
3. Availability of District Computer

Infrastructure
4. Availability of computer-trained
staff at CEO's office
5. Availability of computer-trained
staff at DEOs offices
6. Type and Year of last revision of

electoral rolls
7. Was consolidation and integration

of rolls done in last revision of
rolls?
8. If yes, was the supplement of the last
revision also integrated?
9. Availability of AB-CD-ROM
10. Availability of PS-CD-ROM
11. Any other Remarks

ITEM NO. 160
Election Commission's letter No. 485/Comp/16/2000, dated 26.06. 2000 addressed to the Chief
Electoral Officers of all States/UTs
Subject: Computerisation of Electoral Rolls and EPIC Programmes -Control Tables

-regarding
The programme for computerisation of electoral rolls was initiated in late 1997 and by now
three revisions for 1998, 1999 and 2000 have already been completed. The Commission had
issued comprehensive guidelines for the programme with suitable enhancements and modifications
from time to time. A time has come for consolidating this programme at this critical juncture when the
next building block in terms of the Electoral Photo Identity Cards programme is being added to this
computer based information system.
One of the key features of the information system for the computerisation of electoral rolls
and in fact the cornerstone of this and the EPIC programme is the concept of Control Tables. These
Tables essentially contain lists of various Geographic and Administrative Units with appropriate
codes and hierarchical linkages. The data stored in the Control Tables are repeatedly used not
merely for the roll management programme, specifically the computerisation part, but also for
management of electoral events like General Elections, statistical reports, deployment of staff
and monitoring of various campaigns. With the relaunching of the programme of Electors Photo
Identity Cards, this will again become a crucial component of the Integrated Information System.
One of the most crucial components in the system of computerisation of electoral rolls is
that the printed Electoral Roll is a report generated from the Electoral Rolls database prepared by
linking the electors' details (Table 20 E_DETAIL for general electors and Table 37 SE_DETL for
service electors) with Control Table information (Tables 1-17, 19, 21-36, and 38-40) and is not
merely a text document. The methodology for assigning standard codes to various administrative
and geographic units in Control Tables has been indicated in letter No. 23/97/PLN-ll dated 20th
September, 1997 and further elaborated in letter of even number dated 29th September, 1997.
However, in spite of three iterations, and major achievements in terms of preparing
databases, and printed rolls and CD ROMS, the full import of the criticality of clean and correct data
in Control Tables does not seem to have been appreciated at different levels.
It has been observed that in certain cases the Geographic and Administrative Units
like district, tehsil, gram panchayat, village name and area and locality names etc. have not been
properly recorded in the Control Tables and instead in the printed electoral rolls, the data have been
added as text fields by adopting various ad hoc measures. There are also some data gaps. In some
cases, in the printed electoral rolls, the boxes which are required to indicate the administrative and
geographic units as indicated in the delimitation order for the constituency and its corresponding
present situation on account of any reorganisation of administrative units etc., have been found
missing from the AC summary.
In the recently issued guidelines for EPIC, the key strategy is to plan field activities for
targeted coverage of residual electors who are to be provided with new identity cards. This obviously
requires that the entire data of the electoral rolls is to be analysed in terms of administrative and
geographic units and lists of designated photographic locations have to be prepared. This would
obviously not be possible unless the Control Tables have been properly prepared and thoroughly
checked for completeness, accuracy or correctness, and integrity in terms of appropriate linkages
and coding.
It is of utmost importance, therefore, that the inadequacies in the preparation and
verification of Control Table data, if any, are immediately made good and a thorough verification is
undertaken under your direct personal supervision. Kindly note that this is a necessary input for
starting the EPIC programme in terms of the recently issued guidelines.
At the cost of repetition, the strategy to be adopted for preparation and checking of Control
Table Data, is briefly outlined below. The basic lists for each category such as districts, sub-
divisions, villages etc., are to be prepared from two sources ie., the concerned Head of the
Department or the Department responsible to maintain the primary data under existing legal and
administrative arrangements and from the concerned district office. For example, a list of gram
panchayats and the villages included in each one of these would be available typically from a Gram
Panchayat Department or the Rural Development Department etc., which is responsible for
notifying the gram panchayats and modifications, if any. Similarly, tehsil and villages included therein
are typically handled by Revenue Department or the Board of Revenue or other such competent
authority. Therefore, one basic list of tehsils and the villages included is to be obtained from the
concerned Head of the Department or Department, say the Board of Revenue and another from the
concerned Collector or District Magistrate who in turn will compile this from his own records and
those of the relevant tehsildars. These two lists are then to be compared and cross-checked for
accuracy, completeness and correct linkages. Particular care is to be taken for the correctness of
spelling and for multiple units with same name, which is quite possible for certain levels, like villages.
Since the Control Table data and the list of Administrative and Geographic Units is a critical
input for various programmes connected with elections as indicated earlier, it is necessary and
appropriate that a consolidated list of all the Control Tables is compiled by CEO at his office with the
direct involvement of the SLA and a core team of officers, preferably under the charge of a Joint
CEO or Additional CEO.
While the major part of the checking will require to be undertaken at the level of the
DEO/ERO, some of the tables will have to be checked at the CEO office. The table-wise
requirement for checking has been indicated in the enclosed statement (Enclosure I). After
checking and incorporating necessary corrections, it must be ensured that the control table data
available with DEOs and CEO Office is identical.
Electors Photo Identity Cards are required to be issued in two languages (except in a few
North Eastern States where they are in English alone). It is therefore necessary that the Control
Table data should be prepared in the Indian language and in English separately. Control Table data
in the Indian language is used for the preparation of the Electoral Rolls (again with some exceptions).
The procedure to be followed for cleaning these tables has been outlined in the paras above. For the
EPIC Programme the Control Table data would also need to be prepared in English. The Indian
language Controls Tables after being cleaned can be transliterated into English using a dictionary of
common names. The transliterated data should be printed and checked thoroughly to ensure that
the spellings, etc., are correct. After rectification, if any required, the English Control Tables should
be consolidated at the State level exactly as done for the Indian language version.
Two data products in terms of a Master CD and printed report are required to be produced at
the end of this exercise as clear deliverables. Both should have separate Indian language and
English versions. A suitable interface should be prepared with browser like navigation facilities, which
will give access to data on the Administrative and Geographic Units within the State or Union
Territory. A suggested list of reports which should be directly accessible from this interface is also
indicated in the Table enclosed herewith (Enclosure II). Sample formats of these reports are also
enclosed (Enclosure III). There should be facilities for standard queries so that any user can
easily retrieve data of a specific Administrative and Geographic Unit or a group, with the required
details.
I request you to kindly take stock of the current situation and immediately initiate steps for
preparing and verifying data in the Control Tables for the whole State / Union Territory and produce
the data products mentioned earlier. In case any assistance is required in this regard from the
Commission, kindly feel free to contact the undersigned urgently. We will be happy to guide your
key officers including professional from the SLA in this regard. The completed data products should,
reach the Commission latest by 31st of July, 2000.

Enclosure I Verification Requirement of Control Tables
Table No. Table Check to be performed by

Name
1 STUTLIST Addl./Jt. CEO
2 NO_SEATS Addl./Jt. CEO
3 PC_LIST Addl./Jt. CEO
4 AC_LIST Addl./Jt. CEO
5 DISTLIST Addl./Jt. CEO
6 PC_DIST Addl./Jt. CEO
7 AC_DIST Addl./Jt. CEO
8 AC_PC Addl./Jt. CEO
9 LTSTRVSN Addl./Jt. CEO
10 SUP_LSTS Addl./Jt. CEO
11 EXCL_AC Addl./Jt. CEO
12 EXCL_PRT Addl./Jt. CEO
13 DLMT76 DEO with reference to the Delimitation Order, 1976
14 DLMT76_R DEO
15 AC_PARTS ERO
16 PS_LOCN ERO
17 PS_AUXY ERO
18 H_NO_XTR To be Excluded - Not Control Table
19 SECTIONS ERO
20 E_DETAIL To be Excluded - Not Control Table
21 SUBDIVS DEO
22 TEHSILS DEO
23 TOWNS DEO
24 METROS Addl./Jt. CEO
25 MTRODIST Addl./Jt. CEO
26 VILLAGES DEO in consultation with the appropropriate department of the

State Government
27 BLOCKS DEO in consultation with the appropropriate department of the
State Government
28 PANCHAYT DEO in consultation with the appropropriate department of the
State Government
Table No. Table Name Check to be performed by
29 REV_TYPE Addl./Jt. CEO
30 PS_TYPES ERO
31 STATUSID DEO
32 RELN_ID DEO
33 SOURCEID DEO
34 POLICEST DEO in consultation with the appropropriate department of the

State Government
35 POST_OFF DEO in consultation with the appropropriate department of the
State Government
36 R_FOREST DEO in consultation with the appropropriate department of the
State Government
37 SE_DETL To be Excluded - Not Control Table
38 PRT_GRPS DEO
39 PTWRCRCL DEO in consultation with the appropropriate department of the

State Government
40 KNNGCRCL DEO in consultation with the appropropriate department of the
State Government
41 DLTDETL To be Excluded - Not Control Table
42 DLTSDETL To be Excluded - Not Control Table

Enclosure II
Representative List of Reports that should be available

through the User Interface
SI. No. Report Name
1. Summary Information on Administrative Units
2. List of Districts
3. List of Sub-divisions
4. List of Tehsils
5. List of Police Stations
6. List of Development Blocks / Panchayat Samitis / Talukas
7. List of Panchayats
8. List of Post Offices
9. List of Villages (Village No. & Name) Tehsil and Police Station-wise. The Header of
this report should indicate the State Code & Name, District Code & Name and
Sub-Division Code and Name.
10. List of Villages (Village No. & Name and Pin Code) Block and Panchayat -wise. The
Header of this report should indicate the State Code & Name, District Code & Name
and Sub-Division Code and Name.
11. List of Towns
12. List of Parliamentary Constituencies and Districts
13. List of Assembly Constituencies, Parliamentary Constituency and District in

which located.
Enclosure III
Report 1
State/UT Code & Name* :
Summary Information on Administrative Units
1. No. of Districts : N1
2. No. of Sub-Divisions N2
3. No. of Tehsils : N3
4. No. of Police Stations : N4
5. No. of Development Blocks : N5
6. No. of Panchayats : N6
7. No. of Post Offices : N7
8. No. of Villages : N8
9. No. of Towns N9
a) Administered by Notified Area Councils : N 9a
b) Administered by Municipalities N9b
10. No. of Metropolitan Cities : .. N10
11. No. of Parliamentary Constituencies : N11
12. No. of Assembly Constituencies : N12
* e.g. S01 - Andhra Pradesh (Raju)

report 2
State/ UT Code & Name :_____________________
List of Districts
District District Headquarters
No. Name Town Pin Code STD Code
(1) (2) (3) (4) (5)
1 District 1 District Headquarter 1 Pin Code 1 STD Code 1
2 District2 District Headquarter2 Pin Code2 STD Code2
: : : : :
: : : : :
: : : : :
: : : : :
: : : : :
References to Data Structure Tables:

Col (1) : Table No. 5 - DISTLIST, Field No. 2 - DIST.NO
Col (2) : Table No. 5 - DISTLIST, Field No. 3 - DIST_NAME
Col (3) : Table No. 5 - DISTLIST, Field No. 4 - DIST.HQ
Col (4) : Table No. 5 - DISTLIST, Field No. 5 – DHQ_PIN
Col (5) : Table No. 5 - DISTLIST, Field No. 6 - DHQSTDCODE
Report 3
State/ UT Code & Name :________________________
List of Sub-Divisions
District Sub-Division Sub-Division Headquarters

No. Name No. Name Town Pin Code STD Code
d) (2) (3) (4) (5) (6) (7)
1 District 1 1 Sub-Division 1 Sub-DivHQl Pin Code 1 STD Code 1
2 Sub-Division2 Sub-Div HQ2 Pin Code2 STD Code2
2 District2 1 Sub-Division4 Sub-Div HQ4 Pin Code4 STD Code4
3 District3 1 Sub-Division8 Sub-Div HQ8 Pin Code8 STD Code8
: : : : : : :
: : : : : : :
: : : : : : :
: : : : : : :
: : : : : : :

Col (1) : Table No. 21 - SUBDIVS, Field No. 2 - DIST_NO
Col (3) : Table No. 21 - SUBDIVS, Field No. 3 - SUB_DIV_NO
Col (4) : Table No. 21 - SUBDIVS, Field No. 4 - SUB_DIV NM
Col (5) : Table No. 21 - SUBDIVS, Field No. 5 - SUBDIVHQRS
Col (6) : Table No. 21 - SUBDIVS, Field No. 7 - SUBDIVPIN
Col (7) : Table No. 21 - SUBDIVS, Field No. 6 - SUBDIVSTD
Report 4
State/ UT Code & Name :
List of Tehsils
District Tehsil Sub-Division Year of last No. of No. of

settlement Police Villages
No. Name No. Name No. Name
of villages Stations in Tehsil
in Tehsil in Tehsil
(1) (2) (3) (4) (5) (6) (7) (8) (9)

1 District 1
1 Tehsil 1 1 Sub-Division 1 Year l n1 m1
2 Tehsil 2 1 Sub-Division 1 Year 2 n2 m2
6 Tehsil 6 3 Sub-Division3 Year 6 n6 m6
7 Tehsil 7 2 Sub-Division2 Year 7 n7 m7
2 District2
1 Tehsil8 1 Sub-Division8 Year8 n8 m8
: : : : : : : : :
: : : : : : : : :
: : : : : : : : :
: : : : : : : : :

Col (1) : Table No. 22 - TEHSILS, Field No. 2 - DIST_NO
Col (3) : Table No. 22 - TEHSILS, Field No. 4 - TEHSIL_NO
Col (4) : Table No. 22 - TEHSILS, Field No. 5 - TEHSIL _NAME
Col (5) : Table No. 22 - TEHSILS, Field No. 3 - SUB_DIV_NO
Col (6) : Table No. 21 - SUBDIVS, Field No. 4 - SUB_DIV_NM
Col (7) : Table No. 22 - TEHSILS, Field No. 6 - STLMNT_YR
Col (8) : Table Nos. 22 - TEHSILS & 34 - POLICEST
Col (9) : Table Nos. 22-TEHSILS & 26-VILLAGES
Report 5
State/ UT Code & Name :_______________________________________
List of Police Stations
District Police Station Tehsil

No. Name No. Name No. Name
(1) (2) (3) (4) (5) (6)
1 District 1 1 Police Station 1 1 Tehsil 1
2 Police Station2 2 Tehsil 2
: : : :
: : : :
2 District2 Police Station8 Tehsil8
: : : : : :
: : : : : :
: : : : : :
: : : : : :
: : : : : :

Col (1) : Table No. 34 - POLICEST, Field No. 2 - DIST NO
Col (3) : Table No. 34 - POLICEST, Field No. 5 - POLICESTNO
Col (4) : Table No. 34 - POLICEST, Field No. 6 - POLICESTNM
Col (5) : Table No. 34 - POLICEST, Field No. 4 - TEHSIL_NO
Col (6) : Table No. 22 - TEHSILS, Field No. 5 - TEHSIL_NAME
Report 6
List of [Development Blocks]*
District Block Block Headquarters Sub-Division No. of No. of

Pancha- Village
No. Name No. Name Town Pin Code STD Code No. Name
yatsin s in
Block Block
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
1 District 1
1 Block1 Block HQ1 Pin Code 1 STD Code1 1 Sub-Division 1 n1 m1
2 Block2 Block HQ2 Pin Code2 STD Code2 2 Sub-Division2 n2 m2
: : : : : : : : :
: : : : : : : : :
2 District2
1 Block7 Block HQ7 Pin Code7 STD Code7 1 Sub-Division7 N7 m7
: : : : : : : : :
: : : : : : : : :
* Or Panchayat Samitis or Talukas - Write the appropriate nomenclature applicable in the State.

Col (1) : Table No. 27 - BLOCKS, Field No. 2 - DIST_NO
Col (3) : Table No. 27 - BLOCKS, Field No. 4 - BLOCK_NO
Col (4) : Table No. 27 - BLOCKS, Field No. 5 - BLOCK.NAME
Col (5) : Table No. 27 - BLOCKS, Field No. 6 - BLOCK_HQRS
Col (6) : Table No. 27 - BLOCKS, Field No. 8 - BLOCK_PIN
Col (7) : Table No. 27 - BLOCKS, Field No. 7 - BLOCK_STD
Col (8) : Table No. 27 - BLOCKS, Field No. 3 - SUB_DIV_NO
Col (9) : Table No. 21 - SUBDIVS, Field No. 4 - SUB_DIV_NM
Col (10): Table Nos. 27 - BLOCKS & 28 - PANCHAYT
Col (11): Table Nos. 27 - BLOCKS & 26 - VILLAGES
Report 7
List of Panchayats
District Block Panchayat Panchayat Headquarters Post Office

No. Name No Name No Name Name Pin Code STD Code Name
. .
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10)
1 Districk
1 Block 1
1 Panchayat1 Panchayat HQ1 Pin Code 1 STD Codel Post Office 1
2 Panchayat2 Panchayat HQ2 Pin Code2 STD Code2 Post Office2
2 Block 2
: : : : : :
: : : : : :
2 District2
1 Block3
: : : : : :
: : : : : :

Col (1) : Table No. 28 - PANCHAYT, Field No. 2 - DIST_NO
Col (3) : Table No. 28 - PANCHAYT, Field No. 3 - BLOCK_NO
Col (4) : Table No. 27 - BLOCKS, Field No. 5 - BLOCK_NAME
Col (5) : Table No. 28 - PANCHAYT, Field No. 4 – PNCHYT_NO
Col (6) : Table No. 28 - PANCHAYT, Field No. 5 - PNCHYTNAME
Col (7) : Table No. 28 - PANCHAYT, Field No. 6 - PNCHYTHQRS
Col (8) : Table No. 28 - PANCHAYT, Field No. 8 - PNCHYT_PIN
Col (9) : Table No. 28 - PANCHAYT, Field No. 7 - PNCHYTSTD
Col (10): Table No. 28 - PANCHAYT, Field No. 9 - PNCHYTPOST
Report 8
List of Post Offices
District Post Office

No. Name No. Name Pin Code
(1) (2) (3) (4) (5)
1 District 1 1 Post Office 1 Pin Code 1
2 Post Office2 Pin Code2
: : :
: : :
2 District2 1 Post Office5 Pin Code5
: : :
: : :
3 District3 1 Post Office7 Pin Code7
: : : : :
: : : : :

Col (1) : Table No. 35 - POST_OFF, Field No. 2 - DIST_NO
Col (3) : Table No. 35 - POSTJDFF, Field No. 3 - POSTOFF_NO
Col (4) : Table No. 35 - POST_OFF, Field No. 4 - POSTOFF_NM
Col (5) : Table No. 35 - POSTJDFF, Field No. 5 - POSTOFFPIN
Report 9
State/ UT Code & Name :______________________________________

District No. & Name :______________________________________
Sub-Division No. & Name :_______________________________________
List of Villages (Tehsil &

Police Station-wise)
Tehsil Police Station Village Post Office Block Panch

No. Name No. Name ID No. Sl.No. Name Name Pin Code No. Ayat No.
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
1 Tehsil 1
1 Police Station 1 1 1 Village 1 Post Office 1 Pin Codel 1 1
2 2 Village2 Post Office 1 Pin Codel 1 1
6 6 Village6 Post Office2 Pin Code2 1 2
2 Police Station2 1 7 Village7 Post Office2 Pin Code2 1 2
3 Police Station3 1 10 Village 10 Post Office4 Pin Code4 2 3
: : : : : : :
: : : : : : :
2 Tehsil2
4 Police Station4 1 1 Village 11 Post Office5 Pin Code5 3 4
: : : : : : : : : : :
: : : : : : : : : : :

Col (1) : Table No. 26 - VILLAGES, Field No. 2 - DIST.NO
Col (3) : Table No. 26 - VILLAGES, Field No. 4-POLICESTNO
Col (4) : Table No. 34 - POLICEST, Field No. 6 - POLICESTNM
Col (5) : Table No. 26 - VILLAGES, Field No. 5 - VILG_ID_NO
Col (6) : Table No. 26 - VILLAGES, Field No. 6 - VILG_SL_NO
Col (7) : Table No. 26 - VILLAGES, Field No. 7 - VILL_NAME
Col (8) : Table No. 26 - VILLAGES, Field No. 9 - POSTOFFICE
Col (9) : Table No. 26 - VILLAGES, Field No. 10 - POSTOFFPIN
Col (10): Table No. 28 - PANCHYAT, Field No. 3 - BLOCK_NO
Col (11): Table No. 26 - VILLAGES, Field No. 10 - PANCHYT_NO
Note: The page footer of this report should contain a note explaining what col (5) and col (6) denote.
Report 10

District No. & Name :______________________________________
Sub-Division No. & Name :_______________________________________
List of Villages
(Block & Panchayat-wise)
Block Panchayat Village Post Office Tehsil Police

No. Name No. Name ID No. Sl.No. Name Name Pin Code No. Stn.No.
(1) (2) (3) (4) (5) (6) (7) (8) (9) (10) (11)
1 Block1
1 Panchayat 1 1 Village 1 Post Office 1 Pin Code 1 1 1
2 Village2 Post Office 1 Pin Code 1 1 1
3 Village3 Post Office 1 Pin Code 1 1 2
: : : : :
2 Panchayat2 Village4 Post Office2 Pin Code2 1 2
Village5 Post Office3 Pin Code3 1 2
: : : : :
: : : : :
2 Block2
: : : : : : : : : : :
: : : : : : : : : : :
Col (1) : Table No. 28 - PANCHAYT, Field No. 3 - BLOCK_NO
Col (2) : Table No. 27 - BLOCKS, Field No. 3 - BLOCK_NAME
Col (3) : Table No. 26 - VILLAGES, Field No. 8- PANCHYT_NO
Col (4) : Table No. 28 - PANCHAYT, Field No. 5 - PANCHYTNAME
Col (5) : Table No. 26 - VILLAGES, Field No. 5 - VILG_ID_NO
Col (6) : Table No. 26 - VILLAGES, Field No. 6 - VILG_SL_NO
Col (7) : Table No. 26 - VILLAGES, Field No. 7 – VILL_NAME
Col (8) : Table No. 26 - VILLAGES, Field No. 9 - POSTOFFICE
Col (9) : Table No. 26 - VILLAGES, Field No. 10 - POSTOFFPIN
Col (10): Table No. 26 - VILLAGES, Field No. 3 – TEHSIL_NO
Col (11): Table No. 26 - VILLAGES, Field No. 4 - POLICESTNO
Note: The page footer of this report should contain a note explaining what col (5) and col (6) denote.
Report 11
List of Towns
District Town
No. Name No. Name Type* Pin Code STD Code
(1) (2) (3) (4) (5) (6) (7)
1 District 1 1 Town1 Municipality Pin Code 1 STD Code 1
2 Town2 Municipality Pin Code2 STD Code2
2 District2 1 Town4 NAC Pin Code4 STD Code4
3 District3 1 Town8 NAC Pin Code8 STD Code8
: : : : : : :
: : : : : : :
: : : : : : :
: : : : : : :
: : : : : : :
* NAC (Notified Area Council) or Municipality

Col(1) :Table No. 23 - TOWNS, Field No. 2 - DIST_NO
Col (3) : Table No. 23 - TOWNS, Field No. 5 - TOWN_NO
Col (4) : Table No. 23 - TOWNS, Field No. 7 - TOWN_NAME
Col (5) : Table No. 23 - TOWNS, Field No. 6 - TOWNJTYPE
Col (6) : Table No. 23 - TOWNS, Field No. 9 - TOWN_PIN
Col (7) : Table No. 23 - TOWNS, Field No. 8 - TOWN_STD
Report 12
List of Parliamentary Constituencies
Parliamentary District
Constituency
No. Name No. Name
(1) (2) (3) (4)
1 Parliamentary Constituency 1 1 District 1
2 Parliamentary Constituency2 2 District2
7 Parliamentary Constituency? 7 District7
: : : :
: : : :
: : : :
: : : :
: : : :

Col (1) : Table No. 3 – PC_LIST, Field No. 2 - PC_NO
Col (2) : Table No. 3 - PC_LIST, Field No. 3 - PC_NAME & Field No. 4 - PC_TYPE
Col (3) : Table No. 3 - AC_LIST, Field No. 6 - DIST_NO
Col (4) : Table No. 5 - DISTLIST, Field No. 3 - DIST.NAME
ITEM NO. 161
Election Commission’s letter/order No. 485/Comp/16/2000/5650 to 5681, dated 29.09.2000 addressed

to the Chief Electoral Officers of All States and Union Territories
Subject: Computerisation of Electoral Rolls - Revision 2001 - regarding
Kindly refer to our letter No. No.23/2000/PS-ll dated 29th September, 2000 regarding the
Revision of Rolls with qualifying date as 1.1.2001.
2. It has been observed that inspite of detailed standards and comprehensive

documentation, some deviations have been made in a few States / UTs in the implementation of the
Computerisation of Rolls programme affecting the overall quality of the solution.
3. The major areas of concern are listed below:
( i ) State Level Agencies appointment and role assigned to them;
( ii ) proper coding and storage of Indian language data;
( iii ) use of a common standard software in the State for managing the Revision of Electoral
Rolls, their computerisation including generation of printed copies for publication as
well as related reporting and management functions;
( iv ) proper coding and use of control tables containing details of administrative units;
( v ) preparation and integration of control tables necessary for enabling local bodies electoral rolls to
be generated from the electors database;
( vi ) common interface and navigation, look and feel, of the electronically published rolls on
CDs;
( vii ) integration with the re-launched EPIC programme;
( viii ) availability of infrastructure at the State and District level and support system for operation and
maintenance;
( ix ) comprehensive documentation;
( x ) data security and other related issues;
( xi ) printed copies of Electoral Rolls - any gaps in data content; and
( xii ) availability of trained manpower at State and District levels.
4.One of the major objectives of the current Special/Summary Revision of Rolls, 2001 is to ensure that
the deviations, if any, that have crept into the Computerisation of Rolls Programme are identified
and removed. You are requested to immediately take stock of these aspects and take appropriate
corrective action so that the current round of revision and related activities fully comply with the standards
prescribed by the Commission. While doing so particular focus and attention may be given to the items
listed above. To facilitate the process, a checklist is enclosed. Please have the details compiled based on
reports received from districts and submit the consolidated State position latest by 16th October, 2000. A file
containing the checklist in MS Word 97 format is being sent to you by e-mail. This file may be used to enter the
details and should be sent back by e-mail to the undersigned at smendiratta@eci.gov.in by the stipulated
date.
5.Another objective of the current Revision is the consolidation and integration of Electoral Rolls
where such integration has not been done in the Revisions of 1999 or 2000. Detailed instructions on
the integration and consolidation were issued vide our letter No 485/Stats/Comp/16/99 dated 24th June,
1999, a copy of which is available at the Intranet site of the Commission.
6.Further, the Rolls printed afresh from the computerised database for publication must be printed using
the Standard Software prepared by the State Level Agency using the ISCII data and Control Tables.
This implies that a common standard software should be used for all Assembly Constituencies with a
common font. In case vendor/agency specific software has been used to print the rolls of different
constituencies in the last revision, the State Level Agency should be immediately asked to develop a
common Standard Software which should be made available to the districts for their use. Suitable
training and orientation of the staff of the district - both of DEOs and SLA - has to be organised for
the purpose..
7.It has been observed that in many cases, the Assembly Constituency Summary Header do not
contain the full details of the delimitation and the revised description in terms of the new administrative units
which have come into existence since the delimitation was done. The relevant portions are left blank. Care
should be taken while preparing the Rolls for publication that the details of the area as delimited and the
revised description are entered in the relevant Control Tables and duly printed on the Rolls. A sample
copy of the Assembly Constituency Summary incorporating this and fully complying with ECI standards should
be sent to the undersigned positively by 2nd November, 2000 the date of draft publication (other than for
Assam and J&K).
8.Kindly acknowledge receipt.

QUALITY CHECKLIST FOR COMPUTERISATION ECI FORM ID
OF ELECTORAL ROLLS
ECI-CR-001
Page1
State: Report as on:
Unit : District / AC/ PC Unit Name :

1. Name of the State Level Agency, date of
appointment and period for which
arrangements are in place.
2. Roles and Responsibilities assigned to the

SLA
3. Has a Common Standard Software has

been used to generate the last published
Electoral Roll? If not, has a common
software been developed by the SLA
since?.
4. Has the software been properly

documented? Have User Manuals been
prepared? One copy of the documentation
and User Manual should be sent
immediately by post.
5. Have the last Rolls been printed from ISCI

data stored in database tables? Please
indicate the format in which the tables are
maintained (.dbf, .sql, .mdb, etc.)
6. Have the last Rolls been printed using

Control Tables? If not, the manner in
which the Sections etc. were incorporated
in the printing? In case the Control Tables
have been used in some districts /
constituencies and not others, the details
thereof.
ECI FORM ID
QUALITY CHECKLIST FOR COMPUTERISATION OF ELECTORAL ROLLS ECI-CR-001
Page 2
Unit : District /AC / PC Unit Name:
7. Is the coding of administrative units in the

Control Tables strictly as per ELECTION
COMMISSION OF INDIA instructions?
8. Have all the Control Tables been

prepared? If not. Please indicate the
Tables which have been prepared.
9. Is the Control Table data for all

constituencies available at the CEO
Office? If not, the Control Tables used be
collected from all districts / constituencies
and consolidated at the CEO Office.
10. Have the consolidated Control Tables for

the State been prepared / transliterated
into English? If not, this should be got
done, and converted into an mdb file and
sent to the Commission on CD.
11. Have AB-CDs been made in respect of all

Assembly Constituencies after the last
Revision of Rolls? Do the AB-CDs also
contain the software and fonts used for the
printing?
QUALITY CHECKLIST FOR COMPUTERISATION OF ELECTORAL ECI FORM ID
ROLLS
ECI-CR-001
Page 3
Unit : District / AC / PC Unit Name:
12. Have PS-CDs been prepared for ail the

Parliamentary Constituencies after the last
Revision of Rolls? Have multiple copies of
the PS-CDs also been prepared? How
many copies are available at present for
sale? (In case PS-CDs have been
prepared for only some Parliamentary
Constituencies, the names should be
indicated.)
13. Brief details of the Computer Infrastructure

at the State level. Please indicate the
number of servers and nodes available as
also stand alone systems, if any.
14. Brief details of the Computer Infrastructure

at District level. If the same infrastructure
is not available in all districts, the Districts
should be mentioned by name and
grouped together while indicating the
infrastructure available.
15. Number of trained personnel available at

the State level Computer facility. Please
indicate the level and whether they are
State Government employees or have
been provided by the SLA under Facility
Management arrangements.
ECI FORM ID
ECI-CR-001
Page 4
State: Report as on :
Unit : District /AC/ PC Unit Name:

16. Number of trained personnel available at
the District Computer facility. Please
indicate the level and whether they are
State Government employees or have
been provided by the SLA under Facility
Management arrangements. In case the
situation differs, the districts should be
grouped together for reporting.
17. Any points on which a clarification is

needed from ECI.
ITEM NO. 162
Election Commission’s letter/order No. 485/Comp/16/2000 /9801 to 9832, dated 17.10.2000 addressed
to the Chief Electoral Officers of All States and Union Territories
Subject: Computerisation of Electoral Rolls - Specifications of Computer Equipment -

Revision
1. Please refer to letters No. 23/97/PLN-ll dated 28.8.1997, No. 485/Comp/16/98 dated
24.8.1998 and No. 485/Comp/16/2000 dated 11.2.1999 on the above-mentioned subject.
2.Due to changes of technology and availability of various new

components, the specifications for Computer Equipment have been revised
and are enclosed herewith. The specifications have been framed taking into
consideration the availability of systems with leading vendors, both Indian and
multi-national.
3.It may be pointed out that two sets of specifications have been
provided in the case of Nodes/ Desktops (Package A-3/ A-4). One for Intel
Celeron 500A based systems and the other for Intel PIN based systems. The
CEO may decide whether Celeron based systems are to be procured or
whether Pill systems are to be procured depending upon estimated intensity
of usage. They may consult the State Level Agency to make the necessary
choice.
4.The general instructions regarding the tendering process as already

given in the guidelines of the Commission earlier should be strictly followed.
5.Where tenders have already been issued on the basis of earlier specifications and the
evaluation process is at an advanced stage, there is no need for issue of fresh tenders on the basis
of new specifications. All new tenders, however, should be based on the new specifications issued
with this letter.
Package A-1 & A-2 : Hardware - Computers (Server)
1. CPU Intel Pentium III Processor
2. No. of CPUs 1 expandable to 2 CPUs
3. Clock Speed 733 MHz or above
4. Chip set Intel 840B/ RCC 3.0 LE
5. FSB 133 MHz
7. RAM 256 MB SDRAM with ECC, expandable to 2 GB
8. RAM Slots 4 or more
9. RAM Configuration 128 MB ECC Single DIMM or 2 x 64 MB ECC DIMM
10. HDD 4 x 9.1 GB, Hot Pluggable Ultra Wide SCSI integrated on the
motherboard (80 Mbps)
11. No. of bays 10 storage shelves (6 Hot Plug Drive Bays)
12. SCSI Controller Dual Channel Ultra II SCSI 3 Controller
13. Ethernet 10/100 Mbps PCI integrated on the motherboard
14. I/O Type Minimum of 4 PCI, and 1 Shared or dedicated PCI / ISA Slots
15. Memory Bus ECC or Parity or both
16. Power Supply Unit 1 with capability of redundant power supply
17. No. of Fans 1
19. FDD 1 x 1.44 MB
20. Ports 2 Serial, 1 Parallel
21. Server Management To be supplied by the vendor mentioning the make, features
S/W including Virus and version. Whether own or 3rd party software to be
Protection specified
22. Monitor Display with PCI VGA with 2 MB RAM and 15" SVGA Colour

b) Microsoft Certified (Windows NT 4.0/ Windows 2000
Server)
26. BIOS Latest BIOS to be given. Make & Date to be specified by the
Vendor
Package A-3 / A-4 : Hardware – Computers
(Server Nodes/ Desktop Systems - P III)
1. CPU Intel Pentium III Processor
2. No. of CPUs 1
4. Chip set Intel 81 Oe
5. FSB 133 MHz
7. RAM 64 MB expandable to 512 MB SDRAM
8. RAM Configuration 64 MB Single DIMM
10. No. of bays 4
13. FDD 1 x 1.44 MB
14. Slots 3 PCI, 1 AGP
15. Ports 2 Serial, 1 Parallel, 2 USB integrated on the motherboard
16. Monitor 15" SVGA Colour with 64 bit PCI VGA Card with 2 MB RAM
19. Multimedia Integrated Audio on chipset
20. Preloaded Windows NT 4.0 workstation / Windows Prof. 2000 (with

Media)
b) Microsoft Certified (Windows NT 4.0 Workstation / Windows
Prof. 2000)
Vendor
23. Other features DM I Compliant components
Package A-3 / A-4 : Hardware – Computers
(Server Nodes/ Desktop Systems - Celeron)
1. CPU Intel Celeron 500 Processor
2. No. of CPUs 1
4. Chip set Intel 81 Oe
5. Cache L2 128 KB
6. RAM 64 MB EDO/ SDRAM
7. RAM Configuration 64 MB Single DIMM
9. No. of bays 4
12. FDD 1 x 1.44 MB
13. Ports 2 Serial, 1 Parallel, 2 USB integrated on Board
14. Monitor 15" SVGA Colour with 64 bit PCI VGA Card with 2 MB RAM
17. Multimedia Integrated Audio on chipset
18. Preloaded Windows NT 4.0 workstation /Windows Prof. 2000 (with

Media)
b) Microsoft Certified (Windows NT 4.0 Workstation / Windows
Prof. 2000)
Vendor
21. Other features DMI Compliant components
Packages B-1 & B-2 : Hardware - Peripherals
1. Printers
HP laser jet 8000N - 1 No. (For Uttar Pradesh 2 units)
2. CD-Rewriters
CD-Rewriters (External)/ with 4X write, 6X read - 2 Nos.

speed/ Multiread support (Must read CD-ROM, CD-R,
CDR-W & DVD Media)
3. Media
Rewriteable CDs - Number as required

Writeable (WORM) CDs - Number as required for archival copies

Package B-3 : Hardware – Peripherals
1. Printers
2. CD-Rewriters
CD-Rewriters (External)/ with 4X write, 6X read speed/ - 2 Nos. Multiread

support (Must read CD-ROM, CD-R, CDR-W & DVD Media)
3. Media

Package B-4 : Hardware – Peripherals
1. Printers
2. CD-Rewriters
CD-Rewriters (External)/ with 2X write, 6X read speed/ - 1 No. Multiread

support (Must read CD-ROM, CD-R, CDR-W
& DVD Media)
3. Media

Package C : Communication/ Networking Equipment
Item Specifications Quantity
1. Modem 55.6 Kbps 1
2. Hub 10/100 Mbps 8 Port Manageable 1

Package D-1 : Software - Operating Systems*

Operating System No. of media (CD- Licences
ROM)
1. Windows 2000 Server 1 For 5 base users + Additional
per Server users (as required depending on
the total no. of nodes connected)
2. Windows 2000 1 1 per Node

Professional per Node
* To be preloaded in new machines purchased.
Note: States should ask for special prices under MOLP scheme of Microsoft Corporation.

Package D-2 : Software - Operating Systems*
Operating System No. of media Licences

(CD-ROM)
1. Windows 98 1 per Node 1 per Node
(Latest version)
* To be preloaded in new machines purchased.

Note: States should ask for special prices under MOLP scheme of Microsoft Corporation.

Package E (Optional*): Software - RDBMS for Server
1. Oracle 8i/ MS SQL Server7.0/ - 1 No. with Media (CD-ROM) &

Comparable product Documentation
* May be included only with prior approval of ECI

Package F : Software - Other Packages
Software Package No. of media Licences

(CD-ROM)
1. MS Office 2000 Professional 1 for each As per the
CEO's/ DEO's requirement in
office CEO's/ DEOs'
offices
2. Anti-Virus Software* (Vendors to 1 for each As per the

provide information on all features of CEO's/ DEO's requirement in
the software offered) office CEO's/ DEOs'
offices
3. Indian Languages Software 1 for each CEO's/ As per the

(Conforming to ISCII format, DEO's office requirement in
INSCRIPT Keyboard layout, and CEO's/ DEOs'
Windows True Type Font with offices
bilingual support)
* Specific Product to be decided by CEO in consultation with the SLA

ITEM NO. 163
Election Commission’s letter/order No. 485/Comp./25/2003 /84-118, dated 09.09.2003 addressed to

the Chief Electoral Officers of All States and/UTs
Subject: Optimum Utilization of Computer and Communication Infrastructure at Nirvachan

Sadan.
In continuation of Commission's letter of even number dated 23rd July, 2003 on the subject
cited, the revised guideline to access ECI FTP Server for the data transmission by using the file
transfer protocol through dial-up Internet account provided by local ISPs as well as leased line is
enclosed herewith.
Kindly acknowledge receipt by return fax/e-mail.

GUIDELINES FOR TRANSFERRING FILES/DATA THROUGH FTP
Guidelines for transmitting the data/files through FTP to Nirvachan Sadan:
i ) FTP means File Transfer Protocol. Protocol is a language which enables computers to
speak and communicate to one another.. It is used to make files and folders available for
transfer over the Internet and Intranet.
ii ) Folder Names, User Names and Passwords for all the States/UTs & ECI, have been
configured in the NS FTP Server. The Folder Name, User Name and Password for your
State/UT have already been intimated. For security reasons, the User Name and Password
should be kept confidentially and known to only authorized officials.
iii ) You should ensure that the files/data to be transmitted though FTP are free from virus. Keep
the antivirus definitions updated from time to time on your system from where you are sending
the data/files through FTP
Click on Microsoft Internet Explorer icon. The following window will appear on your screen.
iv ) In Address text box, write the following address and press Enter button on your keyboard.
ftp://ftpserver.eci.gov.in
v ) As soon as you press Enter button, a new dialog box opens on your screen as under:
vi ) Please write your User Name and Password in the respective text boxes as shown
below.
vii ) Click on Login button. This will authorize you to access the NS FTP Server. The following
window opens on your screen showing the list of States/UTs folders.
viii ) Double click on your State folder. This enables you to access your state folder in NS
FTP server. Copy the file/folder that is to be sent through FTP and Paste it in the
selected folder of NS FTP Server. This activity is just like copying files from one folder to
another. For example, Test.doc is to be transmitted through FTP from AN to the concerned
folder of NS FTP Server. The screen looks like the following window.
ix ) When you finish your coping the files/data, the window may please be closed. ( File ->
Close). With this, the FTP session ends.
x ) The latest circulars/updates are made available to all States/UT in the Updates&Circulars
folder
xi ) You may double click on this folder and copy the latest updates/files from it and paste it
in your system. You may find the soft copy of this document in Updates&Circulars Folder.
ITEM NO. 164
Election Commission's letter No. 23/AP//2004/PLN-II, dated 03.02. 2004 addressed to the Chief
Electoral Officers of all States and UTs,
Subject : Instructions regarding Purchase of hardware and software.
Commission has issued instructions from time to time regarding the purchase of hardware
and software for the use of Chief Electoral Officers and District Election Officers. Such instructions
have been issued vide Commission's letters dated 28-8-1997, 24-8-1998, 11-2-1999, 9-6-1999 and
17-10-2000.
While the changes in software are not so frequent, hardware technology is undergoing
advancement at a tremendous pace both in terms of increase of processing power as well as in
lowering of prices. While we should not be upgrading the equipment very frequently, at the same
time, we should be fully aware of the latest advancements in technology and make sure that we take
full advantage of these advancements to increase our productivity and to bring the operating costs
down. In some cases, it is seen that if equipment is not upgraded/changed timely, the cost of the
maintenance of the old equipment is more than the capital cost of new equipment.
The Commission has been getting lots of proposals and references from the Chief Electoral
Officers for upgrading their equipments. However, since the requirements vary widely across the
States, the Commission has decided to let the Chief Electoral Officers decide on the issue of
upgrading/new purchases of hardware (servers/desktops/printers etc.) and software for the use of
the Chief Electoral Officers and District Election Officers. The Chief Electoral Officers should take
decision on these matters in consultation with their SLA and follow their State Government financial
procedures for procurement of the same. It needs to be ensured, however, that the equipment and
software are not of lower specifications as prescribed by the Commission earlier and the minimum
level of infrastructure prescribed are maintained in every respect
Further, for communication equipment for leased line/VPN/RAS etc., compatibility with
election Commission of India and across the State is essential. Hence, for these equipments,
approval of the Election Commission of India should be obtained.
ITEM NO. 165
Election Commission’s letter No. 23/AP/2004PLN-II, dated 13.02.2004 addressed to the Chief
Electoral Officer Andhra Pradesh, Hyderabad.
Subject: - Modifications of entries in the Computerised database - Regarding
With reference to your message No. 2729/ELECS.E/2003-118, Dated 9 th February 2004

on the subject cited I am directed to invite your kind attention to the Commission's letters no.
23/97/PLN-II dated 20th September 1997 and 485/Stats/Comp/16/98 dated 10th September, 1998
(Copies enclosed for ready reference) in which the Commission has issued the detailed
instructions in which entries are to be made in the Table 20 database on account of changes in
elector's details. It is hereby reiterated that where changes in elector's details were allowed
during a revision prior to 2004 Summary Revision, the changed particulars of the electors would
be reflected in the elector's database and also in the printed rolls against the elector's names
where it appears. There would be no 'Correction List' in the Supplement of corresponding
Revision and where the modification in particulars was allowed during the revision of 2004, the
corresponding entry in the computerised data base would be updated and the new particulars
printed in the Mother Roll or Supplement as the case may be. In addition to that a 'Corrections
List' in the Supplement corresponding to the current revision-2004 shall be printed.

ITEM NO. 166
Election Commission's letter No.23/TN/2004/PLN-II/, dated 24.03.2004 addressed to the Chief

Subject: Upgradation/New Purchase of Hardware and Software for use in the O/o the Chief
Electoral Officer and District Election Officers in the District - Allocation of Funds -
Regarding
With reference to your letter D.O. letter No.2146A/2004-I, dated 11th March 2004 on the
subject cited, I am directed to state that the computer hardware/software prescribed by the
Commission are primarily dedicated for computerization of Electoral Rolls and issue of EPIC.
Therefore corresponding upgradation/new purchase of hardware and software for the existing
peripheral in the O/o the CEO as well as DEOs will be booked under minor head i.e. preparation and
printing of Electoral Rolls as was done so far.

ITEM NO. 167
Electoral Officer, Andhra Pradesh, Hyderabad
Subject: Verification of Software developed by AP Technical Services Limited(APTSL) for

randomization, Polling Party formation and Polling station allocation to the Polling
Parties.
Observer for Visakhapatnam, Shri N.K. Sinha, in his fax message to the Commission, has
pointed out that the software made available to district administration for the randomization of Polling
Party does not allow for any verification or testing of claims that this is really a randomization
programme.
Most of the States have developed Randamization software at the state level and given it to
the districts/Returning Officers. It should be made sure that this randomization programme generates
a different list every time it is run. This would allow the RO or the Observer to make two three
dummy runs of the programme, demonstrating that it is really generating a different list every time.
Then any list could be picked up and used for the purpose of actual deployment.
ITEM NO. 168
Election Commission’s letter No. 23/SEC/RJ/2004-PLN-II, dated 10.08.2004 addressed to the Chief
Electoral Officer, Rajasthan, Jaipur.
Subject: Concurrence of Election Commission of India to provide the computerized database

of Electoral Rolls of Jaipur District to the State Election Commission of Rajasthan.
I am directed to refer to your letter No. F4(3)(1)Rolls/Elec/2001/526, dated 26th June, 2004,
addressed to Shri A.N. Jha, Deputy Election Commissioner on the subject cited above and to say
that the Commission has already issued orders for providing printed copies of the electoral rolls and
also a soft copy of the rolls in PDF version to the State Election Commission for preparation of their
electoral rolls. In so far as your proposal to provide computerized data of the electoral rolls in respect
of Jaipur district to the State Election Commission is concerned, the Commission has carefully
considered the matter in view of the likely benefits that may accrue in terms of cost saving and
avoidable duplication of efforts by the election machinery which is common for both the
Parliamentary and the Assembly elections as well as for the local bodies elections, and decided that
the State Election Commission be provided with the computerized data of the electoral rolls in
respect of Jaipur district for preparing electoral rolls for municipal bodies on a pilot basis.
2. With a view to protect the database that has been assiduously prepared over a long period
of time and with considerable effort and to safeguard the interests of the Election Commission of
India as well as the State Election Commission which are separate constitutional bodies with specific
responsibilities of preparation of the electoral rolls in respect of different sets of elections vested in
their authority, the Commission has decided that the following conditions shall be laid down and
accepted by the State Election Commission prior to the use of the database: -
1(i) The State Election Commission will be provided a printed copy of the electoral roll
duly authenticated by the District Election Officer. In addition, a CD of the electoral rolls in
PDF format will be made available if information in such electronic form is already available
with DEO. The printed copy and the CD in PDF format will be the true and authentic copies
of the electoral rolls of the Election Commission.
2(ii) However, with a view to enable the State Election Commission in its work of
preparing the electoral rolls for their purpose, the District Election Officer is authorized to
provide a copy of the computerized data of the electoral rolls. The original copy of the data
provided shall be returned to the District Election Officer after use without any tampering and
the State Election Commission have to verify the same. It is clarified that in case of any
question or dispute, it is the printed copy and the electoral rolls in PDF format which should
be considered as duly authenticated electoral roll for the assembly constituency.
3(iii) The database is provided to the State Election Commission only for the purpose of
preparation of the Panchayat/Municipal rolls of Jaipur District. The State Election
Commission will take all precaution in the preparation of electoral roll for
Panchayat/Municipal elections and the Election Commission of India takes no responsibility
as to the veracity or authenticity of such electoral rolls prepared by the State Election
Commission notwithstanding the fact that the said State Election Commission had used the
database provided by the Election Commission of India.
4(iv) The Chief Electoral Officer, Rajasthan will take an undertaking from the State
Election Commission on the above lines before providing them the printed copy of the
electoral rolls, electronic data in the PDF format and the computerized data of the electoral
rolls in the custody of the District Election Officer.
You are requested to take appropriate action in this regard and inform the Commission of
the action taken by you.
ITEM NO. 169
Election Commission's letter No.23/WEB/2004-PLN-II, dated 15.09.2004 addressed to the Chief

Sub: Conversion of MS Access database into SQL database-Regarding.
With reference to your letter No. CEO/P&S/6(4)/2001/Part file/33053 dated 12th August 2004
on the above subject, I am directed to convey that Conversion of MS Access database into SQL
database is already provided in the 1998 guidelines of the Commission in this regard.
ITEM NO. 170
Election Commission's letter No. 23/SEC/KT/2004-PLN-II, dated: 4th January, 2005, addressed to the
State Election Commissioner, Karnataka, Bangalore
Subject: Providing of database of the electoral rolls of the State of Karnataka to the
SEC, Karnataka.
I am directed to refer to your letter No.SEC:30:Misc:2004 dated 17-12-2004 addressed to
the Chief Election Commissioner of India on the subject cited and to say that the Commission’s
policy is to share its electoral roll database with the State Election Commission freely to enable them
to conduct local body elections. However, in the State of Karnataka, during the last General Election
of Lok Sabha held in April – May, 2004, various complaints regarding omission of names from the
electoral rolls, specially in the municipal corporation areas of Bangalore, Hubli-Dharwar, Mysore,
Mangalore, Belgaum and Gulbarga were received. . The Commission decided to address the
problems during the next revision. Accordingly, a special revision of summary nature w.r.t. 01-01-
2005 has been ordered and is in progress in Karnataka. Additional special instructions have been
issued for undertaking the revision of rolls in constituencies comprised within the corporation limits.
The final publication of the electoral rolls is scheduled for 28-02-2005. Therefore, the corrected and
revised database will only be ready by 28-02-2005.
The database is provided to the State Election Commission only for the purpose of
preparation of the Panchayat/Municipal rolls. The State Election Commission will take all precaution
in the preparation of electoral roll for Panchayat/Municipal elections and the Election Commission of
India takes no responsibility as to the veracity or authenticity of such electoral rolls prepared by the
State Election Commission notwithstanding the fact that the said State Election Commission had
used the database provided by the Election Commission of India.
Even though the database of existing rolls revised with reference to 01-01-2004 as per law,
are operational till the new rolls are ready, the current database may not serve the desired purpose
as it would be without the corrections and modifications being carried out during the current revision.
Therefore, the current database will not serve the purpose of the State Election Commission in
conducting free and fair elections to local bodies. The Commission feels that it will be advisable to
use the electoral roll data that will be prepared with reference to 01-01-2005. The terms and
conditions laid down by the Commission for sharing of database are enclosed for your information
and necessary action.
You are requested to kindly contact the CEO, Karnataka for further course of action. The
CEO, Karnataka is being directed accordingly.

Copy to the CEO, Karnataka. With a view to protect the database that has been assiduously
prepared over a long period of time and with considerable effort and to safeguard the interests of the
Election Commission of India as well as the State Election Commission which are separate
constitutional bodies with specific responsibilities of preparation of the electoral rolls in respect of
different sets of elections vested in their authority, the Commission has decided that the terms and
conditions laid down must be accepted by the State Election Commission prior to the use of the
database.
He is requested to take appropriate action in this regard and inform the Commission of the
action taken.
Terms and conditions for sharing of electoral roll database with the State Election
Commission.
The existing conditions laid down by the Commission for acceptance by the SECs prior to
use the database are reproduced below:-
(iv) The State Election Commission will be provided a printed copy of the electoral roll
duly authenticated by the District Election Officer. In addition, a CD of the electoral
rolls in pdf. format will be made available if information in such electronic form is
already available with DEO. The printed copy and the CD in pdf. format will be the
true and authentic copies of the electoral rolls of the Election Commission.
(v) However, with a view to enable the State Election Commission in its work of
preparing the electoral rolls for their purpose, the District Election Officer is
authorized to provide a copy of the computerized data of the electoral rolls. The
original copy of the data provided shall be returned to the District Election Officer
after use without any tampering and the State Election Commission have to verify
the same. It is clarified that in case of any question or dispute, it is the printed copy
and the electoral rolls in pdf. format which should be considered as duly
authenticated electoral roll for the assembly constituency.
(vi) The database is provided to the State Election Commission only for the purpose of
preparation of the Panchayat/Municipal rolls. The State Election Commission will
take all precaution in the preparation of electoral roll for Panchayat/Municipal
elections and the Election Commission of India takes no responsibility as to the
veracity or authenticity of such electoral rolls prepared by the State Election
Commission notwithstanding the fact that the said State Election Commission had
used the database provided by the Election Commission of India.
The Chief Electoral Officer will take an undertaking from the State Election Commission on
the above lines before providing them the printed copy of the electoral rolls, electronic data in the
pdf. format and the computerized data of the electoral rolls in the custody of the Chief Electoral
Officer/District Election Officer.
ITEM NO. 171
Election Commission's letter No.23/ODB/2005-PLN-II, dated 13.01.2005 addressed Secretary(IT),

Govt. of NCT of Delhi, Deptt. of Information Technology Delhi Secretariat, New Delhi-110002.
Subject : Use of voters database – Regarding.
Kindly refer to your D.O. No.PA/Secy (IT)2005/25 dated 4th January 2005 addressed to the
Director(IT), Election Commission of India requesting for use of voters database as unique identifier
for integration of 3-4 main application softwares developed by different department, I am directed to
convey the approval of the Commission for such use subject to acceptance of the following terms
and conditions :-
(i) The Deputy Commissioner is authorized to provide a copy of the computerized

database of the electoral rolls. The original copy of the data provided shall be
returned to the Deputy Commissioner after use without any tampering and the IT
Department of NCT of Delhi will have to verify the same.
(ii) The database will be provided only for the purpose of integration of 3-4 main
application softwares developed by different department of NCT of Delhi. The IT
Department will take all precaution to use the database as unique identifier in
integration of the softwares and the Election Commission of India takes no
responsibility as to the veracity or authenticity of such integrated
database/application software notwithstanding the fact that the database provided
by the Election Commission of India was used for the purpose.
(iii) The I.T. Department of NCT of Delhi will give an undertaking to the Chief
Electoral Officer of NCT of Delhi on the above lines before using the computerized
data of the electoral rolls in the custody of the Deputy Commissioners.
Copy to the CEO, NCT of Delhi alongwith a copy of the reference received from the
Secretary (IT), NCT of Delhi referred to above with direction to co-ordinate with him and concerned
DCs and ensure that the integrity of the database is not compromised during its use by other
Departments and the original database supplied is received back without tampering and obtain
necessary certificate from the user to that effect.
ITEM NO. 172
Election Commission's letter No. 23/ODB/2005-PLN-II, dated 01.03.2005 addressed to the Chief
Electoral Officer, Karnataka, Bangalore.
Subject: Providing of database of the electoral rolls – regarding.
With reference to your letter No.CIASUE 23 CHU MA PA 2003 dated 11th February, 2005
regarding supply of the electoral roll database to the Project Director, Sarva Shiksha Abhiyan,
Karnataka, to identify the families which have not been covered in the census of children survey, I
am directed to inform you that the Commission has since decided to allow use of electoral roll
database by the public/researchers/analyst etc. Therefore, there is no objection to supply of soft
copy of electoral roll database to the Project Director, Sarva Shiksha Abhiyan. However, in order to
ensure that the integrity of the database is not compromised during its use by others and the original
database supplied is received back without tampering it has laid down the following terms and
conditions which shall be accepted by the user before the database is made available :-
2(1) The original copy of the data provided shall be returned after use without any
tampering and the user will have to certify the same;
3
4(2) The Election Commission of India will take no responsibility for correctness of data
notwithstanding the fact that the database provided by it will be used for conducting the
survey to identity the families which have not been covered in the census of children survey;
(3) The user Department will have to give an undertaking to the Chief Electoral Officer
on the above lines before using the computerised database of the electoral rolls.
The database of the current electoral rolls revised w.r.t. 01-01-2005 may be shared.
ITEM NO. 173
Election Commission's letter N0. 218/3/ER-COM/2004/ PLN-II, dated 09.03.2005 addressed to the
Chief Electoral Officers of All States & Union Territories.
Subject:- Computerisation of Electoral Rolls - requirement of funds.
You are aware that the Commission has already taken up the issue regarding sharing of
expenditure on Computerisation of Electoral Rolls with the Govt. of India. In that connection, you
were requested vide its letter No.218/3/ER-COMP/2002 dated 27th May, 2003 to furnish revised
information on the recurring and non-recurring expenditure already incurred and anticipated
expenditure.
Accordingly, various Chief Electoral Officers furnished information. A list showing the letter
number and date with which necessary information was received from each Chief Electoral Officers
is enclosed as Annexure 'A'. The information received from the CEOs was compiled and furnished
to the Union Ministry of Law & Justice for preparing necessary proposal for consideration of the
Committee on Non-Plan Expenditure (CNE).
The Govt. of India in the Ministry of Finance have since intimated that they have approved
the proposal, in principle from CNE angle. However, as the amount proposed to be borne by the
Govt. of India, exceeds Rs.100 crore, the proposal would require approval of Cabinet. Therefore,
they have desired that the following additional information may also be furnished:-
(a) The statement of expenditure incurred may be revised/updated to reflect the figures of latest
actual expenditure upto March 2004 before the proposal is placed for consideration by the
Committee on Non-Plan Expenditure (CNE). The proforma for supplying information is again
enclosed for ready reference.
(b) (i) The statement showing savings/surrender of manpower likely as a result of computerization.
(ii) No. of posts to be created, if any, cost of which is to be borned/shared by Govt. of

India.
You are, accordingly, requested to furnish the desired information to the Commission as
early as possible and in any case not later than 31st March, 2005.
Expenditure on Revision of Electoral Rolls & Computerisaion
Name of State/UT:
A. Non-Recurring Expenditure onCompterisation of Electoral Rolls*

S.No. Item Estimated balance
expenditure required
for completing
installation of computer
infrastructure in the
Expenditure
entire State/ UT (Rs. In
incurred since the
crores)
inception of the
scheme till March
2004 (Rs. In crores)
1. Procurement and installation of
computer hardware, software & related
equipment
2. Development/ preparation of site for
installation of computer equipment
Total Non- Recurring Expenditure
B. Recurring Expenditure on Computerisation of Electoral Rolls *

S.No. Item Expenditure incurred
since the inception of
the scheme till March
2004 (Rs. In crores) Anticipated
Expenditure during
2004-2005 (Rs. In
crores)
1. Operation, maintenance & upgradation
of computer equipment (HW & SW)
including Application Software/
Consultancy/ Service Charges etc.
2. Maintenance of sites and other

infrastructure
3. Pay & Allowances of computer
personnel deployed in CEO's and
DEOs' offices
4. Computer Training for staff
5. Payment for other services like data

entry/ data preparation in AB-CD-
ROMs etc.
6. Preparation of CD-ROMs for sale (i.e.
PS-CD-ROMs)
Total Recurring Expenditure
* Covers the state level and district level infrastructure.

Name of State/UT :
C. Other Expenditure on Revision of Electoral Rolls

S.No. Item Expenditure
incurred since the
inception of the
scheme till March Anticipated
2004 (Rs. In crores) Expenditure during
2004-2005 (Rs. In
crores)
1. Printing of Electoral Rolls
2. All other expenses including payment

of honorarium & allowances to
personnel, printing of forms,
advertisements
Total of Other Expenditure on Revision of

Rolls
Prepared by Checked by
Name: Name:
Designation: Designation:
Date: Date:
Countersigned & Authenticated.
Name of CEO:
Place:
Date:
ITEM NO. 174
Election Commission's letter No. 23/SEC/RJ/2004-PLN-II, date 06.04 2005, addressed to the Chief
Electoral Officer, Rajasthan, Jaipur
Subject: Concurrence of Election Commission of India to provide the

computerized database of Electoral Rolls –regarding.
With reference to your letter No.F.4(3)(1)Rolls/Elec./2001/911 dated 18th March, 2005,
regarding sharing of electoral roll database with the SEC of Rajasthan, I am directed to convey the
decision of the Commission to provide the State Election Commission with the computerized data of
the electoral rolls in respect of all the assembly constituencies in the State of Rajasthan subject to
the acceptance of the same terms and conditions as intimated vide letter of even number dated 10-
8-04. You are requested to take appropriate action to share the database under intimation to
Commission.
2. The State Election Commission may utilize our database for generating draft electoral rolls
for municipal Bodies. If any changes are made by additions/deletions before final publication of the
rolls, for local bodies, such additions and deletions shall not be automatically effected in the electoral
roll for the concerned assembly constituency(ies). The Commission desires that a suitable footnote
to the following effect must be carried below the final rolls for local bodies to avoid
confusion/complaints from public.
“ These electoral rolls are valid for local bodies elections 2005. The electoral rolls
for Assembly & Parliamentary elections are separate and published by the Election
Commission of India. Please check your name in the electoral roll before every
election.”
3. The Commission further desires that a feedback may be obtained from the SEC after their
use of database and the same may be intimated it for its appraisal.

ITEM NO. 175
Election Commission's letter No. 23/ID/AP/2003-PLN-II, dated 20.04.2005 addressed to the Chief
Electoral Officer, Andhra Pradesh, Hyderabad.
Subject: Sharing of EPIC database – regarding.
Kindly refer to correspondence resting with your letter No.2333/Elecs.E/2003-7, dated
13.09.2004, regarding sharing of EPIC database for importing of EPIC Card No. and images of
electors to Multipurpose Household Survey (MPHS) database to be created by the State Govt. of
Andhra Pradesh for issue of Multipurpose Identity Card (MPIC) Card to be used by the people
availing various services from various Departments of the State Govt. of Andhra Pradesh. The
Commission after careful consideration of the subject has decided that it has no objection if EPIC
No. & photo images stored in EPIC database being maintained by the Chief Electoral Officer, Andhra
Pradesh on behalf of the Commission, are used by the State Govt. of Andhra Pradesh for
preparation of Multipurpose identity cards.

2. With a view to protect the database that has been assiduously prepared over a long period of time
and with considerable effort and to safeguard the interests of the Election Commission of India as
well as the State Govt. of Andhra Pradesh with specific responsibilities of preparation and issue of
MPIC for different purposes, the Commission has decided that the following conditions shall be laid
down and accepted by the State Govt. prior to the use of subject database: -
(i) The State Govt. of Andhra Pradesh will be provided with a printed copy of the
electoral roll duly authenticated by the District Election Officer. In addition, a CD of
the electoral rolls in PDF format will be made available if information in such
electronic form is already available with DEO. The printed copy and the CD in PDF
format will be the true and authentic copies of the electoral rolls containing the
EPIC number of electors issued with photo identity cards by the Election
(ii) However, with a view to enabling the State Govt. of Andhra Pradesh in its work of
importing the EPIC numbers and photographic images of the electors to the MPHS
database for the purpose, the District Election Officer is authorized to provide a copy
of the computerized EPIC database where photographs are stored in the directory
prescribed by the Commission as per the comprehensive guidelines issued in May
2000. The original copy of the data provided shall be returned to the District Election
Officer after use without any tampering and the State Govt. of Andhra Pradesh shall
have to verify the same. It is clarified that in case of any question or dispute, it is the
printed copy and the electoral rolls in PDF format containing the EPIC nos. of
electors issued with EPIC which should be considered as duly authenticated
document.
(iii) The Electoral Roll & EPIC database is provided to the State Govt. of Andhra
Pradesh only for the purpose of preparation of the MPIC to be issued to the people
of the State of Andhra Pradesh for seeking various services from various
Departments of the State Govt. The State Govt. will take all precautions in the
preparation of MPIC with correct photograph and EPIC No. and the Election
Commission of India shall bear no responsibility for correctness, veracity or
authenticity of such MPICs prepared by the State Govt. notwithstanding the fact that
they had used the Electoral Roll and EPIC database provided by the Election
(iv) The Chief Electoral Officer, Andhra Pradesh will take an undertaking from the State
Govt. of Andhra Pradesh on the above lines before providing them the printed copy
of the electoral rolls with EPIC Nos., electronic database of Electoral Rolls in the
PDF format and the computerized database of the EPIC kept in the custody of the
District Election Officers.
3. The State Govt. should also be asked to provide, on reciprocal basis, the MPHS database
created by them on the basis of house to house survey to enable the EROs to verify the rolls.
4. You are requested to take appropriate action in this regard and inform the Commission of
the action taken by you.
ITEM NO. 176
Election Commission's letter No. 23/SEC/KL/2005-PLN-II, dated 25.04.2005, addressed to the The
State Election Commission, Kerala, Thiruvananthapuram.
Subject: Providing of database of the electoral rolls of the State of Kerala – regarding.
I am directed to refer to your D.O.No.23/PA/2005/SEC dated 20-04-2005 addressed to the

Chief Election Commissioner of India on the subject cited and to say that the Commission has
agreed to share its electoral roll database without photographs and provide a copy of the electoral
roll without photographs for generating electoral rolls for local bodies. The database is provided to
the State Election Commission only for the purpose of preparation of the electoral rolls for local
bodies.
The State Election Commission will take all precaution in the preparation of electoral roll for
local bodies and the Election Commission of India takes no responsibility as to the veracity or
authenticity of such electoral rolls prepared by the State Election Commission notwithstanding the
fact that the said State Election Commission had used the database provided by the Election
The terms and conditions laid down by the Commission for sharing of database are enclosed
for your information and necessary action.
You are requested to kindly contact the CEO, Kerala for further course of action. The CEO,
Kerala is being directed accordingly.
Copy to the CEO, Kerala. With a view to protect the database that has been assiduously
prepared over a long period of time and with considerable effort and to safeguard the interests of the
Election Commission of India as well as the State Election Commission which are separate
constitutional bodies with specific responsibilities of preparation of the electoral rolls in respect of
different sets of elections vested in their authority, the Commission has decided that the terms and
conditions laid down must be accepted by the State Election Commission prior to the use of the
database.
He is requested to take appropriate action in this regard and inform the Commission of the
action taken.
Terms and conditions for sharing of electoral rolls database

With the State Election Commission
use the database are reproduced below:-
(i) The State Election Commission will be provided a printed copy of the electoral roll
duly authenticated by the District Election Officer. In addition, a CD of the electoral
rolls in pdf. format will be made available if information in such electronic form is
already available with DEO. The printed copy and the CD in pdf. format without
photographs will be the true and authentic copies of the electoral rolls of the Election
Commission.
(ii) However, with a view to enable the State Election Commission in its work of
preparing the electoral rolls for their purpose, the District Election Officer is
authorized to provide a copy of the computerized data of the electoral rolls. The
original copy of the data provided shall be returned to the District Election Officer
after use without any tampering and the State Election Commission have to verify
the same. It is clarified that in case of any question or dispute, it is the printed copy
and the electoral rolls in pdf. format which should be considered as duly
authenticated electoral roll for the assembly constituency.
(iii) The database is provided to the State Election Commission only for the purpose of
preparation of rolls of the local bodies. The State Election Commission will take all
precaution in the preparation of electoral roll for local body elections and the Election
Commission of India takes no responsibility as to the veracity or authenticity of such
electoral rolls prepared by the State Election Commission notwithstanding the fact
that the said State Election Commission had used the database provided by the
Election Commission of India.
The Chief Electoral Officer will take an undertaking from the State Election Commission on
the above lines before providing them the printed copy of the electoral rolls, electronic data in the
pdf. format and the computerized data of the electoral rolls in the custody of the Chief Electoral
Officer/District Election Officer.
ITEM NO. 177
Election Commission's letter No. PS/DIR(A)/2005, dated 29.06.2005 addressed to the Chief
Electoral Officers of all States and UTs
Subject : Fixing a uniform rates for PSCD.
Though the Commission’s guidelines had fixed the structure for PSCD – its navigation
structure and what to print on label etc., it is observed that many states are not following this. Also
the rated at which these are made available for sale are very high, even upto rupees three thousand
per CD. The whole purpose of PSCD is wide dissemination of electoral rolls. While one copy of
PSCD is given to each National State Party free of cost after each revision, the rates for general
public should also be kept at reasonable low level. Hence the Commission has decided to fix a
uniform flat rates at hundred rupees per PSCD for sale to general public. If all the assemblies under
the jurisdiction of a DEO do not fit into one CD then that may be split into more than one CD with
each CD sale price fixed at Rs. 100/-. Also it should be made sure that a proper label is printed and
stuck on the CD rather than writing the label with a sketch pen. Also there should be proper
navigation structure of the CD. When the user open ups the CD, it should indicate the assembly
covered therein. If the assembly roll is available in more than one language that option should come
up. After choosing the language, a list of polling station with part number description and polling
station location should come up. Clicking of that part number should open up the PDF electoral rolls
for that part. The roll should be a combined roll of mother roll and supplementaries. I would also
suggest that when the states SLAs and Jt. CEOs come for the second round of quality drive in
September, 2005, they should bring a sample PSCD with them.

ITEM NO. 178
Election Commission's letter No. 23/SEC/2005-PLN-II, dated 04.07.2005 addressed to the State
Election Commissioners and Chief Electoral Officers of all States and Union Territories
Subject:- Sharing of electoral roll database – regarding.
Kindly refer to the minutes of the meeting of the Election Commission of India with the State
Election Commissioners (SECs) held on 20th April, 2005 at Hyderabad, forwarded with Commission’s
letter No.590/6/2005/TSC dated 19th May, 2005. In this meeting it was decided that the database of
electoral rolls prepared by the Election Commission of India may be used for preparing the electoral
roll for Panchayat and other local bodies elections.
In view of the above decision, the Commission hereby directs that our database may be
shared with the State Election Commissions for generating the electoral roll for local bodies. The
Commission has already permitted such sharing of database on receipt of requests in this regard
from SECs. The terms and conditions for sharing of the database are enclosed as Annexure ‘A’.
In respect of the States/UTs where the qualifying date for enrolment in the electoral roll of
the local bodies is not 1st January and also where claims and objections are called before publication
of final electoral rolls for local bodies, in such cases a footnote to the following effect must be carried
below the final roll for local bodies to avoid confusion/complaints from public.
“These electoral rolls are valid for local bodies election. The electoral rolls for Assembly &
Parliamentary elections are separate and published by the Election Commission of India.
Please check your name in the electoral roll for Assembly and Parliamentary elections
before every election.”
As the details of Wards/Panchayats etc. for both urban and rural areas are required to be
incorporated in our electoral roll database for effectively generating electoral rolls of local bodies, a
coordinated action may be taken by the CEOs, SECs and SLAs to implement the decision in right
earnest. A note on “link tables” issue is enclosed as Annexure ‘B’.

Annexure ‘A’
Terms and conditions for sharing of electoral roll database with the
State Election Commission.

use of database are reproduced below:-
(i) The State Election Commission will be provided a printed copy of the electoral roll duly
authenticated by the District Election Officer. In addition, a CD of the electoral rolls in pdf.
format will be made available if information in such electronic form is already available with
DEO. The printed copy and the CD in pdf. format will be the true and authentic copies of the
electoral rolls of the Election Commission.
(ii) However, with a view to enable the State Election Commission in its work of preparing the
electoral rolls for their purpose, the District Election Officer is authorized to provide a copy of
the computerized data of the electoral rolls. It is clarified that in case of any question or
dispute, it is the printed copy and the electoral rolls in pdf. format which should be
considered as duly authenticated electoral roll for the assembly constituency.
(iii) The database is provided to the State Election Commission only for the purpose of
preparation of the Panchayat/Municipal rolls. The State Election Commission will take all
precaution in preparation of electoral roll for Panchayat/Municipal elections and the Election
Commission of India takes no responsibility as to the veracity or authenticity of such
electoral rolls prepared by the State Election Commission notwithstanding the fact that the
said State Election Commission had used the database provided by the Election
(ii) The Chief Electoral Officer will take an undertaking from the State Election Commission on
the above lines before providing them the printed copy of the electoral rolls, electronic data
in the pdf. format and the computerized data of the electoral rolls in the custody of the Chief
Electoral Officer/District Election Officer.
(iii) Wherever, the electoral rolls have been prepared with photographs the rolls shall be
supplied only without photographs both in printed as well as pdf. format.
(iv) SECs should ensure that the database of the Commission is not passed on to any other
agency/organization by the Vendor selected by SEC for preparing their roll by using our
database. Full security of the database should be ensured.
Annexure ‘B’
Sharing of electoral rolls database with SECs – incorporating Panchayat Ward Numbers and
Municipal ward Numbers in EC database.
Instructions are being issued to all CEOs to share electoral roll database with SECs. This
note describes how the Panchayat Ward Numbers and Municipal Ward Numbers can be
incorporated into the database structure.
Where the administrative units and localities scheme followed by the DEOs for the AC rolls
is vastly different from Panchayat ward and municipal wards boundaries, and where the local ward
boundaries undergo frequent changes, it may be left to the machinery of SECs to introduce extra
columns in the e-detail table to indicate the panchayat ward number or the municipal ward number
against each voter. Thereafter, local election lists can be printed out using the e-detail table sorted
ward number wise. It would help if the SEC assigns a unique code number to each municipal ward
and panchayat ward and with ward boundaries. For example, if a section covers a locality which falls
in two local wards, then that section can be broken into two sections so that each section covers one
ward only or part thereof. Thus each new section will also not lose information about the locality
covered earlier and will have additional information about the ward in which it falls. However, this
exercise should be taken in parallel to the existing structures so that our structure or time schedule of
printing the rolls on existing structures does not get disturbed. Only when the CEO is sure that the
new section tables are much more comprehensive than the earlier one, he/she should let go of our
earlier section tables and replace them with new section tables.that code appears in the e-detail
table in extra column rather than detailed textual information.
In those states where the local ward boundaries have been chalked out scientifically and can
be fitted nicely into usual administrative units like revenue village/taluk/mandal etc., there a joint
exercise can be taken to make the section table compatible with local wards. Essentially this means
that the area covered by each section should be equal to or less than the intersection of the ward
boundaries and other administrative units like village or circle etc. For Delimitation Exercise (of PC
and AC boundaries), “minimum” (smallest) administrative units have been assigned for each state.
Hence the Section should cover area equal to or less than the intersection of these smallest units
ITEM NO. 179
Election Commission's letter No.PS/DIR(A)/2005, dated 02.11.2005 addressed to the Chief Electoral
Subject: Issues discussed during meetings of Joint CEOs and SLAs held on 24 th and 25th of
May 2005, and during Quality Check Drive (August-September 2005) - Follow up
action
I am enclosing herewith a note on the decisions taken and follow-up action required on the
issues discussed during the meeting of Joint CEOs and SLAs held on 24 th and 25th May, 2005 and
during quality check drive from August to September, 2005. As some issues relate to policy, this
issues with the approval of the full Commission.
2. As the enclosed note indicates in detail roadmap to be followed on IT related issues, I would
suggest that the CEO should give a copy of thisnote to SLA and then discuss the implementation of
each issue point by point with SLA.
Issues discussed during meetings of Joint CEOs and SLAs held on 24 th and
25th of May 2005, and during Quality Check Drive (August-September 2005)
– Follow up action –
Meetings of Jt. CEOs and SLAs were held at Election Commission of India with almost half the
States and Union Territories attending on 24th of May, and the other 25th of May, 2005. The main
focus was on the ongoing Quality Check Drive, whereby each State/UT team is bringing entire
databases of Rolls and EPIC, all software, and some sample printed rolls to the Commission to
run various validation checks as well as to see the deviations from prescribed guidelines of the
databases, software and the printed formats. Apart from this, a number of other issues were
also discussed. There were detailed discussions on these points when states came for Quality
check drive. Given below is the gist of the line of action / decisions arrived at.
Infrastructural Issues:
1.As the electoral rolls computerization as well as the EPIC process is highly
technical in nature, it is essential that there is at least one computer savvy officer to assist the
CEO. Each state was asked immediately to submit a chart indicating educational qualifications
of Additional CEO and/or Jt. CEO and/or Dy. CEO and/or Assistant CEO to indicate who the
computer savvy officer in CEO office is. In case there is no computer savvy officer in the
organization, the CEO should immediately get in touch with the Chief Secretary to fill up one
such post and also write to the Commission, so that Commission can also take it up with the
Chief Secretary.
2.In the smaller States and Union Territories having up to four parliament seats, there should be
minimum two technical persons (Programmers, analysts or assistant programmers etc.) who
should sit full time in the CEO office. For States/UTs having more that four Parliamentary
constituencies, there must be minimum three such technical persons operating full time from
the CEO office. These technical persons may be from the SLA or on deputation from other
Public Sector Units or Government departments or could be full time employees of CEO office. It
has been observed that if full time technical staff is not available with the CEO office, there are
a lot of lapses in the computerization process resulting in very bad quality of electoral rolls and
EPIC. Also in some States it has been noticed that SLA charges the salary of two or three
technical persons from the CEO office, but rather than operating from CEO office, these
persons are operating from the office of SLA who uses them for a lot of other projects, other
than the election projects. It must be ensured that these people sit full time in the CEO office.
3.Similarly, the general consensus in the meeting was that at the DEO level, there should be at
least one, preferably two, full time technical persons assisting the election branch. At ERO
levels, mostly the sub-district level officers handle more than one assembly as ERO. Rather
than having separate technical person and infrastructure AC wise, a full time technical person
could be available for each location. Having IT infrastructure and technical manpower at ERO
level should be attempted, but having proper setup at CEO and DEO levels as indicated above
is a must.
4.There was general agreement that role of SLA needs to be clearly defined, apart from being
supplier/supervisor of technical manpower. Commission has already taken policy decision to allow
private players to compete for SLA tenders subject to stringent conditions- detailed guidelines on
this issue will be issued in due course.
5.Some states have 64 kbps leased line connectivity with the Election Commission. It has
already been indicated in the previous meetings of the. It. CEOs and SLAs that Commission is
no longer insisting on this connectivity as all applications have been made web based. Hence
no renewal should be done after present period of contract with BSNL/MTNL expires. Each CEO
office should have internet connections (preferably Broadband) available with CEO, computer
savvy Addl/Joint/ Deputy/Assistant CEO, as well as with the technical person in the CEO
office. This internet connectivity could be from State/NIC Network, BSNL/ MTNL or any other
private company.
6.For hardware and software upgradation, instructions have already been issued that CEOs are
competent to decide on the hardware and software specifications, as the rate of obsolescence
in IT sector is quite fast. It must be ensured that CEO office and DEOs have desktops with good
P-IV CPU, DVD drive, USB ports and Windows 2000/XP operating system and proper Anti Virus
software. It may be noted that Windows 95 and 98 machines are not UNICODE complaint. Any
new applications on these older platforms should be avoided.
7.There should be good server(s) at the CEO office for consolidating data coming from the
DEOs, running validation checks and deduplication, testing out search software and website
etc. A good RDBMS like Oracle or MS-SQL is also needed. It may be noted that at the
Commission level, we are now using Oracle 10g, on Windows 2003 server, with VB.NET and
ASP.NET programming platform. Now 35 sets of Standard Edition of Oracle 10g have been
procured by the Commission for use in CEO offices. These will be distributed and training
imparted in November.
8.It must be ensured that CEO and DEO offices have a proper annual maintenance contract so
that servers, desktops, printers, modems etc are always in working order.
9.It must be ensured that there are proper licenses of all software - Operating
Systems, Adobe Acrobat, Frontpage, MS-Office, RDBMS package, Anti-virus software etc. Use
of pirated software must be fully eliminated at all levels. Apart from being illegal, it also results in
loss of data due to virus attacks etc. or due to lack of full functionality of pirated/evaluation
version copy of software. It is seen that many data entry vendors are handing over AB-CD and
PS-CDs full of viruses, due to which printing of the roll is also faulty; it also makes it almost
impossible to consolidate all the data at DEO/CEO level for proper validations and loading onto
the website for search facility etc. Hence, while accepting AB-CD and PS-CD from data entry
vendors, SLA should ensure that they are free from any viruses and contain properly validated
data.
10.It is seen that many CEOs, Jt. CEO and SLAs are not regularly opening their E-mail. Infact,
some email boxes were found unopened for 6 months! From the Election Commission, a large
number of instructions are now sent by E-mail. It is expected that all officers and SLAs will be
viewing their E-Mails at least once everyday.
11.To bring the databases and developed software to Election Commission, rather than bringing
a large number of CDs it would be better if the entire data is consolidated on an external hard
disc. These days external hard disc of the capacity of 200 GB or 300 GB from reputed
companies costs less than Rs. 15000. Proper procedure may be followed to purchase at least
one external hard disc so that CEO office also has consolidated data and software in one place
so that it can be used easily to bring to Election Commission as well as loading on the CEO
website.
12.All States/UTs were asked to try out free, open source software openoffice.org which is an
alternative to Microsoft's MS-Office. Each State should try English as well as their state
language fonts in UNICODE on OpenOffice applications as well as MS Office applications like
Windows, Excel, Power Point and Access software. How to enable Indian Language fonts on
Windows 2000/XP was demonstrated during the meeting. For all communications between CEO
office and EC, in English and Hindi, we could try to standardize on OpenOffice, with specified
Hindi and English fonts. Hence, feedback on these issues should be sent quickly. Also, very
soon, we may be moving from ISCII/ISFOC to UNICODE in the rolls and EPIC. Hence trying out
different fonts in Unicode, and then standardizing on the best, is required. These fonts should
look good on the computer monitor, in the PDF files (as text and not as image files), on the
printed copy and on the website. The Hindi speaking States were also asked to try out Hindi
version of open office from the website http://hi.openoffice.org . It may be noted that Hindi
UNICODE font can work on the regular openoffice.org package also, but the Hindi version
includes menus in Hindi as well as a spell check dictionary in Hindi. For more information on
Unicode, check out www.unicode.org. Also it would be worthwhile to explore the technology
behind the multilingual sites www.bbcworldservice.com, www.wikipedia.org etc. Apart from
Bhashalndia project of Microsoft, Janabharati project of CDAC also provides good Unicode
fonts and utilities etc. These should be tried out. Also check out http://tdil.mit.gov.in and
www.cdac.in for multilingual technologies.
Website related issues:

1. In the last six months, all States/UTs have been repeatedly asked to shift their websites to
NIC datacenter in Delhi (except database portion, which will reside in ECI servers to get
plugged into “National Search”). Initial uploading and testing can be done in Delhi. When
the States come to Delhi with their full database etc., they should also bring the full website
on CD / hard disc, go to NIC data centre in Delhi and upload the whole site. It should be
made sure that that 100 per cent links are working and data base connectivity is also
established. Thereafter, uploading of small changes can be effected from the state level NIC
centre, and when VPN is established between CEO office and NIC data centre then the
changes can be made from the CEO office itself. All States and Union territories must
ensure that by the end of October, their Website is running from the NIC data centre in
Delhi, and database search is running from ECI servers. Expenditure incurred on hosting
the website on any other server will be infructuous and treated as not sanctioned by the
Commission. However, as many citizens may be utilizing the old website names, that
domain registration may be continued for another year, with a single page appearing on that
address, announcing that the CEO website is now moved to the NIC data centre. Such a
page, for Delhi and Haryana websites, was shown during the conference. Normally, the
domain registration with the single page hosting should not cost more than Rs 1000/- per
annum. Also the new website address should be mentioned on all correspondence, visiting
cards, advertisements etc.
2.The CEO's website should have the Telephone directory and addresses of all officers in CEO
office, DEOs, returning officers of parliament and assembly, and EROs.
3.Voter list of entire State as PDF files should be available, and this must come with a good
navigation structure. The citizens should be able to choose an assembly and if that assembly
has more than one prescribed language of roll, then that option should come up. When the
citizen chooses the language; a list of all parts indicating the area covered and polling station
location should come up; then clicking on particular part should result in a PDF file for that part
opening up. This PDF file should contain the mother Roll, appended with all the
supplementaries. In case of Photo Rolls, the photo should not be shown on the Internet,
due to privacy issues. It will be very convenient for the CEOs and SLAs if they can get the PS-
CDs in the same format, so that it will be very easy to put all these PS-CDs on the internet,
rather than having a separate application to show PDF files on the internet.
4.Apart from PDF rolls, there must be a database search facility on the internet. It should be
available both in English and vernacular. A number of models from various States were
demonstrated during the meeting, especially on the fuzzy matching concept. Search could be
across the assembly. However, in case of larger cities, a number of assembly constituencies
may cut through city, and citizens many times do not know their assembly. In such cases,
search facilities should be provided across the city. Thus, the best model would be to club the
entire state rolls, and let the citizens search across assembly, or district, or city, or taluka etc.
There was also discussion whether names found during search should be colour-coded –
showing "live names" in green font and deleted entries in red font. This can be seen on
http://ceodelhi.nic.in Please note that data on search application will be in “semi-integrated”
shape – without changing serial numbers, original records will be overwritten with modification
records with a “M” flag, for deletion entries, original records will be tagged with a “D” flag, and
all additions will be appended to the original list. Thus, if original mother roll had 1200 voters,
there were 100 additions, 20 deletions and 70 modifications, then after this "semi-integration”,
the database will have 1300 records, out of which 20 will have “D” flag, 70 will have “M” flag,
and 1210 will have “N” flag.
5.A good fuzzy search facility has been developed at ECI end, and all states data will get
plugged into this application on ECI servers. Delhi CEO website deploys this fuzzy match
algorithm. Fuzzy (approximate) matching also helps in better deduplication.
6.A G1S based search model presently running on www.ceodelhi.nic.in was also demonstrated.
Other state capitals should also try to have something like this.
7.Important forms like Form-6, 7, 8, 8-A (for voter registration) and forms like 1A, 2A, 2B,
affidavit etc. (useful for candidates) and handbooks and manuals for Returning Officers,
candidates, polling and counting agents etc. should be available on the CEO website. For
English version the links may be simply pointed to the corresponding pages on the Election
Commission's website. However, for non- English speaking States it must be ensured that all
this material is put in vernacular also on the State website.
8.Online registration for inclusion in Electoral Rolls (Online Form 6) must be
opened on a continuous basis, at least in major cities of each State/UT. This
application has been repeatedly demonstrated, and source code given to all SLAs. Facility for
online submission of other Forms-7 for deletion, Form-8 for corrections and Form-8A for transposition
of entries may also be provided both at the time of annual revision as well as during continuous
updation. In Maharashtra, such facility was provided during the period for filing claims and objections
at the time of revision of electoral rolls w.r.t. 01-01-2005 as the qualifying date.
9.There must be user friendly Frequently Asked Questions (FAQ) pages.
10.Adding Google Search Component within the CEO website was also demonstrated. It can be
seen in action on the homepage of http://eci.gov.in
11.Audio video material or advertisement material etc. which may have been
prepared by the CEO office during the elections, whether in English or in
vernacular, should also be put on the website.
12.Interesting statistics over the years, of both assembly and parliament elections, should be
available on the CEO website. Commission's website has Statistical Reports, maps, Election
Analysis etc. for each State/UT. Links could point to these pages.
13.Right to Information Act has come into force wef 12 th October 2005. All required information
under that act, in State language and English, should be available on the website of the CEO.
14.The CEO office website should be tested on different OS (Windows
95/98/2000/NT/XP, Mac, Linux etc.) and on different browsers (IE 5.0, IE 6.0, Opera, Mozilla
Firefox, Netscape etc.), in different screen resolutions and different Color settings.
15.CMC team in EC will make available GENESYS site during future bye-elections also. Using
Authentication CD, data can be entered online at all stages of the election, and using i-Genesys
CD, affidavits can be put on CEO website. After the elections, affidavits will be taken off from
CEO website and put on EC website.
16.During General or bye-elections, while data is entered directly into EC servers, affidavits are
hosted on CEO website, due to their heavy sizes. However, after the General Election or the
bye-elections are over, the affidavits need to be removed from the CEO website and posted on
the EC website. On the CEO's website, only a link should point to these affidavits on the
Commission's server. Maintaining two sets of affidavits wastes precious server storage, as well
as there is a danger of mismatch between the two.
17.The Commission's internet site as well as intranet is being strengthened by
scanning of all documents right from 1930s, entering basic information of all archival files,
preparation of gist of major decisions, details of library books etc. Also, various instructions and
circulars issued by various sections are being scanned and put on the intranet. All common
material like SMS App, Dictionary, and Search etc have also been put on the ECI Intranet site.
Watch out for "Electoral Rolls Forum" on the Intranet. Hence CEO office and SLAs should
periodically look for new material on the Commission's websites (Public and Intranet).
GENESYS related issues

1.Presently, the GENESYS website is in English and Hindi only. But from next State election
onwards, the State language may also be included. For example, the names of contesting
candidates and parties etc. could be shown in Tamil for Tamil Nadu election, in Bengali for
West Bengal election, and so on. This will be done using UNICODE fonts. Hence all non-
English, non-Hindi States were asked to try out different fonts. They should get in touch with
CMC team to have their assembly and Parliamentary Constituency names, District names,
Political parties names, Symbol names etc. in their State language into the GENESYS data
tables. Also, sometime around November 2005, a team of CEO office and SLA will be required
to come to Delhi to language-enable GENESYS by working collaboratively with the CMC team
in the Commission. All dynamic charts, maps, Excel sheets, databases, Newsflash application
etc. will also be enabled in different languages.
2.During February 2005 elections, apart from Newsflash application, an audio feed was also
made available on the Commission's website by using Text-to-Speech software in English and
Hindi. This was demonstrated during the meeting. The States which have language other than
English and Hindi should immediately find out vendors providing Text-to-Speech software in
their State language, and do some test runs on this software. CDAC, State Universities and
private vendors can be tapped for this.
3.It has been seen that some states run their own applications on the counting day. This diverts
attention away from GENESYS, and also results in SLA charging bills for modules already
available in GENESYS. It was clarified that on counting day, only Commission approved
software will be run at counting centres, RO, DEO and CEO offices. A number of "optional"
modules like round wise counting results can be added to GENESYS by collaborative effort of
SLA and EC technical team, if CEO office indicates this well in advance.
4.Final Statistical reports are based on Index Cards. These need simplification - there is
confusion about male-female breakup in different categories, proxy votes, postal votes etc. Also
there were suggestions that these could be bilingual. Along with English, we need to decide
whether to include Hindi or the State language, or both? Feedback from States will be
appreciated.
Issues related to Electoral Rolls:

1.It was found out there are many deviations in the printed roll from the formats prescribed by
the Commission. Cover pages and summary pages are not as per format; middle pages,
headers and footers, deletion list etc also have many deviations. There is confusion about
Sections also. Many officers requested that the Commission issue clear-cut guidelines, and
circulate Model Printouts (of Mother Rolls and Supplementaries) in English and Hindi. Detailed
clarifications on these issues are being issued separately.
2.There was general consensus about the lack of awareness of table structures and
interlinkages. All guidelines regarding this were given in CD. Need of thorough study of these by
the technical staff in the CEO office was emphasized.
3.It should be ensured that Polling area Maps along with Polling Station Location are printed
on the backside of the cover page of each part.
4.Importance of Proofreading was stressed, and many blunders across different states were
demonstrated. Commission has already issued instructions that data entry, proofreading and
corrections should be done preferably at ERO level, and in any case not beyond District level.
Only in exceptional circumstances, can the data entry be done outside the District, with prior
written approval of the Commission. Also to ensure more accuracy, data entry should preferably
be done in the same language as the manuscript, as transliteration methods from English to
vernacular are not very good. Present quality of dictionaries was demonstrated - and everybody
present agreed that it was simply horrific. Methods to improve
Dictionaries were demonstrated, especially the creation of "Reverse Dictionary" with frequency
analysis. As far as Urdu data or second vernacular language data is concerned, it must be
ensured that the vendors pass on the data and PDF files also, and don't just give master
printouts in Urdu or second vernacular language.
5.In many assemblies, rolls are printed in two Indian languages. Data is kept in one language
and the second language printout is taken by just toggling the script in ISC1I. Unfortunately, this
method produces a very bad quality second language roll. Hence having proper labels on cover page in
all languages, and having a good multilingual dictionary to cover about 98% plus names must be
attempted.
6.Control tables (in English and Vernacular) of most of the states have not been
updated in the last 5-6 years, and have not been proofread by printing the district,
taluka, village names etc side by side on the same sheets in different languages.
This verification, correction and updating of control tables needs to be done on a
war footing, so that rolls printed in October/November 2005 are much more
accurate.
7.It would be desirable to link Survey of India GIS databases with our control
tables. This will require including Survey codes in our databases. We may start
with a quick pilot project in one state, preferably Haryana. Now GIS digital data from Survey of India has
started flowing in.
8.There was discussion on the need of simplification of table structures, use of
Unicode, converging Electoral Roll and EPIC databases, and requirement of
common Software etc. CMC team in the Commission is already working on these
issues.
9.Importance of capturing correct, full names in manuscript as well as databases
was stressed. Madhya Pradesh (maybe Chhatisgarh also) seem to have first names
only. They agreed to correct this anomaly in the next revision.
10.It has already been clarified that Control tables in all required languages must be
consolidated at CEO level (rather than each vendor in each district using his own
control tables), and software given by SLA should be used by all data entry
vendors. CEO/DEOs should float tenders very transparently and ensure that only
vendors fulfilling all specified conditions are entrusted with the work. There
should be absolutely no subcontracting. All vendors should be trained by the SLA
and given latest version of the software. After proper proofreading, the data entry
vendors should deliver AB-CDs and PS-CDs in the formats prescribed. DEOs and
SLA must certify that these CDs pass all the validation checks and are virus free
etc. Printing should be from these CDs. Also, all AB-CDs and PS-CDs should be
available at CEO office. This will make it easier to consolidate the data at the
CEO level for various applications.
11.Many states said that between the last date of claims and objections and the date
of printing, very little time is given for data entry and proofreading. This results in
a badly done, rush job. New guidelines for 2006 rolls address this issue.
12.Despite Commission's instructions to the contrary, Form 6 bundles are still being
given in some places to the data entry operators. On each Form 6,7,8, 8A etc., the
ERO must pass an order, then manuscripts for addition/deletion/modification
supplementaries should be prepared, and only these manuscripts should be given
to the data entry operators.
13.Before printing supplementaries, it should be ensured that for EPICs issued during
the intervening period and corrections carried out during the exercise, are carried
into the Electoral Rolls database (EPIC number and corrections if any). In case of
supplementary, these will appear as modification records, but if the new roll is to
be integrated one, then these EPIC numbers and corrections should be
incorporated in the main roll.
14.More than at the Final Rolls stage, it is essential that the draft rolls are widely
circulated, to get proper claims and objections. Hence the need of giving printed
rolls in all defined languages and PS-CDs to all political parties, circulating and
reading out rolls in village and RWA meetings, putting draft rolls on the net etc.
was stressed. After Supreme Court orders, it is now mandatory to print the draft rolls also in multiple
languages, if it is defined so.
15.It has been repeatedly stressed that all the rights to the databases and software
developed should rest with the CEOs and not the SLA/Vendors. Hence it must be
ensured that CEOs have full source code of the software with proper
documentation. Even in case of election related software developed by NIC,
CEOs must ensure this.
16.Officers present were told that many EROs don't do Continuous revision and turn
citizens away when they come for inclusion of their names. Commission has
already instructed all CEOs to ensure that this does not happen. Commission has already issued
comprehensive guidelines on Continuous Revision.
17.Many Officers said that sharing all the 42 tables with SECs is unnecessary and
only relevant tables should be passed on. Also, this exercise at CEO level requires
resources. On this topic, the issue of including City/Panchayat ward numbers in
our control tables also came up, so that creation of electoral rolls for the local
body elections could be automated from assembly rolls. Also, on the cover page
on our rolls, the need of state wise flexibility was stressed. For example, Hadbast
Number and Kanungo Circles don't exist in many states. Some states have
Taluks, some Mandals, some Blocks. This issue will be examined in the Common
Software, and Delimitation exercise units will also be considered.
18.Some states suggested that the polling station location rationalization needs to be
done at peacetime, as during the elections, such issues get avoided. At many
places, polling is still held in dillapitated buildings, though 50 metres away, a
new government building has come up. They suggested a fresh survey of all
polling locations, and correcting the anomalies with the cooperation of political
parties. Some suggested mapping all locations on GPS, preferably with digital
photos of buildings also. In Orissa, for example, this exercise helped in tackling
Naxal problem.
19.Cross comparison with Census data suggests a disconnect between the actual 18+
population and the electoral rolls in many parts. Hence it was agreed that all
CEOs will carry out comparison of "Part Number 5" of each assembly with the
ground situation. This will cover missing names, extra surplus names, duplicate
names, mistakes in name, age, sex, relation, EPIC number etc. Most of the states have completed this
exercise, and results are very very revealing.
20.As per the existing provisions of rule 11 and 22 of R.E. Rules, 1960, two complete sets of electoral
roll are required to be supplied, free of cost, to all recognized political parties for whom a symbol has
been reserved. After computerisation of electoral rolls the Commission had directed that one copy of
the roll to be supplied free of cost should be in electronic format (CD-ROM). Thereafter one printed
copy of the roll and one copy of the roll in CD-ROM are supplied to recognized political parties free of
cost. During last revision the political parties in Tripura insisted for supply of two printed copies of
electoral rolls due to unavailability of sufficient IT infrastructure in the State. Therefore two printed
copies of the roll were supplied.
Regarding supply of printed rolls in all defined languages, attention is invited to Commission’s
existing instructions contained in para 10 of Chapter IV of EROs handbook. For ready reference the
same is reproduced below :-
“10. Free supply of copies to recognised political parties-Under Rule 11(c) of the
Registration of Electors Rules, 1960, the Electoral Registration Officer shall supply free of cost 2
copies of each separate part of the roll to every political party for which a symbol has been
exclusively reserved in the State by the Election Commission. Only 2 copies of the roll of a
constituency irrespective of the language in which they are prepared are to be supplied. When a
roll is prepared in 2 languages, it would be sufficient to supply to each political party 2 copies of
the roll, one in each language. If, however, a political party prefers to take both copies in the
same language, it will be supplied with the copies accordingly. In cases where a roll is printed in
3 languages, two copies in the language of their choice may be supplied free of cost to each
recognised political party.”
21.Now Commission is stressing on more frequent integration and consolidation. “Integration”
means that data from E_SUP overwrites E_DETAILS data and then E_SUP table is blanked out.
Overwriting means that addition data present in E_SUP gets appended to E_DETAILS data,
modification data in E_SUP overwrites data in E_DETAILS but flag “M” is put to indicate modification
and wherever a record is deleted in supplementary, a flag “D” is kept in E_DETAILS to indicate
deletion. Records are NOT reserialised. “Consolidation” means that after integration takes place,
deleted records are physically deleted from E_DETAILS table and electors’ serial numbers are
reserialised. Thus "Integration and Consolidation" means that all deletions and modifications should
be carried out and only clean, live names remain in the roll. The serial numbers should be from 1 to
Maximum, grouped section wise, and within a section, sorted house number wise. All part number
should also be numbered from 1 onwards, with no part having zero or more than 1500 electors. Thus,
auxiliaries should be done away with. Guidelines for 2006 rolls clearly indicate that Integration and
Consolidation will be done before the draft rolls are published.
22."Rationalisation" refers to an exercise when polling station locations are shifted and/or some blocks
of electors are moved from one part to another. If polling locations are changed (that is buildings
changed), it requires a proper procedure to be followed at ERO level - political party consultations, and
then approval of the Commission. All agreed that a Rationalisation exercise should be preceded by
Integration as referred above, and then those integrated printouts given to administrative staff. They
should give "movement tables" based on these printouts, so that work gets done in a simple fashion, and
each "live" elector gets accounted for, in this movement. If proper "movement tables" are not kept, then
an elector figuring in previous rolls may inadvertently get dropped, or may now figure at two or more
places, some "deleted" electors in previous roll may lose the "D" flag and become "live" and so on.
Hence Rationalisation exercise should be carried out with utmost caution, with extensive computer and
manual checks.
EPIC and Photorolls:

1. CEC has already announced that we will try to ensure that next General Elections are conducted fully
on Photorolls. Hence, as agreed to in the CEOs conference, held in May 2005, each State will have
at least 5 Assembly rolls as Photorolls in 2006. As the drafts will be required to be published around
November 2005, preparation for these assemblies should start immediately. All UTs should try to
have full photorolls. Preparation includes integrating data, validating it, deduplicating it, getting old
digital or miniature-scanned photos, cleaning them, linking them with electoral rolls as per
structures defined in Guidelines for Photorolls, verifying these photos for mismatch, and then
initiating action for increasing the coverage of photos in the rolls. Format for printing the rolls
should be strictly as per Commission's guidelines, and Commission's requisite orders (under
Rule 4) should also be obtained quickly.
2.For multiple copies of photorolls, method of master copy and then photocopying or offset
printing may not produce good results. Instead, giving PS-CD containing PDF files to the vendor
for printing multiple laser printouts (on both sides of good quality A4 size paper) may result in
good printouts. It needs to be ensured that good quality printers and cartridges are used. Refilled
cartridges will produce faded printouts, and photos may not be clearly recognizable.
3.Quality of photography leaves much to be desired. Good quality cameras with trained
photographers should be used. It is very common to see vendors using totally untrained staff
with cheap Chinese cameras. Also, Online EPIC programme should be run, rather than offline
method. Essentially it means that when a citizen comes to a center for photography, he should
go back with EPIC card, in 10-15 minutes, rather than told to come back after a few days to
collect his card. Also, proper system has to be in place so that any corrections made in English
or Vernacular data as requested by the citizen, and duly authorized by the ERO/ his
representative, are immediately incorporated into the Electoral Roll
database as modification records. Otherwise what is printed on rolls and what is printed in EPIC
don't match.
4.Commission has repeatedly stressed the need of quickly retrieving all photographs from
floppies, cartridges, tapes, hard-discs, VHS cassettes etc. All CEOs should ensure that this
exercise is completed at the earliest. Clicking new photographs just because of laziness in
retrieving old photographs in digital format will not be really desirable.
5.It seems that many States are not taking sufficient care regarding the Holograms, which are
the only security element on the cards. All holograms should be properly accounted for, and the
balance kept in safe custody. All officers present were asked to compile comprehensive information on
this in a month.
Miscellaneous Issues:
1.Touch screens could be kept at CEO level and preferably at DEO level also, for visitors to see the entire
State/UT electoral rolls in English and Vernacular. Both PDF and Database Search Mechanism could be
kept. This generates interest in citizens and media, and also demonstrates tech-savviness quite
effectively. Also, for optimal utilization of resources, these touch screen kiosks could hold data from other
departments also.
2.That rolls are available on the net should be publicized effectively, to be of any
use to the citizens. Other kiosks of NIC, Land Records department, or of projects
like e-Sewa, e-Setu, Amor-Sewa etc could also be utilized, to surf the rolls, to fill
up Form 6 Online etc.
3.Innovative services like "SMS your EPIC Number and know your Polling Station"
should be tried out. Demos of the same were given in the meeting by Andhra and West Bengal teams.
4.There was discussion on securing the AB-CDs and PS-CDs. Some State could try
out Digital signatures for the same, after getting Commission’s concurrence. Demonstration of digitally
signing the PDF files was given.
5.Karnataka has "Checksum" in their database, so that tempering of the data or
bypassing of the software can be detected. New Common Software could have
this feature.
6.Instructions have already been given that CEOs and SLAs should ensure that
Randomization Software for formation of Polling parties should be thoroughly
tested to ensure that it produces truly random lists and cannot be manipulated. All
ROs should use this software, in the presence of Observers.
7.West Bengal Electoral roll has a hidden column in the database indicating "family
number" (Notional Household Number -NHN). This was demonstrated by the
WB SLA. During integration, this helps in bringing the supplementary voters near
their family, and during rationalization it ensures that family members don't get
split into different polling booths. In new Common Software, this will be inbuilt.
8.There was detailed demonstration of Validation Checks and results found so far in various
states. All present agreed that this exercise will result in much better rolls for 2006. After one
round lasting t i l l September End, where every week 3-4 states came to the Commission for a
week with their entire databases and software, another round will be taken up in November-
December. By that time, all states/UTs must be able to demonstrate that their databases are
internally consistent and error free.
ITEM NO.180
Election Commission’s letter No.23/SEC/2006-PLN-II, dated 31st March, 2006 addressed to the Chief
Electoral Officers of all States/UTs and copy to the Secretary, Department of Rural Development,
Government of India, Krishi Bhawan, New Delhi.
Subject: Sharing of electoral roll & EPIC database with various Government
Departments – Guidelines – Regarding
In continuation of Shri Rajesh Aggarwal, Principal Secretary & Director, Election

Commission of India’s letter NO.23/SEC/2005-PLN-II, dated 7th February, 2006 addressed to the
Chief Electoral Officers of Madhya Pradesh, Tamil Nadu and Gujarat and endorsed to the Chief
Electoral Officers of all other State/UTs & the Secretary, Department of Rural Development, Govt. of
India, New Delhi, (Copy enclosed for ready reference), I am directed to forward herewith detailed
guidelines to be followed while sharing electoral roll database with other Government Departments.
The Chief electoral Officers are authorized to share the electoral roll database,
without photograph in digital format, after obtaining an undertaking from the concerned Department
on the lines of the Terms & Conditions set out by the Commission.
COPY
RAJESH AGGARWAL, IAS

Hkkjr fuokZpu
vk;ksx
Principal Secretary & Director Election
Commission of India
No.23/SEC/2005-PLN-II Dated.:7th February, 2005
To
1. The Chief Electoral Officer, Madhya Pradesh.

2. The Chief Electoral Officer, Tamil Nadu.
3. The Chief Electoral Officer, Gujarat.
Subject: Sharing of electoral roll database alongwith photograph for the purpose of
preparing job cards under the National Rural Employment guarantee Scheme.
Sir,
The Commission has received references from CEOs of Madhya Pradesh, Tamil Nadu and
Gujarat for sharing of electoral roll database alongwith the photographs for use of their Rural
development Departments for the purpose of preparing job cards for the recently launched National
Rural Employment Guarantee Scheme.
2. The Commission has already issued instructions and guidelines to all the CEOs regarding
sharing of electoral roll database except photographs with the State Election Commission. Also,
from time to time various references have been received from other central/state departments
regarding database and Commission has invariably taken positive view and provided databases.
For sharing databases alongwith photographs for the purpose of job cards for NREGP the
Commission has, in principle, cleared the sharing of database with photographs.
3. Detailed guidelines for sharing of database with other Govt. departments are being issued
separately. Also the CEO of Madhya Pradesh, Tamil Nadu and Gujarat are requested to advise their
rural departments to approach the parent ministry of Govt. of India so that a consolidated proposal
can be moved by the Rural Development Department, Govt. of India to the Election Commission for
the purpose.
Yours faithfully,
(RAJESH AGGARWAL)
DIRECTOR CUM-PR. SECRETARY
Copy to:
1. The Chief Electoral Officers of all States and UTs, for information.
2. The Secretary, Rural Development Department, Govt. of India, New Delhi, with regard.
Terms and conditions for sharing of electoral roll database with other
Government Departments
(March 2006)
1. The Department which seeks the data (hereafter referred as “The Department”) can be
freely provided CDs of the electoral rolls in PDF format, as these files are freely available
on the internet also. It may be noted that the CDs and web files in case of photo rolls don’t
contain images of citizens – same condition applies to PDF rolls given to other
Departments.
2. However, with a view to enable other departments of the central/state Government to

utilize the electoral roll database for their own purposes, the Chief Electoral Officers are
authorized to provide a copy of the computerized data of the electoral rolls (i.e., the
database files). It is clarified that in case of an question or dispute, it is the printed copy
which should be considered as duly authenticated electoral roll for the assembly
constituency.
3. The database is provided to the Department only for the purpose indicated in their request
letter. The Department will take all precautions and field verifications in preparation of
their own database, and the Election Commission of India takes no responsibility as to the
veracity or authenticity of such database prepared by the Department notwithstanding the
fact that the said Department had used the database provided by the Election Commission
of India.
4. The Chief Electoral Officer will take an undertaking from the Department on the above
lines before providing them the computerized data of the electoral rolls in the custody of
the Chief Electoral Officer/District Electin Officer.
5. Wherever, the electoral rolls have been prepared with photographs, the rolls shall be
supplied only without photographs both in printed as well as PDF format. Due to
citizen privacy issues, special permission of the Election Commission will be taken
case by case before supply of photographs in digital format.
6. The Department should ensure that the database of the commission is not passed on to
any other agency/organization. Full security of the database should be ensured.

Compendium of Instructions On ERs EPIC SLA Computerisation

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COMPENDIUM OF INSTRUCTIONS

Nirvachan Sadan, Ashoka Road

1 22/2/2003-PLN-II 08.12.2003 Direction for disposal of electoral rolls and

4 23/Summary/2003- 21.01.2004 Summary revision of electoral rolls w.r.t. 01.01.2004 -

6 30/2004-PLN-II 09.03.2004 Voting right for Indian Gulf Expatriates - Regarding

7 PS/SEC(nm)/2004 18.03.2004 General Election to Lok Sabha, 2004 - Setting up of

8 576/2/2004-PLN-II 23.03.2004 Preparation and publication of electoral rolls in the

10 218/4/2004-PLN.II 20.05.2004 Revision of Electoral Rolls – Payment of

11 23/ER-Summary/ 02.06.2004 Special Summary Revision of Electoral Rolls w.r.t.01-

12 23/ER-Intensive/ 02.06.2004 Intensive Revision of Electoral Rolls w.r.t. 01-01-2005

13 04.06.2004 National Register of Voters in digital form

15 23/ER-Intensive/ 17.06.2004 Intensive Revision of Electoral Rolls w.r.t. 01-01-2005

16 23/ER-Intensive/ 19.06.2004 Intensive Revision of Electoral Rolls w.r.t. 01-01-2005

19 22/2/KL/2004/PLN-II 23.07.2004 Printing of Electoral Rolls with Photograph of Electors

21 434/1/2004/PLN-II 11.08.2004 Revision of Electoral Rolls w.r.t. 01.01.2005 as the

22 23/2002/PLN-II 11.08.2004 Utilisation of the postal services in preparation

23 23/TN/2004-PLN-II 16.08.2004 Electoral Rolls - Suggestions put forth on the floor of

24 22/2/2004-PLN-II 23.08.2004 Revision of electoral rolls - procedure for filing claims

25 23/2002-PLN-II 23.08.2004 Utilization of the Postal Services in preparation /

26 23/2004-PLN-II 23.08.2004 Electoral Roll Management - use of services of Post

27 23/ER-intensive/2004 25.08.2004 Intensive revision of electoral rolls with reference to 1-

28 23/ER-Intensive/ 25.08.2004 Intensive revision of electoral rolls with reference to 1-

29 23/ER-J&K/Intensive/ 25.08.2004 Intensive revision of electoral rolls with reference to 1-

30 PS/DIR(IS)/2004 31.08.2004 Zonal conference of various Jt. CEOs and SLAs

31 22/2/KL/2004/PLN-II 08.09.2004 Printing of Electoral Rolls with Photograph of Electors

33 100/ER/2004-PLN-II 09.09.2004 Revision of electoral rolls w.r.t. 01.01.2005 as

34 23/ER-Summary/ 10.09.2004 Special Summary Revision of Electoral Rolls w.r.t.

35 100/ER/2004-PLN-II 14.09.2004 Revision of electoral rolls w.r.t. 01.01.2005 as

36 23/2002-PLN-II 16.09.2004 Electoral Roll Management - Use of Services of Post

37 PS/DIR(IS)/2004 16.09.2004 Using RDS (Rural Digital Services) Kiosks in Mandya

38 22/2/HR/2004/PLN-II 16.09.2004 Printing of Electoral Rolls with Photograph of

39 PS/DIR(IS)/2004 17.09.2004 Time bound implementation of issues discussed

40 23/2004-PLN-II(Spl. 30.09.2004 Special Summary Revision of Electoral Rolls w.r.t.

41 23/TP/2004-PLN-II 08.10.2004 Intensive revision of electoral rolls w.r.t. 01-01-2005

42 23/ER-Revised 08.10.2004 Printing of Electoral Rolls with Photograph of

43 22/2/HP/2004/PLN-II 25.10.2004 Printing of Electoral Rolls with Photograph of

44 23/NGO/2004-PLN-II 26.10.2004 Special Summary Revision of Electoral Rolls - 2005 -

45 23/ER/Summary/ 02.11.2004 Summary revision of Electoral Rolls - regarding (in

46 2/2/2002-PLN-II 05.11.2004 Electoral Rolls - procedure for inclusion/deletion of

47 23/ER-Summary/ 05.11.2004 Summary Revision of Electoral Rolls regarding (in

49 22/2/POND/2004/ 17.11.2004 Printing of Electoral Rolls with Photograph of

50 23/ER-Summary/ 19.11.2004 Special Summary Revision of Electoral Rolls w.r.t.

51 23/ER-Revised 23.11.2004 Pilot project for printing of electoral rolls with

53 23/ER-R.Format/PB/ 25.11.2004 Printing of Electoral Rolls with Photograph of

54 23/ER-Intensive/2004- 29.11.2004 Intensive Revision of Electoral Rolls w.r.t. 01.01.2004

55 23/AP/2004-PLN-II 01.12.2004 Preservation of Electoral Rolls (in Andhra Pradesh)

56 23/MR/2004/PLN-II 02.12.2004 Intensive Revision of electoral rolls - regarding (in

57 PS/DIR(ADMN) 07.12.2004 Setting up of Kiosks - regarding

58 23/DL/2004/PLN-II 24.12.2004 Information for printing Header Page of the Electoral

59 23/DL/2004/PLN-II 24.12.2004 Electoral rolls - Extension of Citizen Service Bureau -

60 23/KL/2004/PLN-II 30.12.2004 Special Summary revision of electoral rolls w.r.t. 01-

61 22/2/2004/PLN-II 05.01.2005 Revision of Electoral Rolls - deletion of names of

62 23/DL/2004-PLN-II 01.02.2005 Preservation of Old Data of Electoral Rolls (in NCTD)

63 23/2003/Vol.IV/PLN-II 01.02.2005 Setting up of Kiosks - regarding (in Tamil Nadu)

64 23/2002/PLN-II 01.02.2005 Revision of electoral rolls with reference to 1-1-2005

65 22/2/2004-PLN-II 11.03.2005 Revision of Electoral Rolls - deletion of names of

66 23/TN/2005 22.03.2005 Revision of Electoral Rolls with 1.1.2005 as

68 23/ARIUN/2004- 23.03.2005 Intensive Revision of Electoral Rolls w.r.t. 01-01-

69 23/MT/2004-PLN-II 01.04.2005 Special summary of Electoral Rolls w.r.t. 01-01-2005

70 23/ARUN/2004-PLN-II 03.05.2005 Intensive Revision of Electoral rolls w.r.t. 01-01-2005

72 23/TN/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding

73 23/AS/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding

74 23/J&K/2005-PLN-II 15.06.2005 Intensive Revision of electoral rolls, 2005 - regarding