Guidance for Returning Officers administering a Senedd election

Number and timing of postal vote opening sessions

As part of your planning, you will need to identify the number of postal vote opening sessions that you think you will require, where and when these should be held and make arrangements for these as necessary.

The number of postal vote opening sessions you will require will depend largely on the total number of postal voters that you have and your estimated turnout of postal voters. 

For more information see our guidance on planning for the delivery of key processes.

Your first opening session should be held within a couple of days of your first issue. Even if you have not received a high number of returned postal votes by then, you should still conduct a session at that time and take the opportunity to test your equipment and assess your workflows under real conditions. 

After this first session you should gauge whether your estimate of the number of postal vote opening sessions required is sufficient or whether you need to revise it. 

Nothing prevents the opening of postal votes being carried out on a Saturday, Sunday or bank holiday, and indeed you may wish to consider doing so, particularly if additional postal vote opening sessions are found to be required. 

You must give each individual and party list candidate and the election agent for each party standing at least 48 hours’ notice, in writing, of the time(s) and location(s) of each opening session and of the maximum number of postal voting agents that may be appointed to attend the opening of postal votes.1  

Who can attend the opening of postal votes?

The following people are entitled to attend the opening of postal votes:2

• You and your staff
• Party list candidates and Individual candidates
• An individual candidates election agent or a person appointed by the individual candidate to attend in the election agents place
• A party list election agent or a person appointed by the Nominating Officer to attend in the election agents place
• Postal voting agents 
• Commission representatives
• Accredited observers

The postal vote opening process should be transparent and ensure all those entitled to attend are able to clearly view the whole process. You could hand out copies of your layout plan to assist those present to follow what is happening where and when.   

You should provide anyone attending the postal vote opening with information on the processes you are going to follow. This can be a verbal explanation or through the provision of written guidance notes. 

You should also inform candidates, election agents and postal voting agents of the process to be followed should they wish to object to the rejection of a postal voting statement. For more information see our guidance on checking personal identifiers. 

Everyone attending a postal vote opening session, including your staff must:

• be provided with a copy of the relevant secrecy requirements3
• maintain the secrecy of voting

You can find the postal voting secrecy requirements in the absent voting section of our resources page.

You must take proper precautions for preventing any person from seeing the votes made on the ballot papers. Throughout the opening sessions you must keep the ballot papers face down.4 There may be occasions when the front of a ballot paper becomes visible. It is an offence for anyone to:

• attempt to ascertain the candidate or the party for whom any vote is given on any particular ballot paper 
• communicate any such information obtained at those proceedings5

Equipment 

You should also consider what other equipment you will require at the opening of postal votes, and ensure that it is in place and tested in advance. This should include:

• scanners
• extension leads
• printer
• projector and screen
• laptops and/or computers
• rejected stamp and pad
• assorted stationery