Guidance for Returning Officers administering Local Government Elections in England

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If the ballot paper account does not reconcile

If a ballot paper account does not reconcile, you should undertake the procedure as outlined in the following table and document the outcome on the verification statement:

Step Action to take
Preliminary checks
  • Make a full check of the arithmetic on the ballot paper account and the number of unused ballot papers 
  • Check the other packets of returned materials and any polling station logbook to try to identify any reason for missing or additional ballot papers
  • Ensure that returned postal ballots have not been added to the number of votes cast in the polling station
  • You should consider contacting the Presiding Officer to ask them to try to explain any discrepancies 
Check number of ballot boxes issued
  • Check the record of issued ballot boxes to see if more than one ballot box was issued to the polling station and ensure that all boxes allocated to the station are opened and accounted for
Check for compensating errors
  • Check the ballot boxes for all polling stations within the same polling place
  • The verification of the ballot paper accounts for the other polling stations within that location may indicate a compensating error due to electors placing their ballot paper in the ‘wrong’ box or in a box from the wrong polling station 
  • If the compensating errors all balance, the verification can be deemed to have been successful 
Recount the ballot papers
  • If the ballot box is from a single polling station or if there is no compensating error in the figures from the other polling station(s) in that polling place, recount the ballot papers in the box at least twice or until the same figure is achieved on two consecutive occasions
Re-verify the totals
  • If, after following the procedures outlined above, any discrepancy still remains, use the number of ballot papers counted and recounted by the count staff as the verified figure and make an appropriate note on the ballot paper account
Confirm any variance on your records 
  • Add the verified total and the variance between that and the number on the ballot paper account to the statement as to the result of the verification, if possible with an explanation of why that variance has occurred, and discuss this with any agents and observers present

We have produced a check list for the steps to take when dealing with ballot box variances. 

Checklist when dealing with ballot box variances (DOCX)

Check the ballot boxes for all election types for all polling stations within the same polling place. The verification of the ballot paper accounts for the other polling stations within that location may indicate a compensating error due to electors placing their ballot paper in the wrong box or in a box from the wrong polling station.

If the compensating errors all balance, the verification can be deemed to have been successful. Wherever possible you should verify all of the boxes from the same polling place location simultaneously at adjacent tables, or one immediately after the other. 

Last updated: 4 November 2022