Returning Officer's Manual
Chapter 20 – Candidate and Political Party Materials
This Chapter contains the lists, checklists, forms and other documents you are to use when working with candidates and political parties.
- 20.1 Pre-writ Consultation with Political Parties
- 20.2 Invitation Letter – Pre-writ Consultation with Political Parties (sample)
- 20.3 Agenda – Pre-writ Consultation with Political Parties (sample)
- 20.4 Follow-up Report – Pre-writ Consultation with Political Parties
- 20.5 Summary – Pre-writ Consultation with Political Parties
- 20.6 Nomination of Candidates: Preliminary Verification Checklist
- 20.7 Nomination of Candidates: Detailed Verification Checklist
- 20.8 List of Candidates Verification Report Checklist
- 20.9 Materials to Provide to Confirmed Candidates
- 20.10 Distribution of the Multimedia Kit and Official Tax Receipts to Confirmed Candidates Checklist
- 20.11 Liaison with Political Parties and Candidates – Joint Meeting
- 20.12 Invitation Letter – Joint Meeting of Political Parties and Candidates (sample)
- 20.13 Agenda – Joint Meeting of Political Parties and Candidates (sample)
- 20.14 Follow-up Report – Joint Meeting of Political Parties and Candidates
- 20.15 Summary – Joint Meeting of Political Parties and Candidates
- 20.16 Return of Official Tax Receipts Checklist
20.1 Pre-writ Consultation with Political Parties
Prior to the issue of the Writ of Election, Elections Canada (EC) will ask you, as the returning officer (RO), to hold an information session with political parties to update them on the following items:
- electoral district boundaries
- targeted revision areas/locations
- returning office
- overview of Bill C-23 changes to the voting process
- details of new initiatives, if applicable
Recruitment of election officials
- who is entitled to recommend revising agents, deputy returning officers, poll clerks and registration officers
- how you intend to resolve any lack of resources for these positions (e.g., contact the other parties, recruit your own sources)
- how you intend to recruit central poll supervisors, information officers, etc.
- how and when training will take place
- payment of election officials
- number of people needed
- deadline to receive names: now Day 24
How to file
- review nomination process and requirements
- provide copy of mandatory requirements (page 1)
- confirmation of candidates
Joint meeting of political parties and candidates
- tentative date
Remote polling stations
- discussion of issues, if applicable
- address any topics of discussion not mentioned above
20.2 Invitation Letter – Pre-writ Consultation with Political Parties (sample)
Designation Name Surname
Name of political party
Subject: Pre-writ consultation with political parties by the returning officer
Dear [Designation Surname]:
I would like to take this opportunity to introduce myself as the ["newly appointed" or " re-appointed "] returning officer for the federal electoral district of [name of ED] ([ED number]). My goal is to ensure an optimal degree of preparedness for the upcoming election. The close cooperation of the local representatives of political parties is one of many key factors that contribute to a successful election.
I would therefore like to invite you, along with the representatives of all parties, to take part in an information session on the following topics:
- discussion of the pre-event work that has been done to prepare for the next general election
- introduction of new initiatives
- the process of recruiting revising agents, deputy returning officers, poll clerks and registration officers, including the collection of their contact information
- filing of nomination papers
- joint candidates' meeting
- remote polling stations, if applicable
- comments and suggestions
This session will be held on [Date] at [Name of Place], [Address of Place]. The meeting will start at [Time] and is expected to end at [Time]. I invite you to bring along any information you have gathered on behalf of your party since the last general election to include in our discussions. Please confirm your attendance with me no later than [one week before the meeting] at the following phone number: [Your phone number] or by email at [Email Address].
Thank you for your cooperation. I look forward to meeting you soon.
Your name and surname
Returning officer for [your ED name]
20.3 Agenda – Pre-writ Consultation with Political Parties (sample)
Pre-writ consultation with political parties by the returning officer for "name of ED" ("ED number")
Table 20a: Agenda - Pre-writ Consultation with Political Parties (sample)
Meeting date and time:
" Month day, year " at " time " a.m. or p.m.
Room name and number
|9:00||Welcoming remarks and overview of meeting objectives|
|9:20||Round table – presentation of participants|
|9:40||Overview of pre-event assignments|
|10:00||Overview of new initiatives|
|10:20||Joint meeting of political parties and candidates|
|11:00||Discussion on the recruitment of election officials and timelines|
|11:20||Discussion on the filing of nomination papers|
|11:40||Discussion on remote polls, if applicable|
|12:00||Other comments and suggestions|
20.4 Follow-up Report – Pre-writ Consultation with Political Parties
20.5 Summary – Pre-writ Consultation with Political Parties
20.6 Nomination of Candidates: Preliminary Verification Checklist
Photocopy and complete one checklist for each candidate filing a Nomination Paper (EC 20010), in the presence of the witness to the consent.
Candidate's political affiliation:
- Check the eligibility of the potential candidate
Check that the potential candidate is eligible to run as a candidate or that the name does not appear on the list of ineligible persons sent to you by Elections Canada (if any).
If the candidate is ineligible to run as a candidate (see Ineligibility of Candidates at Section 9.1.4), advise the witness to the consent and ask the witness to pursue it with the potential candidate.
If the name of the candidate appears on the list provided by Elections Canada, follow the instructions given in the memorandum attached to the list of ineligible persons.
- Check the nomination paper (review instructions on pages 3 and 4)
The nomination paper must contain all the required information before you can accept the nomination of a candidate.
s. 66, ss. 67(4)
Check the following items:
Page 1: DETAILS CONCERNING THE CANDIDATE, THE OFFICIAL AGENT AND THE AUDITOR
- The name of the potential candidate is in the SAME form in every mention in the paper; ensure that the candidate is aware that the name will appear on the ballot paper exactly as it appears in the paper, since you cannot make any changes to this information.
ss. 66(2)-(4), 117(1)
- If there is any hesitation on the part of the witness, ask the witness to confirm with the candidate and advise the candidate that any change to the name must be made in writing before 5:00 p.m. on Day 21.
- All of the requested information for the candidate is provided, or "n/a" is inserted in any box that does not apply. Should any necessary information be missing (such as a postal code), ask the person filing the nomination paper to obtain it from the candidate immediately.
- The "Date of Birth" box is optional.
- Check the list of registered parties that EC has provided to you.
"Political Affiliation": if the party mentioned in the nomination paper is not an eligible or registered party (a party is registered under the Canada Elections Act if it succeeds in endorsing one or more confirmed candidates in a general election or a by-election after it has become eligible for registration), or if the candidate does not wish to have the word "independent" written on the ballot paper, then the "political affiliation" box on page 1 should be left blank.
- All of the required information for the official agent is provided (including postal codes), or "n/a" is inserted in any box that does not apply. Should any necessary information be missing, (such as a postal code), ask the person filing the nomination paper to obtain it from the candidate immediately.
- All of the required information for the auditor is provided (including postal codes), or "n/a" is inserted in any box that does not apply.
- If the candidate does not wish the information collected on page 1 of the nomination paper to be shared with the House of Commons, they must tick the box at the bottom of page 1 and initial next to it.
Page 5: CANDIDATE'S CONSENT TO NOMINATION AND DESIGNATION OF OFFICIAL AGENT AND AUDITOR
- The person who signs as witness to the oath and consent of the nominated candidate on page 5 must do so when the candidate is sworn in. This cannot be done in the absence of the candidate.
par. 66(1)(b) and (c)
- Your signature is needed on this declaration only when the candidate is present. If the candidate is not present, the oath must have been signed and sworn by the candidate before a person who is authorized to administer oaths under the Canada Elections Act (such as a Commissioner for taking affidavits) at the time the candidate took the oath.
Page 6: DECLARATION OF THE OFFICIAL AGENT
- Check whether the declaration of the official agent has been properly signed and dated.
Page 7: OATH OF WITNESS TO CONSENT OF CANDIDATE (Does not have to be completed when the nomination paper is sent electronically)
- Ask the person who signed as witness to the oath and consent of the nominated candidate on page 5 to sign, in your presence, the oath on page 7.
par 66(1)(b), ss. 67(3)
- Ensure that the name and address of the witness as well as the name of the ED are provided.
- You must then sign and date this oath.
- Draw the attention of the witness to the paragraph in which the person declares having used due diligence to ensure that the signatures on the nomination paper were all made by electors residing in the ED in question.
Pages 13 to 28: ELECTORS CONSENTING TO CANDIDACY
- The required number of signatures of electors consenting to the candidacy is provided.
par. 66(1)(e) and (f)
- If some of the names and addresses are not legible, ask the witness to provide you with legible information concerning these electors.
- If the name, full address or signature fields are not completed, you may reject those names. Please note that completing the "sex" column is optional.
- The witness to the signatures has completed the bottom of each page of signatures, and has inserted their initials beside the name of each elector.
- Note: If you receive an electronic copy of the nomination paper and supporting documents, ensure that the original is provided to you before 2:00 p.m. on Day 19. If you do not receive it by that deadline, call the Electoral Coordination Help Desk for instructions.
Request the following documents:
- Letter of acceptance of auditor.
- An endorsement letter from a political party (not required for independent candidates or for candidates with no party affiliation).
Note: This letter must be signed by the person or persons authorized by the political party to endorse prospective candidates.
Page 9 RECEIPT FOR NOMINATION PAPER AND FOR DEPOSIT
Accepting the deposit:
Complete the top and bottom of page 9 and sign at the bottom. Detach and issue the bottom portion to the person submitting the deposit of $1,000 and the nomination paper with supporting documents.
- The deposit of $1,000 must be in legal tender, by money order or by cheque. Legal tender means, generally, paper money issued by the Bank of Canada, but may also contain coins. The decision as to the limit of coins the deposit may contain is left to you, but you are not compelled to accept a deposit that contains more than the following amount in coins:
- $40 in toonies
- $25 in loonies
- $10 in quarters and/or dimes
- $5 in nickels and
- 25 cents in pennies.
- Advise the witness that you will conduct a detailed verification of the nomination documents within the next 48 hours and will provide a written confirmation or refusal (page 11 of the nomination paper) of the candidate's nomination once you have completed the verification. ss. 71(1)
- If you refuse the nomination, the candidate may submit a new nomination paper no later than 2:00 p.m. at the close of nomination (Day 21). You will then conduct a second verification and will again issue a written confirmation or refusal. As long as the deadline has not passed, the candidate can keep modifying the nomination paper or replace it with another nomination paper until all of the requirements are met.
Each time a nomination paper is received, immediately scan and send a copy of the following to EC using the online form in your public folders (Quality Control – Uploads, 02 – Nomination Paper Pages 1 & 9):
- Page 1 – DETAILS CONCERNING THE CANDIDATE, THE OFFICIAL AGENT AND THE AUDITOR
- Page 9 – RECEIPT FOR NOMINATION PAPER AND FOR DEPOSIT
- If a deposit is made by cheque or money order payable to the Receiver General for Canada, forward the cheque or money order to Field Finance.
- If a deposit is made by cheque or money order payable to you or in cash, deposit this cheque, money order or cash in your account, write a cheque payable to the Receiver General for Canada and forward it to Field Finance.
- Enclose Candidate's Deposit Transmittal (EC 10330) with the cheque or money order.
20.7 Nomination of Candidates: Detailed Verification Checklist
Photocopy one checklist for each Nomination Paper (EC 20010) to be verified. You have 48 hours from the time the nomination paper is filed to conclude this verification.
Candidate's political affiliation:
Date and time verification undertaken:
Date and time verification completed:
Instructions to returning officers
Follow sections 1 to 5 below very carefully. You have 48 hours from the time the nomination paper is filed to complete this detailed verification. Check each confirmation box on the side of this checklist as you go along as soon as any criterion is satisfied. If a nomination does not meet any of the criteria set out in these steps, do not tick the confirmation box. You may have to refuse the nomination, once you have received approval from the Electoral Coordination Help Desk, because of the missing criteria. Advise the candidate by following the instructions in section 4 below.
In verifying the names of electors consenting to the candidate's nomination, use your judgment in accepting names that may be incomplete or similar to other names. If you are satisfied that the elector is the same person as on a list of electors (e.g., Joe instead of Joseph, or L.P. Smith instead of Lucy Patricia Smith), accept the name.
Inform all potential candidates regularly of the progress made in verifying their nomination paper. Candidates should be given every possible opportunity to correct their nomination paper by 2:00 p.m. on Day 21, including adding the names of other electors consenting to their nominations.
Section 1: Verify the name of the candidate in accordance with subsections 66(2) and (3) of the Canada Elections Act
- Ensure that the name does not include any title, degree or other prefix or suffix.
- If the candidate is using a nickname, check that:
- the candidate is publicly known by that nickname in the ED (if necessary, ask for documentary proof);
- the nickname of the candidate cannot be confused with the name of a political party;
- the nickname of the candidate is not enclosed in brackets or quotes;
- the candidate is not using one or more given names along with the nickname;
- the nickname may be accompanied by the initial(s) of the candidate's given name;
- the candidate is using a normal abbreviation of his or her given name (see examples on page 3 of the nomination paper);
- the nickname of the candidate is not offensive or vulgar (if necessary, call the Electoral Coordination Help Desk for guidance).
Section 2: Verify the occupation of the candidate
Check that the candidate's occupation is not a title, such as "Member of Parliament". The candidate may use "parliamentarian" instead. If you are unsure whether the occupation provided is acceptable, call the Electoral Coordination Help Desk for guidance.
par. 66(1)(a)(i) and (2)(d)
Section 3: Verify that the electors, who signed pages 13 to 28, consenting to the candidacy, reside in the ED. URGENT.
- To verify this information, proceed in the following manner until you have confirmed that 100 electors signed the nomination paper (or 50 in Schedule 3 EDs). Throughout this process, keep clear notes beside each name for future reference (i.e., not on list, name not legible, address not in ED). If you do not find the required number of electors in the first step, continue to the next step, and so on, until you reach the required number or until the 48 hours have elapsed.
Photocopy pages 13 to 28 of the nomination paper to use as your worksheet. To each page, add a Verification Source List (EC 20009) and verify each name as follows:
- Step 1:
Using the alpha list of electors or the REVISE system, search for each elector to confirm residence in the ED and tick the box Source 1 on Verification Source List (EC 20009).
If fewer than 100 qualified electors have been identified, proceed to Step 2.
- Step 2:
If an elector is not on the list, use the REVISE system (perform an address search) or the poll key to check that the address provided by the elector is within your ED. If the address is within the ED, accept the name and tick the box under Source 2 on Verification Source List (EC 20009).
If fewer than 100 qualified electors have been identified, proceed to Step 3.
- Step 3:
If the address is not found in the poll key, check if the address is a new development where the street does not appear in the poll key. If you can certify, through other sources, that the address is in the ED, accept the name. You may use the ED maps provided to you.
If fewer than 100 qualified electors have been identified, proceed to Step 4.
- Step 4:
At this stage, if you still cannot confirm 100 electors, advise the candidate immediately. If you cannot reach the candidate by every means at your disposal, call the witness to the consent or the official agent. Once this is done, inform the Electoral Coordination Help Desk of the situation.
If the candidate is unable to correct the nomination paper or submit a new one that meets the legislative requirements by the close of nominations (2 p.m. on Day 21), you may have to refuse the nomination. Before refusing a nomination, you must call the Electoral Coordination Help Desk to obtain guidance. Specify that the reason for your call is the refusal of a candidate's nomination.
Section 4: Complete the Notice of Confirmation or Refusal of the Nomination. Refer to the Nomination Paper, page 11.
- Enter the name of your ED and the name of the candidate and political affiliation, if any.
- Check the appropriate box, depending on whether you can accept or refuse the nomination.
- If you accept the nomination,
- check the appropriate box, then sign, date and enter the time of acceptance on page 11
- immediately advise the candidate or the official agent by telephone: scan and email or fax page 11 to the candidate, or let the candidate know that it may be picked up at your office
- immediately scan and send page 11 to EC using the online form in your public folders (Quality Control – Uploads, 03 – Nomination Paper Page 11)
- keep a copy of page 11 for your files
- If you refuse the nomination, after consultation with the Electoral Coordination Help Desk, proceed with the following:
- check the appropriate box and indicate below the reason(s) why the nomination must be refused
- sign, date and enter the time of the refusal on page 11
- call the candidate or the official agent and provide the results of your verification. Arrange to meet with the candidate, the official agent or a representative of the candidate to return all nomination documents
- explain to the person that a corrected or new nomination paper may be submitted at any time before the close of nominations (2:00 p.m. on Day 21)
- scan and send page 11 to EC using the online form in your public folders
- keep a copy of the nomination paper for your files
- Whether you confirm or refuse the nomination, immediately scan and send a signed copy of page 11 to EC using the online form.
- Remember to keep a copy of page 11 for your files.
Note: After Day 19, EC will return the deposit of any candidate whose nomination is refused.
Section 5: Repeat the verification process for any corrected or replaced nomination paper that a candidate provides before 2:00 p.m. on Day 21.
ss. 71(2) and (3)
- Use photocopies of page 11 from a blank nomination paper for the subsequent verifications for a particular candidate, if the same nomination paper is used.
- Remember to scan and send a signed copy of any page 11 that is completed to EC using the online form.
20.8 List of Candidates Verification Report Checklist
- EC produces List of Candidates Verification Report, listing all confirmed candidates exactly as they will appear on the ballot, and sends it to RO (Day 19, after 2:00 p.m.).
- Locate List of Candidates Verification Report, prepared by EC, in the public folder named RO – DS Documents, [provincial subfolder] [ED number].
- Check that the ED name and number are correct. If there is a mistake, call the Electoral Coordination Help Desk.
- Save a copy of the report on your computer in your My Documents folder.
- Print a copy of the report.
- RO verifies each candidate's name, party affiliation and gender.
- Name is spelled EXACTLY as it appears in Part 1 of the nomination paper.
- Surname is in UPPERCASE letters and given name is in lowercase letters.
- Accents, special upper and lowercase letters, and spaces in the name are correct (e.g. Di TOMÈSO).
- Superscript or subscript letters are correct (e.g. MacNALLY or McNALLY).
- The party affiliation of the candidate is correct and in both official languages, if applicable.
- The name and status of the political party has been verified against the final
List of Political Parties sent from EC to the RO.
- Candidate's gender is indicated.
- Candidates' surnames are in strict alphabetical order.
- RO finds errors in the report.
- All errors are corrected directly on the report.
- A missing candidate's name or information is added directly on the report.
- Scan and send pages 1, 9 and 11 of the Nomination Paper for any missing candidates to EC using the appropriate online forms in your public folders.
- Any candidate's requests for changes (5:00 p.m. Day 21) are corrected directly on the report.
- Scan and send to EC all documentation concerning a candidate's requests for changes.
- After corrections are made, approve and sign beside each candidate's name.
- Fill in the total number of confirmed candidates.
- Sign and certify at the bottom of the report.
- Scan and send the report to EC.
- Wait for EC to email the revised report with your corrections and then repeat the above steps until the report is error free.
- RO finds no errors in the report.
- Sign or initial beside each candidate's name, fill in the total number of candidates confirmed, sign the bottom of the form, and scan and send it to EC.
- Wait for EC to provide camera-ready files by email (to your RO email account) by Day 18.
20.9 Materials to Provide to Confirmed Candidates
Multimedia Kits (K.00003-C) are given to confirmed candidates. Other documents are given on request. Inform confirmed candidates which documents are available.
Once confirmed, a candidate may receive the following documents:
- A copy of the Canada Elections Act, in both official languages. Note: an electronic version is available on the Department of Justice website at
- Give to either the candidate or the official agent, and to no one else, the Multimedia Kit for Federal Political Entities (K.00003-C).
Each candidate or the official agent is entitled to receive official receipts for contributions. Official receipts are available electronically through Electronic Financial Return (EFR), or in hard copy in packages of 50, by request to EC by the candidate or official agent.
- A sufficient quantity of these documents:
- Authorization of a Candidate's Representative (EC 20020) for appointing representatives at polling stations throughout the ED
- Guidelines for Candidates' Representatives (EC 20045), detailing the rights and responsibilities of representatives
- SVR Authorization Form of a Candidate Representative (EC 78057) for appointing representatives at the special ballot coordinator (SBC) office and at the counting of the special ballots in the office
- SVR Guidelines for Candidates' Representatives (EC 78058), detailing rights and responsibilities of representatives observing the Special Voting Rules (SVR) registration and voting processes (in the SBC office) and during the counting of the special ballots in the RO office
- If necessary, copies of the job descriptions of deputy returning officers (DROs), poll clerks and registration officers
- Not earlier than Day 31, up to 10 copies of the poll key from REVISE
- A set of polling division maps (one paper copy and one electronic version on a CD) to each candidate (additional copies on request only)
- Up to five copies (of each size) of Returning Officer's Aide-Mémoire
- one copy (paper and USB key) of
- Preliminary List of Electors
- Day 19 Lists of Electors (on USB key)
- Revised List of Electors
- Official List of Electors
(up to four additional paper copies may be provided upon request)
- list of DROs and poll clerks for election day
- one copy (paper and USB key) of
- Refer the confirmed candidate to the EC website to consult the different manuals EC produces.
20.10 Distribution of the Multimedia Kit and Official Tax Receipts to Confirmed Candidates Checklist
- Meet with each confirmed candidate/official agent to distribute one Multimedia Kit for Federal Political Entities (sent in a separate shipment) and explain the contents of the kit.
- Inform the candidate/official agent of the option to print official tax receipts for eligible contributions from the EFR software included in the Multimedia Kit on the USB key.
- If the candidate/official agent prefers to use hard copy of official tax receipts, you may direct them to EC, where they may obtain blocks of 50 blank receipts (EC 20060) by sending an email to ROFP-ORPF@elections.ca.
20.11 Liaison with Political Parties and Candidates – Joint Meeting
At the latest, on Day 17
Hold a joint meeting of political parties, confirmed candidates and their representatives to update them on the following items:
- a report for each participant, listing all polling locations to be used
- pertinent maps to help locate polling divisions
Rules governing special voting rules (voting by special ballot)
- who can vote by special ballot
- role of the special ballot coordinator
- voting under Special Voting Rules may not be suitable for electors who would otherwise benefit from an onsite voting process, such as a mobile poll
- residency rules
- deadline for registration
- deadline for voting
- special ballot voting process (envelope system and secrecy of vote)
- special ballot voting kits must not be provided to third parties
- candidates must give advance notice if they expect to accompany large groups of electors to register to vote in the RO office
- who conducts the count of the votes of local electors
- who conducts the count of the votes of national electors
- guidelines for candidate representatives at the special ballot coordinator (SBC) office
- hospital initiative (where applicable)
- duration of the revision period
- information on the quality of Preliminary Lists of Electors
- appointment of revising agents
- duties of revising agents
- issue of voter information cards
- link to EC advertising campaign
- revision process (general)
- distribution of lists of electors to candidates (when, how, how many)
- Targeted revision
- locations identified
Candidates' representatives at polling stations and RO office
- Guidelines for Candidates' Representatives (EC 20045)
- Authorization of a Candidate's Representative (EC 20020 and EC 78057)
- number of representatives allowed at advance, ordinary and mobile polls, at registration desks and at SVR desk in the RO office
- layout of polling stations
- format of the lists of electors for candidates' representatives
- Statement of the Electors Who Voted at the Advance Poll (EC 50109) – new procedures
- Statement of the Electors Who Voted on Polling Day (EC 50111) – change in procedures
- candidates visiting polling stations
- how questions or complaints will be handled
Documentation for candidates
- the lists of electors
- the notices (Notice of Election, Notice of Grant of a Poll, Notice of Advance Poll, and Notice of Mobile Poll)
- list of polling sites
- list of poll officials (DROs and poll clerks)
Registration process at the polls
- advance polls
- mobile polls
- ordinary polls
The procedure to follow on advance poll days and on election day
- the voting process
- the role of central poll supervisors and information officers
- the role of the designated election official responsible for the accessibility verification and reporting process at the polling place
- any security questions
- the name of a resource person for election day, for each candidate, who can resolve any problems that might arise at polling places
- format of lists of electors for DROs
- format of lists of electors for candidates' representatives
Posting or displaying partisan materials
- partisan materials in, or on the exterior of, a polling place is prohibited
- use of any emblem, flag, banner or other partisan item in a polling place is prohibited
- leases used for renting space for polling stations contain a clause that allows the RO or staff to remove partisan materials on the leased premises
- exception: a representative of a candidate in a polling station may, in the manner authorized by the CEO, wear a badge identifying his function and the name of the political party listed on the ballot under the name of the candidate
- blackout period
The results on election night
- the procedure for publishing the results on election night
The validation of results
- date and time (as indicated in Notice of Election)
- presence of candidates' representatives at the validation
Answer possible questions concerning
- your office (e.g., office hours, roles, contact person)
- identification of a contact person for each party
- process for contacting your office
- your availability during the election period
- availability of EC's Candidate and Political Parties Support Line during the election period
- any other topic of discussion
20.12 Invitation Letter – Joint Meeting of Political Parties and Candidates (sample)
Designation Name Surname
Name of political party
Subject: Joint meeting of political parties and candidates/representatives convened by the returning officer for [name of ED] ([ED number])
Dear [Designation Surname]:
I wish to invite you to a meeting for the political parties, their confirmed candidates and their representatives to allow me, as returning officer for your electoral district, to provide an update on various issues concerning the current election.
The following topics will be discussed:
- polling places
- Special Voting Rules
- revision of lists of electors
- appointment of election officials
- new procedures (Bill C-23)
- candidates' representatives
- Authorization of a Candidate's Representative (EC 20020 and EC 78057)
- documentation for candidates
- registrations at polling stations
- advance poll and election day process
- posting or displaying partisan material
- procedures for publication of results on election night
- validation of results
- There are limits to what you can give (EC 90117) – information at www.elections.ca
- other business
Your participation will help to ensure the smooth conduct of the election. The meeting will be held on [date] at [name of place], [address of place]. Please refer to the attached agenda and confirm your attendance with me no later than [one week before the meeting] at the following phone number: [RO phone no.] or by email at [Email Address].
RO name and surname
Returning officer for [your ED name]
20.13 Agenda – Joint Meeting of Political Parties and Candidates (sample)
20.14 Follow-up Report – Joint Meeting of Political Parties and Candidates
Complete one form for each political party or candidate invited to participate.
20.15 Summary – Joint Meeting of Political Parties and Candidates
20.16 Return of Official Tax Receipts Checklist
The deadline for candidates/official agents to submit their official tax receipts to Elections Canada is a month after polling day.
- Remind the candidates/official agents who obtained hard-copy receipts (valid for income tax purposes) that the deadline to submit these to Elections Canada is a month after polling day.