During elections, Presiding Officers must properly arrange, pack, and submit election papers and polling materials after the close of the poll. One of the most important responsibilities is separating Statutory Covers and Non-Statutory Covers according to the prescribed election procedure.

The Handbook for Presiding Officers – Elections to Municipal Corporations (2026), where ballot boxes are used, issued by the Andhra Pradesh State Election Commission, explains the covers, their contents, and the packing procedure.

1. Statutory Covers – Green Colour Packet

The statutory covers packet must be GREEN in colour and labelled clearly as “STATUTORY COVERS.”

According to the Presiding Officers’ Handbook, this packet must contain seven sealed covers.

List of Seven Statutory Covers

1. Marked Copy of the Electoral Roll: The cover containing the marked copy of the electoral roll used during polling.
2. Signed but Unused Ballot Papers: The cover containing signed but unused ballot papers, along with their counterfoils.
3. Other Unused Ballot Papers: The cover containing other unused ballot papers with counterfoils.
4. Tendered Ballot Papers: The cover containing tendered ballot papers and the list in Form-XIX.
5. Ballot Papers Cancelled for Violation of Voting Procedure: The cover containing ballot papers cancelled because of violations of the prescribed voting procedure.
6. Other Cancelled Ballot Papers: The cover or covers containing other cancelled ballot papers.
7. Counterfoils of Used Ballot Papers: The cover containing counterfoils of used ballot papers, including those relating to tendered ballot papers.

Important: All seven statutory covers must be prepared and sealed. If a required statement or record is nil, the Handbook permits a slip stating “Statement or Record is Nil” to be placed in the relevant cover so that all seven covers are accounted for.

2. Non-Statutory Covers – Yellow Colour Packet

The non-statutory covers packet must be YELLOW in colour and labelled “NON-STATUTORY COVERS.”

This packet contains nine covers, as listed below.

List of Nine Non-Statutory Covers

1. Copies of the Electoral Roll: Copies of the electoral roll other than the marked copy.
2. Appointment Letters of Polling Agents: Covers containing appointment letters of polling agents.
3. Election Duty Certificates: Covers containing election duty certificates.
4. List of Challenged Votes: The sealed cover containing the list of challenged votes.
5. Blind and Infirm Electors: Covers containing the list of blind and infirm electors and declarations of their companions.
6. Declarations Regarding Age: The cover containing age declarations obtained from electors and the list of those electors.
7. Receipt Book and Cash for Challenged Votes: The cover containing the receipt book and any cash relating to challenged votes.
8. Unused and Damaged Paper Seals: The cover containing unused and damaged paper seals.
9. Other Papers: Any other papers that the Presiding Officer decides to keep in a sealed cover.

3. Difference Between Statutory and Non-Statutory Covers

Feature Statutory Covers Non-Statutory Covers Outer packet colour Green Yellow Number of covers Seven Nine Outer packet label STATUTORY COVERS NON-STATUTORY COVERS Main contents Specified ballot papers, electoral roll and related records Other electoral rolls, duty documents, declarations and supporting records Sealing procedure All seven covers must be sealed Generally need not be sealed, except the list of challenged votes cover as prescribed Submission Submit at the designated collection/reception centre Submit at the designated collection/reception centre

4. Other Election Material Packets

The Handbook also specifies additional packets for election materials:

Blue Packet

The BLUE packet contains six items:

1. Handbook for Presiding Officers.
2. Indelible ink set.
3. Self-inking pads.
4. Metal seal of the Presiding Officer.
5. Arrow cross-mark rubber stamp.
6. Distinguishing mark rubber stamp.

White Packet

The WHITE packet is used for other remaining items, if any, as specified in the Handbook.

Brown Covers – Important Records

The following records are kept separately in self-printed BROWN coloured covers:

• Ballot Paper Account.
• Declarations of the Presiding Officer.
• Paper Seal Account.
• Presiding Officer’s Diary.
• Visit Sheets.

These brown covers are submitted separately along with the sealed ballot boxes, as directed by the Handbook.

5. Important Sealing Instructions for Presiding Officers

Presiding Officers should follow the instructions in the official Handbook carefully.

• Prepare all seven statutory covers and seal each one.
• Place the seven sealed covers in the green packet labelled “STATUTORY COVERS.”
• Place the nine non-statutory covers in the yellow packet labelled “NON-STATUTORY COVERS.”
• The non-statutory covers generally need not be sealed, except the cover containing the list of challenged votes, which must be sealed as prescribed.
• Place the relevant covers and materials in their designated packets.
• Allow candidates, election agents, or polling agents to affix their seals on statutory covers as permitted by the Handbook.
• Submit all election records and materials at the designated collection or reception centre.
• Obtain a receipt for the materials handed over.

6. Quick Revision for Election Duty

Remember these important points:

• Green Packet – Statutory Covers – 7 Covers
• Yellow Packet – Non-Statutory Covers – 9 Covers
• Blue Packet – 6 Election Material Items
• White Packet – Other Remaining Items
• Brown Covers – Ballot Paper Account, Declarations, Paper Seal Account, Presiding Officer’s Diary and Visit Sheets

These points are useful for Presiding Officers, Assistant Presiding Officers, Polling Officers, and election personnel preparing for election duty.

Frequently Asked Questions

1. How many statutory covers are there?

There are seven statutory covers under the cited AP State Election Commission Handbook for municipal corporation elections where ballot boxes are used.

2. What is the colour of the statutory covers packet?

The statutory covers packet is green.

3. How many non-statutory covers are prescribed?

The Handbook specifies nine non-statutory covers.

4. What is the colour of the non-statutory covers packet?

The non-statutory covers packet is yellow.

5. Should all non-statutory covers be sealed?

Generally, they need not be sealed. However, the cover containing the list of challenged votes must be sealed as prescribed in the Handbook.

6. Where should election covers be submitted?

They should be handed over to the designated election collection or reception centre along with the other required election materials, following official instructions.

Conclusion

Correct identification, packing, sealing, and submission of statutory and non-statutory covers are essential duties of a Presiding Officer. Remembering the packet colours and the prescribed contents can help avoid mistakes while handing over election materials after polling.

Always refer to the latest official instructions issued by the Andhra Pradesh State Election Commission for the election in which you are serving.

Reference: Handbook for Presiding Officers – Elections to Municipal Corporations (2026), where ballot boxes are used, Chapter XXII, “Sealing of Election Papers,” particularly the sections on statutory and non-statutory covers.

Official Website: https://sec.ap.gov.in/SNS

Statutory Forms:

Municipal Corporation Forms

Municipalities & Nagara Panchayat Forms

Mandal & Zilla Parishad Election Forms

Grama Panchayats Election Forms

Non Statutory Forms

Municipal Corporation Forms

Municipalities & Nagara Panchayat Forms

Mandal & Zilla Parishad Election Forms

Grama Panchayats Election Forms

Statutory Covers & Non Statutory Covers

Municipal Corporation Forms

Municipalities & Nagara Panchayat Forms

Mandal & Zilla Parishad Election Forms

Grama Panchayats Election Forms

MPTC & ZPTC Pre Filled Forms

Disclaimer: This article is a study aid based on the cited Handbook. Follow the official election manual and instructions issued for your assigned election.