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Drafting voting instructions may seem straightforward until voting day arrives and the organizer’s inbox fills up with questions. This can lead to unintentional invalid votes, low participation, and an overload of last-minute queries.
In this post, you’ll learn how to write clear and effective voting instructions for any voting format, and we’ve included a ready-to-use template you can copy and adapt for your next meeting notice.
The 3 golden rules before drafting
- Apply the one-sentence rule: If you cannot explain what is being voted on in a single sentence, the question or proposal is poorly formulated.
- Avoid legal or technical jargon: Replace complex terms such as “quorum” or “challenging a resolution” with plain language.
- Keep the text easy to scan: Use bold text for key information, step-by-step instructions, and short sentences.
Step 1: Highlight the key information in the heading
The first thing voters should see is the overall framework of the vote. Do not hide the deadline or the document’s ultimate purpose.
The heading should always answer three questions:
- What's on the ballot.
- Who can vote.
- Voting deadline
Step 2: Explain the process in simple steps
- Before voting: What voters need to have at hand (ID card / NIE, credentials, or access code).
- During the vote: Explicitly explain the meaning of each option (YES, NO, Abstention, Blank vote, etc.).
- Confirmation: Explain that to confirm their vote has been recorded, voters must either place the ballot in the ballot box or, in the case of digital voting, receive a digital receipt.
Note for complex voting processes: If voters in your process do not have the same voting weight, consult our guide on how to organize a weighted voting process to adapt the instructions to this voting model.
Step 3: Adapt the message to the voting method (In-person vs. Digital)
- For in-person voting (printed ballot)
- Marking instructions: Tell voters whether they should mark their answer with an X, a circle, or write the name.
- Preventing invalid votes: Warn voters that any crossed-out answer, annotation, or additional mark will invalidate the vote.
- For digital (online) voting
- Authentication steps: Explain how to enter the username and credentials.
- Final verification: Remind voters to click the final “Vote” button to ensure their vote is recorded.
Example template: Voting instructions template
You can copy and adapt this text for your meeting invitation email or print it alongside the ballot.
VOTING INSTRUCTIONS: [Matter / Meeting notice name]
Voting period: From [Start date/time] to [Closing date/time].
Who can vote? [All shareholders / Owners / Members with voting rights].
Steps to cast your vote:
- Access the system: [Open the web link / Go to the polling station in Room X].
- Identify yourself: Use your [ID document / Username and password sent by email].
- Select your option:
- In favor (YES): You approve the proposal.
- Against (NO): You reject the proposal.
- Abstention / Blank vote: You take part in the vote but do not select any of the options.
- Confirm your vote: [Click “Submit vote” / Place the folded ballot in the ballot box].
Important: Once the vote has been cast, [it cannot be modified / the ballot must not contain any alterations].
Need help or have questions? Contact the secretariat at [Support email address] or by phone at [Support phone number].
Step 4: Support channels and issue resolution
Even when the instructions are presented in an easy-to-understand way, unexpected issues can still arise.
To resolve any issues that may arise, it is best to always provide a quick contact channel, specifying the support hours.
In any voting process, clarity is your best ally for saving time and avoiding unnecessary headaches. Every question you address in the instructions means one less query in your inbox.
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