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CLOSE OF VOTING
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Close of voting
At the close of voting, voting papers will be collected and returned to the Commission.  It is 
important that you are prepared so that votes are ready to be collected and returned as soon as 
possible.  
If you are a NZ Ministry of Foreign Affairs or NZ Trade and Enterprise office it is vital that you 
 
  
Wednesday (E-3): Start reconciliation process 
OVPs with a large number of voting papers to return, should start reconciling on Wednesday.  
Smaller OVPs can delay till Thursday or Friday.  
Thursday (E-2): Arrange pick up
The Commission has contracted DHL as the overseas courier responsible for delivering supplies and 
collecting votes.  You will be provided with a list of local DHL numbers prior to the close of voting.  
Ring your local DHL office, no later than Thursday 12 October, to arrange collection. Provide the 
following information when making your booking:
The Commission’s account number  
Airway bill number
find the number here
Pick up address
Your address
Note:   A cell phone number (if required) to access  
the building on arrival
Delivery address
Electoral Commission
TING
O
New Zealand
Contents
Electoral materials
SE OF V
The time for courier to come to collect
4.30pm (or no later than 5pm)
O
DHL has notified their branches to expect a call from you regarding the collection of voting papers. 
CL
Some may contact you before you contact them.  Please don’t worry, just confirm the information 
above as per normal.
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Friday 4pm: Close of voting
At 4pm you need to close down the OVP, complete the final day's reconciliation (OVP 5) and OVP 
6: Votes Returned by OVP. DHL will arrive around 4.30pm so you must be prepared! 
Ideally this process is completed by you with the assistance of an OIO.  If this is not possible, you 
can do this alone or get two OIO’s to complete the process.  
Ensure that all voting materials collected at the close of voting are kept within custody and sight 
of an electoral official at all times, until they are collected to be returned to the Commission.
NOTE: If you completed and returned a phased return, this process is the same. However you will 
complete the form sections marked "P2"
  PART 1: 
1
Complete OVP 5: ORO Daily Declaration Reconciliation Report for Friday
2
Transfer the expected totals below onto Form OVP 6: Votes Returned by OVP
•   Number of votes issued
•   Number of votes received
NOTE:  If using electronic forms you will need to check the calculated numbers match.  
Print the form if correct  - if not contact the OS team.
PART 2: 
1
Remove the voting papers from the ballot box
2
Sort into electorates and unknown (all postal votes will be marked as unknown if the 
electorate is not written on the envelope)
3
Bundle with rubber bands - by electorate.  You can bundle smaller electorates together 
but will need to note this on the top of the bundle.
4
Record the number of physical voting envelopes by electorate on page, with the number of 
unknown in the unknown box on OVP 6.
5
Complete totals on OVP 6.  Remember if using the electronic form this will complete for you.
 PART 3: 
6
Check the totals are the same on the following forms
•   ORO daily reconciliation report total received
•   Form OVP 6 total received box (top page)
•   Form OVP 6 number of votes returned
TING
O
 PART 4:
7
Scan OVP 5: ORO Daily Declaration Reconciliation Report and OVP 6: Votes Returned by 
Overseas Voting Place and email it to the Commission 
8
SE OF V
Place voting paper bundle, OVP 5 and Form OVP 6 into the DHL courier bag.
O
CL
All voting envelopes, OVP 5 and OVP 6 must be sent to the Commission on the same day that 
overseas voting ends. Their figures are used on election night in the Preliminary Count. 
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Part 1. Complete totals on OVP 5
1.  Complete end sections
OVP  DAILY DECLARATION RECONCILIATION
OVP 
5
OVP Location:
ORO Name: 
E85 Stock
# of Packs
Declarations
E88 Stock
# of Packs Declarations
E85 + E88 TOTAL
Intial Decs supplied  (packs of 20)
Intial Decs supplied  (packs of 10)
A
B
C
D
D
E85 OVERSEAS/REMOTE DECLARATIONS
NOTE: Colours reference totals from other forms
Day 10: Tell EC if additional supplies needed
PHASE 1 
PHASE 2 
PHASE 1
PHASE 2
TOTALS
TOTALS
Declaration Supplied
Day 1
Day 2
Day 3
Day 4
Day 5
Day 6
Day 7
Day 8
Day 9
Day 10
Day 11
Day 12
Day 13
Day 14
Day 15
Day 16
Day 17
Start of Day : In stock Decs
+ Additional Decs stock
Total E85 Decs In Stock
Form 3 and 4 Totals
IP: In Person Decs Issued
(A)
(A)
PV: Postal Decs Issued
(B)
(B)
SD: Spoilt Decs
RD: IP + PV + SD
Remaining Decs onsite
Total Declarations remaining
Physical Count of Decs
PV-R: Postal Decs Received
(C)
(C)
Physical Check
PV-R + IP In Person Decs Issued
(D)
(D)
Ballot Box Count
Key
Location
E85 TOTALS
PHASE 1
PHASE 2
IP:  Number of votes issued in person
OIO's OVP4: Daily Tally Sheet
E85  In Person Decs Issued (A)
PV: Number of postal votes issued
OIO's: OVP3: Postal Votes Issued and Requested
E85 Postal Decs Issued (B)
SD:  Number of spoilt declarations
OIO's OVP4: Daily Tally Sheet
E85 Postal Votes Received (C)
PV-R:  Number of postal votes received
OIO's OVP4: Daily Tally Sheet
E85 Total Votes Received (D)
RD:  Number of declarations remaining in the voting place
Subtract [IP + PV + SD] column from the number of the RD of the previous day
Transfer Totals to Form 6
E88 DEFENCE DECLARATIONS
NOTE: Colours reference totals from other forms
Day 10: Tell EC if additional supplies needed
PHASE 1 
PHASE 2 
PHASE 1
PHASE 2
TOTALS
TOTALS
Declaration Supplied
Day 1
Day 2
Day 3
Day 4
Day 5
Day 6
Day 7
Day 8
Day 9
Day 10
Day 11
Day 12
Day 13
Day 14
Day 15
Day 16
Day 17
Start of Day : In stock Decs
EPORT
+ Additional Decs stock
 R
Total E88 Decs In Stock
Form 3 and 4 Totals
IP: In Person Decs Issued
(A)
(A)
ATION
PV: Postal Decs Issued
(B)
(B)
SD: Spoilt Decs
NCIL
RD: IP + PV + SD
O
Remaining Decs onsite
EC
Total Declarations remaining
R
Physical Count of Decs
N
PV-R: Postal Decs Received
(C)
(C)
O
Physical Check
PV-R + IP In Person Decs Issued
(D)
(D)
Ballot Box Count
LARATI
Key
Location
E88 TOTALS
PHASE 1
PHASE 2
EC
IP:  Number of votes issued in person
OIO's OVP4: Daily Tally Sheet
E88  In Person Decs Issued (A)
D
PV: Number of postal votes issued
OIO's: OVP3: Postal Votes Issued and Requested
E88 Postal Decs Issued (B)
Y 
SD:  Number of spoilt declarations
OIO's OVP4: Daily Tally Sheet
E88 Postal Votes Received (C)
PV-R:  Number of postal votes received
OIO's OVP4: Daily Tally Sheet
AIL
RD:  Number of declarations remaining in the voting place
Subtract [IP + PV + SD] column from the number of the RD of the previous day
VP 5
E88 Total Votes Received (D)
O
Transfer Totals to Form 6
 D
O
R
Use Phase 1 and 2 Totals if Phase advised by EC. Email copy of form to EC AND include this form with the voting envelopes collected on FRIDAY at close of voting. 
O
2. Transfer to OVP 6
If your site does not require a Phase change use Phase 1 to check totals.
NOTE: Colour coded with A - D
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Part 2: Complete OVP 6
Transfer counts              
 
VOTES RETURNED BY OVERSEAS VOTING PLACE
from OVP 5
Name of OVP: 
OVP
NOTE:  ONLY Complete Phase 1 sections if EC advised.
6
 TRANSFER FROM Form 5a Totals:
TOTAL 
P1 + P2
P1
P2
P1
P2
E85 + E88
E85 IP Decs Issued (A)
E88 IP Decs Issued (A)
(A)
E85 Postal Decs Issued (B)
E88 Postal Decs Issued (B)
(B)
E85 Postal Votes Received (C)
E88 Postal Votes Received (C)
(C)
E85 Total Votes  Received (A+C)=D
E88 Total Votes Received (A+C)=D
(D)
Phase 1 E85  + E88 Total Received (P1 D)
Phase 2 E85  + E88 Total Received (P2 D)
Number of ALL Votes to be Returned to the Electoral Commission
PHASE 1
PHASE 2
TOTAL (P1 +P2)
Electorate Name
Votes 
EC ONLY difference + 
Votes 
EC ONLY difference + 
Votes 
EC ONLY difference + 
returned
or -
returned
or -
returned
or -
The numbers 
01   Auckland Central
02   Banks Peninsula
in boxes 
03   Bay of Plenty
04   Botany
05   Christchurch Central
(C) and (D) 
06   Christchurch East
07   Coromandel
should match 
08   Dunedin 
09   East Coast
10   East Coast Bays
11   Epsom
12   Hamilton East
13   Hamilton West
14  Hutt South
15   Ilam
16   Invercargill
18   Kaipara ki Mahurangi
19   Kelston
20   Mana
22   Manurewa
23   Maungakiekie
24   Mt Albert
25   Mt Roskill
26   Napier
27   Nelson
28   New Lynn
29   New Plymouth
30   North Shore
31   Northcote
32   Northland
35   Pakuranga
36   Palmerston North
38   Papakura
39   Port Waikato
40   Rangitata
41   Rangitῑkei
42   Remutaka
43   Rongotai
44   Rotorua
45   Selwyn
46   Southland
47   Taieri
48   Takanini
50   Taranaki-King Country
52   Tauranga
54   Tukituki
55   Upper Harbour
56   Waikato
57   Waimakariri
58   Wairarapa
G PLACE
59   Waitaki
60   Wellington Central
61   West Coast-Tasman
VOTIN
62   Whanganui
EAS 
65   Wigram
RS
66   Hauraki-Waikato
 OVE
Y
70   Te Tai Tokerau
71   Te Tai Tonga
ED B
72   Waiariki
Phase Total:
+
=
(P1 D)
(P2 D)
Number of votes RETURNED to the EC at close of voting:
TOTAL (D)
EC ONLY
VP 6
NOTE: The TOTAL  of (D) MUST be equal to the value of (D)on Form 5
Phase 1: Complete Phase 1 section, copy Totals A, B, C from Form 5.  Include copy of form with voting envolpes being Phased out.
O
Phase 2/Close of Voting: Complete Phase 2 section,  copy Totals A, B, C from Form 5. TOTALS D from Form 5 MUST match, contact EC if not
VOTES RETURN
Email to: EC 
 AND Include completed form with the voting envelopes collected on FRIDAY at close of voting.
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