Can this report be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, signer attribution, and reliable record retention are present. Check state exceptions for documents that must remain paper or require notarization.

Do I need a notary or witnesses?

Notarization and witness requirements depend on state law and document type. Many states do not require notarization for election result reports but some require official signatures or attestations. Consult your state election code or local clerk to confirm whether notarization or RON is required.

Is a RON acceptable for signing?

Remote online notarization is acceptable where state law permits RON and the notary follows identity proofing, audio-video recording, and record retention rules. Verify the state's RON statute and retention requirements; audio-video logs are commonly retained for five to ten years.

How long must I keep the report?

Retention varies: retain the certified report at least three years for general records and as long as seven years when supporting audits or legal disputes. If records contain health data, follow HIPAA's six-year retention requirement per 45 CFR §164.530(j).

What common errors should I avoid?

Avoid misreporting provisional or absentee totals, inconsistent numeric formats, missing certification signatures or dates, and omitting audit attachments. Verify name spellings, use MM/DD/YYYY dates, and confirm file integrity and audit logs before publishing to reduce legal and procedural challenges.

How can I submit the report electronically?

Submit via a secure eSignature platform supporting audit trails and export to PDF/A. Configure recipient routing, authentication levels, and archival settings. If required, attach notarization evidence or RON certificates. Retain a signed copy and an auditable certificate of completion.

Electronic Signature
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Election Voting Results Report

Election Voting Results Report

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Election Voting Results Report

Administrative Information

Jurisdiction

Report ID: Election Type: Election Date:

Precinct / Reporting Unit: Polling Place Address:

Reporting Official

Recitals

WHEREAS, an election was conducted within the above-named jurisdiction on the election date stated above for the purpose of filling listed offices and deciding listed measures; and

WHEREAS, the reporting official identified herein is authorized by local election rules to prepare and submit an official precinct-level report of ballots received and tabulated for the election; and

WHEREAS, this report constitutes the official statement of votes as tabulated at the precinct or reporting unit and includes counts for regular, provisional, absentee, and early ballots as required by applicable election procedures.

Official Results Summary

Provide the vote totals for each candidate or measure as tabulated at this reporting unit. Enter numeric totals only; attach additional pages if necessary.

Candidate or Measure

Votes

Additional candidates/measures

Ballot Totals and Reconciliation

Total Ballots Issued: Total Ballots Cast:

Early / Absentee Ballots Counted: Provisional Ballots Counted:

Spoiled / Invalid Ballots: Ballots Tallied (sum of valid votes):

Chain of Custody and Transmission

Were all ballot containers sealed and labeled in accordance with procedure? Yes No

Custody Log (name and time each transfer)

Contests, Recounts, and Notes

Is a recount or contest pending for this reporting unit? Yes No

Notes and Irregularities

Attachments

Attach the following items where applicable: ballot reconciliation sheet, sealed custody logs, provisional ballot lists, paper audit trail printouts. Indicate attachments below.

Attachments Included

Certification

I certify under penalty of perjury under the laws applicable to this jurisdiction that the statements contained in this report and the attached documentation are true and correct to the best of my knowledge, that the vote counts shown accurately reflect the totals tabulated at this precinct or reporting unit, and that custody and transmission of all election materials have been conducted in accordance with applicable procedures.

Reporting Official Printed Name: Title / Role:

Signature: Date Signed:

Receiving Official (central office) Printed Name: Title / Role:

Reporting Official:

By:

Date:

Receiving Official:

By:

Date:

What the Election Voting Results Report Is

The Election Voting Results Report is a formal document that records vote totals, precinct-level returns, absentee and provisional ballot counts, and certification statements following an election. It consolidates raw tallies into a standardized format for local election officials, board members, and public records. Typical contents include candidate vote totals, referendum outcomes, ballot spoilage reasons, chain-of-custody notes, and signatures of certifying officers. The report serves as the official record for certification, audit, and public disclosure and supports recounts, post-election audits, and compliance with state election statutes and reporting requirements.

Why a Clear, Auditable Report Matters

An Election Voting Results Report provides transparency, establishes the official outcome, and creates an auditable record for certification and legal purposes. When delivered electronically it must meet ESIGN (15 U.S.C. ch. 96) and applicable state UETA requirements to ensure admissibility.

Who Prepares and Relies on These Reports

Local election officials, county clerks, and certification boards typically prepare and distribute Election Voting Results Reports after canvass meetings.

County election administrators responsible for compiling precinct tallies and completing official certification documents.
State election offices aggregating jurisdictional results for statewide certification and reporting.
Candidates, political parties, and media use reports for outcome confirmation and transparency.

Voters, researchers, and oversight bodies may rely on these reports for audits, FOIA requests, and to verify procedural compliance.

Core Elements to Include in the Report

A professional Election Voting Results Report clearly separates summary totals, precinct breakdowns, provisional counts, certification statements, and appendices for audit and public inspection.

Summary Totals

Provide overall vote counts by candidate or measure, total ballots cast, undervotes, and overvotes. Include percentage shares and comparisons to previous comparable elections where available for context.

Precinct Breakdown

List votes per precinct or reporting unit, including polling place identifiers, early voting tallies, and absentee returns. Flag precincts with discrepancies or large baseline deviations for review.

Provisional & Absentee

Document provisional ballots issued and adjudicated results, provide absentee ballot processing status, and record chain-of-custody for ballots received after Election Day or requiring additional verification steps.

Certification Block

Include a formal certification section with names, titles, printed names, dates, and signatures of certifying officials. Record the certification date and reference to the governing statute used for certification.

Appendices

Attach ballot images, reconciliation spreadsheets, audit logs, chain-of-custody forms, correspondence about provisional ballots, and any post-election audit findings to support transparency and future reviews procedures.

Metadata

Record file metadata including report version, electronic signatures audit trail, file format, preparation software, and any conditional field logic used to generate totals for reproducibility.

Step-by-Step: Producing and Certifying the Report

Follow these steps to produce, review, and certify the Election Voting Results Report accurately and consistently.

01

Prepare Data: Compile precinct and absentee tallies.
02

Reconcile Totals: Run cross-checks and resolve discrepancies.
03

Generate Report: Populate sections and attach supporting files.
04

Certify: Certifying officials sign and date the report.

Recommended Online Workflow Settings

Typical online workflow settings for e-submission and automated routing of the Election Voting Results Report.

Report Workflow Field Settings and Configuration	Field \| Configuration
Automatic Recipient Routing Rules by Role and Threshold	Route to clerk or board chair based on county thresholds.
Notification and Reminder Schedule for Signers	Send reminders at 24 and 72 hours; escalate after 7 days.
Field Validation, Formats, and Allowed Values	Use numeric-only fields and MM/DD/YYYY date validation for accuracy.
Document Retention, Export, and Audit Settings	Retain signed PDF and audit log for legal and archival use.

Typical Electronic Submission Flow

This flow shows electronic submission, multi-signer routing, and how signed Election Voting Results Reports are archived for public access.

Upload: Upload source tallies and supporting files.
Assign Signers: Designate certifiers and observers in signing order.
Authenticate: Use email links, SMS codes, or KBA.
Archive: Store signed PDF and audit certificate.

Platform Capabilities to Verify Before eSubmission

Ensure the platform supports secure e-signatures, audit trails, integrations, and export to PDF/A for public records and archival compliance.

Integrations: Connect with Google Workspace, NetSuite, Salesforce.
Formats: PDF, DOCX, CSV exports; PDF/A for archives.
Authentication: Support SSO, SMS codes, and KBA options.

Key Deadlines and Statutory Windows

Key deadlines and statutory dates affect certification, public posting, and retention of the Election Voting Results Report.

Deadline Type and Associated Requirement:

Due date or statutory window for the listed action.

Official Certification Deadline and Notice:

Varies by state; often within 7–14 days of canvass.

Public Posting Requirement and Location:

Many states require posting results on county websites within specified hours.

Retention Trigger Date and Start:

Retention periods often begin on certification or filing date.

Audit and Recount Window Post-Election:

Recount deadlines and post-election audits vary; check state election code.

Common Pitfalls to Avoid

Failing to separate provisional and absentee totals causes reconciliation discrepancies and can delay certification or trigger additional manual audits by officials.
Entering totals with commas or inconsistent numeric formats leads to import errors in tabulation software and increases risk of transcription mistakes during audits.
Omitting signature dates, signatory titles, or the certification clause undermines legal validity and may require a formal recertification process.
Storing only scanned images without audit metadata prevents reliable verification of who signed, when, and by which authentication method.

Consequences of Inaccurate or Incomplete Reports

Certification Errors: May void certification; trigger re-canvass.

Data Mismatch: Backup withholding or reporting penalties.

Late Filing: Possible state fines or administrative penalties.

Legal Challenges: Injunctions or court-ordered recounts.

Chain-of-Custody: Evidence gaps increase litigation risk.

Privacy Breach: HIPAA and state privacy liabilities.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

HIPAA: BAA available; HIPAA-compliant workflows

Audit Trail: Detailed timestamps, IP addresses, action logs

Authentication: Support for SSO, 2FA, KBA

Accessibility: WCAG 2.0 Level AA compliance

eSignature Plan Comparison for Report Signing and Archival

Comparison of common eSignature plans and features relevant to Election Voting Results Report submission and archival workflows.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions about Election Voting Results Reports

Answers to common questions about preparing, signing, and submitting Election Voting Results Reports, including electronic signature and retention concerns.

Need help? Contact support

Can this report be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, signer attribution, and reliable record retention are present. Check state exceptions for documents that must remain paper or require notarization.
Do I need a notary or witnesses?
Notarization and witness requirements depend on state law and document type. Many states do not require notarization for election result reports but some require official signatures or attestations. Consult your state election code or local clerk to confirm whether notarization or RON is required.
Is a RON acceptable for signing?
Remote online notarization is acceptable where state law permits RON and the notary follows identity proofing, audio-video recording, and record retention rules. Verify the state's RON statute and retention requirements; audio-video logs are commonly retained for five to ten years.
How long must I keep the report?
Retention varies: retain the certified report at least three years for general records and as long as seven years when supporting audits or legal disputes. If records contain health data, follow HIPAA's six-year retention requirement per 45 CFR §164.530(j).
What common errors should I avoid?
Avoid misreporting provisional or absentee totals, inconsistent numeric formats, missing certification signatures or dates, and omitting audit attachments. Verify name spellings, use MM/DD/YYYY dates, and confirm file integrity and audit logs before publishing to reduce legal and procedural challenges.
How can I submit the report electronically?
Submit via a secure eSignature platform supporting audit trails and export to PDF/A. Configure recipient routing, authentication levels, and archival settings. If required, attach notarization evidence or RON certificates. Retain a signed copy and an auditable certificate of completion.

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