Effective online voting communication follows a simple sequence: let voters know the election is coming, send clear voting instructions when online voting opens, use reminders thoughtfully throughout the online election period, and share results or next steps after voting closes.
For many organizations, the sequence can and probably should be that straightforward.
The key is to use the available communication channels deliberately. The organization’s existing channels can provide context and familiarity, while the online voting system can handle personalized voting information and communications tied directly to the election.
Election Communication Is Part of Election Administration
Election communications are sometimes treated mainly as a way to increase voter turnout. Participation matters, but communication also supports the fair and orderly administration of an online election.
Voters need to know that an election is taking place, what they are being asked to decide, and how to cast their online ballots. They may also need information about candidates, proposed amendments or other matters being decided, voting rules, deadlines, and when results will be available.
Even a simple communication sequence benefits from being mapped to the election timeline so that notices, voting instructions, reminders, and results communications are sent at the appropriate stages.
For many organizations, one election administrator can be responsible for coordinating the communications, responding to voter questions, and addressing communication or access issues as they arise. That simple approach is perfectly workable.
Organizations with more complex communication needs may require coordination among membership, technical, and communications teams. Shared templates, multiple languages, and clearly assigned responsibilities can help ensure that voters receive consistent information. Organizations should also review any notice requirements established by their bylaws, policies, collective agreements, governing documents, or applicable legislation.
Keep Election Communications Neutral
Official election communications should remain neutral in tone and content. They can encourage participation, explain the process, and communicate deadlines or updates without favoring a candidate, position, or outcome.
Neutrality also matters when circumstances change. If a candidate withdraws or information needs to be updated while online voting is underway, the organization should consider how to communicate the change consistently to voters and candidates. A reliable online voting provider can also serve as an experienced partner when unexpected circumstances arise, helping the organization assess the issue, determine any necessary changes to the ballot or election process, and communicate those changes without unnecessarily disrupting the election.
Before Online Voting Opens
Some organizations follow a regular election cycle. Long-standing members may already know when nominations open, when voting normally takes place, and what positions are usually on the ballot, while newer members may be less familiar with the process. A familiar election season can make planning easier, but it does not replace clear notice and instructions for each election.
Other votes arise outside the normal cycle. An organization may need to hold a special election to fill a vacancy, conduct a run-off, vote on a collective agreement or strike mandate, or address an issue that emerged unexpectedly. These votes may require a shorter communication timeline and more explanation because voters were not already expecting them.
Pre-election notices may come through the organization’s established channels, the online voting system, or both. Familiar organizational channels such as membership emails, newsletters, the organization’s website or portal, and official social media accounts can introduce the election and explain what voters should expect. Depending on the organization’s setup, the online voting system may also send advance notices or begin communicating when online voting opens. What matters is that voters receive consistent information and know how the official ballot invitation will arrive.
The organization can also use its existing channels to help voters recognize the official ballot invitation. It may identify the expected sender and explain how voting credentials will arrive, especially when the invitation comes from the online voting system rather than the organization’s usual email address.
When Online Voting Opens
When online voting begins, the online voting system can send personalized voting credentials, instructions for accessing the ballot, and the official closing deadline.
The opening message benefits from being concise and transactional. A clear subject line should identify the election and signal the action required, using direct language such as “Voting Is Open” or “Vote Now.” The body should reinforce that call to action and provide the information needed to vote, including how to access the online ballot and when voting closes. Simple formatting can improve readability and help the invitation appear as an official election communication rather than a promotional email.
The organization may again reinforce the opening through its website, member portal, newsletter, or social media. The online voting system provides the personalized voting information, while the organization’s channels can add familiarity and broader awareness. The applicable time zone should be clear whenever voters may be participating from different regions.
Dates, deadlines, and voting instructions should remain consistent across every channel.
Plan Reminders During Online Voting
Once online voting begins, communications usually shift from preparation to participation. An online voting system allows administrators to track whether eligible voters have participated without revealing how anyone voted. Reminders can then be limited to eligible voters who have not yet cast their ballots.
The reminder schedule should reflect the length of the voting period and the circumstances of the election. A short election may need only one well-timed reminder, while a vote open for several weeks may justify a sequence of a few reminders. The goal is not to send as many messages as possible, but to maintain awareness without overwhelming voters.
Each reminder should have a clear purpose. An early reminder might repeat the basic voting instructions, while a later one emphasizes the approaching deadline. Messages should remain concise, recognizable, and relevant to voters who have not yet participated.
Overusing reminders can do more harm than good. Voters may ignore later messages, unsubscribe from voting-related communications, or mark election notices as spam. Repeated complaints can also affect future deliverability, including notices for later elections. Organizations that hold regular votes should be especially careful not to exhaust the attention and trust of their voters.
Use the Ballot as a Communication Tool
The online voting system is not only a channel for invitations and reminders. The online ballot itself can also communicate important information at the point where it is most useful. This allows the organization to provide concise instructions and context directly where voters are making their selections.
A short introduction may explain the purpose of the election or provide general voting instructions. Individual ballot sections can introduce related contests or questions, while position descriptions, candidate statements, proposed amendments, and reference materials can appear alongside the relevant items.
This information should complement, rather than replace, other communications.
Plan the Final Reminder
Reminders throughout the voting period should clearly state when online voting closes and how voters can access their ballot. The final reminder reinforces that information with greater urgency while remaining concise and action-oriented. It should include the exact closing date and time, the applicable time zone, and a direct path to the online ballot.
The subject line should make the approaching deadline unmistakable. Depending on the timing, it might combine the election title with language such as “Voting Ends Tomorrow” or “Voting Ends Today.”
Timing matters. A reminder sent the day before voting closes can give voters time to act, while an early message on the final day may reach them before their day becomes busy. The right timing will depend on the length of the election and when voters are most likely to see and act on the reminder, but it should leave them a reasonable opportunity to vote before the online election closes.
After Online Voting Closes
After online voting closes, organizations have another opportunity to communicate with voters. Depending on the election rules and process, they may share results, explain next steps, or advise when further information will be available.
Organizations communicate results in different ways. Some publish results directly through the online voting system, while others use their own website, member portal, meeting, email, newsletter, or social media. Some use both the online voting system and their organizational channels. The method should reflect the organization’s rules, the sensitivity of the election, and the audience that needs to receive the information.
Organizations may also invite feedback about the voting experience, especially after a new process or first online election. Some online voting systems allow voters to leave a free-form comment that remains separate from both the voter’s identity and ballot selections. This can provide useful feedback about access, instructions, accessibility, or the overall experience without compromising anonymity.
After the election, administrators can review voter questions, email deliverability issues, participation patterns, and anonymous feedback to identify what should be clarified, timed differently, or communicated through another channel next time.
Build Communication Into the Election Plan
Election communication does not need to be complicated. For many organizations, a simple sequence of advance notice, a clear opening message, thoughtfully timed reminders, and a result announcement will be enough.
Established organizational channels can provide context, familiarity, and broad awareness, while the online voting system handles personalized access, reminders to non-voters, and communications tied directly to the election.
Whether the election follows a familiar schedule or arises unexpectedly, the goal remains straightforward: give voters clear information, avoid unnecessary messages, and make each stage of the process easy to understand.
The strongest communication uses each channel deliberately and gives voters the information they need when they need it.
Planning an upcoming online election? Simply Voting has helped thousands of organizations conduct secure online elections while supporting voter communications before, during, and after voting. Whether your organization prefers a self-service approach or would like assistance from our experienced election services team, contact us today to discuss your upcoming election.
