Secret ballots are one way P&Cs can make decisions fairly and transparently, particularly where sensitivity, privacy or fairness is important. 

This resource explains when a secret ballot may be required or appropriate, and the basic principles for conducting one. 

What is a secret ballot? 

A secret ballot is a voting method where: 

• individual votes are anonymous 
• voters are not identified with how they voted 
• results are counted and recorded without linking votes to people 

Secret ballots are used to protect privacy and reduce pressure on members. 

When a secret ballot is required 

Whether a secret ballot is required depends on your constitution. 

Common situations where a secret ballot may be required or appropriate include: 

• elections, particularly where there is more than one nomination 
• decisions where members have requested a secret ballot in line with the constitution 
• matters identified in the constitution as requiring this voting method 

Always check your constitution before proceeding. 

Requesting a secret ballot 

In some cases, a member may request a secret ballot. Whether this request must be granted, and how it is made, will be set out in your constitution. 

If there is uncertainty, it is appropriate to pause the meeting and check the rules before continuing. 

Conducting a secret ballot 

While the exact process may vary, good practice includes: 

• clearly explaining the motion being voted on 
• confirming who is eligible to vote 
• ensuring voting papers are anonymous 
• appointing one or more people to count the votes 
• announcing the result clearly 

The process should be fair, transparent and consistent with the constitution. 

Recording the outcome 

Meeting minutes should record: 

• that a secret ballot was held 
• the motion being voted on 
• the outcome of the vote 

Minutes should not record how individual members voted. 

Why process matters 

Using the correct voting method: 

• protects the integrity of decisions 
• supports confidence in the outcome 
• reduces the risk of dispute or challenge 

If the process is not followed correctly, decisions may be questioned. 

If you’re unsure 

If there is uncertainty about: 

• whether a secret ballot is required 
• how it should be conducted 
• who can vote 

it is appropriate to pause and check the constitution before proceeding. 

Related resources 

• Voting and decision-making 
• P&C meetings and decisions 
• Meeting procedures 
• Understanding your P&C constitution 

Need a hand? We’re here to help.