(1) If a poll is found necessary, the Returning officer shall, two weeks before the date appointed therefore send by post to each elector a letter of intimation in Form II-A together with:
i. a numbered declaration paper;
ii. ballot paper in Form IV containing the names of the candidates entered in alphabetical order and bearing the Returning Officer’s initials or fascimile signature;
iii. a small blank cover with the works “Ballot Papers’ printed thereon and addressed to the Returning Officer; and iv. a biggest outer cover on which are printed, on the left top comer, the serial alphabetical number and on left lower comer, the name and signature column and in the centre, the address of the Returning Officer printed as under:- To, The Returning Officer, Karnataka Homoeopathic Practioner’s Board, Bangalore.
A certificate of posting shall be obtained in respect of such letter of intimation sent to an elector.
(2) An elector who has not received his ballot paper and other connected papers are provided in sub-rule (1) or whose papers, before they are returned back to the Returning Officer have been inadvertently spoilt in such a manner that they cannot be conveniently used, or who has lost his papers, may on his transmitting to the Returning Officer to send him duplicate papers in place of those not received, spoilt, or lost and if the papers have been spoilt, the same shall be returned to Returning Officer who shall cancel them. In every case, when duplicate papers are issued, a record thereof shall be kept by the Returning Officer and a mark ‘Duplicate’ shall be placed on the bigger cover when shall bear the same serial alphabetical number as was originally given on the bigger outer cover sent to the elector. The ballot papers issued in such cases shall also be marked ‘Duplicate’.