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Services and Pledges

This web page outlines the work of the Registration and Electoral Office (“REO”) and reports our performance achievements including our environmental improvement measures taken in 2019. It also spells out the key performance targets we aim to achieve in 2020.

Our Responsibilities

We provide the Electoral Affairs Commission (“EAC”) with administrative support for the effective discharge of its statutory functions under the Electoral Affairs Commission Ordinance (Cap. 541). The aim is to ensure that elections are conducted openly, honestly and fairly. Under the direction of the EAC, we implement the decisions of the Commission in relation to -

the review and delineation of geographical constituency and District Council (“DC”) constituency boundaries;
the registration of electors; and
the conduct and supervision of elections.

Our Services

Registration of Electors
The Final Registers of Electors will be issued on or before 25 July for a non-DC election year (or 25 September for a DC election year). Applications for registration as an elector can be sent to this Office throughout the year. If your application reaches the Electoral Registration Officer (“ERO”) on or before 2 May (or 2 July for a DC election year) and the application satisfies the criteria for registration, your name and residential address will be included in the Final Registers of Electors to be compiled for that year. The application for registration will be processed for compilation of the Final Registers for the following year if it is received after 2 May (or 2 July for a DC election year).

Updating of Electors' Records
If your personal particulars recorded in the register have changed, please notify the ERO on or before 2 April for a non-DC election year (or 2 June for a DC election year). The change will be reflected in the Final Registers of Electors to be compiled for that year. The application for change of particulars will be processed for compilation of the Final Registers for the following year if it is received after 2 April (or 2 June for a DC election year).

How to register as an elector and update registration particulars
Application forms for registration as an elector or for reporting changes of personal particulars are available free of charge at the REO, District Offices and the management offices of public housing estates. You may also download a copy of the registration form from our website. If you are holding a valid personal digital certificate, you may also register on-line through the GovHK website (www.gov.hk (open in new window)).

Our Pledge
Achievement in 2019
Target in 2020

Upon receipt of your application for registration or change of particulars, we will normally complete initial processing within 14 days. During the voter registration drive in an election year, due to the need to process a large number of applications, the response time will be slightly extended.


Notification of Electors of the Electoral Arrangements
When an election is to be held, we shall send a poll card to every registered elector. The poll card provides information on the date of election, the constituency to which the elector belongs, and the address of the polling station at which the elector may vote.

Our Pledge
Achievement in 2019
Target in 2020

We will issue notification of election arrangements to electors 10 days before the polling day.1

1 Five days for the Election Committee subsector elections.

Enquiry Services
If you have any enquiries in relation to our services and election-related matters, please call our 24-hour interactive-voice hotline. Our staff will be available to answer your call during office hours. You can also write to us by fax, by e-mail or by mail.

Our Pledge
Achievement in 2019
Target in 2020

We will respond to all enquiries by telephone or in person during office hours. We will respond to letters or e-mail within 10 days after receipt.


Environmental Protection and Green Management

Our Pledge
We are committed to ensuring that our operations are conducted in an environmentally responsible manner and increasing staff awareness on environmental protection and green management.

Our Achievement
We conducted the Yau Tsim Mong DC Tai Nan Constituency By-election, the Yuen Long DC Shap Pat Heung West Constituency and San Tin Constituency By-election, and the 2019 DC Ordinary Election in 2019. We have adopted various measures including extending the use of recycled paper for various activities, printing electoral publications with environmentally-friendly ink on paper made from woodpulp derived from sustainable forests, distributing electoral publications in a digital format, recovering waste paper for recycling, making better use of electronic means in disseminating electoral information, adopting the green specifications in the purchases of products promulgated by the Environmental Protection Department (“EPD”) whenever practicable and encouraging our staff to adopt green practices in their workplace.

Some of our achievements in the reduction of paper consumption and energy consumption, and in the promotion of green purchase and staff awareness of environmental protection are set out below -

(a) we have distributed the guidelines on election-related activities for public elections by CD-ROMs to replace part of the printed copies starting from mid-2010. This arrangement has subsequently been extended to the distribution of consultative documents and reports published by the EAC;
(b) we have provided candidates with an option of 'household' address labels, as against 'individual' address labels, for free posting of election mails since the Legislative Council General Election in 2012. Candidates are encouraged to use 'household' labels for sending election mails as this can save substantial resources in the production of address labels and election mails;
(c) we have minimised paper consumption by extending the use of e-mails to disseminate information, minimising photocopies and avoiding producing excessive copies, posting circulars and other share-use materials on the Department’s electronic bulletin board, practising double-sided photocopying or printing, using the blank side of used paper for receiving fax, drafting or photocopying, and reusing envelopes and loose minute jackets;
(d) we have adopted green energy management practices in the offices which include setting air-conditioning at appropriate room temperature, lowering venetian blinds when sunlight is strong, and switching off lights, air conditioners, computers and electrical appliances when not in use, etc.;
(e) we have purchased office equipment and electrical appliances with high energy efficiency or the Recognition Type Energy Label under the Energy Efficiency Labelling Scheme of the Electrical and Mechanical Services Department, with automatic energy saving function or with built-in duplex printing units, as appropriate, and explored improvement areas on how best energy consumption could be minimised (e.g. setting the timer for all photocopiers to switch to energy saving mode in ten minutes to achieve energy saving);
(f) we have adopted the green specifications in the purchases of products promulgated by the EPD whenever practicable, and included “trade-in option” in quotations to promote recycling;
(g) we have recommended items with residual value for public auction for reuse or recycling at the Board of Condemnation for unserviceable inventory items;
(h) we have used the green stationery items supplied by the Government Logistics Department (“GLD”) and returned used toners and inkjet cartridges to the contractor for reuse through GLD;
(i) we have included environmental friendly measures in the cleansing contracts by requiring our cleansing contractors to practise recycling and use cleansing products that comply with the green specifications developed by the EPD and the GLD as far as possible;
(j) we have served drinking water in reusable cups when hosting meetings to minimise the consumption of disposable foam and plastic cups;
(k) we have provided appropriate number of reusable tableware in office pantries for shared use by staff and encouraged staff to bring their own reusable tableware to REO’s events/activities and for take-away meals with a view to reducing the use of disposable tableware; and
(l) we have appointed a Green Manager and Energy Wardens to promote and implement green measures and issued green tips on green measures to all colleagues to promote staff awareness of green management.

We aim to achieve good indoor air quality (“IAQ”) to safeguard the health of our staff and visitors and contribute to their comfort and well-being. Apart from arranging regular cleaning of air-conditioning vents and carpets to maintain good IAQ in the offices, we have conducted assessments under the IAQ Certification Scheme for REO’s premises by phases. We have successfully renewed “Excellent Class” grading under the IAQ Certification Scheme for our office at the Harbour Centre, and “Good Class” IAQ Certificate for the Millennium City Phase 6. “Good Class” Certificates have also been issued to our offices at the Kowloonbay International Trade and Exhibition Centre and the Revenue Tower under the IAQ Certification Scheme.

We have also implemented various measures to reduce greenhouse gas emission and fuel consumption -

(a) our saloon car is an environmentally-friendly saloon car with low emission and fuel-effective engine; and
(b) our driver continues to comply with the requirement to switch off idling engine and observe eco-driving practices.

Our Target
We have set the following targets for 2020 –

(a) to continue exploring the feasibility of economising the printing of election-related materials and encouraging electors to provide or update their email addresses with a view to further reducing paper consumption;
(b) to continue implementing housekeeping measures and installing environmentally-friendly devices, and to explore more green initiatives which can be implemented in office operations and activities of REO with a view to reducing paper and energy consumption;
(c) to achieve “Good Class” or above in the issue and renewal of IAQ Certificates under IAQ Certification Scheme, and to carry out regular IAQ inspections for various REO’s premises;
(d) to continue to adopt green procurement by supporting and promoting the practice of environmentally responsible purchasing;
(e) to reinforce the importance of environmental protection and sustainability by making continuous efforts in promoting staff awareness of green management and implementing green measures in our daily operations; and
(f) to encourage our staff to bring their own reusable tableware instead of disposable tableware to REO’s events/activities and for take-away meals with a view to reducing the use of disposable tableware.

Effective Monitoring

We are committed to doing our best to meet our performance standards and targets. The performance is closely monitored by the Chief Electoral Officer.

Suggestions or Complaints

If you have any suggestions or comments on the services provided by the REO, please contact us through the following means -

By Post : 10/F, Harbour Centre, 25 Harbour Road, Wan Chai, Hong Kong
By Phone : 2891 1001
By Fax : 2827 4644
E-mail : reoenq@reo.gov.hk

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