Paper Ballots for Cooperative Elections: Is It Time to Go Digital?

Last Updated on September 16, 2026 by Hannah Seeley

Is it time to stop using paper ballots for cooperative elections? There are pros and cons to making the switch, but for most associations, a digital or hybrid approach works best. You can easily embrace a paperless future by:

1. Asking members what they want
2. Checking your election laws and bylaws
3. Cleaning your member list
4. Offering both paper and digital voting (at least at first)
5. Educating members
6. Monitoring what works and what needs to change

Between the labor required for printing, manual counting, and storage, it’s easy to see the appeal of moving your next election online. But what about members who prefer printed ballots (or just aren’t comfortable with technology)?

Your members have a say in your co-op’s future, and your elections should support their preferences. That’s why deciding whether to keep paper ballots for cooperative elections requires looking beyond cost alone. You also need to consider member preferences, voting requirements, and what your team can reasonably manage.

Fortunately, you have options. Learn the pros and cons of eliminating paper ballots, how hybrid voting can be a great in-between option, and the steps to make your next election easier for everyone.

The Pros and Cons of Eliminating Paper Ballots

Printing ballots, stuffing envelopes, paying for postage – it all adds up. If your co-op wants to save time, you might be wondering whether it’s time to leave paper ballots behind.

Still, paper has a place in cooperative voting. Most co-ops allow members to vote in-person at the annual meeting, as well as vote by mail or online. That’s a big variation in voting methods, so it’s important to understand what would work best for your co-op. 

Why Co-ops Consider Going Paperless

Online voting makes elections easier for both your admin team and members. In fact, in a Virginia government election, access to mobile voting increased ballot requests by 6 to 9 percentage points and votes cast by 3 to 5 points. Co-op elections are different, but adding a digital option (instead of taking paper away) can encourage more people to participate.

There are several good reasons to offer online voting:

• Lower costs: Fewer paper ballots mean less spending on printing, envelopes, and postage. You’ll still need to budget for your online voting platform, but the savings could make a difference.
• Less administrative work: With digital votes, your team spends less time handling returned envelopes and entering ballot information.
• More convenient: Members can vote from a compatible phone, tablet, or computer without mailing anything back or attending the annual meeting.
• Faster results: Online tabulation can speed up counting once voting closes. In fact, Survey & Ballot Systems in some elections can help you count votes as quickly as the same day voting closes.
• Less paper waste: Cutting back on printed election materials also means fewer resources used for packets and mailing, and that’s a win for the environment.

What You Could Lose by Giving Up Paper

If you’re trying to decide between online voting vs paper ballots, there are upsides to reducing paper, but there are also hurdles you need to plan for:

• Audit trail: Moving your election into a basic online survey tool could leave you without the records and safeguards you need to fulfill an audit. With a paper election, you have physical ballots proving members’ choices, which is why some co-ops stick with paper. However, online voting for co-ops who partner with SBS can provide a more thorough, timestamped paper trail of every action taken, just in digital form.
• Learning curve: Digitizing means your administrators need to learn a new system. Not only that, but members may also need help getting started and ongoing support for technical issues. Explaining your reasons behind the change and offering lots of support can make the transition easier, but it’s something you do need to plan for.
• Paper holdouts: No matter how great digital voting is, there will always be some members who want paper. That might come down to security concerns, internet access, or a general lack of comfort with tech. Taking away paper entirely could mean disenfranchising these members, which is why hybrid voting is a good alternative to ditching paper altogether.
• Online voting legalities: Your local laws and co-op bylaws affect which voting methods you can use. For example, some states require an explicit opt-in for online ballots and require you to always offer a paper alternative.

Neither paper nor digital ballots are “best” for all co-ops. The best choice comes down to:

1. Governance requirements
2. Member preferences
3. Risk tolerance
4. Participation goals

The good news is that you don’t have to choose between digital or paper voting. Hybrid elections for cooperatives let you roll out online voting while still offering a familiar option for members who prefer paper.

The Sweet Spot Between Paper and Digital Ballots

Hybrid elections for cooperatives combine paper and online voting, giving members more ways to participate in the same election. Some members can return a paper ballot, while others vote online. Both methods feed into one set of verified results.

A hybrid approach lets you introduce online voting without asking everyone to change how they vote. Members who prefer paper can keep using it, while those who’d rather vote from their phones have that option, too.

That flexibility can help your co-op:

• Reach more members: Give people a way to participate that fits their comfort level and schedule.
• Make a gradual transition: You don’t have to phase out paper ballots all at once. In year one, give all members both paper and online voting options. The next year, begin collecting paper ballot opt-outs from members who prefer to vote online. In year three, continue collecting opt-outs and send paper ballots only to people who haven’t opted out. It takes time, but this approach helps members adjust to the new process without a big transition.
• Learn more about its members: Online voting solutions like Survey & Ballot Systems’ election management software can help gather useful participation data. Use this information to learn more about your members and plan future elections based on their actual voting habits.

Is Your Co-op Ready for Hybrid Voting?

The idea of eliminating paper ballots for cooperative elections is tempting, but is it the right move for your co-op right now? It might be time to switch if:

1. Members have asked for online options.
2. Your current process is cumbersome and hard for members to use.
3. Paper-related tasks are stretching you thin.
4. You have up-to-date member lists and contact information
5. Your local laws and bylaws allow it.

Still, hybrid voting may not be a fit for your co-op – at least for right now. For example, you might want to hold off if your member records are out of date. It’s also helpful to make the transition after you’ve created a communication plan, recorded platform tutorials for members, and tapped a reliable provider for online voting support.

While adding online voting won’t fix all turnout concerns, making it easier to vote will bring more members into the democratic process. Eliminating paper doesn’t have to be a scary process, either. Follow these gradual steps to transition away from paper-only voting and embrace hybrid or digital-first elections.

1. Ask Members What They Want

Before you do anything, consider what members actually want. What are their biggest concerns? Would they even welcome an online ballot? Chat with members both in person and via quick surveys. A short email survey and, if you have the time, phone surveys, can define member needs.

If members are resistant to paper ballots, that doesn’t mean you have to abandon digitizing entirely. After all, going online also benefits admins and your election team. But it does mean you may need more education, marketing, and member outreach before you consider switching. Hybrid elections are a great compromise that streamline elections while giving members (and admins) more freedom.

2. Check Your Election Requirements

Before you announce online voting to members, review your bylaws with your legal team. Find out whether you need a bylaw change, board approval, or member consent to allow digital voting, and whether you must keep paper ballots available.

Don’t rush this step. You don’t want to announce a new option only to find out you can’t offer it yet.

3. Clean Up Your Member List

Clean member lists make it much easier to stay in touch with your members. Ask members to update their email and mailing addresses at least once a year. While you’re at it, record their delivery preferences and any consent needed for electronic voting.

After checking everyone’s contact information, check for duplicate entries and confirm who’s eligible to vote. If you’re offering paper and online ballots, both need to connect to the same member record to prevent double voting.

4. Start With Both Paper and Digital Ballots

You don’t have to go paperless all at once. Hybrid elections for cooperatives give members a chance to try online voting while offering paper ballots to those who prefer them.

But if you’re used to paper-only elections, adding a digital side to voting can feel intimidating. Before launching, decide who will handle each part of the election. Who’s processing returned ballots? Who’s helping members access online voting? How will you check for duplicate submissions?

You can manage this internally, but it requires resources and expertise. When you need to make the switch to hybrid elections count, rely on SBS for fully managed voting. We seamlessly manage both paper and digital voting, from sending ballots to counting and certifying results.

5. Educate Members (And Then Educate More)

The amount of support and education you provide members will have a big impact on how willing they are to try a new voting method. Whether you’re moving away from paper ballots for cooperative elections entirely or going hybrid, make a plan to keep members informed. That means:

• Communicating via multiple channels, including email, direct mail, posters in the co-op, your website, and social media
• Explaining what’s changing in plain language
• Telling members about the change multiple times over several weeks or months
• Creating videos or illustrated guides to show (not just tell) them about the new process
• Making deadlines easy to spot
• For hybrid elections, making it clear that paper ballots are still an option
• Providing your contact information so members can ask questions and get help

How this message lands will have a big impact on members, so test it out on a few people before you send it out.

6. See What’s Working For Next Time

After the election, take a look at turnout, costs, and the time your team spent managing the process. How many members voted online? How many used paper? What questions came up most often?

Ask members how it went for them, too. Send out a survey to gauge member sentiment about the election and gather actionable feedback. You never know when one small suggestion can make a big difference in your next election. Over time, you’ll learn more about member preferences and design more convenient, effective elections that everyone wants to participate in.

Hear Every Member

You can abandon paper ballots for cooperative elections if you want, but that isn’t the only way to make voting more convenient. A phased approach that blends digital and paper options is a great way to save time and boost participation.

Whether you’re keeping paper ballots for cooperative elections, introducing online voting, or combining the two, Survey & Ballot Systems can help. Our team handles the details, from ballot preparation and distribution to counting and results certification.