Nomination Card

A Nomination Card is a short ballot-style form members use to put forward candidates for elected positions within an organization. The most common reason people use one is to gather nominations for officer roles — President, Vice President, Secretary, and Treasurer — ahead of an election or annual meeting. You can download this Nomination Card free in both PDF and DOCX formats, with no signup required.

What Is a Nomination Card?

A Nomination Card is a simple paper or digital form distributed to the eligible members of a club, association, board, union, or nonprofit so they can suggest names for open leadership positions. It is issued by an elections or nominating committee and collected before voting takes place. The card documents who a member wants to see considered for each office, creating a transparent, written record of the nominations received. Unlike a final ballot, a Nomination Card is used at the proposal stage — it helps the committee build the slate of candidates who will later stand for election. Because it lists specific positions, it keeps the process organized and ensures every office receives consideration.

When Do You Need a Nomination Card?

A Nomination Card is useful any time a group needs an orderly way to collect candidate suggestions from its membership. Typical situations include:

• Annual officer elections for a club, society, or homeowners association where President, Vice President, Secretary, and Treasurer seats are up.
• Nonprofit board recruitment, when the nominating committee invites members to recommend people for leadership roles.
• Union or professional association elections that require a documented nomination period before voting.
• Student government, fraternity, or sorority elections, where members propose peers for executive positions.
• Faith-based or community organizations filling council, committee, or trustee seats.
• Filling a mid-term vacancy, when a single office opens unexpectedly and the group needs nominations quickly.

What a Nomination Card Should Have

A complete Nomination Card is intentionally brief, but a few elements make it effective and easy to count. It should clearly name the organization and the election or meeting it relates to, and include simple instructions telling members to write in their nomination(s) for the listed positions. The core of the card is a labeled line for each office: President, Vice President, Secretary, and Treasurer. An Other field gives flexibility for additional roles or write-in suggestions that don’t fit the standard slate. Depending on your bylaws, you may also want space for the nominating member’s name and signature, the date, and a note reminding members whether a nominee’s consent is required. Keeping the layout clean reduces confusion and speeds up tallying.

How to Fill Out a Nomination Card

Follow these steps to complete the card accurately:

1. Read the instructions. Confirm you are eligible to nominate and note any deadline for returning the card.
2. President. Write the full name of the person you wish to nominate for President. Use clear, legible handwriting so the committee can identify the candidate.
3. Vice President. Enter your nominee for Vice President on the line provided.
4. Secretary. Write in the name of the member you are nominating to serve as Secretary.
5. Treasurer. Enter your choice for Treasurer, the officer who typically handles finances.
6. Other. Use this field for any additional position your organization is filling, or to suggest a write-in role not listed above. Be specific about which position the name applies to.
7. Leave blanks where appropriate. You are not required to nominate someone for every office — fill in only the positions you wish to address.
8. Submit the card. Return it to the nominating committee or designated collection point before the cutoff time.

Tips for Running a Smooth Nomination Process

A Nomination Card works best as part of a well-communicated process. Distribute the cards well before the deadline and tell members exactly where and when to return them. Decide in advance whether a person can be nominated for more than one office and whether self-nomination is allowed — and state that policy on the card or in the cover note. Many groups confirm that each nominee is willing to serve before adding them to the final ballot, so build in time to contact proposed candidates. If your organization uses bylaws, review the relevant section on nominations to ensure your card and timeline comply with those rules.

Nomination Card vs. Ballot

It’s easy to confuse a Nomination Card with a voting ballot, but they serve different stages. A Nomination Card collects suggestions for who should run, and it usually allows free write-in names for each office. A ballot, by contrast, presents the finalized list of confirmed candidates and asks members to choose among them. Using a separate Nomination Card first helps prevent surprise candidates, gives nominees time to accept or decline, and produces a fair, documented slate before the actual vote.

Common Mistakes to Avoid

• Illegible names. If the committee can’t read a nominee’s name, the nomination may be discarded.
• Nominating someone without their consent when your bylaws require willingness to serve.
• Missing the deadline — late cards are often not counted.
• Leaving the Other field ambiguous by writing a name without saying which position it’s for.
• Forgetting to sign or date the card if your organization requires it for verification.
• Duplicating nominations by listing the same person for multiple offices when that isn’t permitted.

Frequently Asked Questions

What is a Nomination Card used for? It is used to collect members’ suggestions for who should fill elected positions such as President, Vice President, Secretary, and Treasurer. The nominating committee gathers the cards, confirms candidates, and uses them to build the slate that members will later vote on.

How do I fill out a Nomination Card? Write the name of your nominee on the line next to each office you want to address, using the Other field for any extra role. You don’t have to nominate someone for every position — complete only the offices you wish to, then submit the card before the deadline.

Do I need to nominate a candidate for every position? No. You can fill in as many or as few positions as you like. Leaving a line blank simply means you are not putting a name forward for that office.

Does a Nomination Card need to be signed or witnessed? That depends entirely on your organization’s bylaws. Some groups want a signature to verify the nomination came from an eligible member, while others accept anonymous cards. Check your organization’s rules before distributing the form.

Is a Nomination Card legally binding? A Nomination Card is generally an internal organizational document, not a legal contract, so it is not binding in the way a signed agreement is. Its weight comes from your group’s bylaws and election procedures, which govern how nominations are accepted and counted.

How much does this Nomination Card template cost? Nothing — it is completely free to download from Business Forms Pro in both PDF and DOCX formats. You can use the PDF as-is or open the DOCX to add your organization’s name, positions, and instructions.

This Nomination Card template is provided as a general example for informational purposes only and does not constitute legal advice. Election and nomination requirements vary by organization and jurisdiction, so consult your bylaws or a qualified professional to ensure your process complies with applicable rules.

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