The observer missions are conducted at the official request of the national authorities concerned (eg a ministry or the Central Electoral Commission). On receipt of such a request, the Congress sets up a delegation responsible for observing the election, normally comprising between 10 and 15 of its members (elected representatives of territorial communities in the 47 Council of Europe member states).

Before the day of the election, several meetings are held to assess the state of electoral democracy, with the participation of governmental institutions, local and regional elected representatives, representatives of the public administration (electoral commissions), political parties (government and opposition), the media, diplomatic circles and civil society.

Pending a decision from the Bureau of the Congress, a pre-election delegation (comprising between two and five members) may also be detailed to assess the overall political situation of the country and the electoral campaign and investigate the legal framework for the elections.

The political composition of delegations is proportional to the representation of the political groups in the Congress. The Congress also ensures fair representation of its non-registered members.

It also strives to achieve balanced gender representation (minimum one-third female members, in accordance with the Charter of the Congress). Lastly, it attempts to secure balanced representation of both Congress Chambers and of the various member states of the Council of Europe.

The EU Committee of the Regions is associated with the Congress’s election observation mission as part of its co-operation with the European Union.

At the end of every election observation mission, the Congress delegation publishes a preliminary statement, which is normally read out at an on-the-spot press conference at the close of the elections. A report is subsequently drawn up by the Congress member who was appointed Rapporteur for the mission.

His or her report deals not only with the procedures and facts observed on election day, particularly during the voting and vote-counting, but also with the general political situation in the country, including the state of fundamental rights and freedoms, the atmosphere which prevailed during the election campaign and any progress noted on the democracy front.

This report is submitted to the Bureau of the Congress. It is subsequently assessed and adopted by the Congress in plenary session. A recommendation (to the national authorities) and resolution (to the local and regional authorities) mark the end of the observation exercise.