Annual canvass

What is the annual canvass?

Each year, the Electoral Registration Officer (ERO) has a legal requirement to conduct an annual canvass to ensure that the electoral register is accurate and complete. So how does the annual canvass work?

Step 1: Data Matching

• In June each year the Electoral Register is sent securely to the Department for Work & Pensions (DWP) database to be matched with their records. The process attempts to match electors' names and addresses against National Insurance details and other information held by the DWP. In addition to this the ERO can also use local data, such as Council Tax records, to carry out local data matching.
• If all the people registered to vote at a property can be matched with either of these databases, the property will be sent down the Route 1 canvass path.
• If there are any people at a property that cannot be matched, then the property will be sent down the Route 2 canvass path.
• Care homes, nursing homes and all other properties that have a responsible person (i.e. Duty Manager, Scheme Manager) will be sent down the Route 3 canvass path.

Step 2: Routes of Communication

Route 1

• All properties allocated to this canvass path will receive a letter known as Canvass Communication A (CCA) through the post. The letter will list the elector details that we hold on record for that property. If the elector details are correct you do not need to do anything. If you need to add or remove someone from the property or make any other changes, go to our online response service and use the security codes on the CCA to log in and complete the change.
• If you need to make a change and you do not wish to do this online, you can call 01772 625 625 where a member of our customer services team will do this for you.

Route 2

• All properties allocated to this canvass path will receive a letter known as Canvass Communication B (CCB) through the post. The letter will list the elector details that we hold on record for that property. A blank form will be sent if our records show that no one is currently registered to vote at the property. We must receive a response to this letter, even if there are no changes to report.
• To confirm the details are correct, to add or remove someone from the property or to make any other changes go to our online response service and use the security codes on the CCB to log in and complete the change.
• If you need to make a change and you do not wish to do this online, you can call 01772 625 625 where a member of our customer services team will do this for you.
• If you don't have any changes to report, you can respond quickly and easily by calling 0808 284 1427 which is our automated telephone response service. You can also respond by Text by sending security code 1 and security code 2, separate by a space, to 07786 209 427.
• If we do not receive a response to the initial CCB letter, we will send another one approximately 6 weeks later.
• If, after the 2^nd CCB, we have still not received a response we will attempt to call you to confirm the details over the telephone.
• Our 4^th and final attempt to obtain a response will be to send a Canvass Form towards the end of the canvass.

Route 3 

• Care Managers and Duty Managers will be contacted directly by the Elections Office to confirm details of the current residents at their establishment.

Key Dates for 2023

• CCA letters to Route 1 properties and CCB letters to Route 2 properties will be hand delivered by canvassers between Friday 14 July and Sunday 23 July.
• CCB reminder letters will be hand delivered by canvassers between Friday 25 August and Sunday 3 September to properties where we have not received a response. Please note that the data to produce the forms will be sent on 10 August so there could be some crossover.
• Between Monday 28 August and Friday 29 September telephone contact will be made with properties where we have still not received a response.
• Between Friday 13 October and Sunday 5 November canvassers will visit properties that have not yet responded with a Canvass Form to obtain a response. They will attempt to visit each property at least twice before pushing it through the letterbox. Please note that the data to produce the forms will be sent on 5 October so there could be some crossover.
• Route 3 properties will be contacted directly at the end of October/beginning of November.
• The revised register of electors will be published on 1 December.

Recently moved home?

If you have recently moved home and registered for Council Tax your details will not be entered on the electoral register automatically. You must make an individual application to register to vote. Registering to vote online is the quickest and easiest way.

Any new residents

Any new person who should be registered to vote, and is added as part of a canvass response, needs to make an individual application to register to vote to appear on the electoral register. Registering to vote online is the quickest and easiest way.

What could happen if you don't respond?

• If you fail to respond you could lose your right to vote and it could affect your credit score.

Information we'll hold about you

We have a statutory obligation to retain certain information about you. To find out more detail about this please read our Privacy policy