Household Canvass

The following information explains what the annual canvass is, and what to do when you receive a canvass communication or invitation to register (ITR) form.

Why have I received an email or annual canvass communication?

The annual canvass requires each Electoral Registration Officer (ERO) to contact all households in their area to help establish if the information held on the electoral register is complete and accurate.

This means that during the summer, your household will receive an e-mail or annual canvass letter as part of this exercise.

The canvass letters and emails we send will be addressed to "the occupier" and will contain the details of all those in the household who are registered to vote.

Each household is required by law to make sure that the details on the form are correct.

All eligible residents need to be included on the form.

Eligible residents are:

  • people who are aged 16 years or over (although they will not be able to vote until they are 18)
  • British, Irish or EU citizens, or
  • A Commonwealth citizen who has leave to remain in the UK or who does not require leave to remain in the UK

How do I respond?

Please read your canvass email, form, or letter carefully. The action you need to take will depend on the type of communication your household receives. If we have asked you to respond, please do so as quickly as possible by following the instructions in your email, form, or letter.

Please see below for more information about how to respond. However, please remember to follow the instructions that are on your communication.

What do I do if I receive a canvass email?

If we have sent you a canvass email, please respond to confirm if the information we hold for your household is correct. You can do this by using one of the methods below:

Online

Using the Household Response Service website.

You will be prompted on the first page for your Part 1 Security Code and Part 2 Security Code (these are printed on your form).

Please note:you can only use the online service if you have a valid email address.

Phone

Call 0800 197 9871 to make an automated response. You will be asked for your Part 1 Security Code and Part 2 Security Code (these are printed on your form). If you have no changes to make, you will be asked to press the 0 (zero) button to confirm all the details on the form are correct.

I have received a canvass letter through the post, do I need to respond?

This will depend on the type of canvass communication you have received. If we have asked you to respond, please do so using one of the methods below:

Online

Using the Household Response Service website.

You will be prompted on the first page for your Part 1 Security Code and Part 2 Security Code (these are printed on your form).

Automated telephone response

You can only use this service to confirm that the information is correct. Call 0800 197 9871 to make an automated response. You will be asked for your Part 1 Security Code and Part 2 Security Code (these are printed on the front of your form). If you have no changes to make, you will be asked to press the 0 (zero) button to confirm all the details on the form are correct.

Text

You can only use this service to confirm that the information is correct. Text your Part 1 Security Code and Part 2 code followed by 'No Change' to 80212.

You will be sent a return text confirming your response. You do not need to do anything else.

Contact electoral services

Please email us at electoral@southend.gov.uk or call us on 01702 215010. If we cannot take your call straight away, please leave us a message and we will come back to you.

What do I do if the information on my canvass communication is incorrect?

You can update your information by using one of the response channels below:

Online

Using the Household Response Service website.

You will be prompted on the first page for your Part 1 Security Code and Part 2 Security Code (these are printed on your form).

Please note:you can only use the online service if you have a valid email address.

Contact electoral services

Please email us at electoral@southend.gov.uk or call us on 01702 215010. If we cannot take your call straight away, please leave us a message and we will come back to you.

By post

Some of our correspondence includes a response envelope. If we have sent you a form that includes a response envelope you can use this to return your form through the post.

Adding new resident details

Adding a person's name as part of your canvass response does not mean that they will be added to the Register of Electors.

Each new resident added to a canvass communication should go online and make an individual application to register to vote. Each applicant will be asked to provide their National Insurance Number and date of birth as part of this application.

Why have I received an Invitation to Register (ITR) form?

If you have informed us of a new resident, but the new resident has not yet made an application to vote, we will contact that person by email or letter inviting them to register to vote.

What happens if I do not respond to the annual canvass form or my ITR Form?

You need to respond to our communications as soon as possible. If a response is not received within approximately 3 weeks, you will be sent a reminder. You may also be visited by one of our team.

The potential penalties associated with each are:

Annual Canvass Form

There is a criminal penalty for failing to provide the information required by the HEF of a maximum of £1,000. The penalty for providing false information is imprisonment of up to six months or, (on summary conviction) an unlimited fine.

ITR

If you do not provide us with the information requested on the Invitation to Register Form (ITR), you could be fined £80, and your name be removed from the register. This means you will not be able to vote, and your credit rating could be affected.

Contact Electoral Registration

Telephone: 01702 215010

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