Household Canvass 2018

The register of electors is updated annually and a revised register is published on 1 December each year.

Every year we write to all residential properties on our database, sending out a canvass form, also known as a 'household enquiry form' (HEF).

We'll be sending over 120,000 household enquiry forms to households across the city addressed to 'the occupier'. Look out for yours - it will be in a brown envelope.

You need to confirm or amend your details so the register is accurate and up-to-date and everyone who's entitled to vote can do so. Paying council tax does not necessarily mean that someone is registered to vote.

All households must respond - even if the details in it are correct, if no one is currently registered the form will be blank.The law requires us to follow up non responses to this letter with a reminder and a visit to the property concerned.

If you don't respond

Households who do not respond to the Household Enquiry Form sent in August 2018 by October 2018 may get a visit from an appointed Plymouth City Council personal canvasser who will help you to complete the form and answer any questions you may have.

They will have official ID with them and will be making visits between the 19 October to 8 November 2018.

If you still don't respond you risk being removed from the register.

If you're not registered you can’t vote and your credit score may be affected.

The Electoral Registration Officer is legally obliged to maintain an accurate register of electors and the annual canvass allows for the correction of any omissions or errors that may have occurred throughout the rest of the year.

You will receive a HEF every year, even if you are already registered at the property. The purpose of the form is to confirm who is living at your address. We can then invite other eligible residents, including 16 and 17 year olds to register to vote.

HEF’s are specific to the property and not an individual. We need to make sure that the form is delivered to the address and that the current occupiers can amend or confirm the details of the registered residents.

You will still need to respond to the HEF even if the information is correct, you must now confirm this to us by using the following options (you will need the security codes at the bottom of the letter).

By providing your telephone and email contact details you will be contributing towards cutting costs and increasing departmental efficiency as we will be able to send reminders by email and make contact by phone rather than by post.

  • Online - Household response (this is the quickest and easiest way)
  • Freephone - 0800 197 9871 and enter both parts of the security code (if no-one is eligible to vote give a reason after the security code e.g. empty, business, second home)
  • Text/SMS - Text NOCHANGE followed by both parts of the security code to 80212 (standard charges apply)

If you are unable to use the options above please complete the form, sign the declaration and return it to us in the freepost envelope. Do not return the form if you have confirmed using one of the above options.

If you need any help you can call the Electoral Registration Office for assistance on 01752 304866.

Go to our Household response site and make the necessary changes online using the security codes provided on your paper form. For example crossing off the name of someone no longer living at your address, adding someone new (including anyone now over 16 years old) that is eligible to register.

Anyone you add to the names already printed on the form will not yet be registered.  They will need to complete the registration process on the government's voter registration website, it is quick and easy and will require their date of birth and National Insurance number. If they do not register online, we will write to those individuals separately to invite them to register.

If returning the paper form, cross through anything that needs amending and write the correct information next to it. Please remember to sign the form before sending it back to us in the freepost envelope.

If you need any help you can call the Electoral Registration Office for assistance on 01752 304866.

 

 

 

The security code is clearly marked on the front and inside all forms as the example below illustrates:

Go to our Household response site and make the necessary changes using the security codes provided on your paper form. If returning the paper form, cross through their names and sign the form before returning it to us.

Please remember to add your own details if they are not already included.

You need to include the name and nationality of everyone at the address aged 16 or over who is resident and eligible to register to vote. If there are no eligible residents, you should state why this is the case

 

Find out who is eligible to register here.

 

A list of eligible nationalities is available here. If you do not qualify to register you will still need to inform Electoral Services of this, otherwise we will continue to request this information from you. You can notify Electoral Services using the methods below.

By providing your telephone and email contact details you will be contributing towards cutting costs and increasing departmental efficiency as we will be able to send reminders by email and make contact by phone rather than by post.

  • Online - Household response (this is the quickest and easiest way)
  • Freephone - 0800 197 9871 and enter both parts of the security code (if no-one is eligible to vote give a reason after the security code e.g. empty, business, second home)
  • Text/SMS - Text NOCHANGE followed by both parts of the security code to 80212 (standard charges apply)

If you are unable to use the options above please complete the form, sign the declaration and return it to us in the freepost envelope. Do not return the form if you have confirmed using one of the above options.

If you need any help you can call the Electoral Registration Office for assistance on 01752 304866.

 

Yes. The HEF is not a registration form, but instead provides us with information on who lives in your household. This means we can invite other eligible residents, including 16 or 17 year olds, to register to vote if we need to.

 

Yes. Anyone aged 16 and over must be added to the HEF. We will send them an Invitation to Register (ITR). They can complete the paper form or they can complete the registration process by registering on the government's voter registration website, it is quick and easy and will require their date of birth and National Insurance number. Once they have registered they will be able to vote from their 18th birthday onwards.

 

Students can be registered at their student accommodation in Plymouth and their parent’s address in a different authority. They will however, only be able to vote at one place at a time.

If they are returning home within six months then they should still be registered at the address they will be returning to.

If they are travelling away for longer than six months they can register themselves as an overseas elector on the government's voter registration website. They will then be able to set up postal or proxy voting.

 

Depending on how quickly you will be moving we would recommend responding to the HEF at your current property. As soon as you move address you must ensure that you re-register, this can be done through the government's voter registration website. When completing the application you must provide your previous address when prompted so that you are not registered twice.

We need information about those currently living at a property. The landlord of the property only needs to be added to the HEF if they live at the address.

Cross through the names of any residents that are no longer living at the addrss and leave the form for your new tenants to complete.

Yes. The HEF provides us with information about who lives in a household and must be returned with details of all occupiers at the address. Only one person needs to sign the declaration on page 3.

We will then send all new occupiers personalised Invitations to Register (ITR) forms. They can complete the registration process by completing the paper form or by registering on the government's voter registration website, it is quick and easy and will require their date of birth and National Insurance number.

Students can be registered at their student accommodation in Plymouth and/or their parent’s address in a different authority. They will however, only be able to vote at one place at a time.

If a student wishes to register at their student accommodation then their name should be added to the HEF. If a student would prefer to be registered at their parent’s address then they do not need to add their name to the HEF. Only one person needs to sign the declaration on page 3.

We will then send all new occupiers personalised Invitation to Register (ITR) forms. They can complete the registration process by completing the paper form or by registering on the government's voter registration website, it is quick and easy and will require their date of birth and National Insurance number.

If you confirm that there are no changes, we will not write to you again as part of the 2018 annual canvass.

Any new people eligible to register at the property that have been added to the HEF will not automatically appear on the Electoral Register. They will be sent an Invitation to Register (ITR) form. This form invites the person to apply to register to vote. They can complete the paper form or by registering on the government's voter registration website, it is quick and easy and will require their date of birth and National Insurance number.

You are invited to include your email and phone number on the HEF. We will only use this information to contact you about your registration. Your contact details will not be shared with any other department.

The HEF was not a registration form, but provided information about who lives in your household. To register you will need to complete the paper form or register on the government's voter registration website, it is quick and easy and will require their date of birth and National Insurance number.

Registration officers keep two registers – the electoral register and the open register (also known as the edited register).

The Full Electoral Register
The electoral register lists the names and addresses of everyone who is registered to vote in public elections. The register is used for electoral purposes, such as making sure only eligible people can vote. It is also used for other limited purposes specified in law, such as: detecting crime (e.g. fraud), calling people for jury service, checking credit applications.

The Open Register
The open register is an extract of the electoral register, but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details.

Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote.

We can provide information in alternative formats such as large print; contact the Electoral Registration Office for assistance on 01752 304866.