The annual canvass of voters
As a local authority, we must write to every household in Somerset each year to check that electoral register details are accurate. This is called the annual canvass.
We send one of two letters, depending on the information we already hold.
We post letters in stages during September and October. This means households may receive them at different times. It is normal if your neighbour receives a letter before you.
How to respond
Your letter explains how to respond. It includes two unique security codes to use when you reply online.
If you need to report a change, use the online household response service or return the form by post.
It is quicker and easier to respond online using our secure service. You will need your security codes and postcode to complete your response.
If there are no changes, you can confirm this online. You can also reply by post, phone, or text. The phone number is on your letter.
About the letters
We send canvassing letters in two batches.
The first batch goes to households where our data does not match records held by the Department for Work and Pensions. Differences may be small, such as a spelling error or a missing middle initial.
By law, someone in the household must respond to this letter.
The easiest way to respond is online. If you cannot do this, complete the form and return it in the prepaid envelope. The envelope shows an address in Poole, Dorset. This is correct, as forms are processed there for us.
The second batch goes to households where all electors match Department for Work and Pensions data. The letter lists who is currently registered to vote at the address. It explains how to report any changes online.
You may need to add people who live at the property and are eligible to vote but are not listed. Each person added must also register to vote. Find more information on the Register to vote.
If you need to update details and return the form by post, you can use any envelope. Send it to the canvass office for your area, shown on the form:
- Somerset Council, Brympton Way, Yeovil BA20 2HT
- Somerset Council, Cannards Grave Road, Shepton Mallet BA4 5BT
- Somerset Council, Bridgwater House, Kings Square, Bridgwater TA6 3AR
- Somerset Council, Killick Way, Williton TA4 4QA
We address letters to “The Occupier” to follow Electoral Commission guidance. This ensures current residents respond and helps us keep records accurate.
The open register
The open register is part of the electoral register, but it is not used for elections. Anyone can buy it and use it for purposes such as checking names and addresses or direct marketing.
Removing your details from the open register does not affect your right to vote.
Find more information about both versions of the electoral register the GOV.UK website Electoral register page.
Moving home
If you are moving soon and will leave the address where you received the letter, leave it for the new occupants. If no one responds, we will send a reminder after a few weeks.
You should register to vote at your new address. Visit the GOV.UK Register to vote page.
You must provide your previous address. We will then remove you from the register at your old address.
If the form includes people who no longer live at the address, report the change online. If you reply by post, cross out those names before sending the form.
If your name is not on the form and you live at the address, you are not registered to vote there. You must register. Find more information on our Register to vote page.
Empty properties and second homes
If you receive a letter for an empty property, you must still respond. Complete the form online, or fill in section 4 on page 3 and return it by post. Cross out any printed names and note that the property is unoccupied.
If you receive a letter for a second home and you are registered to vote at another address, you must still respond. Tick the relevant box in section 2.
If the form shows names of voters who no longer live at the address, cross them out.
Voters who live away from home at university
If a voter is away from their main address to attend university, they can stay registered at their home address. They can apply for a postal or proxy vote during an election. Find more information on our Ways to vote page.
They can also choose to register at their term-time address instead. They can do this on the GOV.UK Register to vote page. This choice is up to the individual.
Students can register at both their home and term-time addresses. However, they must not vote in national elections at both addresses.
Residential care homes and nursing homes
If you manage a residential care or nursing home, you must tell us who lives there, even if some residents lack capacity to vote.
Complete the form with the names of all residents. We must collect details of everyone who lives at the address. Each resident will then receive an invitation to register to vote.
Include the name and nationality of each resident aged 16 or over who is eligible to register. For more information about age requirements, visit the Electoral Commission.
You can find guidance on capacity on our Mental Capacity Act page.