The annual canvass of voters

As a Local Authority, we are required to write to each household in Somerset every year, to check that the data we hold on the electoral register is accurate. This is called the annual canvass.

We write to households using two different letters. Which letter you receive will depend on the data we already hold.

The letters are being posted to residents during September and October in batches, meaning that households are not all contacted at the same time. That could mean that you find that your neighbour has received a letter, while you have not, as yet. This is quite normal.

How to respond

Your letter will tell you how to respond. It will contain two unique security codes for you to use when you reply online.

If you need to tell us about a change, you can use our online household response service or you can return the form by post.

It is quicker and easier to respond online, using our secure site. You will need the security codes provided in your letter and your postcode to submit your response.

If there are no changes to your household you can confirm this online, or by returning the form by post, or by phone or text. The phone number is on the canvass letter.

About the letters

We send canvassing letters in two batches. The first batch of letters is a form sent to households which do not match data held by the Department for Work and Pensions.

The mismatch could be something as small as a spelling error, or a middle initial of a name used on one system and not recorded on our data.

It is a legal requirement for the occupants of the property to respond to the letter.

The easiest way to respond is online. If you can not do that, you can complete the form we send you by hand and return it in a pre-addressed envelope, which we send with the form. The envelope shows an address in Poole, Dorset. This is correct, as the forms will be processed there on our behalf.

The second batch of letters are sent to households in which all the electors match data held by the Department for Work and Pensions. These households will receive a letter showing who is registered to vote at that address. The letter will advise you to go online if there are any changes to make.

You may need to add the names of any voters who are resident at the property and eligible to vote, but who are not shown on the enquiry form. In that case, the voter whose name is being added will also need to register to vote. You can find more information about registering on our page Register to vote.

If you need to edit the details on the form and you are returning the form by post, you can use any envelope to post the form to the canvass office for your area – this will be 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

The letters are addressed to ‘The Occupier’. Even if your own or other peoples’ names are printed on the form and you pay Council Tax for the address.

We address the letters to ‘The Occupier’, as we have to follow the format of canvass communications set by the Electoral Commission. Addressing the letters to ‘The Occupier’ helps to ensure that the current residents respond, so that we can confirm up to date information for the property.

The open register

The open register is an extract of the electoral register, but it is not used for elections. It can be bought by anyone and used for many purposes, including confirming name and address details and direct marketing purposes.

Removing your details from the open register does not affect your right to vote.

You can find out more information about both versions of the Electoral Register on the GOV.UK website Electoral register page.

Moving home

If you will be changing address very soon and moving away from where you received the letter, we suggest that you leave the letter at your old address for any new occupants. If a response to the original form is not received, the system will automatically generate a reminder for that property which will be sent out after a few weeks.

You should register to vote at your new address and you can do that at the GOV.UK Register to vote page. You will be asked to state your previous address. When you confirm that, your name will be removed from the electoral register at your old address.

If there are names of voters recorded on a form who no longer live at that address, either report the change by completing the form online or, if returning by post, cross out the names before posting.

Remember, if your name is not shown already printed on the form and you live at that address, you are not registered to vote at that address. You will need to register. You can find more information about registering on our Register to vote page.

Empty properties and second homes

If a letter is sent to a property which is empty, you still need to respond to the letter. You can either complete the form online, or if you are returning the form by post, please complete section 4 on page 3 of the form. If you are returning the letter by post, cross out any pre-printed names and details on the form and make a note that the property is unoccupied.

If the letter is received at a property which is your second home and you are registered to vote at a different address, you must still respond. Tick the relevant box in section 2.

If the form shows pre-printed names and those voters no longer wish to vote in Somerset, cross out their names.

Voters who live away from home at university

Where a voter is not living at their usual home address because they are attending university, they can remain registered at their home address but can apply for a postal or proxy vote when an election is called. You can find more information about postal and proxy votes on our Ways to vote page.

Alternatively, delete their details and advise them to register to vote at their address at university. They can register to vote on the GOV.UK Register to vote page. It is a choice for the individual. Although, please note that while a university student may be registered to vote at both their home and term-time addresses, they can not vote in national elections at both addresses.

Residential care homes and nursing homes

If you are the owner or manager of a residential care or nursing home and some of your residents do not have capacity to vote, you must tell us who is living in the home. Please complete the form with the names of your residents, as we need to collect details of people who live at an address. Your residents will then be sent an invitation to register to vote.

You need to include the name and nationality of everyone aged 16 or over who is a resident and eligible to register to vote. You can find more information about age-related voting eligibility on the website of the Electoral Commission.

And you can find out more about capacity on our Mental Capacity Act page.