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The Annual Canvass is a yearly check we carry out to make sure that the list of people who can vote at each address is correct and up to date.
Each summer, we write to every house in the county to ask residents to check the information for their home and tell us about any changes. This helps make sure the voting records are up to date by adding people who should be on the list and removing people who have moved away.
How will we contact you?
We will try to contact you by email or text message first. We use email and text messages because they are quick and help save money.
The message will ask you to check the information for your address. It will include two security codes and a link so you can reply online.
If you do not respond, we will send you a reminder every week.
If we do not have your email address or phone number, we will send you a letter in the post.
How do I respond to the annual canvass?
The easiest way to respond is online. Simply click the link in your email or text message and follow the instructions. Before you start, have your two security codes ready. You will need them to complete your response.
Responding online is quick and easy. It only takes a few minutes. You can also click the button below to complete your response online.
Respond online to the annual canvass
Do I need to respond if nothing has changed?
Yes, you still need to respond even if nothing has changed. This tells us that the information we have is correct. If you do not respond, we will send you a reminder every week.
If nothing has changed, you can reply online, by phone or by text message.
- Phone: call 0808 2841448 and follow the instructions.
- Text: Send your two security codes to 07786 209348, with a space between the codes.
If you need to tell us about any changes, you must respond online.
Is the email I have received genuine?
Emails about the Annual Canvass will come from herefordshire.electoral.services@notifications.service.gov.uk and not a Herefordshire Council email address. This is normal and the email is genuine.
The email is sent from a government service and is safe to open. It will include the Herefordshire Council logo, a link to respond online, and the name of the Electoral Services Manager, Colette Maund. It is safe to click the link.
If you are not sure whether an email is genuine, please contact the Electoral Services team on 01432 260107. We can check it for you. When you contact us, please have your two security codes, postcode, or address ready so we can help you.
Is the text message I have received genuine?
Text messages about the Annual Canvass will come from GOV.uk. This is normal and message is official.
The text message is safe to open. It will include the name of the Electoral Services Manager, Colette Maund, and a link to reply online. It is safe to click the link.
If you are not sure whether the text message is genuine, please contact the Electoral Services team on 01432 260107. We can check it for you. When you contact us, please have your two security codes, postcode, or address ready so we can help you.
Is the data I enter online secure?
Yes. The online response system is secure and your information is protected. You can reply online.
The website is run by IDOX, a company approved by the government. The system has been tested to help keep your information safe and secure.
You can see their accreditation by searching for IDOX on the GOV.UK Digital Marketplace.
I am already registered to vote, do I still need to respond to the annual canvass?
Yes. You still need to respond. The annual canvass is used to check that the information we hold about the people living at your address is correct. This is different from registering to vote, which is done by each person individually.
Even if you are already registered to vote, or have recently applied to register, you must still tell us if the information on the form is correct or if anything has changed.
If you have recently registered to vote and your name is not listed on the canvass form, please add it when you respond.
Why do you send a canvass form every year?
We must contact households every year to check who lives at each address and who can register to vote.
The information you give us helps keep the Electoral Register up to date. It helps us remove people who have moved away and invite new residents to register to vote.
The annual canvass is a legal requirement under Section 9D of the Representation of the People Act 1983, The Representation of the People (England and Wales) Regulations 2001 and The Representation of the People (Annual Canvass) (Amendment) Regulations 2019.
What happens if I don't respond to my annual canvass communication?
If you do not respond, we will continue to send reminders each week.
If we still do not receive a response from you, we will contact you again or arrange a visit to your property to check the information we hold.
Please respond as soon as possible to help us keep the Electoral Register up to date and avoid any further contact.
What happens if I don't respond to my annual canvass communication?
We are legally obliged to keep chasing you with reminders, followed eventually by a personal visit, which we are very keen to avoid.
There are people listed on the canvass form that don't live here, what should I do?
If someone listed on the form no longer lives at your address, or your address is not their main home, please remove their name.
Do I include the names of everyone who lives here?
Please include the name and nationality of everyone aged 16 or over who lives at the address. We will use this information to check who can register to vote.
What if I make a mistake when I respond?
Don't worry. If you make a mistake when you respond, please call us on 01432 260107 and we can help you correct it.
Am I automatically registered to vote if I complete my canvass response?
No. Completing your canvass response does not register you to vote. The canvass is used to check who lives at your address. It will show who is already registered to vote, so if your name is on the list, you are already registered to vote.
If you have recently moved into the property and your name is not listed, you may need to register to vote.
If you respond online, you will be given the option to register to vote if needed.
I have recently registered to vote. Why is my name not on the canvass communication?
If you registered to vote in the last few weeks, your name may not appear on the canvass communication. This is because the forms are printed several weeks before they are sent out.
f you think there may be a problem, please call the Electoral Services helpline on 01432 260107 and we will be happy to check for you.
Do I need to include my email address and phone number on the canvass communication?
No. You do not have to give us your email address or phone number.
If you choose to provide them, we will only use them to contact you about your voter registration if there is a problem or we need more information.
My canvass communication says my postal vote expires on 31 January 2026, what do I need to do?
If your postal vote is due to expire, we will contact you before it runs out. We may contact you by email, text message or post.
You can continue to vote by post until the expiry date. If you want to keep voting by post after that date, you will need to apply again. You can re-apply for your postal vote online. You will need your National Insurance number.
If you do not re-apply before the expiry date, your postal vote will be cancelled and you will need to vote in person at a polling station until you apply again.
What happens after I’ve complete the canvass communication?
If you add a new person to the form, we will send them information about how to register to vote. Registering to vote is quick and easy online.
If you tell us that someone has changed their name, we will send them a form to update their details and ask for proof of the name change.
If you tell us that someone no longer lives at the address, we will start the process of removing them from the Electoral Register. Before we can remove someone, we need to be certain that they have moved away so we may write to them to confirm this.
I have already responded to the annual canvass, do I still need to return the registration form I have received?
Yes. The annual canvass and voter registration are different. The canvass tells us who lives at your address. The registration form is for you and is used to register you to vote.
If you receive a registration form, you should complete and return it or register online.
My neighbour received a canvass communication saying they do not need to respond. Why does mine say I do?
Before the annual canvass starts, we check our records against information held by the Department for Work and Pensions (DWP) to help make sure our records are up to date. Because of this, some households may receive different instructions.
Please read your canvass communication carefully and respond if it asks you to.
I have already responded to my canvass communication, but I have received a reminder. Do I need to respond again?
Not always. If you receive a reminder within a week of responding, we may already have your response. This can happen because reminder letters are prepared several days before they are posted.
If you are not sure whether we have received your response, please call the Electoral Services helpline on 01432 260107 and we will check for you.
Someone in my household is a student. Should they register in Herefordshire or at their student accommodation?
Students can register to vote at their home address, their student address, or both.
Some students choose to register at just one address. For example, if they consider your address to be their main home and plan to vote in Herefordshire, they may decide not to register at their student address.
Some students choose to register at both addresses. If they do, they may be able to vote in local elections at both places. However, they must not vote more than once in the same national election, such as a UK Parliamentary General Election or a referendum.
I have received a canvass communication at my second home. Can I register there?
Maybe. Having a second home does not automatically mean you can register to vote there.
You can only register at an address where you genuinely live. For example, if you regularly live there as well as at your main home. If the property is only used for holidays or short visits, you should not register to vote there.
If you are registered at two addresses, you can only vote once in a national election, such as a UK Parliamentary General Election or a referendum.
If you are not sure whether you can register at your second home, please contact the Electoral Services team on 01432 260107 for advice.
Why are annual canvass letters addressed to the occupier?
The Electoral Commission decides the format of canvass letters.
The letter is addressed to "The Occupier" because anyone living at the address can respond on behalf of the household. If the letter was addressed to one person and they moved out, the letter might not reach the right people.
I can't complete the canvass form or register to vote because of a disability or impairment. How can I get help?
If a disability, illness or impairment makes it difficult for you to complete the canvass form or register to vote, please contact Electoral Services.
You can contact us by phone, email or in writing, and we will do our best to help.