Guidance on electoral registration communications › sites... · Mono/colour Canvass Communication A (pre-populate) CCA A4 letter 2 sided Scotland, England, Wales (English) and Wales

Guidance on electoral registration communications Page 1

Guidance on electoral registration communicationsPublished: April 2020

This guidance sets out the different voter materials available and how they should be used. It should be read alongside the template communications.

This guidance complements our guidance for Electoral Registration Officers in England, Scotland and Wales, which sets out which communications you can send, and when.

The Electoral Commission has a duty to design certain voter materials. The designs have been through a thorough process of consultation and testing with electoral administrators, software suppliers, printers and the general public. The design and content of the materials have been approved by the UK Minister for the Constitution and Devolution and Scottish and Welsh Ministers.

We recommend that you read this guidance with your printer and/or designer and work through the technical instructions to ensure that you can put the files together in a way that works for you.

https://www.electoralcommission.org.uk/registration-forms-and-letters

https://www.electoralcommission.org.uk/delivering-annual-canvass-england

https://www.electoralcommission.org.uk/delivering-annual-canvass-scotland

https://www.electoralcommission.org.uk/delivering-annual-canvass-wales


Table of template voter materials

Name File reference

Layout Country versions Format Prescribed/ recommended

Mono/colour

Canvass Communication A (pre-populate)

CCA A4 letter 2 sidedScotland, England, Wales (English) and Wales (Welsh)

InDesign, PDF and Word

Prescribed Mono and colour

Canvass Communication B (pre-populate)

CCB A4 letter 2 sidedScotland, England, Wales (English) and Wales (Welsh)



Canvass Communication B (blank)

CCB-B A4 letter 2 sidedScotland, England, Wales (English) and Wales (Welsh)



Canvass form (pre-populate)

CFA3 folding booklet form 4 sided

Scotland, England, Wales (English) and Wales (Welsh)



Canvass form (blank) CF-BA3 folding booklet form 4 sided




Electronic communication (Email Canvass Communication)

ECA4 email template 1 sided


Word Recommended Mono and colour


Name File reference


Mono/colour

Canvass Communication A Envelope

CCA-Env C5 envelopeScotland, England, Wales (English) and Wales (bi-lingual)

InDesign and PDF

Recommended Colour

Canvass Communication B and Canvass form – Envelope

CCB & CF-Env

C5 envelopeScotland, England and Wales (bi-lingual)

InDesign and PDF

Recommended Colour

Invitation to register ITRA3 folding booklet form 4 sided




Invitation to register – letter (used with ITR form)

ITR-L A4 letter 1 sidedGreat Britain (English) and Great Britain (Welsh)

Word Prescribed Mono

Invitation to register – Envelope

ITR-Env C5 envelopeScotland, England and Wales (bi-lingual)

InDesign and PDF

Recommended Colour

Invitation to register – Anonymous

ITR-A A4 form 6 sidedScotland, England, Wales (English) and Wales (Welsh)



Invitation to register – Overseas

ITR-O A4 form 6 sidedScotland, England, Wales (English) and Wales (Welsh)



Invitation to register – Crown

ITR-C A4 form 5 sidedScotland, England, Wales (English) and Wales (Welsh)




Name File reference


Mono/colour

Invitation to register – Armed Forces

ITR-F A4 form 5 sidedScotland, England, Wales (English) and Wales (Welsh)



Invitation to register – No fixed address

ITR-N A4 form 5 sidedScotland, England, Wales (English) and Wales (Welsh)



Change of name form CNF A4 form 3 sidedScotland, England, Wales (English) and Wales (Welsh)



Confirmation of a successful application letter (solicited and unsolicited)

CSA A4 letter 1 sidedScotland, England, Wales (English) and Wales (Welsh)


Email Invitation to register E-ITRA4 email template – 1 sided

Great Britain (English) and Great Britain (Welsh)


Invitation to register – reminder

ITR-R A4 letter 1 sidedGreat Britain (English) and Great Britain (Welsh)

Word Recommended Mono

Requirement to register RTR A4 letter 1 sidedGreat Britain (English) and Great Britain (Welsh)



Name File reference


Mono/colour

Exceptions letters E1-E5 LetterGreat Britain (English) and Great Britain (Welsh)


Civil penalty notice letters CP1-CP5 LetterGreat Britain (English) and Great Britain (Welsh)


Attestation letters – England and Wales

A1-A6-E&W

LetterEngland, Wales (English) and Wales (Welsh)


Attestation letters – Scotland

A1-A6-S Letter Scotland Word Recommended Mono


England, Scotland, Wales and Welsh language

Most voter material templates have three country variations reflecting different statutory requirements in England, Wales and Scotland. For example, materials for use in England and Wales will refer to the jury service exemption for those aged 76 or over, while those for use in Scotland omit this.

In Wales we provide voter materials in separate English and Welsh language versions, with the exception of bi-lingual envelopes. The Welsh Language Standards require the Commission to provide voter materials bilingually in Wales. In this instance, taking into account feedback from electoral administrators in Wales, the Commission has provided separate English and Welsh language form designs. They are separate form designs, which are not designed to be bound together. Electoral Registration Officers (EROs) in Wales must have regard to the Welsh Language Act 1993 and the Welsh Language (Wales) Measure 2011, which require services in Wales to be delivered in the Welsh language.

File format

Most of the materials are available in three software formats; InDesign, Word and PDF. We have not specified which format should be used.

Most templates have been designed in Adobe InDesign, the industry standard for graphic design, but in response to stakeholder demand we have also provided the files in Word. However, Word is not a graphic design program and is not designed for this kind of advanced layout, so we recommend you use the InDesign files wherever possible.

Colour and mono designs

Most materials have been provided in both colour and mono.

Colour draws attention, focusing the reader’s attention on the places where information is required. Mono versions are suitable for local laser printing, or where budgets will not allow for colour printing. If you print in black and white, use the mono versions, as printing the colour versions in black and white will result in poor quality printing.


Layout

The voter material templates are arranged in a number of layouts: A3 folding booklets; A4; and C5 envelopes.

Some of the materials are prescribed and some are recommended. Where the material is prescribed you must use the material designed by us and approved by the Ministers, except where stated otherwise.

The materials provided reflect feedback from electoral administrators and suppliers and many have been user tested with the public.

A number of the materials have customisable areas. We have used a colour coding system to provide instructions on how to edit each section.

• The parts highlighted in pink must be customised with your information.

• The parts highlighted in green should be customised to reflect your particular circumstances.

• The parts highlighted in yellow must be pre-printed with the information you hold about residents.


Canvass communication A (CCA) and Canvass communication B (CCB) letters

The CCA and CCB are prescribed letters: both their content and layout must not be changed except where stated otherwise. The letters must be printed on A4 paper.

Dear «Resident/Occupier»

Is the electoral register correct for this

Information on who is eligible to register to vote can be found on page 2. People we have to vote at this

If you need to tell us about any changes, the easiest way is online. It takes just a few e .

Page 1 of 2 CCA-E

3

2

1

Visit the e e <<enter CCA response weblink>>

Aged 76 Postal or over proxy (exempt from (more

Full Name jury service) page 2)

Included open (more

2) <<Full Name>>

<<Nationality>>

<<yes/no>>

<<yes/no>>

You do not need to respond

all information is correct and includes everyone eligible to register to vote at this address.

You must respond

any information is wrong, or if there are people eligible to register to vote at this address that are not included.

Council logo

<<yes/no>>

<<Full Name>> <<Full Name>> <<Full Name>>

<<Nationality>> <<Nationality>> <<Nationality>>

<<yes/no>> <<yes/no>> <<yes/no>>



«The Resident/Occupier» «PostalAddress1» «PostalAddress2» «PostalAddress3» «PostalAddress4» «PostalPostcode» «Date»

«Council» «Address1» «Address2»

«PostalPostcode» «PhoneNumber»

«Email» «Web»

Reference number «Ref.»

Enter your unique e Part 1 << >> Part 2 << >>

Update your and Include the names and nationalities of everyone who lives at this address

You can also respond by: • Phone: Call <<enter phone number and response details>> <<Add any further response channels>> If you need to update this information you will be required to declare that the information is true. If you do not live at the address you will need to tell us who you are (e.g. landlord). If you add any new people they will also need to complete a registration application. They can do this at

We will send each new person a form if they do not apply online. If you have a query, or need further information, please contact us using the details on page 1.

Yours faithfully <<Name>> <<Title>>

Page 2 of 2 CCA-E

Privacy

We collect information under the legal basis of a task carried out in the public interest, as set out in the Representation of the People Act 1983 and related regulations. We look after personal information securely and follow data protection legislation. If you opted-out of the open register we will only use the information you give us for electoral purposes, including matching it against other sources of data to support the electoral register. If you are currently registered, where applicable, we have processed your data correctly. We will not give personal information to anyone else, unless we have to by law. The law requires us to share your information with candidates, political parties and campaigners for democratic engagement purposes and credit reference agencies to check your identity when you apply for credit. If you have not opted-out of the open register your name and address can be bought by anyone and used for lots of purposes, including direct marketing. The Electoral Registration Officer is the Controller. They must have a policy document known as a privacy notice setting out how they process personal data. Refer to the privacy notice at «Web 2» or contact us to request a copy. <<ERO name>> <<ERO address>> <<ERO telephone>>

The open

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 registers and how they may be used at

or you can contact us using the details on page 1.

Postal and proxy

To arrange to vote by post or by proxy (someone you trust voting on your behalf) you can download an application form at To change any existing postal or proxy vote arrangements contact us using the details on page 1.

Who is eligible to to

You can register to vote if you are: You must also be e e • Resident (usually live) in the UK and • A British, Irish or European Union citizen, or

aged 16 or over (but you will not be able • A Commonwealth citizen who has leave to enter or to vote until you are 18). remain in the UK, or who does not require such leave.

Page 1

At the top of the page add the property address and date the letter. Alongside this, add the ERO’s address, contact details and logo. You should also select either resident or occupier when addressing the letter.

In the table on page 1 you must pre-print the information you hold on residents. There is space to pre-print information for 4 people. Avoid leaving blank rows where there is no data. Use a continuation sheet or extend the table if more than 4 people are registered. The CCB-blank has no pre-populated table of residents.

In the flow diagram on page 1 you should add the online response address, along with part 1 and 2 of the unique security code. The flow diagram and associated text should only be included where the online response channel is available.

Page 2

The top of the page is editable for you to include information relevant to the response channels you provide. The whole section can be removed if no other response channels are available.

On page 2 add both your name and title to the end of the letter.

Page 2 contains guidance for the recipient which should not be changed. The required privacy statement is also included and you will need to add contact details and a link to your privacy notice. Further information on privacy notices is contained in our guidance on data protection.


Canvass form (CF)

The CF is a prescribed form: both the content and layout must not be changed except where stated otherwise. The form must be printed on A3 paper, folded to make an A4-size booklet.

Page 1

Page 1 is the letter component of the form, it is prescribed and must not be changed except where stated otherwise. At the top of the page add the property address and date the letter. Alongside this, add the ERO’s address, contact details and logo. You should also select either resident or occupier when addressing the letter.

In the flow diagram on page 1 you should add the online response address, along with part 1 and 2 of the unique security code. The flow diagram and associated text should only be included where the online response channel is available.

The bottom of the page is editable for you to include information relevant to the response channels you provide. The whole section can be removed if no other response channels are available.

Add your name and title to the end of the covering letter.

A placeholder is reserved at the foot of pages 1 – 4 on the right for barcodes to be added locally if required to support processing.

Page 2

At the top of the page add the property address.

In section 1 add the online response channel address (only include address and associated text if online response channel available).

In section 1A you must pre-print the information you hold on residents. There is space to pre-print information for 5 people. Avoid leaving blank rows where there is no data. Use a continuation sheet or extend the table where more than 5 people are registered.

«The Resident/Occupier» «PostalAddress1» «PostalAddress2» «PostalAddress3» «PostalAddress4» «PostalPostcode» «Date»

«Council» «Address1» «Address2»

«PostalPostcode» «PhoneNumber»

«Email» «Web»

Reference number «Ref.»

Dear «Resident/Occupier»

You must respond so we can check who is eligible to register to vote. You are legally required to respond. Please respond by «ERO DATE». The easiest way is online. It takes just a few minutes.

Include the names and nationalities of everyone who lives at this address

If you have a query, or need further information, please contact us using the details above.

Yours faithfully

«Name» «Title»

Page 1 of 4 CF-E

( Barcode goes here )

You can also respond by: • Phone: Call <<enter phone number and response details>> • Post: Complete and post the attached form <<Add any further response channels>>

3

Update your household information and submit

2

1

Visit the website «enter CF response weblink»

Council logo

Enter your unique security code Part 1: «unique security code» Part 2: «unique security code»

«Town»

Not enough space? Please write further names on a separate sheet of paper. If you add any new people they will also need to complete a registration application. They can do this at gov.uk/register-to-vote. We will send each new person a form if they do not apply online.

Page 2 of 4 CF-E


1 Check who is eligible to register to vote

We need to know who lives at this address in order to check who is eligible to register to vote. Information on who is eligible to register to vote can be found on page 4. The easiest way to respond is online «enter CF response weblink». You can also respond by post using this form.

A People we have registered to vote at this address

Aged 76 Postal or Included on or over proxy vote? open register? (exempt from (more info (more info

Full Name Nationality jury service) page 4) page 4)

«Full Name» «Nationality» «yes/no» «yes/no» «yes/no»

Changes


Changes


Changes


Changes


Changes B Add the details of anyone eligible to register to vote at this address who is not listed

above

Aged 76 or over (exempt from Phone Email

Full Name Nationality jury service) (optional) (optional) Yes No

Yes No

Yes No

Yes No

Yes No

Providing an email and phone number gives a quick and easy way to contact you about your registration.

• Amend printed details in Changes line • Add new people to section B • Cross out anyone who has moved out • Use black ink and CAPITALS

Canvass Form

«Street»

«County» «Postcode2»


Canvass form (CF)

Page 4 The last page contains guidance for the recipient which should not be changed. The required privacy statement is also included and you will need to add contact details and a link to your privacy notice. Further information on privacy notices is contained in our data protection guidance.

The CF-blank has no pre-populated table of residents. The blank version of the CF has a blank final page to which you can add FAQs or other information.

Page 4 of 4 CF-E


Privacy statement

We collect information under the legal basis of a task carried out in the public interest, as set out in the Representation of the People Act 1983 and related regulations. We look after personal information securely and follow data protection legislation. If you opted-out of the open register we will only use the information you give us for electoral purposes, including matching it against other sources of data to support the electoral register. If you are currently registered, where applicable, we have processed your data correctly. We will not give personal information to anyone else, unless we have to by law. The law requires us to share your information with candidates, political parties and campaigners for democratic engagement purposes and credit reference agencies to check your identity when you apply for credit. If you have not opted-out of the open register your name and address can be bought by anyone and used for lots of purposes, including direct marketing.

The Electoral Registration Officer is the Controller. They must have a policy document known as a privacy notice setting out how they process personal data. Refer to the privacy notice at «Web 2» or contact us to request a copy. «ERO name» «ERO address» «ERO telephone»

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 registers and how they may be used at gov.uk/register-to-vote or you can contact us using the details on page 1.

Postal and proxy votes

To arrange to vote by post or by proxy (someone you trust voting on your behalf) you can download an application form at electoralcommission.org.uk/voter. To change any existing postal or proxy vote arrangements contact us using the details on page 1.

Who is eligible to register to vote?

You can register to vote if you are: You must also be either: • Resident (usually live) in the UK and aged 16 • A British, Irish or European Union citizen, or

or over (but you will not be able to vote until • A Commonwealth citizen who has leave to enter you are 18). or remain in the UK, or who does not require

such leave.

Page 3 of 4 CF-E


3 Declaration

As far as I know, the details on this form are true. I understand that it may be an offence to fail to provide the information asked for in this form and if convicted I may be fined up to £1000. I understand that it is an offence to knowingly provide false information in this form, or to do so with reason to suspect that the information is false and if convicted I may be imprisoned for up to six months, and/or face an unlimited fine.

Signature Full name (CAPITALS)

Phone

Today’s date (dd/mm/yyyy) (optional) Email (optional)

If you don’t live at this address, please tell us who you are (e.g. landlord).

2 Fill in this section if there is no one at this address who is eligible to register to vote Please tick.

The property is empty This is a second home

This is solely a business premises None of the residents are eligible to vote because

of their nationality. Please give their nationalities

Other reason (please state)

Page 3 A placeholder is reserved at the foot of the page for barcodes to be added locally if required to support processing.


The Invitation to register form (including Anonymous, Overseas, Crown servant, Armed forces, No fixed address)

All ITR forms are prescribed: both the content and layout must not be changed except where stated otherwise. The forms must be pre-populated with the name and address of the individual if you have it. If not, it can be sent as a blank form.

The standard ITR form must be printed on A3 paper, folded to make an A4-size booklet. The other ITRs can be produced in either A4 or A3 folded to make an A4-size booklet.

The first page of the standard ITR is blank for you to include the relevant letter. All other ITRs have a combined cover letter on the first page that must be used with the form.

The back pages of the ITR contain guidance for the recipient which should not be changed. The required privacy statement is also included and you will need to add contact details and a link to your privacy notice. Further information on privacy notices is contained in our data protection guidance.

A placeholder is reserved at the foot of each page on the right for barcodes to be added locally if required to support processing.

ITR-W Page 2 of 4


Go online It’s quick and easy to fill in this form at gov.uk/register-to-vote.

Register to vote

Registering to vote You can register to vote if you are: You must also be either: • Resident (usually live) in Wales and aged 14 or over • A British, Irish or European Union citizen, or

(but you will not be able to vote in Senedd elections until • A Commonwealth citizen or foreign citizen you are 16. You will not be able to vote in UK Parliamentary, who has leave to enter or remain in the UK local council or Police and Crime Commissioner elections or who does not require such leave. until you are 18).

All information requested in this form must be provided (unless stated otherwise) or your application may be delayed.

1 Your name and address First name(s)

Surname

Your address

Postcode

Do you also live at another address? Please tick. No Yes

If yes, you do not have to give us this address now but we may ask for more information later.

Phone no. (optional)

Email (optional)

Providing an email address or phone number gives a quick and easy way to contact you about your application. 14 and 15 year olds will not be contacted by phone or email.

Incorrect information If we have printed information which is incorrect, please cross it out and write the correct information.

2 Your nationality

If you have more than one nationality, please include them all. (Don’t know your nationality? Please see section 9). (more info page 4)

3 Moved house in the last 12 months? Please tick. No Yes If yes, please give any previous address where you have lived during the

last year or your application may be delayed.

Postcode

If this address was overseas, were you registered in the UK as an overseas voter? Please tick. No Yes

ITR-W Page 1 of 4


If you need help filling in this form please contact us using the details on page 1.

ITR-W Page 3 of 4


10 Declaration

I currently live at this address. To the best of my knowledge, the information in this form is true. I understand that the information I have given on this form will be used on the electoral register. I understand that if I do not make an application for registration when required to do so I could face a fine of £80. This £80 fine does not apply to 14 or 15 year olds. I understand that it is an offence knowingly to provide false information in this form and if convicted I may be imprisoned for up to six months and/or face an unlimited fine. Signature Today’s date

D D M M Y Y Y Y

9 Don’t know your nationality, date of birth or National Insurance number? Please tell us why If you can’t provide these details we may ask you for other evidence before processing your application.

8 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. Please tick if you do not want your name and address to be included in the open register. If you are aged under 16 your details will not be included in the open register. (more info page 4)

7 Voting by post or proxy? Please tick how you would like to vote and we will send you an application form, or you can download an application form at electoralcommission.org.uk/voter. This section should be left blank if you intend to vote in person at a polling station.

By post By proxy (someone voting on your behalf)

6 Changed your name? Please give us your most recent previous name (optional).

Please tell us the date you changed your name (optional). D D M M Y Y Y Y (more info page 4)

5 Your National Insurance number (if you are aged 16 or over)

You can find this on your payslip, or on official letters about tax, pensions or benefits. (Don’t know your National Insurance number? Please see section 9).

Please tick if you are aged under 16.

4 Your date of birth If you don’t know your date of birth please tick if you are: 14-15 16-17 18-75 Aged 76 or over

D D M M Y Y Y Y (Don’t know your date of birth? Please see section 9). (more info page 4)

ITR-W Page 4 of 4


Your nationality You can register to vote in the UK if you are a British (including English, Scottish, Welsh or from Northern Ireland), Irish or European Union citizen, or a Commonwealth citizen or foreign citizen who has leave to enter or remain in the UK or does not require such leave. We may need additional evidence about your nationality or we may check your nationality or immigration status against government records. If you have more than one nationality, please include them all.

Your date of birth If you don’t know your date of birth please give the date you put on official documents (for example, your passport or driving licence) or tick one of the boxes. Your date of birth identifies you and confirms your eligibility to vote and can be used to call you for jury service.

Changed your name? For example, you may have got married and changed your name. You do not have to give us details of your name change but it will help us identify you. If this information is not given then you may need to provide additional documentary evidence.

The open register There are two registers. Why? Using information received from the public, registration officers keep two registers – the electoral register and the open register (also known as the edited 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 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. If you are aged 16 or over 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.

If you are aged 14 or 15, you will not be included on the open register. You will be included on the electoral register, but only Electoral Registration Officers and their staff can usually see the details you provide. Your details will not be included in any register that is published. About six weeks before an election certain people need details of everyone who can vote in that election. If you will be 16 on the date of Senedd elections, your name and address will be given to people who run the elections, and to candidates who want to provide information to voters. You can find out more information about both registers and how they may be used at gov.uk/register-to-vote.

If you are concerned that having your name or address on the register may affect your safety, there could be other options available to you. In certain circumstances, you can register without your name and address showing on the register. To find out more, please contact your electoral registration office. You can find their address on page 1 of this form.

Privacy statement We collect information under the legal basis of a task carried out in the public interest, as set out in the Representation of the People Act 1983, the Senedd and Elections (Wales) Act 2020 and related regulations. We will look after personal information securely and follow data protection legislation. If you opted-out of the open register we will only use the information you give us for electoral purposes, including matching it against other sources of data to support the electoral register. We will not give personal information to anyone else, unless we have to by law. The law requires us to share your information with candidates, political parties and campaigners for democratic engagement purposes and credit reference agencies to check your identity when you apply for credit. If you have not opted-out of the open register your name and address can be bought by anyone and used for lots of purposes, including direct marketing. The Electoral Registration Officer is the Controller. They must have a policy document known as a privacy notice setting out how they process personal data. Refer to the privacy notice at «Web 2» or contact us to request a copy. «ERO name» «ERO address» «ERO telephone»

Problems with the form? Contact your electoral registration office if you need any help understanding or completing this form – or if you need this form in large print or in another format. You can find their details on page 1 of this form.


Electronic communication (Email canvass communication)EROs have the option to send electronic communications as part of the canvass, including by email.

The email template provided can be used for either route 1 or route 2 communications as a response is always required to an email communication. The email template is not prescribed, however we recommend that you use it because it has been tested with the public. We have provided it in Word, but you can simply copy and paste the content into an email.

Invitation to register – letterThe first page of the standard ITR form is blank for you to include the ITR-letter. You must use the letter designed by us.

You will need to decide on a deadline to include, taking into account that you are required to send a ‘reminder’ invitation if the recipient does not make an application to register within a reasonable period of time.

The deadline should not be more than 28 days (4 weeks) from the date on the invitation. In testing, a 4 week deadline was felt to strike the right balance between being near enough for the task to remain in people’s minds, but not so close that it would feel unreachable or overly demanding. In some circumstances, where you are approaching the conclusion of the canvass or an election is due to take place, you may choose to set a shorter deadline.

You will need to edit the letter to reflect the response channels you provide.

In Scotland and Wales you will need to include the line ‘You will not be fined if you are under 16’.

Email Invitation to registerEROs have the option to send an electronic invitation to register, including by email. The email ITR includes a link to gov.uk/register-to-vote. An invitation to register should not be emailed as an attachment.

The email template is prescribed: both the content and layout must not be changed, except where stated otherwise.

We have provided it in Word, but you can simply copy and paste the content into an email.

Change of name form (CNF)The CNF is a prescribed form: both the content and layout must not be changed except where stated otherwise.

The form can be produced in either A4 or A3 folded to make an A4-size booklet. The first page is blank for you to include your own covering letter.

The back page contains the required privacy statement and you will need to add contact details and a link to your privacy notice. Further information on privacy notices is contained in our data protection guidance.

A placeholder is reserved at the foot of each page on the right for barcodes to be added locally if required to support processing.


Confirmation of a successful application letter (solicited and unsolicited)

The letter is prescribed: both the content and layout must not be changed, except where stated otherwise.

At the top of the page you should add the individual’s address and date the letter. Alongside this add the ERO’s address, contact details and logo.

Edit the date and details of when the individual will be added to the register following a successful application.

Include the last sentence if unsolicited, or exclude it if the letter is sent in response to an ITR.

We have provided it in Word, but you may use whichever format you prefer, and can simply copy and paste the content.

Recommended letters

In addition to the prescribed letters, we have created a number of other letters that we recommend you use.

• Invitation to register – reminder (ITR-R)

• Requirement to register (RTR)

• Exceptions letters (E1-E5)

• Civil penalty notice letters (CP1-CP5)

• Attestation letters (A1-A6)

The list of recommended letters has been developed based on feedback we’ve had about what will be most useful for us to provide. We know you may need to send several other types of letter, and we recommend you use one of the recommended letters as the basis for any other letters you send.

You can make changes to the recommended letters, but if you do so, you will need to ensure that the letters comply with the relevant legislation.

We recommend that where the recipient is being asked to provide information or make an application you include a date by which the recipient must do so. In testing, we found that participants strongly approved of the addition of a deadline date.

We have provided the letter in Word, but you may use whichever format you prefer, and can simply copy and paste the content.


Recommended envelopes

We have created a number of envelopes that we recommend you use.

These have been developed through consultation with stakeholders including electoral administrators, software suppliers and the general public (through user-testing and message testing).

You can make changes, but if you do so, you will need to ensure they comply with the relevant legislation.

• Canvass Communication A – Envelope

• Canvass Communication B and Canvass form – Envelope

• Invitation to register – Envelope

We have set out our layout recommendations in PDF (including bi-lingual layouts in Wales), which can be used as a visual guide or you can use the InDesign files supplied.

If you choose not to use the template files we recommend the envelope:

• Be brown (if possible)

• Include a specific note on the front of the envelope that highlights the action required

• Feature the ERO’s logo on the front of the envelope

From testing we have found that an envelope that contained these elements increased response rates and so reduced the cost of the annual canvass.

You will also need to ensure that any envelope design meets your own mailing supplier’s current specifications.

Documents

Guidance on electoral registration communications › sites... · Mono/colour Canvass Communication A (pre-populate) CCA A4 letter 2 sided Scotland, England, Wales (English) and Wales