Who can register?
All British, Irish Republic, Commonwealth and European Union citizens who are 18 years or over can apply to be included in the Register of Electors.
Why do I need to register?
You can only vote at elections or referendums if your name is on the register.
It is a legal requirement to provide the information requested in the annual canvass form, which is sent to every household at the end of August each year.
Credit reference agencies use the register when checking your identity if you apply for credit, to open a bank account or when making a mortgage application. You may experience difficulties if your name is not on the register.
How do I register?
The register was previously updated once a year in October, but The Representation of the People Acts 2000 and The Representation of the People Regulations 2001 allow people to register to vote at any time under “rolling registration”.
During the annual canvass (September – November) you can register by completing the canvass form, which is sent to every household at the end of August each year. After the new register is published on 1st December, if you move or your name is not included, you can apply to have your name included by completing an "Application to be registered" form which is available from the Electoral Services Office, or can be downloaded from the Electoral Services Application forms page.
Who has access to my information?
New laws have been brought in to restrict the ways in which the electoral register can be used and to control who can have access to your information.
The electoral register is a public document and as such can be inspected by any person wishing to do so. However, the full register can only be viewed by appointment and under supervision in the council offices here at Follaton House.
As the register is compiled in address order, it would be very difficult for anyone to be able to find your address by just knowing your name.
The Electoral Registration Officer is required by law to make and keep two versions of the register – the full register and the edited register.
The main use of the full register is for elections and referendums, but it can be used for other purposes such as the prevention and detection of crime and for checking your identity when you have applied for credit. Only certain people and organisations can have copies of the full register, and it is a criminal offence either to pass the full register on to anyone, or to use it for any purpose, except as allowed by the regulations. These regulations can be viewed at the Office of Public Sector Information (OPSI) website
The edited register leaves out the names and addresses of people who have asked to be excluded from that version of the register. The edited register can be bought by anyone who asks for a copy and they may use it for any purpose.
Opt-out boxes are printed on all application forms for those who wish their details to be excluded from the edited register.
Can I check my entry on the register?
The registers are available for inspection by any person wishing to do so.
The edited register can be inspected at any time during office hours, in main reception at Follaton House.
The full register can be inspected under supervision in the Electoral Services Office at Follaton House and an appointment is usually necessary. Anyone wishing to make an appointment should contact the office by telephone on 01803 861234 or Email: elections@southhams.gov.uk
What if I move?
If you move house between December and August, you can apply to register at your new address by completing an "Application to be registered" form, which can be downloaded from the Electoral Services Application forms page.
You will be notified by post when your application has been received, and again when your application has been allowed. We will also notify the Electoral Registration Officer for your previous address that you have moved, so that your name can be removed from that register.
Some people, i.e. students, can be registered at two addresses, so if you do not want to be removed from your other address, please explain why when you return your form.
In the “run-up” to an election you will only be able to vote at that election if your name has been added to the Register of Electors up to 11 working days before the day of election. If you are making an application to be registered close to an election, it may be advisable to speak to someone in the Electoral Services Office as although you may not be eligible to vote in respect of your new address, you may still be able to vote if you remain registered at your previous address. You can contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk
I'm paying council tax so I'm automatically on the Register, aren't I?
No. The Representation of the People Regulations state that applications to be registered must be received in writing on a prescribed form, and must be dated and signed.
The Council Tax Department and the Electoral Services Office are completely separate from one another. Council tax records may show the name of the owner of a property but not necessarily the residents of the property. For this and other legal reasons, the Electoral Registration Officer is not permitted to take names from the council tax register and put them on the electoral register, and vice versa.
How long will it take for my details to appear on the register?
All applications are listed upon receipt and are subject to a period of objection, which is five days from the date of entry on the list of applications.
Amendments to the register take effect on the 1st of the month and the Electoral Registration Officer must issue a Notice of Alteration to the Register. If the 1st of the month is on a weekend or a bank holiday (a dies non) then the point of reference moves to the next working day. The monthly deadline for receipt of applications is fourteen calendar days plus five working days before the 1st of the month.
From receipt of an application it can take up to seven weeks before the applicants details are updated on the register.
If an election is pending, applications may be made up to 11 working days before the day of election. Names will be added 5 days before the day of election provided no objection has been received.
What if I change my name?
If you notify us in writing that you have changed your name, your details will be updated when the amendments to the register take effect on the 1st of the month. Alternatively you can request an [Adobe Acrobat Document -- will open in new browser window]alteration form by contacting the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk
How do I register if I or my husband/wife are in the armed forces?
Members of the armed forces and their husbands/wives may register to vote at their home address, just as a normal civilian elector, or separately as a Service Voter. Service Voters are entitled to vote in all UK elections and Service Declarations must be renewed every three years in order that they continue to qualify.
Service Voters may either appoint a person to vote on their behalf at the polling station (a proxy), or choose to vote themselves by post. If a postal vote is chosen, the applicant should take into account the length of time taken for post to travel in either direction, especially to and from an overseas address, as the *Regulations stipulate that the postal ballot papers cannot be issued earlier than 5.00pm on the eleventh working day before Polling Day.
If you would like an application form to register as a Service Voter or as the husband/wife of a Service Voter, contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk. Alternatively the "Service application to be registered" can be downloaded from the Electoral Services Application forms page.
*Representation of the People Regulations 2001 (regulation 71(1))
How do I register if I or my husband/wife work abroad as Crown Servants or British Council Employees?
A person can register as a Crown Servant or British Council Employee if they are not a member of the forces but they are employed in the service of the Crown or British Council, in a post outside the UK. A husband or wife living abroad with an employee of the Crown or British Council may also register in this way. Crown Servant and British Council Employee declarations must be renewed annually in order that they continue to qualify.
Crown Servants and British Council Employees may either appoint a person to vote on their behalf at the polling station (a proxy), or choose to vote themselves by post. If a postal vote is chosen, the applicant should take into account the length of time taken for post to travel in either direction to and from an overseas address, as the *Regulations stipulate that the postal ballot papers cannot be issued earlier than 5.00pm on the eleventh working day before Polling Day.
If you would like an application form to register as a Crown Servant or British Council Employee or as the husband/wife of a Crown Servant or British Council Employee, contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk. Alternatively the "Crown Servant / British Council Employee" application form can be downloaded from the Electoral Services Application forms page.
*Representation of the People Regulations 2001 (regulation 71(1))
Can I register if I live abroad?
Any UK citizen who is living abroad is entitled to vote for a period of 15 years after the date they were last registered in the UK. If you have never been registered as an elector in the UK, you will not be eligible to register as an overseas elector. However, if you left the UK before you were 18 years of age you can register at your parents or guardians UK address, providing that you left the country not more than 15 years ago. Registration as an Overseas Elector will only last for twelve months so an application must be made annually.
Overseas Electors may either appoint a person to vote on their behalf at the polling station (a proxy), or choose to vote themselves by post. If a postal vote is chosen, the applicant should take into account the length of time taken for post to travel in either direction to and from an overseas address, as the *Regulations stipulate that the postal ballot papers cannot be issued earlier than 5.00pm on the eleventh working day before Polling Day.
If you would like an application form to register as an Overseas Elector, contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk. Alternatively the "Overseas application to be registered" form can be downloaded from the Electoral Services Application forms page.
*Representation of the People Regulations 2001 (regulation 71(1))
I am a student, where should I register?
As a student you can register in respect of more than one address if you are studying away from home, at college or university. You can register to vote at both your home and term-time address. You have a right to vote in respect of both addresses in a local government election but you must choose which address you wish to vote from in respect of UK Parliamentary and European Parliamentary elections.
Can I register if I am a second home owner?
Current legislation is not clear with regard to registration at second homes.
Electoral registration is based upon residency at an address. It may be possible for a person to be registered at two addresses if they have two homes and spend an equal amount of time in each, giving a degree of permanence at both properties.
It is not illegal to be registered at two addresses but it is illegal to vote twice in any one election, for example, anyone registered in more than one area may only vote in respect of one constituency at a general election.
All applications to be registered are subject to a period for objections so, if inclusion of a name is objected to within five days of entry of the application, a hearing may be held to determine whether or not the persons name should be included.
Can I register if I am homeless?
Yes. A new concept of "notional residence" has been introduced by way of a Declaration of Local Connection.
A declaration can be made at any time during the year, and will be valid for up to twelve months from the date of entry in the register. A Declaration of Local Connection must be made annually in order to remain registered but can be cancelled at any time by the declarant.
Homeless people may register at the address of a place where they spend a substantial part of their time either during the day or at night, or the address nearest to that place. In the event of a Parliamentary by-election, any declaration delivered during the period "date of vacancy to close of nominations" must include a statement that the declarant has spent a substantial period of time during the previous three months at, or near, the address.
If the declaration states an address at which the declarant has previously resided, the declarant’s name will be shown at the end of the register under the heading "Other Electors”. Otherwise, where an address is given at which the declarant is or would be residing but for the circumstances entitling them to make the declaration, the declarant’s name may be shown at that address.
A declaration must be received by the Electoral Services Office within three months of the date the declaration was made, otherwise it is invalid.
If you would like an application form to register by way of a [Adobe Acrobat Document -- will open in new browser window]Declaration of Local Connection to register as a homeless person, contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk
Can I register if I am a remand prisoner?
Yes. A new concept of "notional residence" has been introduced by way of a Declaration of Local Connection. A declaration can be made at any time during the year and will be valid for up to twelve months from the date of entry in the register, but it can be cancelled at any time by the declarant.
Persons held on remand (but not convicted prisoners) may register at:
► the institution where they are currently resident; or
► the address at which they would be living, or have previously lived.
Remand prisoners will be unable to vote in person at the polling station, and are specifically entitled to vote by post or proxy.
If the declaration states an address at which the declarant has previously resided, the declarant’s name will be shown at the end of the register under the heading "Other Electors”. Otherwise, where an address is given at which the declarant is or would be residing but for the circumstances entitling them to make the declaration, the declarant’s name may be shown at that address.
A declaration must be received by the Electoral Services Office within three months of the date the declaration was made, otherwise it is invalid.
If you would like an application form to register by way of a [Adobe Acrobat Document -- will open in new browser window]Declaration of Local Connection as a remand prisoner, contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk
Can I register if I am a mental health patient?
Yes. A new concept of "notional residence" has been introduced by way of a Declaration of Local Connection. A declaration can be made at any time during the year and will be valid for up to twelve months from the date of entry in the register, but it can be cancelled at any time by the declarant.
Voluntary or detained patients (but not those detained for criminal activity) may register at:
► the institution where they are currently resident; or
► the address at which they would be living, or have previously lived.
Patients in mental hospitals will be unable to vote in person at the polling station, and are specifically entitled to vote by post or proxy.
If the declaration states an address at which the declarant has previously resided, the declarant’s name will be shown at the end of the register under the heading "Other Electors”. Otherwise, where an address is given at which the declarant is or would be residing but for the circumstances entitling them to make the declaration, the declarant’s name may be shown at that address.
A declaration must be received by the Electoral Services Office within three months of the date the declaration was made, otherwise it is invalid.
If you would like an application form to register by way of a [Adobe Acrobat Document -- will open in new browser window]Declaration of Local Connection as a mental health patient, contact the Electoral Services Office by telephone on 01803 861234 or Email: elections@southhams.gov.uk
Can I purchase a copy of the register?
The Electoral Registration Officer must supply, free of charge, on publication, one copy of the revised full register, a copy of any notice given under Sections 13A(2) and 13B(3) of the 1983 Representation of the Peoples Act and the list of overseas electors to:-
- The British Library
- The Electoral Commission
- The Boundary Commissions for England and Wales
- The Office for National Statistics
- The Returning Officer of the County
Full Register
The full register is available for sale to:-
- Government Departments (for security, law enforcement and crime prevention purposes)
- Credit Reference Agencies (for money laundering and credit assessment checks)
Edited Register
The edited register is available for sale to any person wishing to buy a copy and they may use it for any purpose.
Copies of the edited register are available in various forms, i.e. a printed paper copy, an electronic copy which is available on disc or by e-mail. If you would like to enquire about purchasing a copy of this register, contact the Electoral Services Office on 01803 861234 or Email: elections@southhams.gov.uk
Can you help me trace someone who lives in the area?
The electoral register is a public document and as such can be inspected by any person wishing to do so.
As the register is compiled in address order, it would be very difficult for anyone to be able to find an address just by knowing a name.
We are unable to provide a name search facility as Electoral Registration Officers are prevented, by current regulations, from making information available in this way.
Why are there two versions of the register?
Before the introduction of the two versions of the register in 2002, any company, organisation or person could buy a copy of the register. The law was changed so that you now have some choice about who can buy your details.
The full register has the name and address of everyone registered to vote, and is updated each month from December to August. Anyone can look at it under supervision, but copies can only be supplied for certain purposes, such as elections and law enforcement. Credit reference agencies are also allowed to use the full register, but only to check your name and address if you are applying for credit, and to help stop 'money laundering'. Anyone who has a copy of the register will be committing a criminal offence if they unlawfully pass on information from it. You do not have a choice about your name and address being on this register.
The edited register is available for general sale and it can be used for any purpose, including commercial purposes such as market research. You can choose not to be on it by ticking the opt-out box which is printed on all application forms, including the annual canvass form. The edited register is kept separate from the full register and is also updated monthly.
What if my question isn’t listed here?
If you have a question concerning any aspect of Electoral Registration which doesn’t appear on the list of FAQ’s, please submit your question to the Electoral Services Office, where someone will deal with it and send you an answer as soon as they can.
