The annual canvass takes place from July to December. This is when we send communications to every home in Rutland and ask occupants to check the information held on the electoral register for that address.
The information households provide then allows us to identify anyone not currently registered to vote, so that we can invite them to register. This is something we are legally required to do.
The Annual Canvass of Electors is an important chance for people to make sure they’re able to vote in future elections.
Responding to Canvass
This year sees the introduction of a revised canvass model. One of the most significant elements being, that prior to sending out any emails/communications to households we will conduct a data match with the Department of Work and Pensions (DWP). This data match step involves checking the information about existing electors on our register, against data held by the DWP. Dependent of how well our data matches will govern how we approach each property.
Providing all data matches then an email can be sent to all of the electors (that have provided an email address) in a property which will ask them to check the data and confirm that it is correct. Please note that these emails will be sent from our secure email address: email@example.com. Responding is conducted electronically, using security codes provided in the email and a current postcode. Emails will be sent during the week commencing 5 July. Please note that only one elector needs to respond. Where we do not hold an email address for an elector, or we do not receive a response to an email for a given property we are required to send a paper form known as a Canvass Communication A, which will list the names of those registered to vote at the address. Providing, the information is correct there will be no need to respond. If there are changes required instructions will be given on the form on how to respond. These forms will be sent out during the week commencing 20 July 2020.
If for any reason there was not a complete data match with DWP records, we are required to send different communications (which will start with a Canvass Communication B). This does require a response by law (this will be stated on the form). These forms will also be sent out during the week commencing 20 July 2020. We are required by law, in the first instance, to send a communication to the property and are not allowed to email matched electors in the first instance. Again, the form will explain the response channels, the easiest of which will be to use the online method to respond using the unique security codes on the form. Please note there will be no pre-paid envelope enclosed and response channels will be: online for any response or by telephone/SMS for no changes only.
If no response is received to our first communication, we are required by law to contact you again. This time we are allowed to email those electors which matched with DWP records, but at some point we are required to send a further written communication in the form a Canvass Form (similar to last year’s Household Enquiry Form) and also try to make a personal contact with an elector from the property – this can be by telephone or by a personal house visit. You can prevent this happening by answering the initial communication wherever possible.
If someone in your household is not currently registered to vote their name will not appear on the canvass communication form. The easiest way for them to register is on the national GOV.UK website. You can also ask for a printed application form.
If you've recently moved address it's particularly important to keep an eye out for the form and check your details.
Anyone with questions about Rutland’s annual canvass can contact our Elections Team by emailing: firstname.lastname@example.org or calling 01572 722 577.
Registering to Vote
Please note that registering to vote is a separate process. If you have already registered to vote you will still need to complete your Household Enquiry Form.
If you wish to register to vote you can do so online on the Register to Vote website.
If you do not responded to any of our canvass communications the Electoral Registration Officer has a statutory duty to arrange for a personal canvasser to contact you by telephone or visit your home to ensure that you have been given every opportunity to complete the canvass.
Please note, there is a legal requirement for you to supply the information requested.