Annual canvass

What is the canvass?

Each year, the Electoral Registration Officer (ERO) has a legal requirement to conduct an annual canvass to ensure the electoral register is accurate and complete. The information that we receive during the canvass is used to update the electoral register. We do this by inviting unregistered residents to apply to register and removing the names of voters who no longer live at each address. Any additions and amendments made to the register during the canvass will take effect on publication of the revised Register of Electors on 1 December 2023.

How we will contact you

From July 2023 we will be contacting households in a number of ways so not all residents will receive communications from us at the same time. Each form of correspondence will explain what you need to do. Please read it carefully and follow the instructions.

Canvass email communications

Communications will be sent throughout the canvass to electors that we hold an email address for and these emails must be responded to. Reminder emails and/or forms may be sent to if you do not respond. The email will direct you towards the household response website where you can respond.

Emails will be sent from Cheshire West and Chester Democratic Services team: cheshire.west.and.chester.electoral.services@notifications.service.gov.uk.

Canvass Communication B (CCB) Form

These will be sent out to some properties late July. This form must be responded to regardless of whether changes to details need to be made or not.

Canvass Form (CF)

These will be sent out to properties that did not respond to the CCB form. They will be dispatched early September. This form must be responded to regardless of whether changes to details need to be made or not.

Canvass Communication A (CCA) Form

These will be sent out to properties that did not receive a CCB or Canvass Form. They will be dispatched late August. This form only has to be responded to if changes need to be made.

How do I respond?

If you receive correspondence from us, then please respond appropriately and as quickly as possible. The easiest and quickest way to respond is online. Upon receipt of any form of communication please remember to:

• check that all the details are correct
• add any missing names that should be on the electoral register
• remove any names of people that have moved out
• confirm that everything is correct, even if there are no changes
• respond to the correspondence as soon as you get it

How to respond to Canvass Communications (CCB, CF)

• The quickest and easiest way to respond is online. You will be prompted to provide the security codes that are printed on your form.
• If there are no changes, then you can respond by calling 0800 197 9871. You will be prompted to provide the security codes that are printed on your forms.
• If there are changes or no changes, then you can respond by completing the form and posting it back to us.

Respond or return the form straight away as this will reduce the need for printing statutory reminder forms.

How to respond to the Canvass email communications

If we have your email address, we will send you an email to remind you to update or confirm your household details online. We are allowed to use your email address for electoral purposes and the email will be sent from Cheshire West and Chester Council, Democratic Services team: cheshire.west.and.chester.electoral.services@notifications.service.gov.uk.

This is an official email account that we use and the email will direct you to our household response website where you can confirm the electoral register details for your property. The email will include two security codes that you must provide when signing in, along with your current post code.

If you update or confirm your details following receipt of a canvass email, you do not need to return any paper annual canvass form that you may receive. Responding online will save the Council money.

However please note that you may be receiving an email because you are still registered to vote at a previous address. Entering your current postcode will result in the security codes not working. If you have moved address, you can request to be removed from the electoral register and if you want to stop receiving these emails please tell us: elreg@cheshirewestandchester.gov.uk.

What happens if you don't respond?

• Every property is legally required to check that the information on the correspondence is correct and let us know if there are any changes. If you do not, you may get a fine.
• If we do not receive a response from our correspondence, we will make every attempt to get a response from you. This may be by sending reminder forms by post, by email or a visit to your property by a Cheshire West and Chester Council employed canvasser.
• If necessary, we will keep contacting households until the revised register is published.
• If you don't respond, we may remove your name from the electoral register. This means you cannot vote and your credit score will be affected.