Annual Household Canvass - Electoral Register

Local authorities are required by law to undertake an annual canvass of all properties within their area. Basingstoke and Deane will be conducting our canvass from July 2023 to November 2023. This is to ensure the Electoral Register is up to date and accurate. A revised register will then be published on 1 December 2023.

The Electoral Registration Officer (ERO) is required to follow the process as set out in law.

How does the canvass work?

Step 1: Data matching

  • In July 2023, the Electoral Register was sent securely to the Department for Work and Pensions (DWP) to be matched against their records. The name and address of each elector will be verified against National Insurance databases and information held by DWP. The ERO has the discretion to use local data (e.g. Council Tax) to perform a matching exercise if required.
  • If all the registered electors at a property can be matched, the property will be assigned to Route 1 canvass.
  • If there are any electors at a property that cannot be matched or the property is empty, the property will be assigned to Route 2 canvass.
  • Care homes, nursing homes and all other properties that have a responsible person i.e. a duty manager will be assigned to Route 3 canvass.

Step 2: Contacting the property

Route 1

  • If any elector registered at the property has supplied their email address, they will receive an email from Basingstoke and Deane Borough Council, electoral.services@basingstoke.gov.uk to confirm the details held for the property are correct.
  • The title of the email will be “Do Not Delete – You need to respond. Basingstoke and Deane Borough Council are updating their electoral register”
  • Within the email there will be a link to access your property details on the household response website.
  • Included in the email will be two unique security codes, which you will need to enter into the website to identify your property.
  • You will be able to confirm or change the details we hold for that property. If you add a new person to the property, they must then complete their individual registration. They can register to vote online on the government website or contact us on 01256 845467.
  • If you have received an email but would prefer not to use the link, a paper form will be automatically generated for you if no response is received by the deadline.
  • If we do not hold an email address for you, we will send a paper form, which will have the current elector details listed. If the information showing is correct, you do not need to do anything more. If you would like to make any changes, use the security codes on the form to access the household response website.
  • Alternatively, if you do not want to respond online you can complete the form and return it to Electoral Services, Civic Offices, London Road, Basingstoke RG21 4AH

Route 2

  • We will send a paper form to the property through the post, which will have the current elector details listed on it. A blank form will be sent if there are no registered electors at the property.
  • You can use the security codes on the form to access the household response website
  • Alternatively, if you do not want to respond online you can complete the form and return it in the provided pre-paid envelope.
  • Please note, the return envelopes will be addressed to our partners Civica Election Services, London, N81 1ER. Your personal information will only be accessed and processed by Basingstoke and Deane Borough Council.
  • If you add a new person to the property, they must then complete their individual registration. They can register to vote online on the government website or contact us on 01256 845467.
  • You need to respond to this form even if there are no changes. If we do not receive a response from the form, a reminder will be sent. If no response is received to the reminder form, a representative of Basingstoke and Deane may visit the property. They are known as Canvassers and will have a clear Basingstoke and Deane ID badge.

Route 3

  • Care managers or duty managers will receive a letter with a list of those registered at the address. Instructions on how to respond will be stated on the letter.

When should I expect to be contacted?

Properties will be contacted by email or by post between July and September 2023.

Route 1

If you have provided your email address to electoral services, you will receive an email from us electoral.services@basingstoke.gov.uk with 'Do Not Delete - You need to respond. Basingstoke and Deane Borough Council are updating the electoral register' as the subject on 24 July 2023.

You can confirm your details on the household response website. You will have until the 10 August 2023 to respond.

If you have not provided your email address or do not respond to the email, you will receive a paper form in the post with your electoral registration details on it. This form will be dispatched on 25 August 2023.

Route 2

You will receive an A4 paper form to the property, which will have the current elector details listed on it. A blank form will be sent if there are no registered electors at the property. This form will be dispatched on 9 August 2023.

You can respond online at www.householdresponse.com/basingstoke or respond on the paper form. You have until 17 September 2023 to respond.

If you do not respond to the paper form by the deadline, you will receive a reminder A3 paper form in the post with your electoral registration details on it. This form will be dispatched on 25 September 2023.

You can respond online at www.householdresponse.com/basingstoke or respond on the paper form. You have until 20 October 2023 to respond.

If you do not respond by the deadline, a canvasser may visit your property between 27 October 2023 and 27 November 2023 to collect information for your property.

Canvassers: Canvassers are employed by the council to visit non-responding properties. It is a legal requirement for residents in Route 2 to respond to the annual canvass. Canvassers will have official Basingstoke and Deane ID badges and will ask you to confirm who should be registered at your property. You can respond to the canvasser directly or respond online at www.householdresponse.com/basingstoke

Route 3

Care managers or duty managers will be sent a letter the week beginning 14 August 2023.

How do I respond?

Please make sure you are following the instructions on your form or email.

  • You can respond online by visiting the Household response website and using your unique security codes.
  • If you have an A4 form with no return envelope, you can return it by post to Electoral Services, Civic Offices, London Road, Basingstoke RG21 4AH
  • If you have an A4 or A3 form with a pre-paid envelope, then you can use the envelope to return it. Please note, the return envelope will be addressed to our partners Civica Election Services, London, N81 1ER. Your personal information will only be accessed and processed by Basingstoke and Deane Borough Council.

For any further information or queries, please email us using the contact details below or by calling 01256 845467.

Contact details

Electoral Services team

If you have an enquiry about electoral services, send a message to the Electoral Services Team

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