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 August 2026 to November 2026. This is to ensure the Electoral Register is up to date and accurate. A revised register will then be published on 1 December 2026.

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

How the canvass works

Step 1: Data matching

• In July 2026, 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 “Confirm Your Details for the Electoral Register – Basingstoke and Deane Borough Council Electoral Services”.
• 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 onto the website, along with your postcode, to identify your property. Only one response is required per household and the security codes will be invalid once used.
• 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 respond online on 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.
• 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 August and September 2026. Properties in Route 2, who have not responded to a paper form, will be visited by canvassers October to November 2026.

Route 1

If you have provided your email address to electoral services, you will receive an email from electoral.services@basingstoke.gov.uk with “Confirm Your Details for the Electoral Register – Basingstoke and Deane Borough Council Electoral Services” as the subject on 21 August 2026. The email will be sent to all registered electors at the property who have requested to receive correspondence by email but only one response is required per household.

You can respond online by confirming your details on the household response website.You will have until the 10 September 2026 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 22 September 2026.

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 25 August 2026.

You can respond online on the household response website or complete and return the paper form. You have until 16 September 2026 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 23 September 2026.

You can respond online on the household response website or complete and return the paper form. You have until 16 October 2026 to respond.

If you do not respond by the deadline, a canvasser may visit your property between 17 October 2026 and 30 November 2026 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 on the household response website.

Route 3

Care managers or duty managers will be sent a letter in September 2026.

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.

How do I know the email is genuine

We appreciate the need to check emails are genuine, especially if being asked to click on links and provide personal information.

Here’s some tips you can use to check the email is genuine:

• the email is from Basingstoke and Deane Borough Council Electoral Services
• the subject of the email is “Confirm Your Details for the Electoral Register – Basingstoke and Deane Borough Council Electoral Services”
• it includes the Basingstoke and Deane logo
• it has our contact details at the bottom of the email

You do not have to click on the link in the email. If you wish to respond online but you are still unsure about the email you can visit the household response website without using the link in your email or simply wait for a paper form to be sent to you.

Postal Vote Reapplication

Due to recent changes in electoral law, permanent postal voters who last completed an application or signature refresh prior to 31 January 2025, will be required to renew their postal vote. We will be contacting individuals directly affected alongside the canvass, but please note this is a separate process to the canvass.

You can reapply for a postal vote online on the government website. You are not able to reapply using the canvass form or the household response website. If you would like a paper postal vote application form, please contact us. For more information, visit Postal Vote Expiry Reapplication Process