The Electoral Registration Officer (ERO) has a duty to carry out a canvass every year. This keeps the electoral register up-to-date, and means that any individuals in a household - who are eligible to vote - are registered to vote in any forthcoming elections or referendums.
To carry out the canvass, we must contact every residential property within the districts of Babergh and Mid Suffolk.
We now try to contact households electronically, wherever possible.
How does the annual canvass work?
Step 1: Data matching
The latest version of the electoral register will be sent securely to the Department for Work and Pensions (DWP). The names and addresses on the electoral register will be matched against databases held by the DWP.
Once the data has been compared to information held by the DWP, the results of the matching will be sent securely to the ERO.
Once this process is complete, the ERO can use locally held data (such as Council Tax records) to carry out further data matching.
Matched properties
If all the people registered to vote at a property can be matched with the DWP or local databases, the property will progress down Route 1 for the canvass.
Unmatched properties
If there are any people at a property that cannot be matched with the DWP or local databases, the property will progress down Route 2 for the canvass.
Step 2: Communication with households
Route 1
If an email address has been provided, we will send an email to confirm that the details we hold for the property are correct.
There will be a web link in the email which can be used to confirm that the details are correct, or to update the information that is held. There will be two security codes on that email which need to be used to login and identify your property.
If we do not hold an email address, or we do not receive a response to an email that was sent, we will send a letter to the property. The letter will list the electors that are registered to vote at that property. If the details are correct, nothing needs to be done. If changes need to be made, this can be done using the web link and the security codes.
Route 2
We will send a letter to the property which will list the electors that are registered at that property. If no electors are registered, this will be indicated on the letter.
We must have a response to this letter, even if the details are correct.
To make changes, a web link will be included in the letter. There will be two security codes in the letter which need to be used to login and identify your property.
If a response cannot be made using the web link, a response can be made by calling the Customer Services Team on 0300 123 4000 (Option 7).
If we do not receive a response from this letter, we must follow it up. We may send a reminder email and we must send a reminder form. If we do not get a response from the email or reminder form, a canvasser may contact the property. Canvassers may visit the property in person, or by phone if we have the number of an elector at the property.
Route 3
Care homes, nursing homes and other properties that have a responsible person (such as a manager) will be canvassed separately.
We will be making initial contacts via email, where these contact details are available to us, from October 2024.
Where these contact details are unavailable, or a response is not received to the electronic contact, we will be sending paper communications in the post during August onwards.
