Annual canvass

Every year, we are required to conduct a canvass of all properties in the Charnwood borough area.

This is when we write out to all residents to make sure that everyone who is eligible to vote is registered.

The next annual canvass started in July 2024.

The way we complete our annual canvass changed in 2020. The changes to the system allow us to focus on properties where there may have been an unreported change in residency in the last 12 months.

Before we send emails or letters to households within the borough we run a data match with the Department for Work and Pensions (DWP).

This involves checking the information we hold about electors on our register against data held by the DWP.

If the data matches

We email all electors living in your home (if we have an email address), asking you to check if the information we hold is correct. We send the email from our secure email address elections@charnwood.gov.uk in July. Just one elector from your household needs to respond. You should respond electronically, following the instructions on the email we will have sent you.

If we do not have your email address or we do not receive a response to our email, we send you a paper form in late-August (Canvass Communication A) that lists the names of anyone registered to vote at your address. If the information is correct, you do not need to respond. If changes need to be made, you can find instructions on how to respond on the form.

If there's not a complete data match

We're not allowed to email partially matched electors at this stage - we must send communications to your home.

This will start in late-August, with the Canvass Communication B form.

You're legally required to respond to this form - you can find information on how to respond on the form. The easiest way to respond is online, using the security codes on the form.

If we do not get a response, we are legally required to contact you again. This time, we are allowed to email partially matched electors. If we do not get a response to the email, we must send another written communication - a Canvass Form. We also try to make personal contact with you - this could be a telephone call or a home visit. 

It’s important that you respond as soon as you can. This means we won't have to send reminders or visit your home to get the information.

If someone you live with is not registered to vote

Their name will not appear on the canvass form. You must add them in your response.

We will then send them an invitation to register. They can register to vote online - this will prevent us having to send a paper form.

If you have any queries about the Annual Canvass please contact the electoral services team.