The annual canvass

What is the annual canvass?

Between July and November each year, we conduct a canvass of all properties within Spelthorne to check that the information we hold on the Electoral Register is correct.  This enables you to vote in future elections within our Borough.

We are required by law to contact every household to obtain the names of residents and update our records.

The way in which we canvass has changed

Following the Canvass Reform in 2020, new procedures were introduced to streamline the process and make it easier for residents to update their information whilst ensuring the accuracy and completeness of the register.

Our Electoral Register is uploaded securely to the Department of Work and Pensions (DWP) where it is matched against their records.

Communications and Responding

Those properties where the details match with DWP

Where we have email or mobile numbers, we will email you or text asking for confirmation that the details are correct.  These will be sent from Spelthorne Borough Council via the Gov.Notify service. 

If you need to make a change there is an address within the email/text, www.elecreg.co.uk/spelthorne-e along with two security codes which are used to identify your property.  You will be asked to provide your postcode for further identification and then you can make the necessary changes.

Where we do not hold email or mobile details or we do not receive a reply to our email or text, we will send a Canvass Communication A (CCA).  If the details on the form are correct then you do not need to do anything.  However, if you would like to add or remove someone from the property, you should access the website www.elecreg.co.uk/spelthorne-e using the two security codes to make the change/s.

If you are unable to respond on-line, please call us on 01784 444218.

Where our records have not matched with the DWP

We will send a canvass form to the property with details of those electors we have listed.  We need a response to this form even if there are no changes to make.  A response can be made on www.elecreg.co.uk/spelthorne-e using the two security codes provided.  Return the canvass form in the pre-paid envelope provided or call the Elections office on 01784 444218. 

If you do not respond 

You may receive a reminder by

1. email
2. reminder forms in the post
3. telephone
4. a visit to your property

If you are not registered to vote 

You will be unable to have your say in future elections or referendums.  The Electoral Register is also used by Credit Reference Agencies for credit checking purposes so if your name in not included in the register you may have difficulties obtaining credit when applying for a mobile phone contract, opening bank accounts, mortgages, loans and more.

Frequently Asked Questions

Not received a form?

Not everyone will receive a form so please contact Electoral Services if you think you should receive one.

Recently registered?

If you have already made a new application to be added to the Electoral Register before 1 July 2025 and your details are already pre-printed, you will still need to respond to this form to confirm the details are correct.

When should I respond?

The simple answer is now, unless you are moving house in which case you should leave the form for the new residents to complete. Reminders will be posted out to all properties who have not replied. This is of course an additional expense, so please help us to keep printing and postage costs to a minimum by replying immediately.

The form is not addressed to me

We address the paperwork to "The Occupier" to ensure it gets to the people actually living at the property. All forms contain the pre-printed details of the electors who are currently listed at that address. It may be that we have not been informed of any change in residency. Check the address on the form to ensure it has been delivered correctly and amend as appropriate.

Providing your nationality

Please state your nationality on the form, without it, we can not process the information. If your nationality has changed from the pre-printed form, please enclose a photocopy of your passport or certificate of naturalisation along with the amended form.

Moving house

If you are moving soon you should delete your name(s) from the form and leave it for the new residents to complete. If you are unsure of anything then please contact the office so that we can discuss your circumstances.

No one eligible to register?

If no-one eligible to be registered at your address please ensure you complete the relevant section to indicate why. Without it, we can not process the information and the form will be returned to you. If you are unsure whether you qualify to register please look at our section on who can vote or contact Electoral Services.

Over 76 years old

If you are over 76, please indicate this in the relevant section of the form. Anyone over 76 is no longer eligible to perform Jury Service and we have to supply this information to the Jury Summoning Service.

16 or 17-year-olds

We require the dates of birth for 16 and 17-year-olds, anyone under that age is not eligible to register, so their details must not be completed on the form. If you are over 18 you do not need to include your date of birth.

Don't want your details to be sold on to a third party?

Make sure you indicate your option in the open register column on the form. We must make the open register available for general sale and it can be used for any purpose including marketing. Everyone will be included in the full register, which is used for voting purposes and supplied to the Credit Reference Agencies. If you want to opt back into the open register (so that marketing companies and other 3rd parties can buy your details) then please indicate this on the form.

Postal vote application forms

If you would like to vote by post you will need to complete a postal vote application form. If there is a pre-printed yes in this column, this means you already have postal vote arrangements in place and therefore do not need to complete another form. If you wish to cancel the postal vote arrangements, cross out the pre-printed tick before signing and returning the form.

Proxy vote application forms

If you would like to vote by proxy please contact the Electoral Services Office or write the words 'proxy' in the postal vote section of the form.and we will send you an application form. You need to have a specific reason to vote by proxy, such as a disability or being away at university, so please let us know which type of form you require otherwise we will not be able to send it to you.

Service voters (Army, navy, etc)

Services Electors (Army, Navy, etc) must not be included on the form. If you are in the Armed Forces, please contact Electoral Services to find out how to register.

Overseas electors

Overseas Electors must not be included in the form. If someone is living overseas permanently, please contact Electoral Services to find out how to register.

Student information

Students away at university are able to register at their parents' home and at their term time address. However, they may only vote once in the same election.

Tourists/guests

If someone is staying with you on holiday who are short term guests they should not be included.

When will the updates take effect?

The updates will take effect from 1 December 2025.

For further information please contact Electoral Services.