We are conducting our annual statutory review of the electoral register, known as the 'annual canvass', between August and November 2022 to ensure that the information held on the register is accurate and up to date. The revised electoral register will be published on 1 December 2022.
During the canvass we must contact every property to find out if there are any changes to the household so we can remove the people who no longer live there and invite new occupants to register to vote. Only one person is required to respond on behalf of the household.
We have contacted households by paper form and by email (where we hold an email address), so please respond promptly if you are contacted. To confirm the authenticity of these emails, we have published a sample version of this email.
Official emails from the Electoral Registration Officer will only be sent from the email address (firstname.lastname@example.org) with the subject ‘Check Your Electoral Registration Details Now’.
How to respond
Please make sure you read the communication that we send to you as it will instruct you on what action, if any, you need to take.
It is important that you respond as soon as possible. Residents are required by law to confirm details relating to their households.
Responding promptly will prevent the need to send a reminder form and the requirement for our staff to make follow up visits to your property to obtain this information. These visits will take place between 19 October and 16 November. Our staff will be wearing council photo identification badges.
The easiest way to respond is online. You will be asked to enter your unique two-part security code which can be found in the email or on your paper form to have been sent.
Respond by phone – no changes only
Phone: 0800 197 9871 (available 24 hours)
Respond by text – no changes only
Text 'NOCHANGE' with your unique two-part security code to 80212. Your standard network charges apply.
Respond by post
If you are unable to respond online or by phone, you can complete the paper form and post it back to: Electoral services, Woking Borough Council, Civic Offices, Gloucester Square, Woking, Surrey, GU21 6YL.
How to register to vote
If anyone is not registered to vote at your property, as well as adding them to the household response they must complete an individual application to register to vote.
It is a legal requirement for everyone who is eligible to register to vote, to do so.
About the open register
There are two versions of the electoral register. The ‘full register’ is used for electoral purposes only. The ‘open register’ is an extract of the full register which can be purchased by any individual or organisation.
If you are currently registered to vote, your letter will also state if you are listed on the full or open register.
Under the 'included on the open register' column, you can check your register status.
‘Yes’ means you are on the open register.
‘No’ means your details are not included on the open register. This does not affect your right to vote.
- We collect information under the legal basis of a task carried out in the public interest, as set out in the Representation of the People Act 1983 and related regulations.
- We look after personal information securely and follow data protection legislation. If you opted-out of the open register we will only use the information you give us for electoral purposes, including matching it against other sources of data to support the electoral register.
- If you are currently registered, where applicable, we have processed your data correctly.
- We will not give personal information to anyone else, unless we have to by law. The law requires us to share your information with candidates, political parties and campaigners for democratic engagement purposes and credit reference agencies to check your identity when you apply for credit.
- If you have not opted-out of the open register your name and address can be bought by anyone and used for lots of purposes, including direct marketing.
- The Electoral Registration Officer is the Controller. They must have a policy document known as a privacy notice setting out how they process personal data.
Or, request a copy in writing to: Julie Fisher, Civic Offices, Gloucester Square, Woking, Surrey GU21 6YL.
For more information or any queries regarding the annual canvass, please contact our electoral services team.
Phone: 01483 755 855