Annual Canvass of Electors

This page explains the annual canvass process and what to do when you receive an Household Enquiry Form (HEF), or Invitation to Register (ITR) form.

 

Why have I received a Household Enquiry Form (HEF)?

You will have received a Household Enquiry Form (HEF) as part of the ‘annual canvass’. This survey is carried out every year, in order to ensure the Electoral register is up-to-date.

This canvass involves sending a HEF (previously known as an annual canvass form) to each household in Calderdale. The form is addressed "the occupier" and contains details for those in the household who are registered to vote.

Each household is required, by law, to make sure the details on the form are correct.

HEFs list details of who we think lives at a property. Properties where nobody is registered to vote, receive a blank HEF.

All eligible residents must be included on the HEF. Eligible residents are:

  • people aged 16 years or over (Note: They will not be able to vote until they are 18.); and
  • British, Irish or EU citizens; and
  • Commonwealth citizen who has leave to remain in the UK, or who does not require leave to remain in the UK.

Also see:

 

Do I need to do anything if the details have not changed on my HEF?

Yes. You must confirm with us that your details have not changed using one of the methods below:

Online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Phone

Phone: 0800 025 3137 to make an automated response.

  1. You will be asked to key in the 10 digit security code (on the first page of your HEF form).
  2. If no changes are required, you will be asked to press 0 (zero) to confirm the details are correct.

Text

Text your 10 digit security code and eight letter password to: 07507 319820. These can be found on the first page of your HEF form.

Note: You will receive a text, confirming your response and explaining the steps to take to confirm your details have not changed.

Post

Use the HEF form that you received.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Also see:

 

What do I do if the information on the HEF needs changing?

You should confirm to us that the details on the HEF have changed by using one of the methods below:

Online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Post

Use the HEF form that you received and add to or amend as necessary.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Also see:

 

What changes do I need to tell you about?

Someone has moved out/in

You can inform us online, or by post if:

  • someone is listed on your HEF, but has moved away; or
  • someone has moved into the property who is not listed on the HEF.

Online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Post

Use the HEF form that you received and add to or amend as necessary. Cross out names of people who have moved away, or add names of people who have moved in.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

 

Note: Adding a person's name to the HEF, or on the Household enquiry response website does not mean that they will be added to the Electoral register . All new people who are added to a HEF will receive a form called an Invitation to Register (ITR). This asks for information about that person, including their National Insurance Number and date of birth. Once this form has been returned to us we can then take steps to register that person.

Anyone over 76

If you are over 76, but there is no cross (X) in the column on the HEF, you must tell us. We ask for this information as it is used by the courts when selecting people for jury service.

You must inform us if you are over 76 using the following means:

Online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Post

Use the HEF form that you received and mark a cross (X) in the 'Over 76?' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Nationality

If your nationality is incorrect, please inform us by the following ways:

Online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Post

Use the HEF form that you received and write the correct nationality in the 'Nationality' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Postal or proxy vote

This tells you whether you have a postal vote or proxy vote . If you want to apply for, or cancel a postal or proxy vote, do this by one of the following ways:

Request a postal vote online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Request a postal vote by post

Use the HEF form that you received and write 'Postal' under the 'Postal or proxy vote?' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Cancel a postal vote

Use the HEF form that you received and cross out 'Postal' under the 'Postal or proxy vote?' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Note: You can only cancel your existing postal vote by sending the HEF back to us in the post.

Request a proxy vote online

Please visit: Voting by proxy .

Request a proxy vote by post

Use the HEF form that you received and write 'Proxy' under the 'Postal or proxy vote?' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Cancel a proxy vote

Use the HEF form that you received and cross out 'Proxy' under the 'Postal or proxy vote?' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Opting out of, or in to the Open Register

Under the 'Included on the open register' column, you will see either:

  • Yes: This means you are on the Open Register , which can be bought by any person, company or organisation.
  • No: This means you are not on the Open Register. Your details are not passed on to other parties or organisations, by us. Note: This does not affect your right to vote.

If you want to opt out of/in to the Open Register , you can by the following means:

Online

Visit: The Household Enquiry Response Website . You will be prompted for your security code and then your password. These can be found on the first page of your HEF form.

Please note: You can only use the online service if you have a valid email address.

Post

Use the HEF form that you received. 

  • To opt out, cross out 'Yes' under the 'Included on the open register' column.
  • To opt in write 'Yes' under the 'Included on the open register' column.

You must sign the form on page three then return it to us using the pre-paid envelope supplied. Note: Further details of where to return it to are on the form.

Also see:

 

What is the deadline to respond to the HEF?

You must respond to the form, even if there are no changes.

If we do not receive a response, we will send a reminder.

Note: One of our canvassers may visit your property with a further reminder. this would be before the end of October 2017, if we still have no response from you.

Read what could happen if you do not respond, in time.

Also see:

 

Why have I received an Invitation To Register (ITR) form?

An Invitation to Register Form (ITR) is usually sent to new people who are not listed on the HEF we sent you.

This is due to the law changing. In order to register, residents must provide information, which includes:

  • National Insurance Number; and
  • Date of Birth.

We check this information against records held by the Department of Works and Pensions (DWP).

Note: If you do not provide us with the details we require, you cannot be entered on the Electoral register .

Residents will also receive an ITR, even if your name was printed on the HEF, if:

  • you did not respond to the canvass last year; or
  • we were unable to match against DWP records .

You can provide us with the required information by the following means:

Online

Visit: Register to vote .

Post

Complete the ITR and return it to us using the prepaid envelope provided. Further details of where to return it to are on the form.

If your details do not match those held by the DWP, we will write to you again for more information.

 

Note: If this is why you have received an ITR you must complete it. If you do not complete it, you will be deleted from the Electoral register .

 

Also see:

 

What happens if I do not respond to the HEF or my ITR Form?

If you do not respond to your HEF or ITR, we will send you a reminder. If you still do not return the forms, we are obliged to send a personal canvasser to your home, with a further reminder.

The potential penalties associated with each are:

HEF

There is a criminal penalty for failing to provide the information required by the HEF of a maximum £1,000 fine.

The penalty for providing false information is imprisonment of up to six months or, (on summary conviction) an unlimited fine.

ITR

If you do not provide us with the information requested on the Invitation to Register Form (ITR), you could be fined £80.

Note: This means you will not be able to vote and your credit rating could be affected.

Also see:

 

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