Running electoral registration - Scotland

You must write to applicants to let them know whether their application has been accepted1  or rejected.2  If an application is rejected, you must give the reason(s) why.3  There is an appeal procedure for applications for an absent vote which have been disallowed.

Where an application will not be determined in a timeframe that will allow the elector to receive and return their postal vote for a particular poll, you should notify the applicant that the determination will not be made in time to be issued a postal vote for that particular poll, but that the postal vote will be in place for future polls. 

You should try to contact such electors by email or by phone to explain the alternative arrangements that could be put in place for polling day.

If the deadline to vote by proxy has not also passed you should highlight this option for the particular poll and include the relevant form. However, you should also note that should the elector choose to vote by proxy for that particular poll the postal vote application processed for future polls will be cancelled and a new postal vote application will need to be made.

You should ensure that the confirmation letter sets out which polls the postal vote application relates to, particularly if the postal vote is not for a specific poll. 

If they have not applied for a postal vote for all types of polls they are eligible to vote in, you should advise them how they can apply for a postal vote for any other polls, including the ability to apply online where appropriate, and any relevant application deadlines.

If close to the postal voting deadline for a particular poll you may also wish to send a paper application, for any other relevant polls not covered by their original application, with the confirmation letter. 

Where you are confirming a postal voting arrangement for UK Parliamentary elections for a particular poll, particular period or the maximum period, the notification must also specify when the arrangement will expire.4  

Confirmations are an opportunity to safeguard against potential fraud or misunderstanding on the part of the elector. You may, additionally, decide to acknowledge receipt of applications. If an elector receives an acknowledgement for a postal vote that they have not requested, receipt of the acknowledgement would give them an opportunity to get in touch with you.

All responses, along with any confirmation notices or acknowledgements returned as undelivered/not known at this address, should be monitored and, if you have concerns, you should contact your SPOC for advice. For further information, see our guidance on identifying suspicious absent vote applications.