Running electoral registration - Scotland

Planning for the write out process

Once you have identified the number of records that require a fresh application you must send a discrepancy notice to the elector at their qualifying address informing them of the relevant discrepancy.1

You need to plan for how you will manage the printing, proofing and despatch of the notices depending on volume, and whether you will keep the process in-house or use an external printer. 

Legislation does not provide a timeframe for sending these notices, but you should ensure sufficient time is available to manage any responses in advance of the relevant day. This will include allowing adequate time to determine any fresh applications from impacted electors before their Scottish Parliament and Local council elections arrangement ceases. As such, allowing a period of at least six weeks prior to the relevant day would be reasonable.

For more information see our guidance on content of the discrepancy notices.

Where should the discrepancy notice be sent

The discrepancy notice must be sent to the elector’s qualifying address.2

You should keep a record of the name of each elector you have sent a notice to, the address to which you sent it, and the date of the notice.

Ongoing monitoring of your records during the transitional period

If you receive a fresh application for an absent vote during the transitional period up to the relevant day, which creates a discrepancy with the existing absent voting arrangement, you should contact the elector to attempt to resolve the issue to enable convergence of the record in accordance with the processes outlined in this guidance.

If you are unable to resolve the discrepancy, but the application otherwise complies with the prescribed requirements, you will still need to determine the application and follow the relevant process in this guidance to address the discrepancy afterwards. 

You should run regular reports up to the relevant day to identify any new absent voting arrangements that may affect convergence of your records. 

Managing communications

You are likely to see an increase in contact from electors following the issuing of discrepancy notices. You will need to brief your team and any contact centre staff who handle calls on your behalf. You should provide access to absent voting lists, options and requirements of the particular absent voting arrangement so they can explain to any electors the discrepancy in more detail and provide information on how to resolve any issues. 

You should provide links to information on your website in accessible formats and liaise with communications colleagues on whether social media might be helpful to encourage responses.

By-elections during the transitional period 

You should liaise with the RO (where you are not also the RO) to make them aware of these transitional processes and their impact and to request they give you early notice of planning for any potential by-elections so that you can discuss any necessary mitigations, such as pausing or amending communications in affected areas.