Guidance for (Acting) Returning Officers administering a UK Parliamentary election in Great Britain

You must record the details of all cancelled postal ballot papers on one list. You must also make separate lists for spoilt, lost and cancelled papers containing the details outlined under the headings below:

List of spoilt ballot papers

The list of spoilt ballot papers must contain:1

• the name and number of the elector as stated in the register (or, in the case of an elector who has an anonymous entry, only their electoral number)
• where the postal voter whose ballot paper is spoilt is a proxy, the postal proxy’s name and address
• the number of the replacement postal ballot paper

List of lost ballot papers

The list of lost ballot papers must contain:2

• the name and number of the elector as stated in the register (or, in the case of an elector who has an anonymous entry, only their electoral number)
• where the postal voter whose ballot paper is lost is a proxy, the postal proxy’s name and address
• the number of the replacement postal ballot paper 

List of cancelled postal ballot papers as a result of any change to absent voting arrangements after a postal vote has been sent

This list of cancelled postal ballot papers must include:3

• the name and number of the elector as stated in the register (or, in the case of an elector who has an anonymous entry, only their electoral number)
• where the postal voter whose ballot paper is cancelled is a proxy, the postal proxy’s name and address
• the number of the postal ballot papers cancelled
• the number of the replacement postal ballot papers

The contents of any postal ballot pack that has been cancelled, including any envelopes, must be made into a packet and sealed. The seal must only be opened to include additional cancelled documents in the packet.4