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

You should consider what process you will follow when determining how you will want to be satisfied as to the identity of an elector seeking to be issued with a replacement postal ballot pack, where the original has been lost or has not been received.

This section provides a set of recommendations regarding proof of identity. 

Recommendation 1 – Primary proofs of identity 

One primary proof of identity should be provided before a replacement postal ballot pack is issued. This should be an official document that includes a photograph of the elector, together with the elector’s name. The two most secure examples are: 

• passport
• photocard driving licence

Other documents may be acceptable as primary proof, as long as they have a sealed photograph. Examples include: 

• local bus pass
• student card issued by a recognised further or higher education body
• identity card issued by a recognised employer 

Some electors may not be able to produce photographic identification. In these circumstances, it is recommended that they should be asked to provide two examples drawn from the list of secondary proofs as listed below. 

Recommendation 2 – Secondary proofs of identity

If you still have any doubt about the identity of an elector requesting a replacement postal ballot pack, a secondary proof of identity could be sought. If an elector cannot produce a primary proof of identity, two secondary proofs of identity could be requested. 

Secondary proofs of identity include: 

• full driving licence (without photograph)
• council tax payment book or recent council tax bill 
• council or social landlord rent book 
• recent rent receipts or tenancy agreement
• allowance, benefits or pension book issued by the Department for Work and Pensions 
• cheque book, cheque card or National Savings book     
• recent bank or building society statement (not a store card statement)
• recent utility bill (two different ones are preferable; not a mobile phone bill)
• P45 
• correspondence from a government department     
• identity card issued by a member state of the European Union/European Economic Area, travel document issued by the Home Office, or certificate of naturalisation or registration     
• letter (attested statement) from a responsible person such as a solicitor, doctor, minister of religion, magistrate, teacher, hostel manager, social worker, district nurse, midwife or other responsible person, which says that they know the elector and can confirm their name and address. You may wish to include the elector’s landlord or tenant in this category, and possibly stipulate that they are on the electoral register     
• National Health Service medical card or National Insurance card 
• birth, adoption, marriage, civil partnership, divorce or statutory declaration certificates (these should preferably have been issued within six months of the event to which they refer and not be replacements) 

You should also consider the following points:

• for added security, originals, not photocopies, of the proof of identity should be produced where possible 
• the evidence provided by the voter should show a clear link between the name on the identifying document and the current entry on the electoral register 
• birth certificates are not absolute proof of identity and so the voter may be asked to provide additional evidence to allow their identity to be checked
• where utility bills or bank statements are provided, they should be recent (i.e., issued within the last three months)     
• bank or credit cards should be checked against the voter’s signature     
• before an attestation is sought, the voter should be advised that some signatories may charge a fee for the service     
• you should state that proof of identity will not be retained and that the documents will be treated confidentially and originals will be returned

Data protection legislation does not set out any specific maximum periods for retention of personal data, but it states that personal data processed for any purpose shall not be kept for longer than is necessary for that purpose.1