Guidance for Returning Officers administering a Greater London Authority (GLA) election

You are responsible for sending electors and their proxies an official poll card which covers all three contests, i.e. Mayoral, constituency and London-wide Assembly member. Poll cards must follow the prescribed form or be in a form to like effect.1 You must include on each poll card all of the elements specified in the relevant election rules and shown on the front and back of the poll cards in the appendix.2

The rules provide that the GLRO may exercise their discretion to include additional information in poll cards. The GLRO has directed that poll cards will include text relating to the delivery of the Mayoral address booklet. The text will include a link to a PDF copy of the booklet on the London Elects website.

You should liaise with your Royal Mail contact (or other commercial delivery partner) at an early stage to ensure that you have appropriate licences in place and that the poll card meets specific delivery requirements.

You should refer to the published GLRO directions for further information on deadlines for initial delivery of poll cards to electors and their proxies.  

Poll cards should be sent to electors and their proxies as soon as practicable after the publication of notice of election. If you are outsourcing the production of poll cards, you will need to dispatch your poll card data to your printers and you should ensure that your software is able to produce a data file that your printers can use to produce the materials to the specification required. 

You should, at an early stage in discussions with your printers, have addressed in what format you will supply the data and in what format they will send you any proofs, and this should be included in your specification and contract.

Further information can be found in our guidance on developing contracts for outsourced work and quality assurance checks.

Subsequent issues of poll cards

EROs must publish two interim election notices of alteration before publishing the final election notice of alteration on the fifth working day before the poll.3 These notices support the prompt dispatch of poll cards to those electors who have applied to register close to the registration deadline. The first interim notice of alteration must be published on the last day for delivery of nomination papers, which is the twenty-fourth working day before the poll.4

If you are not also the ERO, you should liaise with them to ensure that the timing of the publication of the second interim notice can support the production of your second wave of poll cards. The second interim notice must be published between the day after the deadline for delivery of nomination papers and the sixth working day before the poll.5  

An update of the registration data resulting from each of the notices of alteration should be sent to your printers as soon as practicable to enable the production of poll cards for new electors. 

Further information on interim notices can be found in our Electoral Registration Officer guidance. 

You can also find further guidance on poll card delivery.