Running electoral registration - England

Electors can apply for a postal vote in a number of ways:

• online on GOV.UK
• in writing (e.g., on a paper application form)
• in person at your office (if you decide to offer the service)

Online applications

Electors can apply for a postal vote online using the postal vote application service, which is hosted on GOV.UK. 

However, it is not possible for a nominated proxy wishing to vote by post to apply for a postal vote online.  

Paper applications

Postal vote applications forms are not prescribed; however, an application must contain all the required information and the applicant’s signature and date of birth must be presented in a specific format.1

When you receive a request for a paper application form, before providing one you should check that the applicant is registered to vote or has made an application to be registered to vote. If they have not, you should explain that the applicant needs to be registered to vote and should offer them the opportunity to apply to register online or send a voter registration form with the postal vote application. 

We produce printable postal vote application forms which you can use. These printable postal vote application forms are published on our website and GOV.UK. 

A paper postal vote application can be in any format: a letter, an email with a scanned attachment or a paper application form are acceptable, as long as the signature and date of birth are clear and provided in the prescribed format.  

If you receive a written application that is not on an application form, you should check that it contains all the required information. If incomplete, you should follow the process outlined in our guidance on incomplete applications.  

In-person applications

People may have difficulties completing a postal vote application. For the benefit and convenience of your electors and to help you to meet your duties under the Equalities Act 2010, you should offer in-person application services so that individuals have the opportunity to apply without the need to provide application information in writing.

If you are unable to provide in-person applications for postal votes for everybody, you should still provide this at your discretion in certain circumstances.

When dealing with in-person applications before proceeding you should check that an applicant is registered to vote or has made an application to be registered to vote. If they have not, you should explain that an applicant needs to be registered to vote before they can be issued with a postal vote and should offer them the opportunity to apply to register. 

You should check whether the applicant has all the required information for you to complete an application in full on their behalf. This includes their National Insurance number (NINo) or a reason why this cannot be provided, date of birth and their ability to provide a written ink signature on a paper form or a photograph of their ink signature for uploading to the online postal vote application service. You can assist the applicant with taking a photo of their signature and uploading it if necessary.

Where a person is unable to provide a written signature, they can request a waiver. 

Applications made using the online postal vote application service cannot be partially completed and returned to at a later time, so if an applicant cannot provide all of the information, you will need to ensure that their application is captured on a paper form to allow you to add any missing information later. 

Once you have taken the required information you should read it back to the applicant, giving them the opportunity to review the information provided and to satisfy themselves that it is true and accurate. 

If you accept applications in person, it is important that you keep accurate records of the information provided by applicants.2 Before collecting any information, you should make the applicant aware of your privacy notice, give general information about how their data will be used and alert them to the offence of making a false statement.