Running electoral registration - Scotland

The way an elector can apply for a postal vote depends on the type of poll the application is for.

For all polls applications can be made: 

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

For UK Parliamentary elections, in addition to the ways given above, an application can also be made online via GOV.UK

For more information see our guidance on the required content of postal vote applications for the different polls. 

Paper applications

Postal vote application forms are not prescribed however an application must contain all the required information and the signature and date of birth must be presented in a specific format.1 The required information will be different for different types of polls.

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. 

To ensure you send the appropriate postal vote application form(s) you should first establish the polls that the elector is eligible to vote at. 

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 is 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 assistance to complete 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. 

To ensure the appropriate postal vote application form(s) are completed, you should establish the polls that the elector is eligible to vote at and check whether the applicant has all the required information for you to complete application(s) in full on their behalf. 

For UK Parliamentary elections 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 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 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. 

Online applications

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

Electors who apply via the postal vote application service should be advised that they will need to apply separately using a paper form, or in person, if they wish to vote by post for Scottish Parliament and/or local council elections. 

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