Running electoral registration - Scotland

For different types of election, there are different postal vote application forms available for use in Scotland to collect the required application information.
 
Postal vote applications for Scottish Parliament and local council elections must be made using paper forms, while an application for a UK Parliamentary election may be made either online or using a paper form. In addition, as part of an application for a UK Parliamentary election the applicant’s National Insurance Number must be provided, or a reason it cannot be provided , to enable you to perform the required identity verification. For more information see our guidance on verification of an applicant’s identity. 

When you receive a request for a postal vote application form in Scotland you will need to decide whether to send a combined or stand-alone paper application form. Alternatively, depending on how you have received the request e.g. an email or telephone request, if appropriate you may be able to direct them to apply online.
 

What are the stand-alone and combined postal vote application forms? 

There are three types of paper postal vote application forms that can be used in Scotland; standalone forms for specific election types and a combined form for use in all elections:

• a standalone postal vote application form to vote by post  in Scottish Parliament and/or local council elections 
• a standalone postal vote application form to vote by post at UK Parliamentary elections
• a combined postal vote application form to vote by post at Scottish Parliament, local council and UK Parliamentary elections. 

There are some steps to take to ensure you are sending the most appropriate form to the elector, or identifying when you could encourage an online application. You should:

• firstly, 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 them a voter registration form 
• then establish the polls that the elector is eligible to vote at based on their franchise
• finally, check whether the elector already has a postal vote arrangement in place and which polls this is for.

When to send a standalone application form for use in Scottish Parliament and/or local council elections.

When you receive a request for a postal vote application form, you can decide to send this paper stand-alone  postal vote application form to an elector if they: 

• are Qualifying foreign nationals only eligible to vote in Scottish Parliament and local council elections
• are a prisoner serving a sentence under 1 year
• are a Member of the House of Lords 
• do not have an existing postal voting arrangement in place, and you receive an online application for a postal vote for UK Parliamentary elections   but the elector is also eligible to make a separate application to vote by post at Scottish Parliament and local council elections. This may also be impacted by whether they have requested a one-off or time-limited postal vote and also by proximity to the poll.  

When to send a standalone application form for use in a UK Parliamentary election, or direct to the online application process.

• When you receive a request for a postal vote application form, you can decide to send this paper stand-alone postal vote application form to an elector if they:
• are an overseas elector only eligible to vote in a UK Parliamentary election
• already have an existing postal vote arrangement for Scottish Parliament and local council elections but not for a UK Parliamentary election

When to send a combined form for use at UK Parliamentary, Scottish Parliament and local council elections

When you receive a request for a postal voting application form, you can decide to send a combined paper postal vote application form to an elector if:

• they are registered and eligible to vote at UK Parliamentary elections, Scottish Parliament and local council elections
• they do not have an existing postal vote arrangement
• their name has changed on the register
• their existing postal voting arrangement in place is due to expire
   

We also have guidance for EROs on managing the confirmation of the outcomes of postal vote applications.