Running electoral registration - Scotland

Where proxy vote applications require verification of personal identifiers, and an applicant has been unable to provide documentary evidence to the type and quantity required by the exceptions process to prove their identity, you should write to them and ask them to provide an attestation in support of their application.

For applications made by domestic electors, you must inform the applicant of the following:

• the deadline for submitting the attestation  
• that their application may be rejected if they fail or refuse to provide it 

The attestation must:1   

• confirm that the applicant is the person named in the application 
• be in writing and signed by the qualifying attestor
• state the qualifying attestor’s full name, date of birth, occupation, residential address and (if different) the address at which they are registered as an elector) 
• state the qualifying attestor’s electoral number (where not registered as an overseas elector) or their digital registration number if the qualifying attestor is registered at an address in Northern Ireland
• if the qualifying attestor is registered as an overseas elector, the attestor’s British passport number together with its date and place of issue 
• include an explanation that the qualifying attestor’s is able to confirm the applicant is the person named in the application, their connection to the applicant, including (but not limited to) the length of time that the connection has existed
• include an indication that the qualifying attestor is aware that it is an offence to provide false information to the registration officer 
• include a declaration by the qualifying attestor that all information provided in the attestation is true
• state the date on which it is made 

You could either design a form containing the necessary legal statements and requirements for an attestation, or set the required detail out in your communication with the applicant.

You should also provide examples of a person of good standing to help an applicant who to identify a suitable attestor. You should advise the applicant that an attestor is not permitted to charge for providing an attestation.

Our guidance for EROs provides information on how to decide if an attestation is valid.

If the proxy vote is needed for a forthcoming poll, you should encourage the applicant to supply the attestation to you as soon as possible. You should liaise with the RO (where you are not already the RO) to coordinate the determination of applications and subsequent updates to polling station registers and absent voting lists for that poll. Our guidance on determining application close to the deadline provides more information on this.  

An attestation may be delivered to your office by hand, by post or by electronic means, such as email. If the attestation is sent electronically, the signature of an attestor must be a photograph of a handwritten wet signature attached to an email’

The attestor is required to supply their electoral number as part of their attestation.2  You should be aware that you may receive requests from potential attestors to supply this information and be prepared for how you will manage such requests in practice

Applicant is registered via a service declaration as a member of the armed forces

There is no exceptions process for applicants who are registered by a service declaration as a member of the armed forces. If an applicant for a proxy vote is registered via a service declaration as a member of the armed forces and you require additional evidence to verify their identity you should write to them and ask them to provide an attestation in support of their application. 

The attestation must:3  

• Confirm that the applicant is the person named in the application, 
• Be in writing and signed by an officer of the forces (within the meaning of section 59(1) of the 1983 Act) who is not the spouse, civil partner, parent, grandparent, brother, sister, child or grandchild of the applicant, 
• state the full name, address and rank of the person signing the attestation and the service (whether naval, military or air forces) in which they serve; and 
• state the date on which it is made.