Running electoral registration - Scotland

You must identify the numbers of domestic electors who have a postal vote arrangement at UK Parliamentary elections and whose longer term arrangements will reach the end of the maximum period allowed on the 31 January each year.1  

You must notify the postal voters identified:2  

• when their current arrangement will end3  
• that if wish to continue to vote by post, they will need submit a new postal vote application

Timing of sending re-application notifications to electors with postal vote arrangements at UK Parliamentary elections  

Where the postal voting arrangement of a domestic postal voter or a proxy who votes by post at UK Parliamentary elections was made for the maximum period, it will end if a new application is not made by the third 31 January following the date on which the application was determined. 

For example, if an elector’s application was determined on 1 February 2024, the elector’s postal vote arrangement will last for the full 3 years and cease on the third 31 January following its determination date i.e. 31 January 2027.

If an elector’s application was determined on 1 April 2024, the maximum period the elector’s postal vote arrangement would last is up to the third 31 January following its determination date i.e. 31 January 2027. 

Before the end of the maximum period, you must inform the postal voters whose arrangement is ending on 31 January to reapply before this date.  

Legislation does not provide a timeframe for writing to postal voters or proxies who vote by post at UK Parliamentary elections to tell them when their current arrangement is ending and how to make a fresh application but to ensure sufficient time for electors to respond to the notification and submit a new application before their current postal voting arrangement ends a period of around six weeks, is considered reasonable. 

After three weeks of the date of the original notification, if no reply is received, you may choose to send a reminder. Whilst there is no requirement to send a reminder notice doing so may minimise the risk of a postal vote arrangement ceasing inadvertently if the original notice has not been received. Reminder notices can be sent by email where you hold the electors email address.

The signature refresh process for all proxies and for postal voters at Scottish Parliamentary and local council elections will likely coincide as this needs to be concluded by 31 January each year this may allow you to manage the write out and follow up to all absent voters as one exercise.

Overseas electors – requirement to re-apply or refresh absent voting arrangements 

The process for overseas electors who have absent voting arrangements will be linked to their electoral registration. They will be required to re-apply for their postal vote in line with when they renew their registration.

Our guidance on overseas electors is being updated to reflect changes as a result of the Elections Act 2022.  A link will be provided here once this guidance has been published.