Running electoral registration - Scotland

An application to register as an overseas elector must contain all the following:

• the applicant’s full name1
• the applicant’s date of birth or, if they are unable to provide this, the reason why and a statement as to whether the applicant is under 18 years old2
• the applicant’s National Insurance number or, if they are not able to provide this, the reason they are not able to do so3  
• an indication of whether their name should be omitted from the edited register4
• if the application is accompanied by an application for an anonymous entry, a statement of that fact5
• a declaration that the contents of the application are true6
• the date of the application7
• the appropriate declaration (the details of the content of the declaration are listed below)

The declaration must include:8

• the full name of the person making the declaration9
• the applicant’s present address (to be used for correspondence)10
• a statement that the applicant is a British citizen11
• a statement that the applicant is not resident in the UK on the date of the declaration12
• a statement as to whether the applicant is seeking to be registered based on the previous registration condition or the previous residence condition13
• a statement that the applicant believes the matters stated in the declaration to be true14
• if they have a British passport which describes their national status as a British citizen, the number, date and place of issue of that passport – even if that passport has expired15
• if they do not have such a passport but were born in the UK before 1 January 1983, a statement of that fact16
• if they do not have such a passport and were not born in the UK before 1 January 1983, a statement of when and how they acquired British citizenship, together with the date, place and country of their birth17
• the date of the declaration18

If an applicant's has a correspondence address that is different from their present address they may provide both addresses in their declaration. You may maintain a record of both the present and correspondence address but only the present address is published on the list of overseas electors.  For more information, see our guidance on How should overseas electors be listed in the register?

A declaration received later than three months after it is dated must be rejected.19 The applicant should be informed and invited to submit a fresh declaration.

Depending on the qualifying condition the applicant is applying under, the application must contain additional information stating whether the declarant is seeking to be registered based on the previous registration condition or the previous residence condition as appropriate.

Applicants using the previously registered qualifying condition

If the applicant is using the previously registered qualifying condition, the application must also include the following:

• the last UK address at which they were registered20
• when they were last included on a register there21
• a statement that the applicant’s entry in that register ceased to have effect and that they have not been included in any electoral register since (whether in respect of that or any other address)22
• if they have changed their name since they were last registered, their previous name and the reason for the change of name23
• an indication if the applicant was previously registered via:24
  • an overseas elector’s declaration
  • a service declaration
  • a declaration of local connection

If an applicant states on their declaration that they were simultaneously registered in respect of two addresses before they left the UK, you should advise the applicant to nominate one of these as part of their application to register.

Applicants using previously resident qualifying condition

If the applicant is using the previously resident qualifying condition, the application must also include the following:

• the last UK address at which they were resident25
• when they were last resident there26
• a statement that since being resident at that address, the applicant has not been resident at any other address in the UK27
• if they have changed their name since they were last resident, their previous name and the reason for the change of name28   
• if they were younger than 18 when they left the UK29 (the applicant may provide documentary evidence or information as evidence as part of their declaration)29

If the applicant is using the previously resident qualifying condition, on the basis that they could have made a declaration of local connection in respect of an address30 the following information must be included in the declaration:

• the address in respect of which the applicant could have made a declaration of local connection on the last day on which the applicant was resident32
• a statement as to which category of declaration of local connection applied33 and, if the category of declaration of local connection was as a mental health patient, the name and address of the hospital34
• if they have changed their name since they were last resident at the address at which they could have made a declaration of local connection, their previous name and the reason for the change of name.35