Running electoral registration - Wales

The way an elector can apply for a proxy 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 and Police and Crime Commissioner elections, in addition to the ways given above electors can also apply online via GOV.UK but only when the proxy vote application is for a particular poll or for any period if the applicant is an overseas elector or service voter.

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

Paper applications

Proxy 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. 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 proxy vote application form(s) you should first establish the polls that the elector is eligible to vote at. 

We produce printable proxy vote application forms which you can use.

These printable proxy vote application forms are published on our website and GOV.UK. 

A paper proxy vote application can be in any format:1 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 is 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 it is incomplete, you should follow the process outlined in our guidance on incomplete applications.

In-person applications

People may have difficulties completing a proxy 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 proxy 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 proxy vote and should offer them the opportunity to apply to register. 

To ensure the appropriate proxy 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. 

This includes date of birth and their ability to provide a written ink signature on a paper form. For UK Parliamentary elections and Police and Crime Commissioner elections they will also need to provide their National Insurance number (NINo) or a reason why this cannot be provided. If you are entering their information directly to the proxy vote application service, you may also need to assist the applicant with taking a photo of their ink signature to upload.

Where a person is unable to provide a written signature, they can request a waiver.

Applications made using the proxy 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 and give general information about how their data will be used and alert them to the offence of making a false statement. 

Online applications

Electors can apply online using the proxy vote application service when applying for a proxy vote for UK Parliamentary elections and Police and Crime Commissioner elections when the application is for a particular poll or for any period if the applicant is an overseas elector or service voter.

Electors who apply via the proxy 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 proxy a longer term arrangement or for Senedd and/or local government elections.