Running electoral registration - Wales

You must write to applicants to let them know whether their application has been accepted1  or rejected.2 If an application is rejected, you must give the reason(s) why.3 There is an appeal procedure for applications for an absent vote which have been disallowed.

When you grant an application, you must confirm that the proxy has been appointed, the name and address of the proxy and the duration of their appointment.4 The proxy must also be notified of their appointment.5  

Where an application for UK Parliamentary elections or a Police and Crime Commissioner election will not be determined in a timeframe that will allow the proxy to vote or until after the particular poll, you should notify the applicant that the determination will not be made in time for that particular poll, but that the proxy vote will be in place for future polls. 

The form of the proxy paper for confirming the proxy of their appointment is prescribed.6   

You should ensure that the confirmation letter sets out which polls the proxy vote application relates to, particularly if the proxy vote is not for a specific poll. If they have not applied for a proxy vote for all polls, you should advise them how they can apply for a proxy vote for any other polls and any relevant application deadlines.

Confirmations are an opportunity to safeguard against potential fraud, or misunderstanding, on the part of the elector. You may, additionally, decide to acknowledge receipt of applications. If an elector receives an acknowledgement for a postal vote that they have not requested, receipt of the acknowledgement would give the elector an opportunity to get in touch with you.

All responses, along with any confirmation notices or acknowledgements returned as undelivered/not known at this address, should be monitored and, if you have concerns, you should contact your SPOC for advice. For further information, see our guidance on identifying suspicious absent vote applications.