Running electoral registration - Wales

Renewal of Crown servant and British Council employee service declarations

A Crown servant or British Council employee is entitled to remain registered provided the elector continues to satisfy the other conditions for registration during this period until the end of the 12 month period beginning with the date when their entry first takes effect. 

You will need to maintain a record showing when reminders are due to be sent.
 
You must remind every service voter of the need to make a fresh declaration to remain registered as a service voter.1 The reminder must be sent between 9 and 10 months after the date when the service entry first takes effect2 and should include a declaration for the service voter to complete.

If you do not receive a fresh declaration, you are required to send a second reminder not less than 21 days and not more than 28 days after sending the first reminder.3  

Reminders must not be sent where you have received information that the person is no longer entitled to make the relevant declaration or no longer wishes to be registered as a service voter.4
 
Where a declaration is not renewed within the 12 month period and the person is removed from the register, they will also lose any voting arrangement they had in place.

Further information about notifying electors of loss of entitlement to absent voting arrangements can be found in our guidance on absent voting.

Service voters aged under 18

A person who is under 18 years old who is registered as a service voter because they live with a parent or guardian who is a Crown servant or British Council employee serving abroad, must renew their registration every year.5

You should send a reminder of the need to make a fresh declaration if they wish to remain registered as a service voter, and include a declaration for them to complete. The reminder should be sent between 9 and 10 months after the date when the entry first takes effect. You are should send a second reminder to let them know that their declaration is about to expire if they have not responded to the first reminder. This second reminder should be sent not less than 21 days and not more than 28 days after sending the first reminder. You will need to maintain a record showing when reminders are due to be sent.

Furthermore, they will cease to be registered as a service voter when they are 18 years old. You must issue a reminder to the elector stating that their registration will cease when they are 18 years old, and this reminder must be issued within the period of three months ending when the person attains the age of 18. They will need to make a new application to register reflecting their circumstances at that time.