The electoral register and the open register

The annual canvass and keeping the register up to date

The Electoral Registration Officer (ERO) is required by law to keep the register of electors up to date. From July each year, we contact every household to find out if the details on the electoral register are correct. This is called the annual canvass.

Your household may be contacted in different ways to enable residents to confirm in the most convenient way, for example:

  • post
  • email
  • text message

Check what action you need to take:

I have received a communication by email:

  • The email will be sent from mansfield.dc.electoral.services@notifications.service.gov.uk. This is not spam.
  • It will say: ‘Correspondence from your local authority – Action required’
  • You will need to respond to this communication within 28 days. If you do not, a paper form will be sent to you. Please help to keep our costs down by replying within 28 days.
  • How do I respond?
  • View the example email to see what will be sent to you. 

I have received a communication by text message:

  • The message will be sent from MansfieldDC
  • This is not spam. You will need to respond to this message within 28 days. If you do not, a paper form will be sent to you. Please help to keep our costs down by replying within 28 days.
  • How do I respond?
  • View the example text message to see what will be sent to you. 

I have received a paper form with the reference CCA:

  • The form will contain the information already entered on the electoral register.
  • If there is no change to this information, you do not need to reply to this form. If we do not hear from you we will accept that there is no change to the information.
  • If there is a change to the information on the form, you will need to respond.
  • How do I respond?

I have received a paper form with the reference CCB:

  • The form will contain the information already entered on the electoral register.
  • You will need to respond to this form even if there is no change to the details. Please help to keep our costs down by replying as soon as possible to prevent reminders being issued.
  • How do I respond?
  • If you do not reply within 28 days a reminder form will be sent to you.

The form says I need to respond, what do I need to do?

Part 1

You will need to respond in one of the following ways to update your household information:

  • Go online at www.elecreg.co.uk/mans, enter your security codes and update the household information, remembering to delete anyone no longer resident, amending any incorrect information and adding all new residents before clicking submit.
  • By phone – If there is no change to the information you can: Call 08082 841421 to confirm – just follow the instructions when you call.
  • By SMS – If there is no change to the information you can: Text Part 1 and Part 2 of your security code, separated by a space to 07786 209 421 to confirm.
  • By Post – mark any changes on your form and return it to Electoral Services (the address is on the form).

Part 2

If you have added any new names to the list, the residents will need to complete their register to vote application form. It is their responsibility to do this because they have to provide personal information when registering. This can be done by:

  • Going online at www.gov.uk/register-to-vote. It is quick and easy and takes just 5 minutes. If they do not apply online we will send each new person a form. Please help us to save money by completing the application online if you can.
  • Wait for an Invitation to Register (ITR) form to be sent to them.

What happens if I do not respond to the household forms or reminders?

  • Non-responding properties will be visited by a Canvasser during September and October (dates to be confirmed) to collect the information on who is resident at the property, recording the details on a tablet.
  • They will have photographic ID to confirm their role.
  • Please help us to save money by returning your forms as soon as possible once you receive them.

 

FAQs 
 

I’ve received a text/email about checking who is registered to vote. I have never received one before. Is this genuine or is it a scam?

The way in which Mansfield District Council’s Electoral Services Team contact you has changed in recent years. If you have provided your email or telephone number in the past, we can now request your information this way.

The email will be sent from: Mansfield DC Electoral Services mansfield.dc.electoral.services@notifications.service.gov.uk

The SMS text will be from: MansfieldDC

Both will redirect you to the following website: https://www.elecreg.co.uk/mans to update your details if necessary.

This law was brought in to allow residents to respond in a quicker and more convenient way. It also helps the Council to save money by reducing paper, printing and postage costs as well as being more eco- friendly.

An example of the email you will receive is provided here so that you can be sure it is genuine. 

An example of the text message you will receive is provided here so that you can be sure it is genuine.

 

Other members of my household have received a text/email telling them to check the details for this address, but I haven’t received one, why is this?

Electoral Services will send a text or email to all residents at a property so that they all get an opportunity to respond, where they hold a telephone number or email address. If you have not provided your email address or mobile number, you will not receive an electronic communication.

 

I’ve added my name on the canvass form. Does this mean I am now registered?

No, adding your name to a canvass form or on the household response website does not mean that you are registered to vote. It updates the household enquiry form and tells us who lives at your address.

By law, it is each person’s responsibility to register to vote as you have to provide personal information in the application. You can complete a new registration application new at www.gov.uk/register-to-vote  We will send each person an Invitation to Register (ITR) form if they do not apply online. Please help us to save money but completing the application online if you can.

 

What is an Invitation to Register (ITR) form?

An Invitation to Register (ITR) form is sent out to anybody whose details have been added to a household communication but haven’t registered to vote online.

Once we are notified that a new person is living at a property and they are eligible to register, we send them an ITR to collect the additional information required to complete the voter registration process. People who receive an ITR can complete their voter registration online at www.gov.uk/register-to-vote  or by filling out and returning their ITR by post.

By law, it is not possible to add people to the electoral register from the household communication form. They must do so by providing relevant personal information, including their date of birth and National Insurance number. This is then checked against records held by the Department of Work and Pensions (DWP) to verify their identity.

If residents do not go online to register through the government website, or complete and return an ITR that is sent to them, they will not be added to the electoral register and will not be able to vote. Reminder forms will be sent if we do not receive reply.

Please note that registering online or returning an ITR does not guarantee that we will be able to add you to the register of electors immediately. If the details you submit when registering do not match those held by DWP, we will contact you to request further information so we can confirm your identity and verify your electoral registration.

 

I have moved house recently. What should I do?

If you have moved into a new address recently please check that you are responding to the details for your current address. If the household response service shows your previous address, please do not proceed and ignore the email.

 

I have received a paper communication form through the post and I’m not sure what I need to do. All of the information is correct, do I need to send it back?

It all depends on which form you have received. Check the reference on the top of form:

  • if it says CCA then this form is for households where we think the information may still be the same. If this is the case then you DO NOT need to respond.  
  • If it says CCB or CF: this form is for households where we think that some of the information is incorrect. You MUST respond to a CCB or a CF form so that we know that your details are still correct and so we do not send you any further forms. You can do this at www.elecreg.co.uk/mans , or by telephone or post. To help save money and paper, please only post the form back if you cannot use any of the electronic methods.

 

I have received a form for my second home. What do I need to do?

If you are a second homeowner and no one else lives your second address, you are responsible for responding to the forms we send, if there are changes to be made to the property details.

  • If you split your time between your two properties, you are entitled to be registered to vote at both addresses but you can only vote from one location in general elections.
  • If you would like to be registered at this property and your name is not already included on the form, please add your details by visiting www.elecreg.co.uk/mans. This will update the household communication response.
  • You will then need to register to vote at www.gov.uk/register-to-vote.

If the property is empty for most of the time, and you do not wish to be registered at this address, complete the form by visiting www.elecreg.co.uk/mans by showing the property as empty.

 

How can I change my open register preference?

The open register is an extract of the electoral register but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details and for marketing purposes.

All registered voters are given the option to include or remove their details from the open register. This decision does not affect your right to vote.

If you are already registered and would like to be included or removed from the open register you can amend the details at www.elecreg.co.uk/mans using the security codes on your communication.

If you are completing a new registration application, you can choose your open register preference while registering to vote.

 

Should I add someone's name if they are under 18?

Yes you can add someone who is 16 or 17 when you respond. They can register but will not be able to vote until they turn 18. They will then need to register by either visiting www.gov.uk/register-to-vote or by waiting and completing an ITR when they receive it.

 

I am a landlord and I’ve received an email requesting information about residents at a property I own, is this correct as it’s never happened before?

Yes, Electoral Services can now request information directly from the responsible person for a property, instead of sending a form to the address. Please respond to the request by providing the full names and nationalities of all residents in your properties and confirming whether they are over 76 years old or not.

If you have any further questions, please contact Electoral Services at elections@mansfield.gov.uk.

 

What should I do if I have made a mistake when responding to the canvass communication?

If you have responded to a canvass communication and realise that you made a mistake, please contact us by emailing elections@mansfield.gov.uk or phoning 01623 463345 to advise which information was entered incorrectly and what the correct information should be.

 

I would be at risk if I was included on the electoral register. What should I do?

If you are concerned about your name and address appearing on the electoral register because it could affect your safety, or the safety of someone living with you, you may be able to register anonymously.

You can request an anonymous registration form by emailing elections@mansfield.gov.uk or visiting the Electoral Commission website How to vote anonymously | Electoral Commission

 

The Electoral Register and the Open Register

There are two versions of the electoral register - the electoral register and the open register (also known as the edited register).

The electoral register lists the name and address of everyone who is registered to vote in public elections. The register is used for electoral purposes, such as making sure only eligible people can vote. It is also used for other limited purposes specified in law, such as:

  • detecting crime
  • calling people for jury service
  • checking credit applications.

The open register is an extract of the electoral register, but is not used for elections. It can be bought by any person, company or organisation. For example, it is used by businesses and charities to confirm name and address details. Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote.

If you are concerned that having your name or address on the register may affect your safety, there could be other options available to you.  In certain circumstances, you can register without your name and address showing on the register.  To find out more, please contact the Electoral Services office.  You can find more information about both registers and how they may be used on the gov.uk website (opens in a new window).