The 2018 canvass

This document summarises the key dates for the canvass and illustrates the follow-up activity you will need to take in response to a completed HEF. It should be read with our guidance for Electoral Registration Officers (EROs).The 1 December 2018 is a Saturday, however dies non do not apply in this instance, so the requirement to publish by 1 December applies even if the date falls on a weekend or bank holiday. You therefore can publish the register on a Saturday, Sunday or bank holiday if you choose to do so.

The table below shows all options for publication of the revised register on the 1Decemberor on 30 November 2018 in England and Wales, and 29 November 2018 in Scotland (since 30 November is a bank holiday in Scotland).

Key dates

Event / Dates if the revised register is published on 1 December (in England and Wales) / Dates if the revised register is published on 1 December (in Scotland) / Dates if the register is published in November
Last date for receipt of new applications to register / 22 November 2018 / 21 November 2018 / 23 October 2018
(6 working days before the determination deadline)
Determination deadline / 30 November 2018 / 29 November 2018 / 31 October 2018
(the last working day of the month prior to the month when the revised register is published)
Anonymous registration application and determination deadline / 30 November 2018 / 29 November 2018 / 31 October 2018
(the last working day of the month prior to the month when the revised register is published)
Deadline for amendments to and removal of register entries / 30 November 2018 / 29 November 2018 / 31 October 2018
(the last working day of the month prior to the month when the revised register is published)
Publication[1] / By 1 December 20181 / By 1 December 20181 / Any date during November

Sending HEFs at the 2018 canvass

Should the HEF be pre-printed?

You must, if practicable, pre-print certain information about the people currently registered at that address. This means that you should send pre-printed HEFs to properties where there are existing electors, and only send a blank HEF to properties where there are no existing electors.

HEF and accompanying letters

As detailed in Bulletin 208 (207 in Wales, 196 in Scotland) the Electoral Commission worked with Hull and Hackney Councils and the Behavioural Insights Team (BIT) on a trial that aimed to increase response rates to the HEF during the 2017 annual canvass.

The results of the trial indicate that the use of different messages on HEF letters may increase response rates to the HEF. Based on the results of the trial we have produced some new HEF letter templates, which utilise the most successful messages. EROs should select the version that best suits their local circumstances.

The templates include:

  • the standard HEF letter which has been tested with the public before and we know works. This letter forms the basis of the other templates.
  • a modified HEF letter (‘Easy’ messaging) – based on findings from the trial, this includes a simplified call to action highlighting the online return method. The results from the trial indicated that this template increased electronic responses.
  • a modified HEF letter (‘Cost’ messaging) – also based on the findings from the trial, this highlights the cost of non-compliance and frames the cost in context of another council expense. Messaging added:

‘We are required by law to send reminder letters and pay visits to households that don’t respond to this form. Last year this cost us [add cost]. The same amount of money could buy [add local service example] in [add Council]. Please return this form so we can spend our money on local services such as these instead.’

The results from the trial indicated that this template increased initial responses to the HEF, but did not change the return method.

  • a modified HEF letter (‘Hassle’ messaging) – makes future hassle of failing to complete the form more prominent. Messaging added:

‘All households are legally required to respond to this letter. If you don’t, we are required by law to send you two reminder letters. If we still don’t receive a response we are then required to send someone to your address to collect the necessary information.’

The results from the trial indicated that this template increased initial responses to the HEF, but did not change the return method.

We recommend you use one of our template HEF letters, however if necessary you can make changes to the templates, but if you do so, you must make sure that the letters comply with the relevant law.

The template letters can be accessed on our website.

HEF follow-up activity

Non-responses

None of the steps set out below apply if having inspected other council records you conclude that there is nobody resident at an address or it is solely a business premises. There is a limited exception to the requirement to take follow-up activity: if a HEF has been issued and you then successfully determine a registration application for an individual who is resident at that property and the applicant has indicated that they are the only person aged 16 or over resident at that address, you are not required to follow up the HEF non-response for that property. You may, however, still choose to do so and indeed you should do so if you believe that circumstances may have changed.

HEF additions / cross-outs

[1] If an election is held where polling day falls between 1 July and 1 December 2018, the publication of the register can be postponed up to 1 February 2019.