Annual check of electoral register (Annual Canvass)

By law, the Electoral Registration Officer is required to undertake an Annual Canvass of all households in the city to check that the information on the electoral register is as accurate as possible. This will start in September.

If requested, it is a legal requirement for residents to confirm details relating to their property.

How we will contact you

• By email – If we hold an email address for someone in your household we will send an email with instructions on how to respond. Emails will be sent from the beginning of September with a deadline for response
• By post – If we do not hold an email address for someone in your property OR you fail to respond to the email communication we will send a form through the post. If you do not respond to the initial form we will send a reminder from 21 November.
• By phone – If we do not receive a response to our email or form we may make telephone calls to individuals to gain a response.
• In person – a team of canvassers will start to visit addresses in the City to speak to residents. They will wear Coventry City Council branded t-shirts and jackets and will be wearing Council ID badges. They will carry tablet devices and will ask residents to confirm who is living at the property. These callers are genuine and are working on behalf of the Electoral Registration Officer, Julie Newman.

I have received an email asking me to confirm the details of the residents in my household – is it genuine?

We will send emails to individuals to ask for a canvass response. The emails will be sent from coventry.elections@notifications.service.gov.uk or noreplyelectoral.services@coventry.gov.uk and the subject heading is 'Act now so Coventry City Council can check who is eligible to be registered to vote at your address'. It also has a Coventry City Council header. Please be assured that these emails are genuine and you should follow the instructions to complete the response.

Contacting people via email is a cost-effective way of requesting responses to the canvass, rather than sending letters and forms through the post.

We have your email address as you have previously provided us with it. We will only use it for electoral purposes but if you no longer wish for us to contact you in this way please contact us.

I have logged on and the response is already complete

We will email all residents that we have contact details for. One of them has already logged on and completed the response.

I no longer reside at the property that you are requesting details for

You may have received the email as you are still registered at a previous address. It is important that you update your electoral registration every time you move address. The quickest way to keep your registration current is to complete the online register to vote form. Please ensure that you list your previous address when requested.

What should I do with the email or form?

Please read the information carefully. The email or the form will advise you of the response required and the deadline.

If you do not respond to the initial contact we will send further reminders until a response is received, including sending a member of staff to visit your property. If you receive a phone call or a face-to-face visit please provide the information about the people residing at your property.

How do I confirm or update my property information?

If you need to respond to our correspondence the easiest way is online, it only takes a few minutes using the unique two-part security code provided. Simply choose one of these methods:

• Online at https://www.coventry.gov.uk/canvass  you can make changes to your household (when you follow this link you will be directed to a URL of https://www.householdresponse.com/Home/Welcome)
• By calling 0800 8840701 follow the instructions and when prompted enter your security codes
• By texting NO CHANGE followed by your security codes to 80212
• Alternatively, you can complete and return your form using the Freepost envelope provided.

Who should be on the register at my property?

You should include the names and nationalities of everyone over 16 who lives at the address, please also include an email address if they are happy to share this.

All new people who are added to an annual canvass response will receive an additional contact called an ITR (Invitation to Register). This will ask for information about that person, including their National Insurance Number and Date of Birth to enable us to register the person fully.  The easiest way for a new person to register themselves without the need for an ITR is to register to vote online.

Be sure to delete the names of anyone who no longer lives at your property.

I’ve tried to respond but I have already responded, and you have confirmed my registration, why are you contacting me again?

We have a two-stage process for some residents at this time of year. You may have completed the invitation to register and have had your registration confirmed but have not completed the request for information about the people living in your household. You must complete this information. 

Who is eligible to register?

Find out who should be included.

Questions?

If you have a question or need further information contact the Elections Team.