Annual Electoral Canvass 2019

In July each year, every household in Derby is sent a Household Enquiry Form (HEF). This is part of the “annual canvass” which all council’s are required to conduct by law to ensure that the electoral register is complete, accurate and up to date.

Household Enquiry Form (HEF)

What is the HEF and why have I received one?

You have received a Household Enquiry Form (HEF) as part of the annual canvass. This is a survey of all the households in the country that takes place each year to ensure that the electoral register is up to date.

The purpose of the HEF is to find out whether the information that we currently hold on the electoral register for your household is correct. HEF forms are addressed to ‘The Occupier’ and will give the details of anybody who is registered to vote at your address. Properties, where no one is registered to vote, will receive a blank HEF.

All residents of a household who are eligible to register to vote must be included on your HEF. Eligible residents are: 

  • Anyone aged 16 years or over (although they will not be able to vote until they turn 18) and are:
  • British, Irish, EU or Commonwealth citizens who have leave to remain in the UK or who do not require such leave to remain

My information on my HEF is correct and has not changed

You must still respond to the Household Enquiry Form (HEF) to confirm that there are no changes to make to the electoral register. You can send a “no change” response using any of the following methods. You will need to provide both parts of your security code (printed in bold on the front page of your HEF) when responding: 

  • Visit householdresponse.com/derby
  • Call the automated phone service on 0800 197 9871. When prompted, you can confirm that all the details on your HEF are correct
  • Text ‘NOCHANGE’, followed by both parts of your security code, to 80212. Standard charges may apply. If nobody is eligible to vote include a reason after your security code e.g. empty, business, 2nd home, none or other etc.

Only return your completed HEF by post if you are unable to use any of the on-line or phone/text options above. If you are returning the paper form to tell us that there are no changes, please complete the Declaration in Section 5 and send the form back in the return envelope addressed to the Electoral Registration Officer at Derby City Council.

You do not need to return the paper form if you have already responded using one of the automated options.

My information on my HEF is incorrect and needs changing

Inform us if the information on your Household Enquiry Form (HEF) is no longer accurate and needs updating.

Please record any changes to your HEF by visiting www.householdresponse.com/derby. You will be asked for both parts of your security code, which are printed in bold on the front page of your HEF.

Only return your completed HEF by post if you are unable to respond online. If you are returning the paper form to tell us about changes at your address, please make any relevant amendments in Sections 2 to 4. Complete the Declaration in Section 5 and send the form back to the Electoral Registration Officer at Derby City Council in the envelope provided.

You do not need to return the paper form if you have already responded using the online HEF response service.

Changes to the HEF? We need to know

You can notify us of any changes to your Household Enquiry Form (HEF) by submitting your response at www.householdresponse.com/derby.

If you are unable to use the online HEF response service, you can return your paper form by post. In this instance, please make any relevant amendments in Sections 2 to 4, then complete the Declaration in Section 5 and send the form back in the return envelope addressed to the Electoral Registration Officer at Derby City Council in the envelope provided.

Where possible please use the online service rather than returning the paper form.

What if the details on the form are incorrect?

Remove or change the details of anyone who no longer lives at your address or has moved in.

Adding a person’s name to the HEF does not automatically add them to the electoral register. Anyone whose details are added to the HEF will also need to register themselves to vote. You or they can go online to www.gov.uk/registertovote. If you cannot use the website, complete and return the Invitation to Register (ITR) form that we will post out to you. The registration process takes five minutes and requires people to provide extra information, such as their date of birth and National Insurance number.

If you cross out somebody’s name on your HEF, we will find a second source of information to confirm that the individual is not resident at your address. This allows us to then remove them from the electoral register at the property. If someone has left the property, and you know the forwarding address, please write the details of the new address and the person’s name on the form or on a separate piece of paper and return it to us. We can remove a person from the registered address if we have a full address they have moved to.

Anyone aged 76 or over?

If someone in your household 76 or over but this is not marked on the HEF, please let us know by amending these details on line or by amending the paper form, signing and returning it to us..

The electoral register is used to select people for jury service, but anyone aged 76 or over is not eligible to be a juror. So, we have to note their age on the electoral register so they are exempt from being selected for jury service.

Nationality changed or is incorrect?

If someone in your household has changed their nationality or has been recorded incorrectly, please let us know by amending these details on line or by amending the paper form, signing and returning it to us.

Your nationality has implications for which elections you can vote in. So it is important that we have the correct nationality recorded for everyone in your household.

If your change in nationality affects which elections you can vote in, we may need to contact you for further information. We can then update your registration.

How do I request or cancel an absent (postal or proxy) vote?

If you, or others, would like to change their voting method to voting by post or proxy (or vice versa), please let us know by amending these details on your HEF.

If you amend the HEF to request a postal or proxy vote you will be sent a copy of the application form by email or post. We must receive a completed absent vote application if you wish to vote by post at future elections. You get an application form online by visiting https://www.yourvotematters.co.uk/how-do-i-vote/voting-by-post. Fully completed forms can be returned by email to elections@derby.gov.uk or by post to The Electoral Registration Officer, Derby City Council, Council House, Corporation Street, Derby. DE1 2FS.

If you change the HEF to cancel a postal or proxy vote you will be notified when we have processed your request. You will then have to cast your vote in person at your polling station at future elections unless you choose to re-apply.

How can I or others change their ‘open register’ preference?

If you would like to change your open register preference to be included or removed from the open register, please let us know by amending these details on your HEF. Anyone who amends their open register preference on the HEF will be sent a form requiring them to confirm your choice.

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.

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

What is the deadline for responding to the HEF?

Please respond either online , by phone, or by post by Friday 9 August. If you have not responded to the Household Enquiry Form (HEF) we may arrange for a visit from a personal canvasser to collect your HEF response. All personal canvassers will have a Derby City Council ID card. The canvasser will ask you for your response to the HEF and assist you to register to vote if necessary. They will record your answers on an electronic tablet.

If you haven’t yet responded to the HEF but you still have the form, you can avoid a canvasser visit by responding to the HEF using the online service. Or by completing the form and sending it back in the return envelope addressed to the Electoral Registration Officer. If there are no changes to make at your address, you can also respond using the automated phone line or text service.

Responding to the HEF helps to ensure that you can vote in future elections, whether they are pre-scheduled or called at short notice.

Do I need to do anything else after I respond to HEF

If you have responded to the Household Enquiry Form (HEF) confirming that the details on the form are correct then you do not have to do anything further.

However, if you have added any new names to your HEF, these individuals will also need to register themselves to vote. You can do so by going online to www.gov.uk/registertovote. If you cannot use the website, complete and return the Invitation To Register (ITR) form that we post out to them. The registration process takes five minutes and requires people to provide extra information, including their date of birth and National Insurance number.

By registering to vote online and completing an ITR you will:

  • secure your right to vote
  • improve your credit rating
  • ensure that you have access to council services
  • avoid an £80 fine and multiple ITR reminder letters

I have made a mistake when responding to the HEF

If you have responded to your Household Enquiry Form (HEF) and realise that you made a mistake, please contact Electoral Services on 01332 640837, or at elections@derby.gov.uk, to advise which information was entered incorrectly and what the correct information should be. Please do not attempt to submit another response via one of the automated channels or by post.

When you make contact with us, please tell us your postcode and house number, and, if possible, your two part HEF security code (printed in bold on the front page of the form). We will amend the information as you instruct to ensure that the right details are recorded for your household.

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 the Household Enquiry Form (HEF) but who haven’t registered to vote online.

The HEF notifies us that a new person is living at the property and they are is eligible to register. We send them the ITR to collect any more information required to complete the voter registration process. People who receive an ITR can complete their voter registration online at www.gov.uk/registertovote or by filling out and returning their ITR.

We cannot add people to the electoral register from the HEF. This is because the law changed in 2014 so individuals must register themselves to vote. You must do so by providing relevant information, including their date of birth and National Insurance number. This can be checked against records held by the Department of Work and Pensions (DWP) to verify their identity.

If you do not go online to register through the government website, or complete and return an ITR that is sent to you, we will not be able to add you to the electoral register and you will not be able to vote.

By registering to vote online and completing an ITR you will:

  • secure your right to vote
  • improve your credit rating
  • make it quicker and easier to access some council services
  • avoid an £80 fine and ITR reminder letters

Please note that registering online/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.

What if I’m not registered to vote?

Even if you do not want to register to vote, you still need to respond to your Household Enquiry Form (HEF) giving the details of everyone at your property who is eligible to register. If you do not respond to the HEF you could face a fine of up to £1,000.

We are obliged to send an Invitation to Register (ITR) form to anyone whose details were added to the HEF and who hasn’t then registered to vote online. People who receive an ITR must respond to this form.

Anyone who does not respond to their ITR or refuses to register to vote could face an £80 fine. You may be delayed in accessing certain non-statutory services from Derby City Council.

What if there is nobody in your house eligible to vote?

If nobody in your household is eligible to register to vote, you still need to notify us by responding to your Household Enquiry Form (HEF). You can do so at www.householdresponse.com/derby.

If the HEF you have received is already blank, you can also record a “no change” response using the automated phone line (0800 197 9871). Or you can use our text service (text ‘NOCHANGE’ followed by your two-part security code to 80212). Please include a reason why not eligible after the security code e.g. empty, business, 2nd home, none, other etc.

If you are unable to use one of the automated services, please complete the paper form. Please tick the relevant box in Section 4 and complete the Declaration in Section 5. You can then send it back in the return envelope addressed to the Electoral Registration Officer at Derby City Council.

Wherever possible, please submit your HEF response using an online, phone or text service rather than returning your paper form.

What if I'm a student with a second address, do I need to return the form?

If you are a student living in Derby you still need to respond to the Household Enquiry Form (HEF) sent to your term-time address by visiting www.householdresponse.com/derby. This applies even if you are an international student or you are already registered to vote at your home address. You could receive a fine of up to £1,000 if we do not receive a HEF response for your property.

As students, you are eligible to be registered at both your home and term-time addresses.
However, you can only vote from one location at national elections.

Please remove the details of any individuals on the HEF who are no longer living at the address and add the names of those currently living at the address. All new residents should then go online to www.gov.uk/registertovote to register to vote at their term-time address.

Make sure that you put that your Derby address is your ‘second home’ so that you are not removed from your home address. It only takes five minutes and they will need their National Insurance number. Anyone who is added to the HEF and does not register online will receive an Invitation to Register (ITR) form through the post, which they must respond to.

What if I'm a landlord of a business premises or an empty property and a HEF has been sent to the address?

If you are the landlord of a business premises or an empty property, it is your responsibility to return the Household Enquiry Form (HEF) for that address. Please inform if there is nobody eligible to register at the address by going online to www.householdresponse.com/derby
If the HEF you have received is already blank, you can also record a “no change” response using the automated phone line (0800 197 9871). Or you can use our text service (text ‘NOCHANGE’ followed by your two part security code to 80212).

If you are unable to use one of the automated services, please complete the paper form. Ensure you tick the relevant box in Section 4 and complete the Declaration in Section 5. Please send it back in the return envelope addressed to Electoral Registration Officer at Derby City Council.

Wherever possible, please submit your HEF response using an online, phone or text service rather than returning your paper form.

What if I've received a HEF for my second home?

If you are a second home owner and no one else lives your second address, you are responsible for responding to the Household Enquiry Forms (HEFs).

If you split your time between your two properties, you are entitled to be registered to vote at both addresses. You can only vote from one location in national elections.

If you would like to be registered at your second property and your name is not already included on the HEF, please add your details by visiting www.householdresponse.com/derby then visit www.gov.uk/registertovote to register to vote online*.

If your details are already recorded on the HEF, you can also submit a “no change” response using the automated phone line (0800 197 9871). Or you can use our text service (text ‘NOCHANGE’ followed by your two-part security code to 80212).

If you spend less than half of your time at your second property, or if you only wish to be registered at your primary address, please notify us by visiting www.householdresponse.com/derby.

If the HEF you have received is already blank, you can also submit a “no change” response using the automated phone line (0800 197 9871. Or you can use our text service (text ‘NOCHANGE’ followed by your two-part security code to 80212).

If you are unable to use one of the automated services, please complete the paper HEF. Add and confirm your details if you do want to be registered, or ticking the relevant box in Section 4 if you don’t want to be registered at your second address. Please then complete the Declaration in Section 5 before sending the form back in the return envelope addressed to Electoral Registration Officer at Derby City Council.

*If your name is added to the HEF at your second property and you do not register to vote at this address using the government website, we will send you an Invitation to Register (ITR) form in the post which you must respond to.

What if I am responsible for returning the HEF for a house of multiple occupancy (HMO)?

If you are responsible for returning the Household Enquiry Form (HEF) for residents in a House of Multiple Occupancy (HMO), please do so by going online to www.householdresponse.com/derby. Please note that your response must be recorded in one visit to the website only. You cannot save and return to a part-finished response at a later time.

If you cannot access the online service you can return the paper HEF. You may find there is not enough space on the form for you to record any changes. In this instance, please write any more names on a separate sheet of paper and attach it to the HEF. Complete the Declaration in Section 5 before sending the form back in the return envelope addressed to Electoral Registration Officer at Derby City Council.

If you are responding to the HEF for a care home where some of the residents may lack the mental capacity to register themselves to vote, please consult the Electoral Commission’s guidance for care staff.

If you are responding to the HEF for student halls of residence, where possible please only include the names of students who want to register to vote in Derby. After their names have been added to the HEF, these individuals should then go online to www.gov.uk/registertovote to register at their Derby address. It will take five minutes and they will need their National Insurance number. Anyone who is added to the HEF and does not register online will receive an Invitation to Register (ITR) form through the post which they must respond to.

What if someone in the household does not have the mental capacity to register themselves to vote?

If somebody in your household lacks the mental capacity to register themselves to vote, the individual with power of attorney (POA) will need to decide how to proceed when responding to the Household Enquiry Form (HEF).

If the POA wants the person to be registered to vote, they must add the person’s details to the HEF (as well as making any other necessary changes to the form) by going online to www.householdresponse.com/derby.

* If the person’s name is already included on the HEF and all their details are correct, then no amendments need to be made to their entry.

Or, the POA can decide not to add the person’s name to the HEF. Where the person’s details are already included on the HEF, they don't have to be removed, as we cannot remove pre-existing voters on the grounds of mental capacity.

If the POA cannot access the online HEF response service, they can complete the paper form. Please remember to sign the Declaration in Section 5. Send it back in the return envelope addressed to Electoral Reform Services, London.

*The POA will then need to register the person to vote at www.gov.uk/registertovote. If the person is not registered to vote online, an Invitation To Register (ITR) form will be posted out to them. The POA will need to fill out and sign on the person’s behalf if they are unable to sign it/make their mark themselves. If the POA signs the ITR, we may request to see a certified copy of their Power of Attorney form with the completed ITR.

Please note that only the person themselves or the POA can make the declaration as part of the person’s application to register to vote.

What if I am in danger or my life is at risk and I do not want to disclose my details on the HEF or ITR forms?

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.

In this instance please complete your paper Household Enquiry Form (HEF), making a note on the HEF to request an anonymous registration application form. Remember to cross out the name of anyone listed on the HEF who no longer lives at the address, and to complete the Declaration in Section 5 before sending the form back in the return envelope addressed to Electoral Registration Officer at Derby City Council.

When we receive your HEF, we will send you an application form to register anonymously, which you should complete and return along with evidence to support your application. We can accept any of the following as supporting evidence.

Eligible court documents you can use to support your application:

  • an injunction to restrain a person from pursuing any conduct which amounts to harassment granted in proceedings
  • an injunction granted under Protection from Harassment Act
  • a restraining order made under the Protection from Harassment Act
  • a restraining order on acquittal
  • a non-harassment order
  • a non-molestation order made the Family Law Act
  • a matrimonial interdict
  • a domestic interdict
  • a relevant interdict
  • an interdict that has been determined to be a domestic abuse interdict
  • any interdict with an attached power of arrest
  • a forced marriage protection order or interim forced marriage protection order
  • a domestic violence protection order
  • a female genital mutilation protection order

No other court documents are acceptable and the court document must be in force on the day of your application to register anonymously.

Who can attest or supporting my application?

Only those listed below may attest an application. The attestation cannot be delegated to a more junior person within an organisation. A qualifying officer can be:

  • a police officer of or above the rank of inspector of any police force in England and Wales
  • a police officer of or above the rank of inspector of the Police Service of Scotland
  • a police officer of or above the rank of inspector of the Police Service of Northern Ireland
  • the Director General of the Security Service
  • the Director General of the National Crime Agency
  • any director of adult social services in England
  • any director of children’s services in England
  • any director of social services in Wales
  • any chief social work officer in Scotland
  • any director of social services of a Health and Social Services Board
  • any executive director of social work of a Health and Social Services Trust
  • any registered medical practitioner
  • any registered nurse or midwife
  • any person who manages a refuge. A “refuge” means accommodation with a planned programme of therapeutic and practical support for victims of, or those at risk of, domestic abuse or violence.

Read more about registering to vote anonymously.

What if I have No fixed address?

You will not receive a Household Enquiry Form (HEF) if you do not have a fixed address, as these forms are sent to properties and not to individuals.

However, you can still register to vote even if you do not have a fixed address. This could be because:

  • You are homeless
  • You are living on a boat or other movable residence
  • You are part of the travelling community
  • You are a person who has been remanded in custody, but you have not yet been convicted of any offence
  • You are a patient in a mental health hospital (sectioned under certain circumstances only)
  • You are a merchant seaman

To register to vote, you need to give a “qualifying address” where we can locate your registration. This could be a previous address that you still have ties to, an address where you spend the majority of your time, or an address where you would be living if it weren’t for your current situation.

You can register online by going to www.gov.uk/registertovote or you can contact Electoral Services at elections@derby.gov.uk or on 01332 640837 to request a registration form (no fixed address).

Read more about registering to vote with no fixed address.

What if I don’t respond to the HEF or ITR form?

If you do not respond to your Household Enquiry Form (HEF) or Invitation to Register (ITR), we will send you at least one reminder letter. If you do not respond to this letter either, we are legally obliged to send a personal canvasser to your home with a further reminder.

There is a criminal penalty for failing to provide the information required by the HEF, entailing a maximum fine of £1,000. The penalty for knowingly providing false information is imprisonment of up to six months and or an unlimited fine.

If you do not provide us with the information requested on the ITR, you could face a fine of £80. Failing to register means that you will be unable to vote. You may be delayed in accessing certain non-statutory services from Derby City Council. Your credit rating could also be affected.

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