Postal Vote Applications

Published: 03 October 2023

I wanted to bring something to your attention as I’m aware that campaign preparations for the elections in May 24 will already be underway for some of you.

It is very likely that from 31 October 2023, electors applying for a postal vote will be required to provide their National Insurance Number so that we can conduct an identity check before we approve their application. This is to bring postal voting in line with the ID requirement for electors voting in polling stations.

A final decision on whether this will go live on 31 October 2023 is expected over the coming weeks, and I will update you when I have that information.

For now, assuming the go live decision is yes, the following information applies.

From 31 October the Electoral Registration Officer (ERO) cannot accept postal vote application forms that do not include the applicants National Insurance Number. Therefore, if you are currently undertaking activity to encourage postal voting, have a supply of printed forms for future use, or are making plans to have forms printed for campaigning there are several things to take into consideration.

1) Any applications on current forms will only be accepted up to 30 October 2023. Anything received by the ERO after this date will be rejected and the elector will be required to make a new application (we will contact them in such cases).

2) Applicants should not provide their NI Number prior to 31 October 2023 as the ERO will not have the right to access or hold this information (so existing forms should not be amended).
3) From 31 October 2023, electors will be able to apply for a postal vote online, using a new Gov.uk service. The web address is not yet available but will be shared with you when we have it. Paper based applications will also be possible but online applications are encouraged.

4) We are waiting for the new forms from the Electoral Commission and will share these when available.

To summarise the postal vote application process once the new system is in place:

• There will be an option to apply for a postal vote online
• All postal vote applicants either online or on a paper application form need to provide their National Insurance Number (NINO)
• A signature will still be required on online applications to enable the Returning Officer to match it against the signature on the elector’s postal voting statement at the time of an election. This means online applicants will need to make their signature on a blank piece of paper, take a clear photograph of it, and upload it as part of their application
• ERO will process the forms and then the Department for Work and Pensions (DWP) will conduct an identity check by matching the applicants NINO against central government records
• Once the identity has been verified by DWP, Electoral Services can accept the postal vote application form
• If the electors NINO on their postal vote application form does not match central government records, the elector must then supply proof of their identity such as a passport or drivers licence (a list of documents accepted is yet to be determined)
• If the elector cannot provide proof of their identity to support their application, legally we cannot accept it