The annual canvass usually starts in June. It requires that we contact every residential property. This is to confirm that the details we hold for that address are correct. This then allows us to build an up to date and accurate new Electoral Register. The Electoral Register is made for publication on 1 December.
We use existing data to judge how accurate we think our information is. This happens before we start contacting households.
The canvass is split into the following routes -
Route 1 - Matched Properties where we are confident the details are accurate
We will send emails to approximately 25,000 residents of Hull. We ask them to confirm that the details we hold for the residents registered at their property are correct.
After this, the properties which have not responded to the email will be sent a letter. All other Route One properties for which we do not hold email details will also be sent a letter. This is known as a Canvass Communication A (CCA). This informs the occupier of who is currently registered at the address. There is no need to respond unless there are changes to be made to the register.
Route 2 - Unmatched Properties where we need to check the details
We will send a letter known as a Canvass Communication B (CCB) to all Route 2 properties. The letters are to inform the householder of who we have registered. This requires either an online or telephone response, even if there are no changes to be made. Instructions on how to do this appear on the letter.
If we do not receive a response to the CCB, a canvass form will then be posted with a reply envelope. A response can still be made online or by telephone.
If we do not receive a response, a Personal Canvass, will take place between September and October. This can also be known as a door knock. We deploy canvassers to visit non-responding properties to gather the information we need.
Route 3 - Special category properties
These are properties such as -
- care homes
- houses of multiple occupation
- University Campus properties
All these establishments will be contacted individually by Electoral Services.
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'Door knock' stage
The ‘door knock’ stage is the final stage of canvass and usually takes place between September and November. During this time our canvassers visit properties across Hull to confirm that name and address details are correct on the electoral register. They will also take details of new residents to start the process of registration.
We have sent a letter and a form to these properties but have had no response, requiring a physical visit.
All staff will hold a Hull City Council photo ID badge and are required to show this to residents at the door. The canvassers will have pre-printed forms for completion at the property.
Under no circumstances will canvassers enter a property, the visit must be completed at the doorstep.