Annual Canvass Communications
What type of communications will I receive?
The type of communication you will receive is dependent on the route your property is processed through and what information we hold for the property.
In summary, you will be contacted in one of the following ways:
- By telephone (text or by call)
- By e-mail
- By post (CCA, CCB or canvass form)
- By a visit from an electoral canvasser
Route 1 – The Matched Property Route
Route 1 will contain properties where a matched result was received for all residents at the property. There are 3 possible communications for route 1 properties. Communications will include one or more of the following:
- An e-mail (sent from the domain: mid.sussex.district.council@notifications.service.gov.uk)
- A text message (sent from the domain ‘MSDC’)
- A CCA Form
Route 1 Properties – The Matched Property Route
| Communication Method | Information |
|
E-mail or text message
An email or text message will be sent to any elector(s) we hold details for, asking you to confirm your property’s electoral register details.
This communication will be sent on or around the 6th August 2024.
Please respond no later than the 13th August 2024 to avoid receiving further communications from us. |
Property Route: 1a Why have I received this? We have been able to match data for all residents at the property and hold an e-mail address or telephone number for you. Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: Respond to the e-mail or text message no later than the 13th August 2024, please see the response methods below.
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online.
What happens if I do not respond? If you do not respond to the first method of contact. We will attempt to contact you a second time via a CCA form (see route 1b for info).
|
|
Communication Method |
Information |
|
CCA Form An A4 form with the letters 'CCA' in the top left-hand corner. This communication will be sent on or around the 27th August 2024.
|
Property Route: 1b
Why have I received this:
We have been able to match data for your property with national or local data and need to verify these details with you.
OR
We did not receive a response to an e-mail / text message sent to you requesting information on the property.
Do I need to respond?
Only if there are changes to be made.
What we need you to do:
If details for your property and those in residence are correct then you do not need to respond and you will not be required to take any further action.
If your details are incorrect or additional people need adding:
We will need you to inform us of the correct details for your property either.
Online by:
By telephone:
By e-mail:
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online.
|
Route 2 – The Unmatched Property Route
Route 2 contains properties where some or all electors are unmatched at the property. This route also contains properties which are empty and where we do not have any electors registered.
There are a range of communication methods used for this route depending on what information we hold on file for the property. In summary these include one or more of the following:
- An e-mail (sent from the domain: mid.sussex.district.council@notifications.service.gov.uk)
- A text message (sent from the domain ‘MSDC’)
- A telephone call
- A CCB or CCB for empty properties form
- A canvass form or a canvass form for empty properties
- A visit from an electoral canvasser
The table below sets out more information about this communication, dates you can expect to receive contact and how to respond.
| Route 2 – The Unmatched Property Route | |
| Route 2 – Empty Property Route (properties with no registered electors) | |
| Communication Method | Information |
|
First Contact: CCB-E Form If a property is empty it will be sent a an A4 form with the letters ‘CCB-E’ in the top left-hand corner. This communication will be sent on or around the 27th August 2024. Please respond by no later than the 24th September 2024 to avoid receiving further communications from us. |
Why have I received this? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do:
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online What happens if I do not respond? If you do not respond to the first method of contact, we will attempt to contact you a second time via a canvass form. |
|
Second Contact: Canvass Form If no response is provided to the first method of contact, your property will be sent an A3 form called a ‘Canvass Form’.
This form will have the letters ‘CF-E’ in the top left-hand corner.
This communication will be sent on or around the 7th October 2024.
Please respond by no later than the 28th October 2024 to avoid receiving further communications from us.
Please respond by no later than the 28th October 2024 to avoid receiving further communications from us. |
Why have I received this? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: FOR CHANGES -
FOR NO CHANGES –
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online What happens if I do not respond? If you do not respond to the first method of contact, we will attempt to contact you a third time via a canvasser visit. |
|
Third Contact: Canvasser Visit If no response is provided to the first two methods of contact, the property will be visited by one of our canvassers. Canvassing will place from w/c 29th October 2024. |
Why am I receiving this visit? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do:
|
|
Route 2 – Property Permutation |
|
|
|
Communication Method |
Information |
|
|
First Contact: CCB Form Your property will go down this cycle if all electors are unmatched and we hold no personal contact information for your property. Your property will first be sent an A4 form with the letters ‘CCB’ in the top left-hand corner. This communication will be sent on or around the 27th August 2024. Please respond by no later than the 24th September 2024 to avoid receiving further communications from us. |
Why have I received this? We are required to make first contact in this cycle via post. Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: FOR CHANGES:
FOR NO CHANGES –
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online What happens if I do not respond? If you do not respond to the first method of contact, we will attempt to contact you a second time via a canvass form. |
|
|
Second Contact: Canvass Form If no response is provided to the first method of contact, your property will be sent an A3 form called a ‘Canvass Form’. This communication will be sent on or around the 7th October 2024. Please respond by no later than the 28th October 2024 to avoid receiving further communications from us |
Why have I received this? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: FOR CHANGES -
FOR NO CHANGES –
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online What happens if I do not respond? If you do not respond to the second method of contact, we will attempt to contact you through a third time via a canvasser visit. |
|
|
Third Contact: Canvasser Visit If no response is provided to the first two methods of contact, the property will be visited by one of our canvassers. Canvassing will place from w/c 29th October 2024. |
Why am I receiving this visit? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do:
|
|
|
Route 2 – E-Comm Permutation |
|
|
Communication Method |
Information |
|
First Contact: Canvass Form Your property will go down this cycle if there are matched electors with either an e-mail address or mobile number on file.
Your property will first be sent an A3 form called a ‘Canvass Form’.
This form will have the letters ‘CF’ in the top left-hand corner.
This communication will be sent on or around the 27th August 2024.
Please respond by no later than the 24th September 2024 to avoid receiving further communications from us.
|
Why have I received this? We are required to make first contact in this cycle via post. Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: FOR CHANGES -
FOR NO CHANGES –
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online What happens if I do not respond? If you do not respond to the first method of contact, we will attempt to contact you a second time via an e-mail or text message. |
|
Second Contact: E-mail or text message If no response is provided to the first method of contact, we will send an e-mail or text message to any elector(s) we hold details for. This communication will be sent on or around the 7th October 2024. Please respond by no later than the 28th October 2024 to avoid receiving further communications from us. |
Why have I received this? We did not receive a response to our first contact method and hold an e-mail address or telephone number for elector(s) at your property on file. Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do:
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online What happens if I do not respond? If you do not respond to the second method of contact, we will attempt to contact you through a third time via canvasser visit. |
|
Third Contact: Canvasser Visit If no response is provided to the first two methods of contact, your property will be visited by one of our canvassers. Canvassing will place from w/c 29th October 2024. |
Why am I receiving this visit? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: |
|
Route 2 – Telephone Permutation |
|
|
|
Communication Method |
Information |
|
|
First Contact: CCB Form Your property will go down this cycle if there are matched electors with only a home telephone number (i.e a landline number) on file. Our first method of contact will involve sending your property will be sent an A4 form with the letters ‘CCB’ in the top left-hand corner. This communication will be sent on or around the 27th August 2024. Please respond by no later than the 24th September 2024 to avoid receiving further communications from us. |
Why have I received this? We are required to make first contact in this cycle via post. Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: FOR CHANGES:
FOR NO CHANGES –
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online. What happens if I do not respond? If you do not respond to the first method of contact, we will attempt to contact you a second time via a canvass form |
|
|
Second Contact: Canvass Form If no response is provided to the first method of contact, your property will be sent an A3 form called a ‘Canvass Form’.
This form will have the letters ‘CF’ in the top left-hand corner.
This communication will be sent on or around the 7th October 2024.
Please respond by no later than the 28th October 2024 to avoid receiving further communications from us.
|
Why have I received this? Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: FOR CHANGES -
FOR NO CHANGES –
IMPORTANT: New individuals added through the canvass must register to vote in order to be added to the electoral register. They can do this at gov.uk/register-to-vote. We will send each new person a registration form if they do not apply online. What happens if I do not respond? If you do not respond to the second method of contact, we will attempt to contact you through a third time via a telephone call. |
|
|
Third Contact: Telephone Call If no response is provided to the first two methods of contact, the property will be telephoned by one of our officers. Telephone canvassing will place from w/c 29th October 2024. |
Why am I receiving this call? We have not received a response to our first two methods of contact and are now telephoning to complete your property canvass. Do I need to respond? Yes, whether there are changes or not – you must respond. What we need you to do: Please follow instructions provided over the telephone to enable the completion of your property’s canvass. |
|