Since 31 October 2023 it became necessary to verify the identity of anyone wishing to vote by post or proxy. For most people this will be a simple process of providing their national insurance number in addition to the usual submission of their date of birth and signature. The verification is against the government’s Department for Work and Pensions (DWP) database.
As a consequence of the new requirement for verification, the way in which you apply for an absent vote has changed. Previously, when applying to vote by post or by proxy, the elector had to complete the relevant application with a wet-ink signature. This application was submitted by post or by sending a clear photograph/scan by email. Now there is an option to apply online through a new government website and upload a picture of your signature.
The changes that affect proxy voting are mentioned later in this document.
OAVA (Online Absent Voting Applications) is the new option for applying for an absent vote. The term absent vote means postal or proxy voters. Applicants can submit their information via a government portal. It is quick and easy and very similar to the process for applying online to register to vote.
OAVA applications must be submitted online via the gov.uk website. While it is quick and simple, the application process requires the following information:
• Date of Birth
• National insurance Number
• Details of how long you will require the absent vote (maximum of three years)
• Signature
• Address for ballot paper to be sent to (if applying for a postal vote)
• Date of application
If you apply online, the verification process starts straight away and you can have an automatic acknowledgement of your application.
Once your application is processed you will be notified to confirm whether it has been set up. If your details do not verify, you will be asked for other ways of verifying your identity.
Paper versions of the postal vote and proxy vote application forms will still be available for individuals who are unable/prefer not to submit the online application. Alternatively, the elections team are here to support with online applications. Should you require assistance, please contact elections@tendringdc.gov.uk or 01255 686566 to book an appointment at the Town Hall in Clacton-on-Sea. The paper version will need to be input into computer systems to check it against the DWP’s database so it is slower than the online system and you don’t get an automatic acknowledgement when it has been received. So if you can do it online, you are encouraged to do so.
Yes, but do not worry at this stage, there is no urgent action to take. If you already have an absent vote in place, you will be required to submit a fresh application. However, the deadline for existing absent voters to reapply is not until 31 January 2026. We will write to all affected electors to ensure that they have sufficient time to reapply.
Previously, postal votes could be set up permanently with a fresh signature required every five years. With the introduction of the new regulations, the maximum period for a postal vote is three years and a fresh application must be submitted every three years for it to continue. Each time it will go through the same verification process against the DWP’s database.
You might already be aware of the government’s decision to implement additional checks for electors casting their vote in a polling station by checking identity documents before issuing a ballot paper to them. In addition to this, the government has decided to introduce measures to check the identity of electors applying to vote by post/proxy. The check is against data held by the government in the DWP database.
To advance the integrity of absent voting, the following were developed as a result of the 2016 Pickles Report. These underpin the changes now made:
• Requirement for electors to reapply for postal votes every three years means electors’ eligibility can be regularly reviewed.
• More frequent opportunity to update their signature sample reduces the likelihood of an elector’s ballot being rejected due to signature mismatch.
• Limiting the number of electors a person may act as proxy for reduces the potential for fraud.
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