Registering to vote

Using information received from the public, registration officers keep two registers – the electoral register and the open register (also known as the edited register).

The electoral register lists the names and addresses of everyone who is registered to vote in public elections.

The register is used for electoral purposes – such as making sure only eligible people can vote – and for other limited purposes specified in law, such as detecting crime (e.g. fraud), calling people for jury service and checking credit applications.

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.

In addition the electoral registration officer will process your personal information in accordance with current data protection legislation. You can access their privacy statement -  

Who can use the electoral register? 

• Election staff, political parties, candidates and holders of elected office use the register for electoral purposes.
• Your local council and the British Library hold copies that anyone may look at under supervision. A copy is also held by the Electoral Commission, the Boundary Commissions (which set constituency boundaries for most elections) and the Office for National Statistics.
• The council can use the register for duties relating to security, enforcing the law and preventing crime. The police and the security services can also use it for law enforcement.
• The register is used when calling people for jury service.
• Government departments may buy the register from local registration officers and use it to help prevent and detect crime. They can also use it to safeguard national security by checking the background of job applicants and employees.
• Credit reference agencies can buy the register. They help other organisations to check the names and addresses of people applying for credit. They also use it to carry out identity checks when trying to prevent and detect money laundering.

It is a criminal offence for anyone to supply or use the register for anything else.

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. The personal data in the register must always be processed in line with data-protection legislation.

Who uses the open register? 

Users of the open register include:

• businesses checking the identity and address details of people who apply for their services such as insurance, goods hire and property rental, as well as when they shop online
• businesses selling age-restricted goods or services, such as alcohol and gambling online, to meet the rules on verifying the age of their customers
• charities and voluntary agencies, for example to help maintain contact information for those who have chosen to donate bone marrow and to help people separated by adoption to find each other
• charities, to help with fundraising and contacting people who have made donations
• debt-collection agencies when tracing people who have changed address without telling their creditors
• direct-marketing firms when maintaining their mailing lists
• landlords and letting agents when checking the identity of potential tenants
• local councils when identifying and contacting residents
• online directory firms to help users of the websites find people, such as when reuniting friends and families
• organisations tracing and identifying beneficiaries of wills, pensions and insurance policies
• private-sector firms to verify details of job applicants.

Around the time of elections or referendums, promotional material from campaign groups is often sent out. Official campaigns are provided with registers that detail the addresses of people who have a postal vote.

Am I on the open register?

Your name and address will be included in the open register unless you ask for them to be removed. Removing your details from the open register does not affect your right to vote. To opt out of the open register you can email - optout@coventry.gov.uk stating your name and address.

Can I view the electoral register? 

The current electoral register is open to inspection, but people cannot search for your name. It is kept in address order within each of the 18 electoral wards. You can view the register between 8:30am and 5pm Monday to Thursday, and between 8:30am and 4:30pm on Fridays at the Council House. You will need to call the team on 02476 833034 to make an appointment. 

You are not able to view the Electoral Registers from the last 10 years. However, copies of the Open Registers prior to 10 years ago can be viewed at the Coventry Archives and Research Centre. 

How can I prove I am on the electoral register?

If you have registered to vote recently you will receive a letter through the post to confirm that you have been added to the Register and the Elector Number that you have been allocated.

If you are unable to find the confirmation letter we can arrange a Certificate of Residency free of charge. This is available from Electoral Services. Please ensure that you are listed on the Electoral Register before you contact us. Or please send an email to electoral.services@coventry.gov.uk titled Certificate of Residency giving the name and address of the property. 

Find out if you are registered to vote

To find out if you are registered to vote, telephone Electoral Services or e-mail the Electoral Services Office.