If you are unable to get to a polling station either for a single election/referendum or on a long term basis you can apply for an absent vote. You have a choice between:

• Postal voting - your ballot paper is sent to you by post before polling day.
• Proxy voting - you appoint someone you trust to vote on your behalf.

Postal Voting

A postal vote is when your ballot paper(s) is sent to you by post before polling day. Instead of going to the polling station and completing the ballot paper, the ballot paper is sent direct to an address of your choice. Once you have completed the ballot paper and filled in the necessary paperwork you can then send it back in the envelope provided or deliver it to the polling station on Election Day. It must reach the Returning Officer by 10pm on the day of the poll.

These last for a period of three years before a fresh application must be made.

You can apply for a postal vote at any time during the year; however there is a deadline by which postal vote applications must be received in advance of an election which is normally by 5PM on the 11th working day before Election Day.

How to apply for a postal vote

Any registered elector can apply to vote by post and you do not need to tell us a reason why you won’t be going to the polling station to vote. 

You can apply for a postal vote using the Online Absent Vote Application service at www.gov.uk/apply-postal-vote

You will need:

• the address where you are registered to vote
• your date of birth
• your National Insurance number
• the date of the next election or referendum (if you only want a postal vote in that specific election)
• to upload a photo of your handwritten signature in black ink on plain white paper

You might be asked for extra documents to identify you if this can’t be done using a National Insurance number.

If you cannot provide a signature that always looks the same (or any signature at all), you may be able to apply for a postal vote signature waiver.

If you are unable to access the online service please use the Application to vote by post form.

If you are unable to download this form you can telephone the Electoral Services helpline to request a form. You are required to provide your date of birth and signature on the form - these are later compared with the signature and date of birth you submit with your ballot papers to ensure that they have been completed by the correct person, but do not identify how you have cast your vote.

If you are unable to provide a signature for any reason this should be indicated on the form as you may be eligible for a signature waiver. Please provide details of anyone who assists you in completing the form. It is not possible for someone else to apply for a postal vote on your behalf or to sign the form on your behalf.

Please complete in black ink and block capitals and post to:

Electoral Services
Ipswich Borough Council
Grafton House
15-17 Russell Road
Ipswich
IP1 2DE 

Or you can scan your completed form and send it to us online. If you need help filling in this form please phone 01473 432000.

Delivery of postal vote packs

Postal voting packs are sent out around 1-2 weeks before an election. The expected date of delivery will be included on your postal poll card and we are not able to send individual packs out early.  If you will be going away before or very close to the date of delivery and will still be away on election day then you may want to consider a proxy vote or depending on timings your postal vote may be able to be sent to another address. If you will be back by election day then it is still possible for you to complete your postal vote and hand it in to your usual polling station or Grafton House up to 10pm on the day of the election.  Postal votes received after this time will not be able to be counted.

Proxy Voting

A proxy vote enables you to appoint someone you trust to vote on your behalf. The appointed person can choose whether to vote in person at the polling station or by post.

Anyone can act as a proxy voter, as long as you are both registered to vote before you apply for a proxy vote. You can act as a proxy for up to four electors, but of these only up to two can be a regular election and the others can be special category electors (such as overseas voters or voters registered as working in the armed forces.)

Remember to ask your proxy’s permission before you apply and check that they will not be exceeding the maximum* number of proxies they can act for.

*A person can be a proxy for a maximum of 4 voters, of which only 2 can be domestic (England) voters and the others can be for overseas or services voters. A proxy must also be registered to vote in the type of election they are appointed for e.g. local election or UK Parliamentary election.

Advantages of voting by proxy

Voting by proxy can make it easier for some people to vote. For example it is useful for:

• People who are unable to get to the polling station to vote
• People who want to vote but who know that they are going to be abroad on Election Day
• People who have fallen ill and are unable to get to the polling station
• People who are overseas in a country that is too far away to send back a postal vote in time for the election, for example if you are in the Armed Forces or deployed abroad.

How to apply for a proxy vote

You can apply for a proxy vote for a particular election using the Online Absent Vote Application service at www.gov.uk/apply-proxy-vote

You will need:

• the address where you are registered to vote
• contact details for your proxy
• your date of birth
• your National Insurance number
• to upload a photo of your handwritten signature in black ink on plain white paper
• the date of the election or referendum you wish to vote by proxy at.

You might be asked for extra documents to identify you if this can’t be done using a National Insurance number.

If you cannot provide a signature that always looks the same (or any signature at all), you may be able to apply for a proxy vote signature waiver.

If you are unable to access the online service you can use the application forms below:

• Proxy vote application form (for a particular election)
• Proxy vote application form (long term with supporting evidence provided).

If you are unable to download a form you can telephone the Electoral Services helpline to request a form.

If you are unable to provide your signature for any reason you should indicate this on the form as you may be eligible for a signature waiver. Please also provide details of anyone who assists you in completing the form. It is not possible for someone else to apply for a proxy vote on your behalf.

Please complete in black ink and block capitals and post to:

Ipswich Borough Council
Grafton House
15-17 Russell Road
Ipswich
IP1 2DE

Or you can scan your completed form and send it to us online. If you need help filling in this form please phone 01473 432000.

You can apply for a proxy vote at any time during the year; however there is a deadline by which proxy vote applications must be received in advance of an election which is normally by 5PM on the sixth working day before Election Day.

Cancelling your absent vote

Please confirm in writing (email or letter) that you wish to cancel your postal or proxy vote and from which date this should take effect from. Include your full name and the address you are registered to vote.

Changing your address

When you move house or change the address you are registered to vote at, you will need to make a fresh application to vote by post or proxy.

Changing your name

If you change part of your name or your full name and your signature has changed, you will need to make a fresh postal vote application. This is to ensure your new signature matches the signature held on your application for when these are compared for security reasons when you use your postal vote.

Changing the person to be your proxy

If you need to change the person acting as your proxy please complete a fresh proxy vote application and include the detail of your new proxy.

Emergency Proxy Voting

An application for an emergency proxy can be made after 5PM on the sixth working day up until 5PM on Election day under the following circumstances:

• If you have a medical condition, illness or disability arising after the deadline for ordinary proxy applications (i.e. 5pm on the sixth working day before the poll.)
• If you are a mental health patient detained under civil powers (i.e. who are not detained offenders.)
• If your occupation, service or employment means you cannot go to the polling station in person and you became aware of this fact after the deadline for ordinary proxy applications (i.e. 5pm on the sixth working day before the poll).
• If you meet any of the conditions relating to emergency proxies on the grounds of voter identification after the deadline (i.e. 5pm on the sixth working day before the poll) to apply for a Voter Authority Certificate.

Application forms to set up an emergency proxy vote are available via the elections helpline on 01473 432000.

Reapplying for absent voters

The Electoral Registration Officer is legally required to ask voters who have had an absent vote for three years to reapply for an absent vote if they wish to continue to vote using this method.

Every year, during January, a letter will be sent to every elector whose original postal or proxy voting application has reached three years old. A new application should be made by the specified deadline to ensure that your absent voting arrangements continue.

If you do not reapply by the deadline we are required by law to cancel your absent vote and you will have to vote in person at your allocated polling station until you make a new application for an absent vote.