Preparation of a new Electoral Roll

2013 Annual Parochial Church Meetings and Preparation of a new Electoral Roll

The Church Representation Rules (‘CRR’) require us to produce a new church electoral roll for the 2013 annual meeting.

Notice of Preparation of New Electoral Roll

Under CRR rule 2(4), the form of notice Notice Of Preparation of New Electoral Roll should be made public not less than two months before the annual meeting.


This should be fixed on or near the principal door of every church and building in the parish licensed for public worship according to the rites of the Church of England, for a period of not less than 14 days.

At every service held on the two Sundays following the putting up of the notice, or, in the case of a church in which no service is held on either of those Sundays, at every service held on the first Sunday after that date, the person conducting the service must inform the congregation of the preparation of the new roll.

Whether or not a person has their name entered on the existing electoral roll, anyone wishing to be enrolled on the new roll must complete a fresh form of application. 

Application for name to appear on new roll

Under CRR rule 2(5), the PCC must take reasonable steps to inform all those whose names are entered on the existing roll that a new roll is being prepared, and that they must make a fresh application if they wish their name to appear on the new roll. Downloads in both .pdf and Word are available on this page.. 

After completion of the new roll, a copy must be published for not less than 14 days before the annual parochial church meeting on or near the principal door of all the churches in the parish. During this period corrections may be made, but subject to that no new names may be added until the end of the annual meeting. The one exception is that a person whose sixteenth birthday falls after the revision of the new roll has been completed but before the annual meeting may fill out a form of application and will then be enrolled with effect from the date of their birthday. When the new roll is produced then the previous roll ceases to have any legal standing.

Under CRR rule 1(11), the church electoral roll “shall where practicable contain … the address of every person whose name is entered on the roll, but a failure to comply with this requirement shall not prejudice the validity of any entry”. Even where (as is usually the case) the address of every person whose name is on the roll is recorded, it is thus acceptable – and may indeed be felt preferable – for the published version of the roll not to show addresses.

Electoral roll certificates

Electoral roll certificates should be completed not later than 1 June 2013. 

This will certify the number of names on the new church electoral roll. Please return a signed copy to Ultan Russell at St James’ House and also directly to the Deanery Secretary – the list of names is not needed only the number of electors.

A copy must also be fixed for a period of not less than 14 days on or near the principal door of every church and every building in the parish licensed for public worship.