Postal Voting at General Elections

Simon Hoare Excerpts

Tuesday 22nd October 2024 Commons Chamber

[Simon Hoare (North Dorset) (Con)]

What a delectable, delicious prospect we have before us: a two-and-a-half-hour Adjournment debate on postal voting. If the Whips thought that the hon. Member for Newcastle-under-Lyme (Adam Jogee) made a long speech, I am tempted to say, “You ain’t seen nothing yet!”

First, may I welcome the Minister to her place? I assure her from the start that this is not an attack Adjournment debate; it really is designed to be helpful to her and colleagues. I sought to secure this debate having reflected on the operation of postal voting during the general election, which I did through the prism of being the then Minister in charge of elections policy. Just for the record, I note that Mr Speaker has kindly invited me to join the Speaker’s Committee on the Electoral Commission, and I have accepted.

If the House will indulge me for just a moment, I want to put on record one of those things that often do not get noted when Ministers are ushered out of office by the electorate. This place, all of us who have been returned to it, all who stood in the election and represented their party interests across the United Kingdom, and all our electorates owe a debt of thanks to the elections team at the former Department for Levelling Up, Housing and Communities—I see one or two of them in the Officials Box. The team worked flat out to deliver the policies that came from the Elections Act 2022, and they had the local elections in May and then the general election shortly thereafter. They worked tirelessly to support the delivery of those elections, and I put on record my thanks to them.

I also thank David Gold and his team at the Royal Mail, and all the people at the Royal Mail who strove so hard to deliver the postal votes and all the other literature and documentation that supports the delivery of a general election. David and his team were more than generous with their time and, during the election campaign, as issues were coming to the fore that they were trying to manage and we were trying to raise as the Government, they made themselves available on a daily basis, if necessary, and certainly on a weekly basis to make sure that the ship of state was still afloat.

It would be remiss of me not to thank the Association of Electoral Administrators and all those in local government who keep the electoral register and deal with the paperwork and the logistics, which certainly became more complex and demanding, as the Minister will doubtless have been briefed by her officials, as a result of the changes to the rules and regulations in the Elections Act. I had the great honour of speaking at the annual conference earlier this year—I am sure that the Minister will be invited to do it; if she can, I urge her to—and they are a great bunch of women and men who work tirelessly in our town halls and county halls to make sure that elections are delivered. Of course, we should also thank the Electoral Commission, which is the guardian watchdog that keeps an eye over all of us to make sure that the rules are adhered to.

Our democracy works only when and because the defeated and their supporters—not the victors—accept the result. We saw the dangers of that in the previous American presidential election, and just how close we can get to anarchy and a complete collapse of confidence, the ramifications of which are still being felt in the States, when the people who lose say, “We was robbed. The system was against us.”

We have been hugely lucky in this country that all our election results have been beyond challenge and have been accepted by the victor and the defeated, and that the legitimacy of those who have been chosen to govern has been accepted and agreed, but we cannot rest on our laurels. We cannot presume that just because that is how it has always been, that is how it will always be, and that is the spur that prompted me to apply for this Adjournment debate.

My message to the Minister is that although 2029 seems a long way away, in governance and organisational terms it is effectively tomorrow. The Government and the House need to think about whether and how any changes are to be delivered to the way that postal voting operates, such as through amendments to the Elections Act or statutory instruments, to ensure that the electorate accept the legitimacy of the result.

The next general election will not be fought on the same franchise that we had this year. We have an ageing population, so it is a legitimate presumption that there will be a higher demand for postal votes as people get older. There is also the potential to increase the franchise by giving the vote to 16 year olds, which could increase future demand for postal votes, and I understand that proposals may be in train about franchise rights for EU citizens, which would create another demand. If all the newly enfranchised overseas voters had registered to vote who were hitherto exempt because of the 15-year cut-off point, who would by definition be seeking a postal vote or a proxy vote, the totality of additional voters coming on to the roll—I am giving this figure from memory—would have been about 3 million.

I do not know what percentage of that 3 million got on to the register and had a vote; the Electoral Commission’s report about the operation of the election will be published in November. As sure as eggs are eggs, though, as time goes by—their legitimacy to vote was accepted by my then shadow, the hon. Member for Vauxhall and Camberwell Green (Florence Eshalomi), so there will be no change in policy there—one can only presume that a greater percentage of those 3 million will apply for a vote as their knowledge and understanding of their ability to secure one grows.

[Jim Shannon (Strangford) (DUP)]

Will the hon. Gentleman give way?

[Simon Hoare]

I am tempted to say that this Adjournment debate would not be an Adjournment debate—it would fail the Trade Descriptions Act—unless I gave way to the hon. Member for Strangford (Jim Shannon).

[Jim Shannon]

I commend the hon. Gentleman for bringing this debate forward. He is absolutely right to bring this issue to the Floor of the House for consideration by the Minister. I would like to make a helpful contribution. He is very knowledgeable in relation to Northern Ireland. We have had a postal vote system for some time, but there was a problem at the last election. When people were taken ill suddenly, the doctors in the hospitals could right away send a letter, and those people were accepted for a postal vote. However, those in their late 70s and 80s who were infirm and perhaps not so mobile were not able to get postal votes even though they needed them, because for some unknown reason, their GPs took a decision not to sign their forms for postal votes. To me, that is absolutely ludicrous. If you are elderly and infirm and not able to get out, you should get a postal vote. There should be no two-tier status for those with postal votes.

[Simon Hoare]

I certainly agree with the hon. Gentleman that all those who are entrusted with the discharge and delivery of our elections—our police, our medical certifiers and others clearly play a part—should play an active and engaged part. It should not be an option to opt out; this should just be an accepted part of the job. I will mention Northern Ireland specifically in a moment or so.

I want to give the House some facts provided by the Royal Mail, which I think are of interest to put this issue into scope and scale. At the general election just gone, on 4 July, the Royal Mail delivered more postal votes and candidate mail than in any previous general election. Postal votes were up by 50% and candidate literature was up by 30% in comparison with 2019—and that was just your election literature, Madam Deputy Speaker! The Royal Mail delivered 50.8 million poll cards, 7.26 million postal votes and 184 million candidate leaflets. It did sweeps of all its 37 mail centres and 1,200 delivery offices to ensure that all the postal votes that had gone into the system were delivered to the counts, to make sure that those votes were counted. On election day itself, 70,000 postal votes were handled by the Royal Mail across the United Kingdom to be delivered. That is a huge number.

This is the challenge that I set for the Minister. I am not looking for the de facto answer today, but I would like an assurance that it is on the radar and people are thinking about it. We know full well that the Royal Mail is going through a period of change. I think we feel this particularly acutely in rural areas. It is by definition, because of email and everything else, handling fewer and fewer letters, and staff numbers reflect that. One of the joys of the 2015 general election, as far as Royal Mail was concerned, was the fact that we still had the Fixed-term Parliaments Act 2011 and it could structure additional recruitment to deliver the demand—and that demand was far less than that which prevails at the moment—because it knew with certainty when the general election was going to be held. The snap elections of 2017 and 2019, and the perhaps earlier than expected 2024 election, caught the Royal Mail napping, because it had to put on a sudden spurt to recruit people to deliver all the pieces of paper that needed to be delivered. In the absence of the Fixed-term Parliaments Act, that issue will remain with us.

I made the point to the Royal Mail that in fact only one election was controlled by the Fixed-term Parliaments Act. Every other election had always been at the whim or the prerogative of the Prime Minister when the House was dissolved. However, in comparing previous with future general elections, we must consider the changes in volume that the Royal Mail is handling.

I mentioned rural areas. I am still awaiting the delivery of election address 2; I am sure that I had exciting words to say, but it never came through my letterbox. Last week, a wonderful bundle of 12 pieces of mail was delivered in the one-delivery-a-week service that my part of North Dorset is currently experiencing.

There will not be a Member of Parliament, urban or rural—though this applies particularly to rural areas—who has not had constituents contacting them after the general election to say that they did not receive their postal vote in time or could not get it back in time. That takes me to a point that requires possibly secondary legislation and certainly some thought: the cut-off point between the close of nominations and everything going to the printer, and everything getting bundled up in the postal vote packs at the same time as people are trying to update the register, check that polling stations are available, recruit polling clerks and so on. It is all incredibly tight. It was incredibly tight this year, but the system just about coped. I am anxious to future-proof, given the increased demand that I mentioned at the start of my remarks.

The Government could go back to the old system, thus putting the postal vote genie back in the bottle, with the tight criteria that used to prevail. I do not believe that that will happen, and I do not think it would be desirable. We could introduce digital voting for overseas voters, but that has the potential for fraud and hacking. It also opens up the Pandora’s box of digital voting for everyone in the United Kingdom.

There is no easy solution. There is the tightness of the timetables and the capacity of the Royal Mail—not its good will; the Royal Mail is honoured and delighted to have the contract that the Government give it. David Gold and his team were conscious of the pivotal role that their organisation played in delivering the general election, and always prepared to say so up front.

The Electoral Commission noted, in a briefing that I received today in advance of the debate, for which I am grateful, that several people experienced problems in voting by post, such as delays in receiving their postal ballot. Its research shows that the vast majority of postal votes were delivered promptly, and that there were no widespread or systemic issues. However, there were voters in the UK and abroad who could not vote because of the late arrival of postal votes. Problems were prevalent in Scotland, which gave us a lot of concern because the election coincided with the school holidays there and in Northern Ireland, which created additional pressure for the postal voting system. I look forward, as I am sure that the Minister does, to the Electoral Commission’s report on postal voting, which will be published next month.

Something needs to be done to give us all confidence that the result of the general election in 2029—probably—will have the same legitimacy as those held in 2024, 2019 and previously. There will be some challenges. Although our constituents are not forced to vote, they have a legitimate expectation, as part of their contract with the state, that their vote will be counted if it has been cast.

I do not have the answers for the Minister. That is her job, not mine. She knows that the system needs to be reliable, robust, easy, seamless and trusted, because all of us, irrespective of party or geography, are united in being motivated by one guiding principle: the result, whatever it may be, has to command authority through the electorate’s trust in it. If it does not—if people can cry foul, say that the system is loaded against them, or that it is too creaky and analogue for a digital age—then faith in our democratic system erodes. When faith erodes, participation is likely to decline; that is when extremes always flourish, and I know that His Majesty’s Government and the Minister will not want that. I look forward to hearing what the Minister has to say. For what it is worth, having been the Minister over the election period, I would be happy to do anything I can with her—through conversations, et cetera—to ensure that we get this right.

[Martin Vickers (Brigg and Immingham) (Con)]

My hon. Friend is making an interesting and powerful speech. He referred to the number of items delivered by Royal Mail, and said that it is going through a period of change. Do we need to look for alternatives to Royal Mail because of the major changes that are taking place?

[Simon Hoare]

If my hon. Friend means alternatives to feet on the pavements, then very possibly. The benefit of using the Royal Mail is that culturally it is aware of the seriousness of the task it is asked to discharge, and it has a very good heritage of doing so. I would not want to throw the baby out with the bathwater. I sympathise with the Royal Mail because, in essence, it is given five weeks to recruit hundreds of people across the country to learn the rounds and deliver stuff. Those people also have to be vetted to ensure that they are not politically partial, so that my leaflets do not end up in a hedge while everybody else’s end up delivered through people’s letterboxes. Those are important issues.

There is a tendency to rush off into the commercial sector, but I would not do that. Of course, there are ways to ensure vetting, but the authority and imprimatur of Royal Mail puts it at a distinct advantage. I know that it wants to continue to undertake the task, not just because the contract it has with the Minister and the Department is commercially attractive, but because it sees itself as being part of the democratic fabric and network that sustains the elections.

I could have waited until 2027 to raise these issues, but then the Minister could have said, “The hon. Member for North Dorset makes some very valid points, but he will know that there is no time in the legislative timetable to address them. We will just have to try and muddle through.” The Minister has at least a few years to talk to the Parliamentary Business and Legislation Cabinet Committee, her Whip and the Leader of the House, and assess whether tweaks and changes need to be made to election cut-off dates and timetables. I will not labour the point any further, but the electoral process needs to be robust and the outcomes must be trusted by all our citizens, irrespective of whether they voted or how they voted.

[The Parliamentary Under-Secretary of State for Housing, Communities and Local Government (Rushanara Ali)]

I thank the former Minister, the hon. Member for North Dorset (Simon Hoare), for securing the debate and bringing the very important topic of elections to the attention of the House. I particularly welcome the expertise and experience he brings to the discussion, which is helpfully taking place at the beginning of the Parliament. As he pointed out, in the previous Government he was Minister for elections.

The effective running of our electoral processes is the foundation of our democracy, and it is right that we carefully monitor and review all aspects of delivery to identify emerging issues and areas for improvement. Like the hon. Gentleman, I express my gratitude to all those who worked tirelessly to deliver the recent general election, including returning officers, electoral registration officers and their teams across the country. This is an important debate in the context of an election that was delivered effectively, and in which voters could exercise their rights freely. The country has collective confidence in the result. Although there will always be lessons to be identified and improvements to be made, the success of the polls should not be taken for granted or go unacknowledged. I also thank the wider sector that supported the system—the printers, the suppliers, the Royal Mail, the police, the Electoral Commission and, of course, the hon. Gentleman for his tireless work. He deserves great credit for effectively marshalling Government resources to aid the delivery of this complex operation.

The Government are aware of the reports that arose in the media of postal voting delays at the recent general election and the points that the hon. Member has made. Although the vast majority of postal votes were delivered successfully, it is perhaps not surprising in an operation of this scale and complexity that a proportion of postal votes should encounter delay. Those delays happened despite the work done by the Minister and others ahead of the general election. That was the case in previous elections, too. Officials worked closely with the Royal Mail and returning officers to support the resolution of the issues as quickly and effectively as possible.

None the less, any instance of an elector being unable to vote due to delays or errors in the system is deeply regrettable, and we need to take steps to address the root causes. Postal voting, as the hon. Member pointed out, has become increasingly popular; there is a general trend towards more of the electorate choosing this voting option. At the 2019 general election, more than 8 million postal votes were issued, and reports suggest that the figure for 2024 was significantly higher. That puts printing and delivery systems under strain, especially when national polls and elections are called at short notice. The issues arising in 2024 also have to be seen against the backdrop of boundary changes.

We recognise that no system will be perfect at all times, but it is clear from the volume of incidents, and from feedback from the election sector and electors themselves, that there are major strains on the system, and improvements will need to be made. We will carefully assess the postal voting process in our wider review of electoral conduct and registration processes, which the Government have already begun. We will work closely with stakeholders across the sector to gather their feedback, analysis and ideas. I am very grateful to the former Minister for his offer of assistance. This is an incredibly important matter, and I am very keen to make sure that we draw on his expertise and work. The Electoral Commission will publish its final report on the general election later this year, and we will carefully consider its findings and recommendations.

[Simon Hoare]

I am very grateful to the hon. Lady, not just for what she is saying about the issues, but for her very kind words. She has made a former Minister blush. In her conversations with the sector—she knows that those are vital conversations—will she overlay the projected figure for electors in the next election, or will she use the 2024 figures? Clearly, if the changes that the Government are suggesting are delivered, the franchise will be larger. That is an important point on which I would like clarity. I guess I probably know the answer.

[Rushanara Ali]

We will look at these issues in the round. The hon. Member has made important points about the growth in the sector, and I shall come on to that. As I have said, we will look at the findings of the Electoral Commission report when they arrive. Once we have completed our review, we will bring forward firm proposals for improvements to our electoral system, and I look forward to discussing them with Members in due course.

The hon. Gentleman expressed other concerns. We recognise the important work that Royal Mail has carried out. We will need to look at that in the context of Royal Mail’s parent company and a potential takeover, and consider any wider implications, to make sure that the system is robust and that there is appropriate support, not only so that Royal Mail can learn for future elections, and improve on what was done in recent elections, but so that resources are in place and we continue to maintain confidence in the system. The hon. Gentleman made an important point about rural areas as well. Those factors need to be considered, along with other points he made.

The hon. Gentleman made important points about an ageing population and demographic changes, as well as younger voters and the increasing popularity of some ways of voting. Work needs to take into account changes in behaviour and voting patterns. As I said, I look forward to working with him on those important issues.

The hon. Member for Strangford (Jim Shannon) spoke about Northern Ireland and making checks. The Northern Ireland Office has heard of GPs not signing off postal votes, but that has never been backed by specific evidence. We will, however, take that issue into account and look into it, along with any other barriers facing those who need or wish to vote with a postal ballot.

Let me say, in the spirit of consensus in which the hon. Member for North Dorset introduced the debate and made his speech, that I look forward to working closely with him. I thank him for securing this important debate, and other Members for their interventions, and for contributing their insights and expertise. The Government consider the effective running of elections to be of paramount importance. It is fundamental to trust and confidence in our democracy. As we announced earlier this month, we are reviewing carefully electoral conduct and registration processes. Once the review is complete, we will bring forward firm proposals for changes where they are necessary. I very much look forward to sharing those proposals with Members, and to working with the hon. Member for North Dorset.

Question put and agreed to.