Delay in sending out General Election postal votes in Uttlesford was “avoidable”, independent review concludes

Uttlesford District Council’s (UDC) delayed delivery of postal votes ahead of July’s General Election was a result of “human error, defective checking processes and poor communication”, an independent review has concluded.

But the authority has been cleared of any breaches of electoral law and the outcome of the election remains unaffected.

Issues arose after 2,688 postal ballot papers for voters in the Chelmsford part of the new North West Essex constituency were not sent out until June 28, nine days later than planned and just six days before the election.

Of these, 2,076 were returned in time to be counted – a 77% return rate, which is typical of the three-quarters of postal votes that are usually returned in parliamentary elections.

The review findings were published this week having been commissioned by Cllr Petrina Lees, leader of the Residents for Uttlesford (R4U)-led council, in the immediate aftermath of the fiasco.

The inquiry was led by Peter Stanyon, chief executive of the Association of Electoral Administrators, who concluded that the delay in sending out the 2,688 postal ballot packs was “avoidable”.

UDC is responsible for administering elections in the North West Essex constituency, previously known as Saffron Walden. It comprises 18 wards, four of which come under neighbouring Chelmsford City Council (CCC).

On the day the General Election was called, May 22, electoral departments at councils across the country would have begun preparations.

UDC electoral services manager Phil Hardy immediately contacted the authority’s print supplier to agree basic arrangements, but over the course of the next few weeks, confusion arose as to the exact number of postal ballot papers needed.

The printers assumed a file detailing 9,273 Uttlesford electors included a further 2,688 from the Chelmsford area, when in fact there were two separate print files.

The CCC electoral team raised concerns when it received a number of ‘reissue’ requests from electors in the area under the control of Uttlesford, “suggesting something isn’t quite right with the deliveries”. North West Essex Conservative Association also voiced worries.

“The print supplier had presumed the replacement data file of 9,273 records uploaded on 6 June had included the CCC records. The original CCC data file of 2,688 had therefore been quarantined as they were assumed to be duplicates,” said Mr Stanyon.

“The lack of effective communication between UDC and the print supplier and the subsequent non-clarification of totals to be printed directly led to the error and the subsequent delays in identifying it.”

Postal votes ended up being sent out just days before the polls opened. The report calculated that of the delayed 2,688 postal ballot packs, 2,076 were returned before the polls closed. A further 16 were received on July 5, the day after the election.

The successful candidate, Conservative Kemi Badenoch, polled 19,360 votes, 2,610 more than Labour’s Issy Waite. The number of postal votes issued in the CCC area not returned was 668 and therefore did not affect the outcome.

Cllr Lees said the council would learn from the errors.

“Whilst the issues with the delayed postal vote dispatch had no effect on the outcome of the election, it is important that we understand what went wrong and make sure we apply learning from it in future,” she said. “I would like to thank Peter Stanyon for his report and the list of recommendations, which we will fully consider and take on board.”

The report stated that this was the first General Election in which significant changes introduced by the Elections Act 2022 took effect and that the volume of changes put “significant pressure” on the electoral services team and “influenced the delivery of the election in Uttlesford”.

Mr Stanyon said: “It must, however, be recognised the election was generally administered well, with the error having no effect on the eventual outcome.

“We have found no evidence of actual or attempted election fraud, or any breaches of election law.

“We are satisfied the situation that evolved in Uttlesford in respect of the delayed delivery of 2,688 postal ballot packs was a result of human error, defective checking processes and poor communication.”

Once the error came to light, appropriate procedures were followed in respect of ensuring the immediate production and delivery of postal ballot packs while the communications response to the developing situation was “commendable”.

He did, however, pull up UDC chief executive and returning officer Peter Holt for his “clumsy’ comments to BBC Radio Essex when asked if he should consider his position as a result of the delays, to which he responded: “Honestly, yes”.

Athough well intended, the comment was deemed unhelpful in focusing on the issue that was being addressed, concluded Mr Stanyon.

The review urged the authority to consider Mr Holt receiving refresher media training.

The report has been published as part of the agenda for UDC’s audit and standards committee meeting on Thursday (Sept 26).