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APCMs and Renewing the Electoral Roll 2020


The regulations surrounding eligibility to serve as a Churchwarden, PCC Member or Deanery Synod member have changed in the last twelve months following changes to the Church Representation Rules and the Churchwardens.  New versions of the nomination forms are available on the Parish Resources website at: The page also includes a revised version of the 'Fit and Proper Persons' declaration which can be done to verify eligibility in place of using nomination form wording.


Renewing the Electoral Roll 2020:

Every six years each parish is required to prepare a new electoral roll. 2020 is such a year.

As such, a notice should be displayed on or near the main door of every Church of England church in the parish. This needs to be done at least two months before the Annual Parochial Church Meeting (APCM) and has to stay up for at least 14 days. Once the notice is up, the preparation of the new electoral roll begins. During the 14 days while the notice is up, whoever is conducting services at the church needs to announce to the congregation that the new roll is being prepared.

The PCC needs to ensure that reasonable efforts are made to let everyone on the old electoral roll know that a new one is being prepared. These steps do not have to be taken for anyone who is no longer qualified to be on the roll, i.e. anyone who has become a clerk in Holy Orders or anyone living outside the parish who no longer worships regularly in the parish.

During the period of preparation of the roll, members on the previous roll need to apply to be included - inclusion is not automatic. New people can also apply during this period. A person applies by filling out an application for enrolment form. The preparation of the roll needs to be completed by a fixed date between 15 and 28 days before the APCM.

As with the annual revision, once the roll is complete a copy needs to be put up on or near the main door of the parish church, for at least 14 days before the APCM. During this time corrections may be made to the entries on the roll, for example how a name is spelt or amending the details of an address. No names can be added or removed during this period, this can only happen after the APCM.

The next scheduled preparation of a new Electoral Roll is in 2020.  The table below may help you set the dates in your parish.




Date in your Parish   

Decide who is electoral roll officer

At least two months before the APCM


Put up notice (on or near the church door)

At least two months before the APCM


Announcements during services

The first two Sundays once the notice is displayed


Send out applications with details of the return address (to those who have recently moved into the parish and joined the church



PCC informs those on the previous roll

Once the notice has been displayed


Completion of the roll

A fixed date 15 - 28 days before the APCM


Display the completed roll

Corrections can be made however no names can be added or removed during this period.  

At least 14 days before the APCM


Annual Parochial Church Meeting (APCM): Complete the Electoral Roll Certificate (SG7) and signed immediately after the APCM.  

By 31 May 2020























Although parishes only need to refresh their Rolls every six years, it is still a legal requirement to report the updated number to the Diocesan Secretary, immediately following the APCM each year, to be received no later than 1 July 2020 (Church Representation Rule 10). Please post certificates to: Electoral Roll, Diocesan Office St Nicholas Centre, 4, Cutler Street Ipswich IP1 1UQ. 


Who can be on the electoral roll?

To be on the electoral roll a person needs to have been baptised, be at least 16 years old and either:

• Living in the parish and a member of the Church of England or a Church in communion with the Church of England

• Not resident in the parish but is a member of the Church of England (or a Church with which the Church of England is in communion) and has regularly attended worship in the parish during the six months prior to enrolment

• A member in good standing of a Church which subscribes to the doctrine of the Holy Trinity and they are prepared to declare themselves a member of the Church of England, having regularly attended worship during the six months prior to enrolment.

The most recent forms are available on the Parish Resources website at: > select PCC/ACPMs (from the top menu).

There is plenty of authority in the higher courts – backed up by a clear opinion from the Law Commission – that if a person types his/her name on an email or other electronic form, that typed name is their signature for that purpose.  So parishes can use electronic versions of electoral roll forms.

You can download the electoral roll certificates here: PDF | DOCX

Deanery Synod Elections

Please see the dedicated webpage regarding Deanery Synod Elections.