Voter Registration Address Confirmation Form

Streamline Voter Roll Maintenance with a Professional Address Confirmation Form

Maintaining accurate and up-to-date voter registration lists is a critical responsibility for election officials, county clerks, and boards of elections. When conducting routine voter roll maintenance and list cleaning, election administrators need an efficient, compliant way to reach out to voters whose registration information may be outdated—and to process their responses quickly.

This Voter Registration Address Confirmation Form template is designed specifically for election offices that need to verify voter addresses during list maintenance activities. Whether you're implementing a National Change of Address (NCOA) match, following up on returned mail, or conducting routine data hygiene as required by state or federal election law, this form provides a clear, accessible way for voters to confirm or update their information.

Why Digital Forms Matter for Election Administration

Traditional paper-based voter roll maintenance processes can be slow, error-prone, and difficult to track. Voters receive a notice in the mail, must print and complete a response form, then mail it back—creating delays and opportunities for information to get lost in transit. Meanwhile, election staff must manually process each response, increasing administrative burden during already busy periods.

By digitizing your address confirmation process with Paperform, you can:

• Reduce response time: Voters can respond immediately via a link in a letter, email, or text message, rather than waiting for postal mail round trips
• Minimize data entry errors: Responses flow directly into your database rather than being manually transcribed from paper forms
• Improve accessibility: Online forms can be completed on any device and are compatible with screen readers and other assistive technologies
• Track completion rates: Monitor how many voters have responded in real time and identify who still needs follow-up
• Maintain compliance: Keep timestamped records of all address confirmations for audit and legal compliance purposes

Built for County Clerks, Election Officials, and Registrars

This template includes all the essential fields election offices need during voter roll maintenance:

• Voter identification: Collect voter ID number, name, and date of birth to match records in your voter registration database
• Current address verification: Simple yes/no confirmation of whether the voter still lives at the address on file
• Address updates: Conditional fields that appear only when a voter indicates they've moved, capturing their new residential address
• Out-of-county or out-of-state moves: Separate pathways for voters who have moved within the jurisdiction versus those who need to register elsewhere
• Signature and attestation: Digital signature field to confirm the accuracy of information provided
• Contact preferences: Optional fields for phone and email to improve future communication

The form uses conditional logic throughout, so voters only see questions relevant to their situation. If they confirm their address is correct, they can submit in seconds. If they've moved, the form adapts to collect only the necessary information.

Seamless Integration with Voter Registration Systems

Paperform's extensive integration capabilities make it easy to connect your address confirmation form to the tools election offices already use:

• Export to your VR database: Send responses directly to Google Sheets, Airtable, or your voter registration software via CSV export
• Automate workflows with Stepper: Use Stepper to automatically route confirmed addresses to your "verified" list, flag out-of-jurisdiction moves for processing, and send follow-up emails to voters who haven't responded
• Trigger notifications: Set up instant Slack or email alerts when high-priority responses come in, such as voters reporting moves to a new county
• Maintain audit trails: Every submission is timestamped and stored securely, creating a complete record of your list maintenance process

Compliance, Security, and Accessibility

Election administration requires strict adherence to data security and voter privacy standards. Paperform is SOC 2 Type II certified and offers robust security features including SSL encryption, data residency controls, and granular user permissions—ensuring voter information is protected throughout the confirmation process.

The form template is designed with accessibility in mind, meeting WCAG guidelines so all voters can easily complete and submit their information regardless of ability. And because Paperform forms are mobile-responsive, voters can respond from any device, increasing completion rates across all demographics.

How This Form Fits Into Your List Maintenance Workflow

Here's how election offices typically use this address confirmation form as part of a comprehensive voter roll maintenance program:

1. Identify records needing verification: Run NCOA matches, undeliverable mail reports, or routine data quality checks
2. Send notices to affected voters: Mail or email a notice with a unique link to the confirmation form (you can use merge fields to pre-populate voter information)
3. Collect responses: Voters confirm or update their address in minutes via the online form
4. Process confirmations: Verified addresses are automatically marked as confirmed; updates flow into your pending changes queue
5. Follow up as needed: Voters who don't respond within the statutory timeframe receive additional notices or are flagged for inactive status per your state's requirements

By replacing paper forms with this digital template, election offices can complete list maintenance cycles faster, with greater accuracy, and with full documentation—freeing up staff time to focus on voter services and election preparation.

Get Started in Minutes

This template is ready to use right out of the box, but you can easily customize it to match your jurisdiction's specific requirements, branding, and legal language. Add your county seal, adjust field labels to match your state's terminology, or include additional questions required by local election law—all without needing any coding skills.

Trusted by government agencies and civic organizations that need professional, secure forms, Paperform makes it easy to modernize voter roll maintenance while keeping voter data safe and your processes compliant.

Start using this Voter Registration Address Confirmation Form today and bring your election administration into the digital age.