As a completely independent body regulated to conduct voting processes, The City of Edinburgh Council will conduct the renewal ballot entirely by post on behalf of Essential Edinburgh.

Ballot Papers will be sent to those eligible to vote on the Essential Edinburgh Business Improvement District (BID) on 11 February 2027, for return to Edinburgh Council at any time during the six-week ballot, but no later than 5pm on Thursday 25 March 2027, when the ballot will close. If you have multiple properties within the Essential Edinburgh BID, you will receive multiple ballot papers. Please complete all ballot papers you receive.

The person eligible to vote should put a cross (X) in the box of their choice; “Yes” to vote in favour of the Essential Edinburgh BID continuing, or “No” to vote against. The voter must then sign the ballot paper, write their name in block capitals and write their position in the company or partnership.

Businesses eligible to vote in the ballot will be the non-domestic ratepayer listed on The City of Edinburgh Council’s database for each business premise with a rateable value of £30,000 or more situated in the geographical area of the Essential Edinburgh BID, as at the date of the Ballot Notice.

Each business entitled to vote in this ballot shall have one vote in respect of each business premise occupied or (if unoccupied) owned by them in the geographical area of the Essential Edinburgh BID.

Persons eligible to vote in the BID ballot may appoint someone else to vote on their behalf.

Applications to appoint a proxy must be submitted to The Returning Officer, The Elections Team, The City of Edinburgh Council, Waverley Court, 4 E Market St, Edinburgh EH8 8BG no later than 5pm on 15 March 2027.

An application for the appointment of a proxy must be made in writing and:

a) the person entitled to vote (the applicant) must state the full name and address of the proxy voter they wish to appoint;

b) state the address of the applicant’s hereditament(s) (business premise);

c) be signed by the applicant;

d) contain a statement by the applicant that the proxy so named has been consulted and is capable and willing to be appointed.

A proxy appointment may be cancelled by notifying The City of Edinburgh Council at the address above no later than 5pm on 15 March 2027.

If a ballot paper has not been received, you may apply to The City of Edinburgh Council for a replacement paper in writing from 7 working days before the ballot is due to close (16 March 2027).

Please email the Essential Edinburgh office on renewal@essentialedinburgh.co.uk to request the application for replacement ballot paper template. Simply complete the details onto your business letterhead or paste into your business email address (personal email address are not acceptable), scan ‘evidence of identity’ and attach them both and send by email to renewal@essentialedinburgh.co.uk.

The letter should be addressed to The Returning Officer, The Elections Team, The City of Edinburgh Council and must be signed by the Eligible Voter and evidence of the voter’s identity must be provided in the form of one of the following:

a) Signed Letterhead for the appropriate company

b) A signed photocopy of the National Non-Domestic Rating Bill for the business premise

c) A signed photocopy of an item of personal ID such as a Passport or Driving Licence

Please do not send original copies of ID or Bills

If you inadvertently spoil your ballot paper in such a manner that it cannot be conveniently used as a ballot paper, please return it to The Returning Officer, The Elections Team, The City of Edinburgh Council, Waverley Court, 4 E Market St, Edinburgh EH8 8BG.

On receipt of the spoilt ballot paper, Edinburgh Council will issue a replacement. No replacements can be issued if the spoilt ballot paper is received later than three working days before the day of the ballot (Monday 22 March 2027).

If a ballot paper is duplicated and two are returned bearing the same number or barcode both will be void and not counted. Any ballot papers that are returned unsigned, unmarked or that are void for uncertainty will not be counted.

For further information about the 2027 – 2032 Essential Edinburgh BID Renewal Ballot process, please email renewal@essentialedinburgh.co.uk or call 07756 883 234.