How letting agents can avoid utility disputes with meter readings

Accurate, timely meter readings = less admin, fewer disputes, happier tenants and landlords. 

With this guide (and a little help from Notify), you can make sure you and your agency take accurate meter readings every time, with less hassle. 

In this guide you will find practical tips for: 

1. Why accurate meter readings matter 

2. How meter readings should be recorded 

3. When a meter reading should be taken 

4. How meter readings can help in void periods

Let’s walk through how it works! 👇

Why do accurate meter readings matter?

Meter readings are important to implement fair billing. Without accurate readings at the start and end of a tenancy, suppliers will fall back on estimates, which can be a lot higher than they are meant to be. 

 Not taking these readings could make:

• New tenants be billed for old energy use
• Unexpected costs during void periods for you or your landlords
• Disputes between tenants, landlords, and supplier
• A mountain of admin for you

A few quick readings can save hours of back-and-forth. 

💡Tip: Pop a reminder in your calendar to take a meter reading before the start and end of a tenancy to make sure bills are accurate for you, your tenants and landlords 😀

How meter readings should be recorded 

Taking a meter reading is just the start. It’s just as important to keep it on file and share it with everyone who needs it—the tenant, the landlord, and the utility suppliers.

Meter readings should be:

📷 Recorded – Best to take a time-stamped photo 

🗂️ Saved – Keep them on file for your records.

📤 Shared – With the tenant, landlord, and utility supplier.

That’s where Notify makes life easier. Upload a reading (with a photo), and we’ll make sure it’s sent to the right suppliers. Everything’s stored and time-stamped, so you’ve got the proof you need if questions come up later.

Need help?

👉 Ultimate meter reading guide 

👉 How do I add meter readings in Notify?

👉 Why do I provide a meter reading photo?

When should a meter reading be taken? 

1. New Tenants moving in

• Take gas and electricity meter readings as soon as the new tenant moves in
• Snap a clear photo of each meter for proof
• Share readings with the tenant and landlord for full transparency
• Manually inform all current utility suppliers of readings 

OR  

•  Simply just upload readings to Notify – we’ll inform the suppliers so billing starts fresh

Need help?

👉 What does an electricity meter look like?
👉 Guide to reading a meter

2. During the Tenancy

Keeping bills accurate = fewer surprises later

• If there’s no smart meter, ask tenants to submit their monthly readings to their energy supplier
• Share our guide to help your tenants get started: Ultimate meter reading guide 
  
  

3. Move-Out (Check-Out)

• Take final meter readings on the day the tenant leaves
• Photograph the meters for your records
• Manually inform all current utility suppliers of readings

OR  

•  Upload readings to Notify – we’ll inform the suppliers so billing starts fresh
• Ask for a forwarding address to ensure the final bill reaches the right person
  
  

FAQs to support you:

👉 Are meter readings compulsory?
👉 How long do I have to submit a meter reading?
👉 What do I do if I receive an incorrect bill?

What About Void Periods?

Don’t forget the gaps between tenancies!

When a property is empty, energy usage should be minimal—just enough to protect against frost or dampness. 

Take a reading when the outgoing tenant leaves, and another when the new tenant moves in. Notify can make sure suppliers charge for exactly what was used during that time, no more, no less.

By staying on top of meter readings, you can avoid billing issues, speed up tenancy handovers, and keep both landlords and tenants happy. And with Notify doing the supplier legwork, there’s one less thing on your to-do list.

Not a Notify user yet? If you’re ready to boost revenue, save time, and take the hassle out of utility management, book a demo below to get started today!

Need More Help?

👉 Ultimate Meter Reading Guide

👉 How do I add meter readings in Notify?

👉 What to do if you receive an incorrect bill