Every tenancy ending creates a long list of administrative tasks for letting agents, and utility registrations are often one of the most time-consuming.
From collecting final meter readings to notifying multiple suppliers, it’s a process that can take valuable time away for agencies.
In this guide, we’ll explain why utility registrations matter, what the manual process looks like, where agencies commonly run into problems, and how Notify by One Utility Bill can help your agency automate the entire process.
Jump to
- What is a utility registrations?
- Why is registering utilities important?
- How to manually register a utility registration.
- The challenges of managing utility registrations manually.
- How Notify automates utility registrations
- CRM integrations make the process even easier.
- Simplify your utility registrations with Notify
What is a utility registration?
A utility registration for lettings is the process of recording a new tenant or landlord as the responsible party for the properties utility bills (energy, water council tax). This ensures accurate billing from the exact move-in of the new tenant and makes sure that they are not billed for previous tenants bills.
Why is registering utilities important?
Submitting accurate utilities will ensure:
- Outgoing tenants receive accurate final bills.
- Landlords aren't incorrectly billed during tenancy changes.
- Utility accounts are transferred correctly during void periods.
- New tenants know who currently supplies the property.
- Letting agencies have a clear autit trail of every tenancy change.
Without notifying suppliers promptly, billing errors and disputes can occurs and valuable time is spent chasing suppliers to correct mistakes.
How to manually register a utility registration
Below we have written step-by-step how to manually register tenant utilities with helpful tools and tips to do this effectively.
Receive notice that the tenancy is ending 📄
Once a tenant provides their move-out notice the proccess can begin. at this stage you'll typically:
-
-
Confirm move-out date.
-
Arrange for a check-out inspection
-
Begin preparing for any potential void period for the next tenancy
-
Managing this stage effectively helps reduce disputes along the way and keep landlords informed through out the process. Want to find out how to handle void periods effectively? Read the blog post below 👇
-1.png?width=1244&height=314&name=Submit%20let%20only%20properti%20(2)-1.png)
(https://oneutilitybill.co/our-insights-b2b/avoiding-void-period-disputes)
Take a final meter reading ✏️
Accurate meter readings can help make sure the liable parties are billed correctly for their energy use. you will need to record and file:
-
- ⚡ Electricity meter readings
- 🔥 Gas meter readings
- 💧 Water meter readings (if the property is metered)
Find out more on how to submit meter readings here: https://oneutilitybill.co/our-insights-b2b/avoid-utility-disputes-with-meter-readings
.png?width=1246&height=282&name=Submit%20let%20only%20properti%20(3).png)
Gather the required information into one document 👀
Before contacting the suppliers you’ll need to collect all of the relevant tenancy information. We recommend having this on one document so its easier to find all needed information quickly. This typical includes:
-
- Property address
- Out-going tenants name
- Move-out date
- Final meter readings
- Forwarding address (where available)
Having all of this information ready helps avoid delays when notifying your suppliers. If your agency uses a CRM system you will usually find most of this information there.
To make utility registrations easier, we’ve created a free downloadable form that helps you capture all the information you need during a tenant move-out. Simply click ‘Download’ to save the form and start using it for your tenancy registrations.
Identify the current property suppliers 🔍
Before you can notify anyone you’ll first need to establish who supplies each service
Here are some handy websites you can use to search up the property to find out the suppliers:
-
-
Electricity & Gas (https://www.ofgem.gov.uk/finding-your-energy-supplier-or-network-operator)
-
Water (https://www.ofwat.gov.uk/households/your-water-company/)
-
Council tax (https://www.gov.uk/find-local-council)
-
Notify each supplier 🔔
Once all information has been collected and stored its time to contact each supplier individually.
Depending on the supplier this usually involves
-
-
Completing an online form
-
Sending an email
-
Calling their customer service team
-
If there’s a void period before the next tenancy begins, responsibility for utility accounts is usually transferred to either the landlord or the managing letting agent until a new tenant moves in.
While the process isn’t particularly difficult, repeating it across multiple suppliers for every tenancy quickly becomes extremely time-consuming.
The challenges of managing utiluity registrations manually
For agencies managing a growing portfolio, manual utility registrations can become a significant drain on resources.
Here are some of the most common challenges.
| Missed registrations |
During busy periods it’s easy for a tenancy notification to be overlooked. Missed registrations can lead to suppliers continuing to bill the wrong person, creating unnecessary disputes and additional administration later. |
| Delays |
Every supplier has its own process. Some require online forms, others ask for emails and many still require phone calls. Waiting on hold, chasing updates and following up outstanding notifications all add to an agent’s workload. |
| Incorrect billing |
Incorrect or missing meter readings can result in inaccurate bills for tenants or landlords. Resolving these issues often involves multiple conversations with suppliers and can delay deposit returns. |
| Compliance and record keeping |
Keeping track of which suppliers have been notified can become increasingly difficult when managing multiple tenancies at once. Without a clear audit trail, agencies may struggle to evidence that notifications were submitted correctly |
How Notify automates utility registrations
Notify removes the manual administration from the utility registration process, allowing letting agents to manage tenancy changes far more efficiently.
We contact the suppliers for you ☎️
Our experienced operations team notifies the relevant utility suppliers on your behalf.
Thanks to our established supplier relationships, we’re able to manage the process efficiently without your team needing to spend hours contacting multiple organisations.
We handle supplier queries 💭
If additional information is required or a supplier identifies an issue, our team works directly with them to resolve it.
That means fewer phone calls, fewer emails and less administration for your agency.
Track every notification
The Notify portal provides complete visibility throughout the process.
You’ll be able to see exactly where every utility notification is, whether it’s:
- Submitted
- In progress
- Awaiting supplier action
- Completed
No more wondering whether a supplier has been contacted.
CRM integrations make the process even easier
If your agency integrates its CRM with Notify, tenancy information is automatically transferred into the platform.
This significantly reduces manual data entry and, in many cases, means agents don’t need to do anything beyond progressing the tenancy as normal.
Automation removes repetitive administration while improving accuracy across every submission.
Simplify your utility registrations with Notify
Utility registrations are an essential part of every tenancy change, but they don’t have to consume valuable time.
By automating the process with Notify, letting agencies can reduce administration, minimise billing disputes, improve visibility across every tenancy and even generate additional commission, all while delivering a smoother experience for landlords and tenants.
Ready to spend less time on admin and more time growing your agency?
Book a free demo today and discover how Notify can transform your tenancy notification process.