Moving into or out of a commercial property is a significant milestone—but it often comes with the complex and time-consuming task of managing utility services. From final meter readings to securing the right contracts for your new site, coordinating utility responsibilities can be a daunting process if not handled efficiently.

Why a Fully Managed Utility Service Matters

Many businesses lack the time or internal resources to coordinate utility transitions. Whether you’re vacating a property or moving into a new one that may need upgraded services, a fully managed utility service can take the pressure off by:

• Ensuring accurate final billing
• Preventing supply disruptions
• Negotiating better contracts
• Managing compliance with suppliers

Moving Out of a Commercial Property

When you’re leaving a premises, it’s important to formally close out your utility responsibilities. Here’s what you need to consider:

1. Confirm the Date of Handover

Ensure you know the exact date your legal responsibility for the utilities ends. This isn’t always the same as your move-out date—check your lease or ask your solicitor to confirm.

2. Take Final Meter Readings

Record all utility meter readings on the day of handover. Capture the following:

• Clear photos of each meter, showing serial numbers and readings
• Notes on the exact date and time of the readings

This documentation ensures you are only billed for your usage up to the correct handover date.

3. Share Details of the New Occupier

To avoid being chased for invoices after you’ve vacated, provide:

• Business name
• Contact name
• Email and phone number

This allows suppliers to update account ownership quickly and accurately.

4. Provide Proof of Transfer

Some utility companies require evidence of the change in occupancy. Your solicitor can provide:

• A lease agreement
• TR1 transfer document
• A formal letter confirming the end of your responsibility

Moving Into a Commercial Property

If you are taking over a new site, this is how to make sure your utilities are correctly set up from day one:

1. Confirm Legal Responsibility Date

As soon as you know when you’ll be responsible for the premises, let your utility partner know. Early notification allows for better contract negotiations, including the chance to secure backdated energy contracts, which can avoid costly out-of-contract rates.

2. Capture Meter Details

Take high-quality photos of all utility meters on the day you take over the site. These should show:

• Serial numbers
• Accurate readings
• Location of meters (e.g. basement, meter cupboard, side of the building)

This information helps us identify your MPAN (electricity), MPRN (gas), and SPID (water), and confirm the existing supplier.

3. Provide Proof of Occupancy

As with moving out, some suppliers will need official documentation to validate your tenancy. A lease, TR1 document, or solicitor’s letter is typically sufficient.

4. Share Previous Occupant Details

If available, pass on:

• Business name
• Forwarding address
• Contact details

This ensures billing periods are allocated correctly, so you don’t receive charges for usage before your tenure.

Utility Upgrades & New Service Connections

Will your new premises support your operational needs?

Before finalising your move, assess whether existing utility services are suitable for your business. Ask your gas engineer or electrical contractor to check capacity requirements. If upgrades are needed, the sooner we know, the better we can:

• Coordinate new connections
• Avoid delays due to supplier lead times
• Manage the installation process

Final Checklist for Commercial Utility Moves

Here’s a quick summary to keep you on track:

• Confirm legal responsibility dates
• Take clear meter readings (with photos)
• Note meter locations
• Share proof of occupancy (lease/TR1/letter)
• Provide contact details for previous or incoming tenants
• Assess service capacity and plan for upgrades
• Notify your utility partner early

Let Us Handle It

Whether you're moving into or out of a commercial space, our experienced team can manage the entire utility transfer process—saving you time, money, and stress. From coordinating with suppliers to ensuring accurate billing and managing upgrades, we can manage processes quickly and efficiently.

Contact us today for a seamless utility transition.