Changing tenancy on an energy account (CoT) is the formal process of transferring responsibility for a site's electricity/gas supply when a business moves in or out. Handling a CoT promptly and correctly is crucial. If you don't inform the supplier, they'll put you on expensive "deemed" or out-of-contract rates that can be up to double the normal tariff.
To avoid billing nightmares down the line, follow this step-by-step guide:
1. Prepare Key Documents Before the Move
Assemble all the information and paperwork you'll need before your moving date:
Letter of Authority (LOA)
If you plan to have a broker or third-party handle the switch, sign an LOA permitting them to act on your behalf.
Tenancy or Lease Agreement
Proof of the change in occupancy (the supplier may request a copy of the lease or a solicitor's letter confirming the takeover).
Meter Details and Readings
Note each meter's serial number and take clear photos of the opening/closing meter readings on moving day. This evidence ensures the final bill for the old occupant and the start bill for you are based on actual usage, not estimates.
Forwarding Details
Have the contact info and forwarding address of the outgoing tenant (if you are the new occupier) or the incoming tenant/landlord (if you are leaving). Suppliers often ask for this to validate the change.
Site and Account Info
The property address and, if available, the Meter Point Administration Number (MPAN for electricity) or Meter Point Reference Number (MPRN for gas). You can usually find these on a bill. If you don't know the current supplier, use the MPAN/MPRN lookup or ask the landlord.
2. Notify the Supplier Within the CoT Window
Most energy suppliers require you to submit a Change of Tenancy notification within a specific window (often ~28 days from the move). As soon as contracts are signed or a moving date is set, contact the current supplier and inform them of the CoT.
Many suppliers have an online form or dedicated email for this process, while some may handle it over the phone. When submitting, include:
- The date of tenancy change (move-in or move-out date)
- Your business details (company name, contact person, phone, email)
- The prepared documents: your proof of occupancy (lease) and opening/closing meter readings
- The previous occupant's name and new address, if known (for their final bill)
Early notification is critical. If you delay, the account might stay in the old name or remain uncontracted, racking up charges on a default tariff. These out-of-contract "deemed" rates are much higher – typically 40-60% above normal contract rates (some cases even ~2× the market rate). You want to minimise any days on these punitive rates.
3. Confirm the Transfer and Avoid Gaps
Once the supplier processes the CoT, they should send you a confirmation (usually an email within 5–30 days) that the account is now in your name. Make sure you receive this and verify:
Final Bill for Previous Tenant
If you moved out, confirm you get a final closing invoice for your period. If you moved in, ensure the previous occupant's account is closed so you aren't billed for energy before your start date.
Opening Meter Read Acceptance
The supplier should use your provided opening reading as the start for your account. This prevents overlap charges. Save the confirmation or any reference number.
Account Setup
Confirm details like the contract status. Often after a CoT you'll initially be on a rolling month-to-month arrangement with no fixed term. You are free to negotiate a new contract with either the current supplier or switch to another – you're not tied down at this point, even though the account is in your name.
4. Verify Meter and Tariff Details Post-Switch
After the dust settles, double-check that all meter details on your new account are correct. Small errors now can cascade into every future bill:
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Verify the MPAN/MPRN and meter serial on your first bill match your actual meter. If the supplier linked the wrong meter, you could end up paying someone else's usage.
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Check the profile class (for electricity) is appropriate for your business type (e.g. profile 03/04 for small non-half-hourly, or 00/05-08 if half-hourly meter). If the profile or meter configuration is misclassified during setup, it can lead to incorrect charging (for example, wrong peak/off-peak times or missing capacity charges). Have the supplier correct any discrepancies immediately.
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Confirm the tariff you're on. Post-tenancy, you might be on a default variable tariff. Plan to arrange a proper contract rate quickly to avoid ongoing high costs.
5. Finalise a New Contract or Supplier
With the CoT completed, you can now shop around for a better energy deal. Use the initial period wisely – compare quotes from other suppliers or negotiate with the existing one. There's no penalty for switching when you've just taken over a supply.
Just remember to provide notice to the current supplier if required (some may still need a notice of termination even though you're out of contract, as a formality to switch).
Example Template – CoT Notification Email
Subject: Change of Tenancy – [Your Business Name], [Supply Address]
Dear [Supplier Name] CoT Team,
I am writing to notify you of a change of tenancy for the energy supply at [address + postcode]. The outgoing tenant, [Company ABC], vacated on [Date], and [Your Company] took responsibility for the supply from [Date].
Please find attached a copy of the lease agreement showing the tenancy change, as well as photographs of the meter readings taken on [Date] (Electricity: [reading] kWh, Gas: [reading] if applicable). The meter serial numbers and MPAN/MPRN are noted for your reference.
The forwarding address for the previous occupant is [address, if known]. Please close their account as of [Date] and issue a final bill to them at that address.
We request that you set up a new account for [Your Company] from [Date] on your current tariff or a deemed rate, pending a new contract. Kindly confirm once the change of tenancy is processed.
Thank you,
[Your Name, Position, Contact Info]
Conclusion
Managing an energy Change of Tenancy is as much about timing as thoroughness. By gathering the right evidence in advance and informing the supplier promptly, you protect your business from inflated out-of-contract costs and billing disputes.
In fact, industry analyses show that missing or mishandling a CoT is one of the most common causes of incorrect energy bills later on. Do it right at the start, and your new tenancy will get off on the right foot – with accurate bills and a fair tariff from day one.
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