A council tax bill addressed to the landlord
The tenant moved out three months ago. The next tenant moved in two weeks later. Nobody told the council about either change, so the landlord receives a council tax bill for the whole period and rings you, not happy. Meanwhile the energy supplier has estimated the new tenant's first bill from the previous tenant's usage, because the move-in reading was taken on the day but never sent.
Each notification would have taken a few minutes. Nobody owned them.
Why change of occupier notices get missed
At every change of tenant, several organisations need to know: the council for council tax, the energy supplier or suppliers, the water company, and sometimes the TV licensing authority or broadband provider, depending on your service. Each has its own form or email address and wants slightly different information. Meter readings are taken at checkout and check-in, but they live in the inventory report, not in the notice.
In some offices the tenant is expected to notify everyone, in others the agency does it, and the difference is not always clear to the tenant or to your staff.
| Organisation | What it usually needs |
|---|---|
| Council | Dates, names of incoming and outgoing occupiers, forwarding address |
| Energy supplier | Meter readings, dates, new occupier details |
| Water company | Dates, new occupier, reading if metered |
| Landlord, during voids | Confirmation of who is liable in the gap |
What missed notices cost
Landlords end up with bills that are not theirs to pay, or not yet, and spend time proving it. Tenants receive estimated bills or debt letters meant for someone else, which sours the start of the tenancy. Your team spends hours on the phone sorting it out after the fact, which is far slower than notifying at the time.
Void periods add a twist: who is responsible for bills in an empty property depends on your arrangements with the landlord and local rules, and landlords expect you to handle it clearly.
The notification step we build
- Triggers: move-out and move-in dates in your lettings software create a change of occupier task for the property.
- Supplier register: each property's council and utility suppliers are recorded once, from the landlord onboarding or previous bills, so the right organisations are notified.
- Readings: meter readings and photos from the checkout and check-in reports are attached automatically.
- Notices: each council and supplier receives the details it asks for, through its online form where one can be completed on your behalf, or by email, prepared for a person to check and send.
- Tenant guidance: incoming tenants receive a short message about which accounts they need to open, based on the suppliers for their property.
- Record: every notice and any reference number received back is logged against the tenancy, so questions can be answered months later.
Who is responsible for notifying and paying, in occupation and during voids, is decided by your agreements and the rules that apply. We build the process to match.
After it is set up
Every change of tenant produces the right notices, with readings, on the day. Landlords stop receiving bills that are not theirs, and when a question arises, the notice and its date are on file. Tenants start with accurate bills and a clear list of which accounts to set up.
Is this happening in your portfolio?
- Landlords receive council tax or utility bills after tenants move.
- Meter readings are taken at checkout but not sent to suppliers.
- It is unclear whether the agency or the tenant notifies each organisation.
- Nobody records which suppliers serve each property.
- Void period bills cause disputes with landlords.