Utility Bureau — Property Onboarding

01

Cover info

Property details, addresses and key dates

Property address

Address line 1 *

Address line 2

Address line 3

Town / city *

County

Postcode *

Correspondence / invoicing address

Same as property address

Address line 1

Address line 2

Address line 3

Town / city

County

Postcode

Client & company

Client / SPV name

Company number

Service charge year end date

The date the service charge period ends each year, e.g. 31 March 2025

Tenancy schedule

Tenancy schedule *

Provided — attached below Not yet — will follow Not applicable

Attach tenancy schedule

Click to upload or drag and drop — PDF, Excel, Word, CSV

A

Key contacts

All relevant contacts for this property

Facilities manager

Full name *

Email *

Property manager

Full name

Email

Accountant

Full name

Email

Building / site contact

Full name *

Email *

Phone

Role / job title

Previous billing management

Who previously prepared, approved & issued bills / tenant recharges?

Any ongoing issues to flag?

B

Supplies & contracts

Add one entry per utility supply — all billing, meter and contract details are captured here

Start with your first supply below. Click "Add another supply" to add electricity, gas, water and any other utilities separately.

C

Sub-metering & recharges

Tenant-level metering and utility recharge arrangements

Is there sub-metering at the property? *

Yes No Unsure

Tenant recharges

Are there tenant recharges at the property? *

Yes No Unsure

D

Meter reads & records

How reads are taken and what historic records exist

Are physical meter reads completed? *

Yes — manual reads Automated / smart meters Both manual and automated No — not currently done

How often are reads taken?

Historic read records available?

Yes — full records available Partial records No records

Attach meter read records

Click to upload or drag and drop — PDF, Excel, CSV, photos

Additional notes

E

Authority & sign-off

Proof of ownership, authority to act, and declaration

Proof of ownership

Please provide proof of ownership for this property *

e.g. a TR1 form, Land Registry title, or equivalent document confirming ownership or management responsibility.

Attaching below Not yet — will follow Not applicable

Attach proof of ownership

Click to upload or drag and drop — PDF, Word, images

Authority to act — PMA or LOA

Do you have proof of authority to discuss and make decisions on the utilities at this property? *

This can be a Property Management Agreement (PMA) or a Letter of Authority (LOA).

Yes — I have a PMA Yes — I have an LOA Yes — I have both Not yet — will follow No

Don't have an LOA? Download our template

Letter of Authority (LOA) — template

Complete, sign, and upload above. Accepted as PDF or Word.

Download template

Declaration

Completed by (full name) *

Role / job title *

Date *

I confirm the information provided is accurate and complete to the best of my knowledge, and that all identified data has been clearly documented.

Utility Bureau
onboarding questionnaire

Cover info

Key contacts

Supplies & contracts

Sub-metering & recharges

Meter reads & records

Authority & sign-off

Questionnaire complete.

Utility Bureauonboarding questionnaire

Cover info

Key contacts

Supplies & contracts

Sub-metering & recharges

Meter reads & records

Authority & sign-off

Questionnaire complete.

Utility Bureau
onboarding questionnaire