When a business vacates a site or a new tenant moves in, it is critical that the energy supplier is informed of the change. The Change of Occupier (CoO), also sometimes referred to as Change of Tenancy (CoT) process is designed to ensure that energy accounts are transferred correctly so that the right party is billed and service is maintained without disruption.
Recent changes to the CoO process have introduced clearer guidance, improved documentation standards, and more consistent timelines across the energy industry. These improvements aim to reduce confusion and ensure that property transitions are managed smoothly.
Understanding the Change of Occupier (CoO)
The CoO process comes into effect when legal responsibility for a site’s energy usage transfers from one organisation or individual to another. This is common in situations such as a business moving to new premises, a landlord regaining possession of a property, or a site being taken over due to insolvency.
To avoid being charged for energy no longer being used – or being held accountable for someone else’s usage – it is important that both incoming and outgoing parties notify the supplier and provide the correct evidence of the change.
Why the CoO Process Was Updated
The CoO process was previously handled differently by each supplier, with varying expectations around documentation and timing. This led to delays, confusion, and in some cases, incorrect billing.
To address this, the Retail Energy Code introduced Change Proposal R0155, which created a standardised approach across all suppliers. The new process supports better communication, more efficient transitions, and improved customer outcomes, particularly for commercial properties.
Key Changes
The updated process is now applicable across all scenarios, including both voluntary and involuntary changes of responsibility. Regardless of whether a site is switching suppliers or staying with the current one, the steps remain consistent. Early engagement with the supplier is now strongly encouraged. Informing them as soon as a change is planned or identified ensures timely updates to the account and reduces the likelihood of disputes.
There is also a clearer set of acceptable documents that must be provided to support the CoO. These may include lease agreements, handover forms, termination notices, or confirmation from legal representatives. This clarity allows for quicker validation of the change. The process also includes firm expectations around how quickly the supplier must act once a CoO is reported. This helps all parties understand what to expect and reduces unnecessary delays.
Why It Matters for Businesses and Landlords
For businesses, making sure the CoO is processed correctly helps ensure they are not charged for energy beyond their occupancy. For new occupants, it allows for proper account setup and access to the most suitable energy contract. In cases where the process is neglected, parties may be subject to out-of-contract rates or retrospective billing.
For landlords and property managers, especially those with multiple commercial sites, following the CoO process helps maintain accurate records, reduce liability, and streamline administrative tasks related to tenancy changes.
The revised CoO process offers clarity and consistency, making it easier for businesses and property owners to manage site transitions. By following the updated guidance and notifying the supplier promptly, all parties can ensure accurate billing, contract continuity, and fewer administrative challenges.
If you’re planning to vacate a commercial site or take over a new one, ensuring that the CoO is handled properly should be a top priority. Don’t hesitate to reach out if you’d like any guidance, contact one of our specialists on 0800 989 0143, or book a consultation here.
