The Change of Tenancy (COT) Process, Form Templates, and Support for Brokers

A quick guide to the Non-Domestic Change of Tenancy process, when a COT is considered “high-risk”, and how we can help.

Whether you’re new to brokering, or a seasoned pro, it’s likely that you’ll need to handle a Change of Tenancy (COT) on at least a semi-regular basis as your existing customers move to a new building, or you take on clients when they are moving into their first business premises.  

In this mini guide for Brokers we’re going to break down:  

What is a Change of Tenancy (COT)? 

A Change of Tenancy (COT) – sometimes referred to as a Change of Occupancy (CoO) – is a process that businesses must complete when moving into or out of a property, notifying the utilities suppliers that a change in the legal entity responsible for the supply has occurred.  

There are two types of COTs: 

  • An incoming COT is when you take over a new supply. For example, when you move into a new office or building 
  • An outgoing COT is when you confirm to the supplier you are moving out of the property 

When to inform a supplier about a change of tenancy

A COT should be notified to the current supplier at the time it takes place by both the business leaving the premises and the one entering.  

Examples of when a supplier would expect a COT to be completed include: 

  • A change in trading type from sole trader to limited company or vice versa  
  • A change of proprietor / legal ownership in the case of sole traders or partnerships  
  • A change of business – for limited companies this means the company number changes 

If you do not notify the supplier, you are leaving the premises (outgoing COT), the customer will continue to be billed for the supply under the contract, which could be even after the new tenants move in.

When it comes to an outgoing COT, providing evidence (such as photograph of the meter on the day they leave), can make sure the customers’ bills are finalised correctly.
In the case of an incoming COT, a photo of the meter the day the customer takes ownership again means the bills will start on actual reads (non-half hourly supply) and that the supplier has the correct meter registered.

Energy suppliers are obliged to continue to provide energy to business premises, however, it is the obligation of the new tenant to agree on a new contract with the current supplier or to find a new supplier. 

If the incoming tenant doesn’t notify the supplier, they will be billed to higher deemed rates.  

The Change of Tenancy/Occupancy process

Whether it’s an incoming or an outgoing occupancy, before anything else can happen, a COT form needs to be completed and signed by the customer.  This can then be submitted, alongside a signed Letter of Authority (LOA) to action the relevant next steps. 

Incoming COT process 

Once your customer has completed the COT form and you have got a signed LOA, you’ll also need to provide a copy of the lease/tenancy agreement or Land Registry and one of the following documents: 

  • Business Rates 
  • Tenancy Agreement 
  • Solicitors letter 
  • Accountants letter 
  • Incorporation Certificate (if Ltd company) 

Once everything is loaded on the energyengine® these documents are reviewed by our team and submitted to the supplier for approval. This process can take up to 3-months with the supplier, depending how complex the COT is.  

Outgoing COT process 

As with an incoming occupant, the outgoing tenant process also requires a completed COT form, signed LOA and all the documentation outlined above. Additionally, the outgoing occupant will also need to provide: 

  • Surrender of Lease / End of Tenancy letter 
  • Other documents to show they have left the premises* 

A few additional points of note: 

  • All suppliers expect a suitable COT form, full details including the landlord details and a lease agreement 
  • Some suppliers – Yu Energy, Engie, and Total – no longer accept COTs via OnlineDIRECT (or other TPIs), and will require the customer to go direct 
  • Some suppliers will only price COT contracts via their Bespoke Sales Channel 

*Supplier tabs in the energyengine® state what documents are required – this differs from supplier to supplier. 

High-risk COTs

Sometimes, if certain triggers are reached based on their initial checks, the supplier will investigate the COT further as it is deemed “high risk”.

The most common causes for a high-risk COT are:  

  • Debt on the account  
  • A contract that started less than 6-months prior 
  • The business type  
  • Recent COT history  
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Download COT Form Templates

Supplier-specific COT forms are available to download from energyengine® Supplier tabs where you can also find additional information on each Supplier’s unique COT terms.

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Updates to the Change of Occupier process coming later this year (June 2025)

In an attempt to improve the COT process for businesses, suppliers and TPIs alike, Ofgem has approved a series of changes to the Change of Occupier evidentiary standards and timescales (R0155) – which will come into effect on 27th June 2025.

In brief, these changes aim to:

  • Make it faster and easier for Non-Domestic Consumers update a supplier when they become the new owner/occupier or responsible bill payer for a property
  • Make it faster and easier for Suppliers to update their billing and contractual records for non-domestic properties
  • Make it simpler for Third Party Intermediaries (TPIs) to provide non-domestic consumers and suppliers with a service

We’ll be taking a deeper dive into these changes and what it means for Brokers nearer the time. In the meantime, you can read the approval notice on the Ofgem website.

Help with handling a Change of Tenancy

At OnlineDIRECT we have a team of COT, Metering and Billing specialists within our Broker Support Team that are on hand should you need additional support.

In most instances we are able to manage a Change of Tenancy on your behalf. In cases where we can’t – or the COT is identified as being “high-risk” – we’re still able to guide you through the process.

If you’re already working with us, you’ll find additional information on the Supplier tabs in the energyengine®, or contact Broker Support.

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