The Change of Tenancy (COT) Process, Form Templates
By Scalex Technology – Supporting Energy Across the UK
Whether you’re new to energy brokering or an experienced professional, dealing with a Change of Tenancy (COT) is a task that’s bound to come up regularly. Whether it’s helping clients move out of their current premises or supporting businesses moving into a new one, understanding the COT process is essential.
In this guide, we’ll walk you through:
- What a Change of Tenancy (COT) is
- When to inform a supplier
- Step-by-step breakdown of the incoming and outgoing process
- Where to access COT form templates
- Upcoming changes in June 2025
- How Scalex Technology can support you
What is a Change of Tenancy (COT)?
A Change of Tenancy (COT), also known as Change of Occupancy (Coo), is the official process of informing energy suppliers that a different business entity is now responsible for the utility supply at a commercial property.
There are two types of COTs:
- Incoming COT: When a new business takes over the premises and assumes responsibility for the energy contract.
- Outgoing COT: When the existing business moves out and needs to close or transfer their account.
Not informing suppliers at the right time can result in billing errors or unnecessary charges to the wrong party.
When Should a Supplier Be Informed?
Energy suppliers should be notified immediately at the time of the tenancy change. Both the incoming and outgoing tenants share this responsibility.
Common scenarios where a COT is needed:
- A change from sole trader to limited company (or vice versa)
- A new business moving in
- A change in business ownership or legal entity
Tip: Encourage customers to take a photo of the meter on the day they move in or out—this helps ensure accurate billing.
The COT Process Explained
Required Documents
For both incoming and outgoing COTs, the following are generally required:
- Completed COT form
- Signed Letter of Authority (LOA)
- A copy of the lease, tenancy agreement, or Land Registry documentation
Additional documents may include:
- Business Rates document
- Solicitor or accountant letter
- Certificate of incorporation (for Ltd companies)
- Surrender of lease or end-of-tenancy confirmation (for outgoing COTs)
Incoming COT
Once documents are gathered, they’re reviewed and submitted to the supplier for approval. This process can take up to three months, depending on supplier requirements and complexity.
Outgoing COT
The outgoing party must provide proof they’ve vacated the premises to close their account. Without proper notice, they may remain liable for charges even after moving out.
Supplier Requirements
Some energy suppliers have unique requirements when it comes to COTs:
- Direct-only COTs: Certain suppliers like Yu Energy, Engie, and Total may require the customer to deal directly, bypassing third-party intermediaries.
- Bespoke pricing: Some suppliers only provide COT pricing through dedicated sales channels.
High-Risk COTs
Some COTs may be flagged for additional review if they fall into a “high-risk” category. Common triggers include:
- Outstanding debt on the account
- Frequent COT activity
- Contract start dates within the last 6 months
- Certain business types
In these cases, suppliers may request more documentation or conduct deeper investigations.
Upcoming COT Changes – June 2025
From 27th June 2025, new industry-wide standards will come into effect under Ofgem’s reform (R0155). These changes are designed to:
- Simplify the COT process for non-domestic customers
- Help suppliers update records faster and more accurately
- Improve how brokers and TPIs manage COT cases on behalf of clients
We’ll be sharing more insights as the date approaches, so stay tuned.
COT Form Templates & Broker Support from Scalex Technology
At Scalex Technology, we understand the challenges brokers face when handling tenancy changes. That’s why we provide:
- Access to COT form templates
- Support from experienced specialists in tenancy, metering, and billing
- Guidance through “high-risk” or supplier-specific cases
- Tools to streamline and manage COT submissions via your energy platform
Whether we manage the process on your behalf or assist you step-by-step, our goal is to ensure a seamless experience.
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