Tenant Utility Data Bundle

Increase tenant utility data coverage with a repeatable campaign: roster → outreach → tracking → escalation → evidence.

Leased AssetsBundleBundle1 day to ongoing

Disclaimer: Educational only. Respect lease terms, privacy requirements, and data sharing permissions.

Outcome

By the end of this bundle you will:

Build a tenant roster and clarify who is responsible for utilities (tenant vs landlord)
Run a tenant data outreach campaign with tracking and escalation
Quantify coverage by tenant count and leased area
Improve data quality over time (measured vs allocated vs proxy)
Store evidence links and maintain a monthly/quarterly cadence

Who this is for

•Property/asset management teams
•Sustainability teams — coordinating leased asset reporting
•Operations teams — coordinating metering and data access
•Leasing teams — negotiating data terms during renewals

Time to implement

1 day

Build roster + launch outreach to top tenants by area

2–6 weeks

Increase coverage materially and stabilize cadence

Ongoing

Monthly maintenance + quarterly escalations for non-responders

What you'll need

Minimum:

•Tenant roster (tenant name + leased area + primary contact)
•A view of utility responsibility (who pays for electricity)
•A consistent evidence folder structure (so bills/exports don't live in email)

Recommended:

•A standard intake format (bill PDF accepted; CSV preferred)
•A tracking table with owner, due dates, and status
•A clear escalation ladder and internal support path (PM + leasing)

Step-by-step sequence

1Define the tenant utility responsibility reality (baseline)

For each tenant, determine:

•Tenant has their own utility account(s) — best case for measured data
•Landlord pays and utilities are included — may require allocation
•Unknown responsibility — must be resolved

Beginner rule: If responsibility is "unknown," treat it as a priority investigation item.

2Prioritize the outreach (area is the lever)

Start with the largest tenants by leased area.

• 10 tenants can cover 60–80% of area in many portfolios
• Coverage by area matters more than coverage by count

3Launch outreach using simple, repeatable asks

Ask for:

• billing period start/end
• kWh usage
• bill PDF or portal export (CSV preferred)

Offer acceptable alternatives:

• bill PDF + highlighted totals
• portal screenshot (not ideal, but better than nothing)
• a monthly forward/email rule if tenant can't export

4Track coverage and data quality (use the tool)

Use the Tenant Utility Data Coverage Tracker to calculate:

• coverage by tenant count
• coverage by leased area
• quality mix: measured vs allocated vs proxy (if available)

This gives you "where we are" and "what to do next."

Open Tenant Utility Data Coverage Tracker

5Escalate systematically (no ad hoc chasing)

Use an escalation ladder with dates and owners.

Escalation should be predictable, professional, and consistent.

6Store evidence and lock the cadence

Every usable submission must have:

• evidence link
• period dates
• kWh
• notes on limitations

Cadence options:

• Monthly — best for active reporting and ongoing operations
• Quarterly — acceptable if tenant cycles are slower

7Reduce proxy over time (improvement plan)

If you must use proxy:

• label it clearly
• record why
• define the plan to replace proxy with measured data (metering, access, clause upgrades)

Included assets

Tools (do the math / track progress)

Tenant Utility Data Coverage Tracker

Core resources (how-to)

Tenant Utility Data Playbook Utility Responsibility in Real Estate Portfolio Leased Asset Data Pipeline Green Lease Clauses Starter Pack Allocation Rules Cookbook

Templates (copy/paste)

• Tenant data roster (tracker)
• Tenant utility data request email
• "Make it easy" follow-up email
• Escalation ladder
• Monthly tenant data intake checklist
• Tenant coverage review agenda

↓ See templates section below

Templates (copy/paste)

1) Tenant Data Roster (tracker)

Tenant	Leased area	Primary contact	Utility responsibility	Data method	Cadence	Evidence folder link	Status	Notes
—	—	—	—	—	—	—	—	—

Beginner notes:

• "Evidence folder link" should point to a stable storage location per tenant.
• "Status = Active" only when you have a repeatable cadence, not a one-time response.

2) Tenant Utility Data Request Email

Subject: Request: monthly utility usage data for [Building/Site] — [Period]

Hi [Name],
We're standardizing monthly utility usage data collection for [building/portfolio] so we can improve building operations and reporting consistency.

For the period [start–end], can you share:
- electricity usage (kWh) and billing period dates
- either the bill PDF or a usage export (CSV preferred)

If export is difficult, we can accept the bill PDF as long as it includes:
- billing start/end dates
- total kWh

Thank you,
[Name]
[Title]
[Company]
[Phone/Email]

3) 'Make it easy' follow-up (alternate formats)

Subject: Quick options to share utility usage — [Building/Site]

Hi [Name],
If a CSV export isn't easy, any of these options work:
1) Bill PDF with billing dates and total kWh
2) Portal screenshot showing billing dates + total kWh
3) A monthly forward rule (you forward the bill email to us each month)

Which is easiest for you?
Thanks,
[Name]

4) Escalation Ladder (repeatable)

Tenant Data Escalation Ladder

Day 0: initial request
Day 7: reminder #1
Day 14: reminder #2 + offer alternate formats
Day 21: escalate to tenant ops/finance lead
Day 30: internal escalation (PM + leasing) for resolution path
Day 45: renewal/lease leverage path (if appropriate) or documented proxy plan

5) Monthly Tenant Data Intake Checklist

Monthly Tenant Data Intake Checklist

- Billing period start/end captured
- Total kWh captured
- Evidence file stored (PDF/CSV) with stable link
- Tenant mapped to building/site correctly
- Data quality labeled:
  - Measured (bill/export)
  - Allocated (method documented)
  - Proxy (estimate documented)
- Any anomalies flagged and logged

6) Tenant Coverage Review Agenda (20 minutes)

Tenant Coverage Review (20 min)

1) Coverage by area (%) and top missing tenants (10 min)
2) Quality mix (measured vs allocated vs proxy) (5 min)
3) Escalations due this week (5 min)

Outputs:
- Updated roster and status
- Escalations assigned with due dates
- Metering/lease actions prioritized for top tenants by area

Proof and KPIs

•Tenant coverage by area (%)
•Tenant coverage by count (%)
•% measured vs allocated vs proxy (trend should improve)
•# of top 10 tenants by area missing data (should trend down)
•Evidence completeness (% of active tenants with stored proof per period)

Common pitfalls

•Tracking "responses" without checking if the data is usable (dates + kWh + evidence)
•Not prioritizing large tenants (area coverage is the lever)
•No evidence discipline (data becomes unauditable later)
•Proxy becomes permanent with no improvement plan
•Escalation is ad hoc (coverage stalls)

Next bundles to run

Allocation and Reconciliation Bundle

If you must allocate unmetered remainder

Coming soon

Green Lease Enablement Bundle

To fix future access at renewal time

Coming soon

Change log

v1.0 (2026-01): Latest release