Tenant Utility Data Copy Pack

A plug-and-play implementation kit you can set up in 60–90 minutes to establish:

• a tenant roster + responsibility mapping (who pays for what)
• a standardized outreach request that gets replies
• alternate submission formats (reduces friction)
• an intake QA checklist + evidence storage rules
• an escalation ladder (so coverage increases predictably)
• a monthly operating cadence (so this becomes a system, not a campaign)

Complete value chain intelligence:

• Cost reduction: improves utility cost visibility, reduces billing disputes, supports CAM/opex transparency, and helps identify operational waste
• Risk mitigation: reduces reporting gaps, audit exposure, and "we can't prove it" problems; prevents tenant relationship chaos by standardizing the motion
• Carbon impact reduction: increases coverage and quality for Scope 2 and Scope 3 leased-asset emissions accounting (Category 13 for lessors / Category 8 for lessees)

Beginner rule: The goal is not perfect data on day 1. The goal is a repeatable system with coverage that improves every month.

Use this pack if any of these are true:

• Tenant utility data is scattered across inboxes and PDFs
• You rely on guesses or allocations because you can't get tenant-paid utilities
• You can't tell which tenants pay utilities vs landlord-paid vs unknown
• You're stuck in "polite reminders" and response rates don't improve
• Your team can't scale collection across a portfolio
• You want a reliable foundation for both cost controls and leased-asset emissions

Step 1 — Create the portfolio folder structure (10 minutes)

Create a stable place for evidence so nothing gets lost.

Recommended folder structure:

• Tenant_Utility_Data/
  • 01_Rosters_and_Contacts/
  • 02_Inbound_Data_Raw/ → YYYY/ → MM/
  • 03_Evidence_Library/ → Tenant_Name/
  • 04_Intake_QA_and_Exceptions/
  • 05_Escalations/
  • 06_Method_Notes_and_Allocations/

Beginner rule: Evidence must have stable links. If links break, the system breaks.

Step 2 — Build the Tenant Data Roster (15–20 minutes)

Start with your top sites by utility spend. For each site and utility type, capture provider + account #. If unknown, write "Unknown" and assign an owner.

Step 3 — Send the initial outreach (10 minutes)

Use the Tenant Utility Data Request Email. Start with the simplest ask: bill PDF or portal export for electricity usage (kWh).

Beginner rule: ask for one utility first (electricity) before expanding to gas/water.

Step 4 — Stand up intake + QA (15 minutes)

Copy these into your sheet (each as a tab):

• Tenant Utility Data Intake Log (monthly)
• Exceptions / Blockers Log

Then use the Monthly Tenant Data Intake Checklist to ensure submissions are usable.

Step 5 — Install the escalation ladder (10 minutes)

Copy the Tenant Data Escalation Ladder and decide who owns escalation at each stage.

Step 6 — Start a lightweight cadence (10–15 minutes)

Schedule recurring:

• Weekly (optional) "Tenant data follow-ups" (15 minutes)
• Monthly (required) "Tenant utility data close" (30 minutes)