Changeover of utility emails can be generated and sent directly from SME Professional.
Go to Correspondence > Notify utilities
Select the relevant property address
Certain data such as the last known suppliers, latest meter readings, tenant and landlord details will be auto-populated if held within the system
Work through the form populating the required information
The fields are mostly self-explanatory, however, we have outlined some brief guidelines for reference below
Select the relevant Create email button based on the type of utility email that needs to be generated
1. Start and end periods section
Move out date for current account holder: Enter the move out date for the outgoing individual(s).
Move in date for new account holder: Enter the move in date for the incoming individual(s).
2. Electricity section
Electricity supplier to send email to: Set current electricity supplier for the property.
Pre-payment meter: Set whether the property has a pre-payment meter for electricity. This field pulls from the Utility tab of the property record.
Normal, Low and Total rate: Populate as required. If meter readings have been logged for this property, a blue Copy button will appear (shown below), allowing the latest entries to be copied across.
3. Gas section
Gas supplier to send email to: Set current gas supplier for the property.
Pre-payment meter: Set whether the property has a pre-payment meter for gas. This field pulls from the Utility tab of the property record.
Normal, Low and Total rate: Populate as required. If meter readings have been logged for this property, a blue Copy button will appear allowing the latest entries to be copied across.
4. Water section
Water supplier to send email to: Set current water supplier for the property.
Lower/higher or equal value: Populate as required. If meter readings have been logged for this property, a blue Copy button will appear allowing the latest entries to be copied across.
5. Council tax section
Council Tax area to send email to: Select the local authority area to send the council tax notification to.
6. Tenant, Landlord or Agency vacating the property
Within the Select column, tick the box for the outgoing individual.
7. Tenant, Landlord or Agency taking over the bill
Within the Select column, tick the box for the incoming individual.
8. Tick the Landlord/Agency if they are paying for a space between tenancies
If there is a gap between tenancies, then the landlord or agent will have the responsibility to pay for the council tax during this period.
Within the Select column, tick the box for the individual responsible for payments during this void period.
Leave this section blank if not required.
Note: The change utility emails, by default, will pull through the agent's name and address if the agent is ticked in any of the above sections. If users would prefer that these details pull through as landlord name (care of agency address), please contact [email protected] and the Support team will update your system accordingly.