Agree who photographs meter reading before property handover

Usually the person handing over the keys or the last to leave the property takes the photograph, because they are present at the moment responsibility transfers. If several people share a tenancy, choose whoever will be there closest to the actual handover time. The photographer should send copies to everyone involved: departing tenants, the landlord or new owner, and anyone closing or transferring utility accounts. If no one from the departing group can attend, agree in advance for the landlord or incoming tenant to take and share the photograph immediately.

Take the photograph as close as possible to the moment keys are handed over—ideally the same morning or within a few hours. This timing ensures the reading matches the point where one person's liability ends and another's begins. If the handover is scheduled for midday, photograph meters that morning. If keys go by post or collection is flexible, agree a specific time window and photograph then. Avoid taking readings days early, because continued use will make the photograph inaccurate for billing handover purposes.

The photograph must show the full meter display with all digits clearly readable, including any decimal places or units. Capture the meter serial number if visible on the casing, because suppliers use this to confirm which meter the reading belongs to. Including a clock, watch or dated note in the frame proves when the photograph was taken. If the meter is in a dark cupboard or basement, use a torch or phone light so every digit is sharp and legible—blurred or partial images cause disputes later.

Photograph every meter separately: electricity, gas, water if metered, and any dual-rate supplies like Economy 7 where day and night readings differ. Some properties have separate meters for outbuildings, communal areas or different fuel types. Walk through the property checking cupboards, basements, outside boxes and garage walls. Label each photograph clearly when you send it—electricity main house, gas meter garage, water meter front garden—so recipients know which reading belongs to which supply and can match them to their final bills.

Everyone with a financial interest in the handover should receive copies: all departing tenants or co-owners, the landlord or buyer, and anyone responsible for closing or transferring utility accounts. If one person is handling all the account closures on behalf of a group, they need the images to submit final readings to suppliers. The incoming tenant or owner may also want copies to confirm the starting point for their own bills. Sending to everyone at once avoids confusion and ensures no one can later claim they never saw the evidence.

If a meter is locked behind a door you cannot open, inside a sealed box, or controlled by the landlord or managing agent, agree in advance who will gain access and take the photograph. The landlord may need to unlock an external box or arrange for a keyholder to attend. If access is genuinely impossible, document the problem in writing to all parties immediately and ask the supplier to send someone for an official reading. Never guess or estimate a reading, because disputed bills will follow you long after handover.

Yes, if no one from the departing group can be present at handover, the incoming tenant or new owner can take the photograph and share it immediately with everyone. This works only if all parties trust the timing will be honest and the photograph will be sent without delay. Agree this arrangement clearly in advance, including exactly when the photograph will be taken and who will receive it. The departing group should follow up the same day to confirm they have received the images and the readings match their expectations.

If the photograph is missed, contact the property owner or new occupant immediately and ask them to take and share photographs of the current readings. The longer you wait, the more the meters will advance and the harder it becomes to agree a fair split. If access is now impossible, call each utility supplier, explain the situation and ask for the closest reading they hold from smart meter data or a recent visit. Document everything in writing to all parties so everyone knows what reading is being used for the final bill.