Meter Reading Record Template

What is the meter reading record form template?

Utility bills go wrong at handover points: the day a tenant moves in or out, the day a home is sold, or the day you switch supplier. A meter reading record captures the reading, the meter's serial number and a photo on a specific date, so every bill afterwards can be checked against it.

This form only asks about the meters you actually have. Tick electricity, gas, water, heat or an oil or LPG tank and the matching questions appear — including a night-rate reading for two-rate electricity meters and remaining credit for prepayment meters. Reading fields accept digits only, which keeps typos out.

Each record is saved in your FileIt vault as a PDF with the meter photos attached, alongside the lease or sale paperwork for that property.

Who uses a meter reading record form?

• A tenant recording readings on move-in day so they're not billed for the previous occupant's usage
• A landlord taking final readings at move-out before passing them to the suppliers
• A homeowner recording readings on completion day when selling a house
• Checking an estimated bill against an actual reading
• Recording readings when switching energy supplier
• Logging a water meter that keeps turning with every tap off, as evidence of a possible leak

Questions on this meter reading record form

29 questions over 3 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.

The meter reading record form, page by page

1 Property & occasion

Property address, unit and date, then the reason: move-in, move-out, change of supplier, billing check, suspected leak or other. The reader gives their name, role and email, and can note who else was present. Which meters are you reading? decides which readings appear on the next page.

2 Readings

Each ticked meter gets its own section. Electricity asks for the serial number and meter type — single rate, two-rate, smart or prepayment — then the reading; two-rate meters add a night reading and prepayment meters add remaining credit. Gas asks for serial number, reading and units (cubic metres or cubic feet). Water asks for serial number and reading, and heat meters and oil or LPG tanks (as a percentage) have their own fields. Reading fields accept digits only.

3 Photos & sign-off

Photos of each meter are required — up to six — with a reminder to keep the digits and serial number readable. Current suppliers and account numbers can be listed, and Anything unusual? opens a field for damaged, inaccessible or suspicious meters. The reader records whether suppliers have been told, confirms the readings match the photos, and signs.

Make the template yours

• Remove the meter types that never apply to your properties
• Change the currency on prepayment credit
• Add a second signature for the landlord or incoming tenant if both are present
• Send it together with a move-in inspection so readings and condition are recorded on the same day
• File readings under each property so a year of readings sits in one folder
• Make supplier account numbers required if you pass readings on for tenants

Tips for a better meter reading record form

• Take the photo first, then type the reading from the photo — it's easier than reading a dim meter twice
• Include leading zeros and ignore digits after the decimal point or shown in red
• Read meters on the actual handover day, not the day before
• Record the serial number — it proves the reading came from the right meter, especially in shared buildings
• Send readings to each supplier the same day and note that you've done it
• If a meter moves when everything is off, report a possible leak or fault straight away

Meter reading record form: frequently asked questions

More form templates

All Property & rentals templates · Every form template

Templates are a starting point. Check that the questions and any wording about consent, privacy or terms suit your situation and the rules where you are. Page last reviewed 2026-09-28.