A change begins with the correct allocation.
The key handover is underway, an owner is waiting for a response and a meter reading is missing at the same time. Many tasks come together in your property management company. A new energy contract should make this work easier. For energy supply, it should nevertheless be clear for each supply point which contract applies and who handles the next notification. The following process helps with common-area electricity, for example for stairwell lighting or the lift, and with other supply contracts that you manage on behalf of others.
The tenants' own electricity supply contracts must be handled separately. Property management should not automatically assume, simply by virtue of its role in property management, that it is a party to a contract or authorized to amend a private supply contract. First, clearly define the mandate and responsibilities.
What faster switching of electricity suppliers means
Since June 6, 2025, according to the Federal Network Agency, the technical switch of electricity suppliers is completed within 24 hours and is possible on every working day. This refers to the data exchange between market participants. Existing contract terms and termination conditions are not shortened as a result.
A new supply contract must be concluded before the actual electricity consumption begins if the chosen supplier is to be responsible from the outset. A supply agreement made only after this point cannot begin retroactively. The Federal Network Agency has not, at the same time, mandated a general, multi-week obligation for the precautionary collection of data from owners or tenants. Federal Network Agency: Supplier change, moving in and out.
For the property management company, we recommend an internal process with designated responsibilities and a dedicated follow-up date. This organizational lead time is a recommendation, not an additional statutory deadline. The accelerated process applies to electricity; the rules cannot simply be adopted for gas.
One delivery point sheet per contract
Use a separate line for each delivery point. A good starting point is this worklist:
- Property and precise allocation of the supply, such as stairwell or heating plant.
- Contracting parties, contact persons and any existing power of attorney.
- Market location ID, meter number and responsible metering point operator, if available.
- Current supplier, contract end date and the termination procedure agreed upon in the contract.
- Planned handover date, documented meter reading and processing status.
Record the meter number and market location ID separately: one identifies the meter, the other the point of consumption. The delivery point sheet is a practical tool and not an official form. Note any meter changes with the date so that it remains clear later which reading belongs to which device.
Combine handover, notification and confirmation
Example: A property management company takes over the management of a building on November 1st. This alone does not mean that the electricity supply contract also ends on that day. First, the contracting parties and authorization are clarified, then the contract documents and the supply point sheet are compared. Therefore, the new management start date and a possible supply start date are entered in separate fields.
During the handover, document the date, meter number, and meter reading together, ideally with a legible photograph. If a device is being replaced, the final reading of the old meter and the initial reading of the new meter should be recorded as part of the same case.
After submitting the report, note which confirmations are still pending. Later, compare the confirmed date with the scheduled date and the initial invoice. In case of discrepancies, a complete process including reporting, feedback, and meter reading will help. A simple status sequence is: Documents complete → Report sent → Confirmation checked → Invoice reconciled.
From individual case to portfolio
For many properties, a unified overview of contract ends and outstanding tasks is beneficial. Standardized data fields reveal gaps while preserving the distinction between different contracting parties and property responsibilities. A framework agreement does not replace this allocation.
How procurement and administration can be combined is explained on the page for property and condominium management. For final verification, our article on checking electricity bills is helpful. The general steps for switching providers can be found under Preparing to switch electricity providers.
