Tenant Utility Data Playbook

How to collect tenant-paid utility data consistently (without endless chasing)

Scope 3, Made PracticalPlaybook45 min

What you'll accomplish

  • Understand why tenant utility data matters for Scope 3
  • Build a tenant contact roster and outreach process
  • Create templates for data requests and follow-ups
  • Set up an escalation ladder for non-responsive tenants

Quick start (45 minutes)

  • •Identify buildings with tenant-paid utilities
  • •Build a tenant contact roster
  • •Draft a data request email template
  • •Set up a tracking system for responses
  • •Create an escalation ladder

Collection approaches

Direct request

Ask tenants for utility bills or portal exports

Effort: Medium

Green lease clause

Require data sharing in lease agreements

Effort: Low (ongoing)

Utility release form

Get tenant authorization for utility data access

Effort: Medium

Estimation with disclosure

Use proxies when data isn't available

Effort: Low

Common pitfalls

Sending requests to wrong contacts

Fix: Build and maintain a tenant contact roster

No follow-up process

Fix: Set up automated reminders and escalation

Unclear data format requests

Fix: Provide specific templates and examples

No leverage for non-response

Fix: Use lease renewal conversations strategically

Change log

v1.0 (2026-01): Latest release