The record stores seven questions about one premises. Documentary confirmation is separate from authority to alter equipment. An answer is confirmed only when you name the document category, a document reference or location, and a supporting note. A bill that names a customer proves only that printed identity. Unknown is not tenant control and not landlord control. A fully recorded set of unknowns completes the recording task without confirming control.

Copy the name and the kilowatt-hours printed on one bill. Leave plant and electrical spaces closed during the visual walk. Read the renewable guide only after this record shows what the documents say.

What the record can confirm

authority_status is not_assessed on every row. Seeing a document is not permission to change plant, lighting or the roof.

confirmation_status is confirmed_from_document only when document_seen is not not_seen, document_reference is filled, and evidence_note supports that document. Otherwise use unknown, or not_applicable with a reason, for example no gas supply.

England and Wales non-domestic minimum energy efficiency standards are background for landlords of covered lets. From 1 April 2023 a covered continuing let needs an EPC of at least E unless an exemption is registered. The 18 June 2026 interim response proposes EPC B from 2031 for privately rented buildings over 1,000 square metres, only after secondary legislation. That proposal is not the current duty. Scotland and Northern Ireland are not given the England and Wales rule.

Questions and the record file

Download both files. Save a copy of the blank record and type into that copy.

The files are plain CSV. You type every cell. The spreadsheet does not calculate a row and it does not reject a typed status.

The same blank fields are:

premises_label, question_id, question_text, answer_type, answer, document_seen, document_reference, evidence_note, confirmation_status, authority_status, recorded_by and record_date.

The seven rows are fixed:

  1. Q1 named party — who is named on the electricity bill
  2. Q2 named party — who is named on the gas bill, or not applicable if there is no gas
  3. Q3 yes or no — whether a document shows a sub-meter the occupier can read
  4. Q4 named party — who a document names as allowed to change heating controls
  5. Q5 named party — who a document names as allowed to alter the lighting installation
  6. Q6 yes or no — whether a document says the occupier may fix equipment to the roof
  7. Q7 named party — who the document names as the electricity contract holder

Do not store yes or no for a named-party question. A missing question or a duplicate question_id does not complete the set.

A finished record can be unknown

The recording task is complete when all seven question ids are present once and each has an answer of the required type, or unknown, or not applicable. SECR guidance says the party responsible for consumption reports it. That reporting sentence is not a finding that the tenant controls the equipment.

Worked example: a fictional premises

Northgate Studio, Unit 2, is fictional.

Question Answer Confirmation
Q1 electricity bill name Northgate Studio, from the fictional March 2026 bill in folder BF-2026-03 Confirmed printed name only. Authority not assessed.
Q2 gas bill name Unknown. No gas bill in the folder. Unknown.
Q3 readable sub-meter Unknown. No meter note found. Unknown.
Q4 heating controls Unknown. No heating-control clause seen. Unknown.
Q5 lighting installation Unknown. No lighting-alteration clause seen. Unknown.
Q6 roof equipment Unknown. No roof-consent paper seen. Unknown. Not a yes.
Q7 electricity contract holder Unknown. The bill name is not reused as the contract answer. Unknown.

Limits

The record is not legal advice. DESNZ says it cannot give a definitive interpretation of the minimum-standard regulations. An exemption, a seven-year payback test and a continuing let are landlord questions and are not calculated here. The files do not prevent an incorrect status from being typed.

Sources