Utility bill example: what each line means and what to keep

Utility bill, explained: the account number, the period, and the readings that settle disputes

Updated September 6, 2026

Utility bills are the documents you have the most of and read the least. The two lines every phone call asks for are the account number and the supply address; the two that settle a dispute are the meter readings. Here is the map.

Fictional electricity bill showing account number, billing period, previous and current meter readings, unit rate, standing charge, total and due date

Fictional sample — every name, number and amount is invented.

The sample is an electricity bill from a fictional supplier. It has the same anatomy as the gas, water and broadband bills in the same drawer, and the same two problems: it is asked for constantly (proof of address, account number) and argued over rarely but expensively (estimated readings, final bills after a move). Knowing which line is which solves both.

The lines and what they are for

Line	On the sample	When you will need it
Account number	30 4471 2209	Every call, every switch, every complaint
Supply address	Flat 3, 8 Elm Court	Proof of address; confirms the bill is for your meter
Bill date and number	05 Sep 2026, E-0926-88312	Identifies this bill among dozens
Billing period	01 to 31 Aug 2026	Checks that periods do not overlap or leave gaps
Meter number	K21 004 517	Confirms they are billing your meter, not a neighbour's
Readings, actual or estimated	48,210 to 48,472, both actual	The evidence in any dispute about usage
Usage and unit rate	262 kWh at 0.284	Compare with last year and with other suppliers
Standing charge	31 days at 0.52	The part you pay even with the power off
Amount due and due date	95.06 by 19 Sep 2026	The deadline; late payment can cost more than the bill
Payment method	Direct debit on the due date	Whether you need to act or just have the money there

The two lines that settle disputes

Almost every argument with a supplier comes down to meter readings. If the readings on the bill are marked estimated, the supplier guessed, and a run of guesses can end in a catch-up bill for hundreds. Submit your own reading before each bill date, or check that the smart meter is actually sending them. If the readings are actual and still look wrong, check the meter number on the bill against the meter on the wall; in blocks of flats, billing the wrong meter is not rare.

A photo of the meter with the date visible is the cheapest evidence there is. Take one on the day you move in, on the day you move out, and whenever a bill surprises you.

Which bills to keep, and for how long

You do not need every bill forever. Keep:

The current bill until the next one confirms the balance carried forward.
One bill per year per supplier as proof of address. Banks, government offices and landlords ask for a "recent utility bill," which usually means within three months, so the most recent one is the one that counts.
Final bills after a move, until the account is closed and any credit refunded. See the moving house scenario for the sequence of readings and notices.
All bills for a tax year, if you claim home-office or rental costs. The guide on what documents to keep and for how long covers retention periods.

Everything else can go once paid. The guide to organizing paper at home puts bills in the "keep for a while" box, not the "forever" one.

The questions this bill will answer

What is our electricity account number?
How much did we use last August, and what did it cost?
Were those readings actual or estimated?
Which bill counts as proof of address right now?

The manual way: photograph or download each bill as it arrives, name it with supplier and month, keep a note of account numbers somewhere separate, and purge paid bills once a year keeping one per supplier. The Paperlock way: photograph the bill into the vault; Paperlock reads the supplier, the period, the amount and the due date, files it with the others from the same account, and answers "what is our electricity account number?" while you are on hold with the supplier asking for it.

Checklist

Note the account number and the supply address; every call starts with them
Check whether the readings are marked actual or estimated
Keep the final bill after a move until any refund or dispute is settled
Keep one bill per year as proof of address; the rest can go once paid
Photograph the meter on move-in and move-out days, with the date visible

Common questions

What is the difference between an actual and an estimated meter reading?

An actual reading was taken from the meter, by you, a meter reader or a smart meter. An estimated one is the supplier’s guess based on past use. Bills built on estimates catch up later, sometimes with a large correction; submitting your own reading before the bill date prevents that.

How long should I keep utility bills?

Until they are paid and the next bill confirms the balance, plus one bill per year as proof of address. Keep final bills after a move until the account is closed and any refund received. If you claim home-office costs on your taxes, keep bills for as long as tax records must be kept in your country.

Why do I need the account number if I have the address?

Because addresses are ambiguous — flats, previous tenants, renamed streets — and the account number is not. Suppliers identify you by it, and it is also what a switching service or a debt collector will quote. Note it somewhere you can find without the bill.

What should I do with utility bills when moving house?

Photograph the meters on the day you leave and the day you arrive, give the readings to both suppliers, and keep the final bill and the first bill at the new address. The scenario on moving house covers the sequence.