Heat networks: how to report data

Regular data reporting follows a standard process: 

  1. We issue 2 enduring Requests for Information (RFIs). One RFI will be for quarterly reporting data and the second will be for annual reporting data.  
  2. Your organisation identifies data that it holds itself and contacts any third parties that hold other information. 
  3. You download our data reporting template from the digital service and fill in the required information. 
  4. You submit the template by the deadline using the digital service. 
  5. We review your submission and may contact you if we need any further information. 

Receiving a Request for Information (RFI)

You do not need to submit regular reporting data until we have issued you with an RFI and the relevant submission window has opened.  

An RFI is the formal request that will notify you of your obligation to provide data. You will receive a separate RFI for the data you have to provide each quarter, and for the data you have to provide annually. You will receive each RFI only once, because they will instruct you to provide data regularly until we inform you that something has changed.  

All your heat networks will be covered by the latest quarterly reporting RFI and latest annual reporting RFI you have received, including any networks registered after the RFI was issued. 

The RFI and supporting information on our website will help you understand: 

  • what information must be reported 
  • whether the information is required from the operator, supplier, or both 
  • whether the data must be provided for the organisation, or for each heat network 
  • whether any exemptions apply 
  • whether you can provide estimated information 
  • the reporting period (quarterly or annually) 
  • the submission deadline  

If you think you may be unable to provide some of the information requested, read our information on what to do if there are problems reporting data. This also explains what to do if you think you may be unable to meet a reporting deadline. 

Before you start preparing data

When you receive an RFI, you should: 

  • identify the heat networks included in the request 
  • determine whether you are reporting as a supplier, operator or both 
  • identify where the required information is held 
  • contact any third parties that hold information on your behalf 
  • identify any information that may be unavailable before the submission deadline 

Reporting frequency and deadlines 

We require different information at different times during the year. Some information is reported quarterly and some is reported annually. 

Each data point has its own reporting frequency. This is detailed in Tables 3 to 8 in the regular data reporting guidance.  We will issue reminders ahead of each submission window. 

Quarterly reporting

Quarterly monitoring data covers fixed 3 month reporting periods. 

Heat network operators and suppliers will collect relevant quarterly data within each reporting period.  

The month after the reporting period is called the submission window. During the submission window, you will have until the last day of that month to provide the data you collected in the reporting period. 

In the meantime, the next reporting period will begin and the process repeats throughout the year. 

Quarter 1

Reporting period: 1 April to 30 June. 

Submission window: 1 July to 31 July. 

Quarter 2

Reporting period: 1 July to 30 September. 

Submission window: 1 October to 31 October. 

Quarter 3

Reporting period: 1 October to 31 December. 

Submission window: 1 January to 31 January. 

Quarter 4

Reporting period: 1 January to 31 March. 

Submission window: 1 April to 30 April. 

Annual reporting

All annual reporting data covers the reporting period 1 April to 31 March, except for financial information for some organisations. You must submit it between 1 April and 30 April. 

Annual reporting data that covers the period 1 April to 31 March has the same submission window as quarter 4. You will have to submit your annual reporting and quarterly reporting data separately.  

Financial resilience data reporting

You should provide financial resilience data in the quarter that your accounts were signed off or the relevant information was finalised. This should not be later than 10 months after the end of your financial year.  

For example, if your financial year ends between 1 January and 31 March, you must submit the relevant financial resilience data by the following January at the latest. 

Your first data reporting submission

If you are submitting data for the first time, check the requirements in your RFI carefully. This is because some heat networks may be required to provide information covering a period before their first submission. 

The RFI and supporting information will explain what information is required. 

After you submit reporting data

Once you have completed and submitted a reporting data submission, you should keep records of: 

  • the information you submitted 
  • supporting evidence used to prepare your submission 
  • any calculations, assumptions or estimates used 

We may review your submission and contact you if we need more information or clarification. 

If data reporting requirements change  

We may update reporting requirements in the future. This could include changes to: 

  • the data you need to report 
  • how often you need to report it 
  • which operators and suppliers need to report data 

If reporting requirements change, we will tell affected suppliers and operators. We may do this through: 

  • a new or updated RFI 
  • direct contact with your regulatory contact 
  • updating this guidance 
  • communications before a reporting window opens 

You should always use the most recent RFI and guidance when preparing your submission. Do not rely on requirements from a previous reporting period, as they may have changed. 

Where possible, we will give advance notice of changes. We will explain when any changes take effect and whether they apply to information you are already collecting.