Check who holds each contract before sending closure notices
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Confirm which person or business holds the agreement before sending a closure instruction. The name on a building, the person paying an invoice and the contracting party may be different. Record the mismatch and obtain the appropriate confirmation rather than choosing the most familiar name.
This is an evidence and authority check. It does not determine legal identity, agency or contract transfer, and it does not authorise the sale of equipment.
Reconcile four pieces of information
For each account, place these records together:
- The agreement’s named party, reference and relevant version.
- The supplier’s current account-holder record.
- The business or person currently paying, with the reason if known.
- The proposed sender and the evidence of authority to act.
Use the supplier discovery map to find accounts requiring this review. Ask the responsible adviser or supplier how a mismatch should be resolved. Do not alter the supplier’s details simply to make an online form accept the request.
Keep unresolved cases out of a bulk notice
A reconciliation note should identify the mismatch, source evidence, question, decision owner and status of any proposed instruction. For a fictional example, a service used by one trading location is billed to a sister business. The site manager knows the equipment well but has not established authority to end the agreement. The next action is to confirm the holder and authority, not send the site’s standard cancellation email.
Where other sites continue using the account, use the retained-versus-ending service schedule. A valid contact for one location may still need approval before requesting a wider account change.
Personal accounts need the same care. Ask how the relevant business use should be addressed without assuming the business can change someone’s private service. Keep personal details restricted to the necessary review.
Confirm how the authorised instruction will be sent
Ask the supplier what evidence or route it requires, through its verified contact arrangements. Record who will send the approved message and who will check the reply. Do not circulate passwords as a substitute for authority.
Use the service enquiry draft when the process is uncertain. Preserve the distinction between asking about requirements and sending an instruction for the account holder.
After confirmation, update the internal record with the evidence and scope of the authority. Permission to discuss a bill is not necessarily permission to terminate every service on the account.
Explain any resulting operating restriction to UK Auction Group when it affects access or equipment release. A supplier account mismatch should remain an owned question, not disappear into an assumption that site closure ends every related arrangement.
Sources
This guide is general information and education only. Legal, tax, employment and safety decisions may need a qualified adviser who knows your situation. Read the disclaimer.