Started sending out LOAs for a batch of new clients here in Florida. FPL accepts email submissions to their commercial team, no problem. But I called Tampa Electric (TECO) and the rep told me they only accept LOAs by fax or physical mail. Fax! In 2021! I don't even own a fax machine. Is this still common?
Best method for submitting LOAs — some utilities still want fax??
It's sadly more common than you'd think. I hit the same thing with Gulf Power before they merged into FPL. Couple of options: there are free online fax services like FaxZero that let you send a limited number of pages per day. Or you can use a scanning app on your phone and email it — some utilities that say "fax only" will actually accept an email with a PDF attachment if you call first and ask nicely for a specific email address to send it to. The reps on the phone often have more flexibility than what the official policy says.
I keep a list of submission methods for every utility I've worked with. It saves time on repeat engagements. For utilities that insist on fax, I use an online fax service — costs about $10/month and has been reliable. But Rosemary is right that calling first and asking for an email address often works. The "fax only" policy is usually outdated and the billing department has adapted even if the official website hasn't been updated. I'd also note that certified mail with return receipt is worth the extra cost for large accounts because it gives you proof of submission and a date stamp if there's ever a dispute about when you requested the data.
I use HelloFax — free tier gives you a few pages per month which is usually enough for LOAs. Also want to add that some utilities have started accepting LOAs through their online commercial portal. Xcel Energy in Colorado lets you upload authorization documents right through the website now. Worth checking the utility's commercial or business portal before assuming you need to fax or mail anything.