Example Report — Licence Waste Report

We've reviewed the Microsoft 365 licences for Meridian Property Group and found 3 areas that could save you money.

Estimated monthly waste

£ 124.80

£1,497.60 per year if nothing changes

What we recommend

Remove unused licences

6 unassigned seats across 2 plans

£57.60/mo

Remove licences from ex-staff

4 deactivated accounts still billed

£67.20/mo

Switch users to a cheaper plan

9 users may not need their current plan

£45.00/mo

These savings are independent — for each user, we'll recommend the single best action. Review with your IT partner before making changes.

Your Microsoft 365 overview

A snapshot of your accounts, licences, and recent activity.

Total accounts

32 with a licence · 6 without

Deactivated accounts

Blocked from signing in

Unused licences

Paid seats with nobody assigned

Deactivated + licenced

Paying for people who can't sign in

Inactive (30 days)

No recent email or Teams use

Guest accounts

External users with access

Licence plan breakdown

A summary of the Microsoft 365 plans you're currently paying for, and where the waste is concentrated.

Licence plan	Total seats	Unused seats	Monthly cost	Est. monthly waste
Microsoft 365 Business Premium	20	3	£380.00	£57.00
Microsoft 365 Business Standard	15	3	£144.00	£28.80
Microsoft 365 Business Basic	5	0	£19.00	—

Unused licences — act on these now

You're paying for 6 seats that aren't assigned to anyone. We estimate this could save £57.60 per month. The fix is simple: reduce the number of licences you're purchasing. Keep 1–2 spare if you're expecting to hire soon.

Licence plan	Unused seats	Cost per seat / month	Monthly saving	What to do
Microsoft 365 Business Premium	3	£19.00	£57.00	Reduce your purchased quantity by 3 seats
Microsoft 365 Business Standard	3	£9.60	£28.80	Reduce your purchased quantity by 3 seats

Users who may not need their current plan

We've identified 9 users whose activity suggests they could switch to a lower-cost plan without affecting their day-to-day work. Review this list before making changes — some users may have a role-specific reason for their current plan.

User	Currently on	Suggested plan	Saving / month	Confidence	Why we're suggesting this
Claire Sutton c.sutton@meridianpropertygroup.co.uk	Microsoft 365 Business Premium	Microsoft 365 Business Standard	£9.40	High	Intune and Defender features never activated. No mobile device enrolment. Email and Teams only.
James Whitfield j.whitfield@meridianpropertygroup.co.uk	Microsoft 365 Business Premium	Microsoft 365 Business Standard	£9.40	High	Security features unused. Consistent web-app only usage across Exchange and Teams.
Priya Kapoor p.kapoor@meridianpropertygroup.co.uk	Microsoft 365 Business Premium	Microsoft 365 Business Standard	£9.40	High	No Intune-managed device. Desktop Office installed but last activated 4 months ago.
Tom Aldridge t.aldridge@meridianpropertygroup.co.uk	Microsoft 365 Business Standard	Microsoft 365 Business Basic	£4.60	Medium	Web apps only — desktop Office suite never activated. No Teams voice activity.
Sara Okonkwo s.okonkwo@meridianpropertygroup.co.uk	Microsoft 365 Business Standard	Microsoft 365 Business Basic	£4.60	Medium	Web apps only — desktop Office suite never activated.
Daniel Forde d.forde@meridianpropertygroup.co.uk	Microsoft 365 Business Standard	Microsoft 365 Business Basic	£4.60	Medium	No sign-in in 28 days. Web-only usage pattern prior to inactivity.
Lucy Harman l.harman@meridianpropertygroup.co.uk	Microsoft 365 Business Standard	Microsoft 365 Business Basic	£4.60	Medium	Web apps only — desktop Office suite never activated.
Marcus Webb m.webb@meridianpropertygroup.co.uk	Microsoft 365 Business Standard	Microsoft 365 Business Basic	£4.60	Low	Limited activity data available — fewer than 14 days of usage signals. Worth checking manually.
Fiona Cheng f.cheng@meridianpropertygroup.co.uk	Microsoft 365 Business Standard	Microsoft 365 Business Basic	£4.60	Low	Limited activity data available — fewer than 14 days of usage signals. Worth checking manually.

Confidence levels: High = multiple signals agree. Medium = based on 30-day inactivity alone — worth a quick check before acting. Low = limited data available.

Deactivated accounts still costing money

These accounts have been deactivated — the person can no longer sign in — but their Microsoft 365 licence hasn't been removed. You're paying for 4 accounts who are no longer active users. We estimate removing these licences could save £67.20 per month. These licences can be removed immediately.

Account	Status	Licence held	Monthly saving	What to do
Ben Holloway (LEAVER) b.holloway@meridianpropertygroup.co.uk	Deactivated	Microsoft 365 Business Premium	£19.00	Remove licence from this account
Natalie Cross (LEAVER) n.cross@meridianpropertygroup.co.uk	Deactivated	Microsoft 365 Business Premium	£19.00	Remove licence from this account
Owen Griffiths (LEAVER) o.griffiths@meridianpropertygroup.co.uk	Deactivated	Microsoft 365 Business Standard	£9.60	Remove licence from this account
Zoe Patel (LEAVER) z.patel@meridianpropertygroup.co.uk	Deactivated	Microsoft 365 Business Standard	£9.60	Remove licence from this account

Admin accounts — intentionally left unchanged

These users have administrator access to your Microsoft 365 environment. Even if they appear inactive, we deliberately don't recommend changing their licences — admin accounts often need higher-tier plans to function correctly, and downgrading them could cause problems with how your systems are managed.

These accounts are protected from changes. Any licence adjustments for administrator accounts should be reviewed carefully with your IT partner first.

Account	Why they're protected
Rachel Donovan r.donovan@meridianpropertygroup.co.uk	Privileged role: Global Administrator
IT Support (SERVICE) itsupport@meridianpropertygroup.co.uk	Privileged role: Exchange Administrator

Areas checked — nothing to action

We looked at these areas and found no issues.

✓ No shared mailboxes with unnecessary licences ✓ No guest accounts with unnecessary licences ✓ No redundant add-on licences

What to do next

A prioritised action list based on the findings in this report. Review with your IT partner before making changes to user licences.

Reduce purchased licence quantities for unused paid seats — this can be done immediately in the Microsoft 365 admin centre.
Remove licences from deactivated accounts — these people can no longer sign in and their licences are being wasted.
Review downgrade candidates with the users concerned before making changes — confirm they don’t need features in their current plan.

Technical appendix — signals, guardrails & policy rules

Signals collected

Sign-in activity (last 30 days) · Microsoft 365 app usage (Exchange, Teams, SharePoint, OneDrive, desktop Office activations) · Intune device enrolment · Azure AD role assignments · Account enabled/disabled status · Licence assignment state

Guardrail rules applied

Accounts holding privileged Azure AD roles (Global Administrator, Exchange Administrator, Conditional Access Administrator, and equivalents) are excluded from all recommendations. Service accounts identified by naming pattern or role are flagged for manual review only.

Downgrade policy — Business Premium → Business Standard

Triggered when: no Intune-enrolled device found AND no Defender for Business activation AND no Azure AD P1/P2 feature usage in 30 days. Confidence High when all three signals present. Medium when two of three.

Downgrade policy — Business Standard → Business Basic

Triggered when: desktop Office suite not activated in 30 days AND no Teams Phone activity. Confidence High when both signals present plus no sign-in from desktop client. Medium when inactivity alone. Low when fewer than 14 days of signal data available.

Pricing basis

Microsoft UK standard commercial list pricing, March 2026. Figures are estimates — actual savings depend on your billing arrangement and any contractual minimums in your current term.