PRINTABLE CHECKLIST
Commercial Tenant Information Checklist
A complete tenant record is what makes a rent reminder, a CAM statement, or an insurance request a two-minute task instead of a search. Review it at lease signing, at renewal, and any time a contact changes.
Identity and contacts
- Legal entity name, state of formation, and DBA or trade name.
- Guarantor name and contact, if the lease has a guaranty.
- Primary contact for operations, billing contact for invoices, and emergency after-hours contact.
- Notice address and method required by the lease, and the tenant's preferred day-to-day channel (email, SMS, portal).
Lease facts
- Suite, square footage, and pro-rata share.
- Commencement, expiration, and option deadlines.
- Current base rent, next step date and amount, and monthly recovery estimate.
- Security deposit held and where.
- Permitted use and any exclusive.
Compliance
- Certificate of insurance on file, expiration date, limits, and whether the owner is named as additional insured.
- Business license or permits required for the use, if the lease makes the tenant responsible.
- Signed estoppel or SNDA on file, with date.
- Any personal guaranty, letter of credit, or other security, with expiration.
Billing and history
- Ledger of charges and payments, with the current balance and aging.
- Late fees assessed and waived, with dates and reasons.
- Reconciliation statements sent, with dates, amounts, and any disputes.
- Maintenance requests submitted, with status and resolution.
- Communication log: notices sent, responses received, and commitments made by either side.