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
4 items- 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
5 items- 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
4 items- 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
5 items- 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.
Free template
Get the tenant COI tracker
Required limits next to certificate limits, additional insured and waiver checks, and expirations flagged 30 days out. Comes with the tenant information checklist.
- Tenant insurance certificate (COI) trackerSpreadsheet template
- Commercial Tenant Information ChecklistPrintable checklist
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