We recently posted about The Checklist Manifesto for Commercial Real Estate. Included below is our books & records request checklist that we use once a property is under contract.
| A | B | |
|---|---|---|
|
1
|
Books & Records Request | |
|
2
|
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|
5
|
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|
6
|
✔ | DOCUMENTS |
|
7
|
Building Plans/Floor Plans | |
|
8
|
Building Plans | |
|
9
|
Floor Plans (including CAD plans if available) | |
|
10
|
Site Plan | |
|
11
|
Survey | |
|
12
|
Architect certification of space re-measurements | |
|
13
|
Certificates of Occupancy | |
|
14
|
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|
15
|
Tenant Leases | |
|
16
|
All executed leases and amendments | |
|
17
|
Tenant underwriting files (background information, financial
statements, contact information, etc.)
|
|
|
18
|
Rent Roll with Security Deposits | |
|
19
|
Tenant insurance certificates | |
|
20
|
||
|
21
|
Vendor Info | |
|
22
|
List of Vendors | |
|
23
|
Vendor Contracts | |
|
24
|
Recent Vendor bills | |
|
25
|
||
|
26
|
Capital Improvements | |
|
27
|
List and Expense of Capital Improvements during ownership | |
|
28
|
Bids for any upcoming Capital Improvements | |
|
29
|
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|
30
|
Maintenance & Repairs | |
|
31
|
Maintenance records, accounting records and audit reports for the
last three years and YTD
|
|
|
32
|
List of outstanding and/or pending maintenance projects or tenant
improvements
|
|
|
33
|
||
|
34
|
Roofing | |
|
35
|
Age/history of Roof | |
|
36
|
Any Roof Warranty | |
|
37
|
Roof leaks history & maintenance records | |
|
38
|
||
|
39
|
Electrical and Plumbing | |
|
40
|
Existing electrical | |
|
41
|
Meter numbers | |
|
42
|
Water mains and meters | |
|
43
|
Alarm panels | |
|
44
|
History of plumbing (size of sewer line and last maintenance) | |
|
45
|
Age of hot water tanks | |
|
46
|
||
|
47
|
HVAC | |
|
48
|
HVAC Equipment List/Maintenance Records | |
|
49
|
Invoices for replacements and repairs | |
|
50
|
||
|
51
|
Asphalt | |
|
52
|
Asphalt maintenance history | |
|
53
|
Most recent Asphalt Seal Coating and Restriping | |
|
54
|
||
|
55
|
Environmental | |
|
56
|
Environmental Reports including Soil Reports | |
|
57
|
Any environmental reports pertaining to Property | |
|
58
|
||
|
59
|
Hazardous Waste/Pest Control | |
|
60
|
Asbestos reports | |
|
61
|
Termite history | |
|
62
|
Pest control history and billing statements | |
|
63
|
||
|
64
|
Personal Property | |
|
65
|
List of any personal property | |
|
66
|
||
|
67
|
Financial, Insurance and Utility Information | |
|
68
|
Last 3 Years & YTD Financial Statements | |
|
69
|
Last 3 Years & YTD CAM Computations, property-wide and tenant by tenant | |
|
70
|
Last 3 Years & YTD CAM Reconciliations, property-wide and tenant by tenant | |
|
71
|
Last 3 Years & YTD General Ledgers | |
|
72
|
Last 3 Years & YTD Tax Returns including all forms and schedules | |
|
73
|
Last 3 Years & YTD Individual Tenant Ledgers | |
|
74
|
Aged AR current to end of most recent calendar month | |
|
75
|
Copy of Property and Earthquake Insurance Policy and Costs | |
|
76
|
Last 3 Years & YTD utility bills (gas, electric, water, sewer, garbage, etc) | |
|
77
|
Building Operating Expense history | |
|
78
|
Property Tax Information | |
|
79
|
Budget Information | |
|
80
|
Reconciliation Letters | |
|
81
|
Store sales History for any tenants required to report sales (for
past 5 years and YTD)
|
|
|
82
|
||
|
83
|
Other Information | |
|
84
|
Any CC&R's | |
|
85
|
Any Structural Reports | |
|
86
|
Permits for TI work completed | |
|
87
|
Information on any insurance claims in the last 5 years | |
|
88
|
Any and all tenant files and correspondences | |
|
89
|
Any additional environmental reports including annual inspection reports | |
|
90
|
List of pending lawsuits | |
|
91
|
Sign Criteria and Information on any Monument Signage | |
|
92
|
Fire alarm inspection info | |
|
93
|
Backflow assembly testing info | |
|
94
|
Flood info | |
|
95
|
Zoning Verification Letter | |
|
96
|
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