This section captures all contractual and identification details necessary to establish the legal framework for the lease termination and closeout process.
Master Lease Agreement Reference Number
Premises Identification Code
Complete Demised Premises Address
Total Demised Area (Square Feet/Square Meters)
Total Usable Area (Square Feet/Square Meters)
Primary Tenant Entity Name
Tenant Authorized Representative Full Name
Tenant Authorized Representative Position Title
Property Manager Full Name
Property Management Company Name
Original Lease Commencement Date
Original Lease Expiration Date
Actual Lease Termination Date (if different from expiration)
Has the tenant provided written notice of termination as required by the lease agreement?
Date written notice was received
Explain circumstances and any penalties applied:
Original Condition Documentation Reference (e.g., move-in report, photographs)
Handover Documentation Reference (if applicable)
Total Number of Physical Keys Provided to Tenant
Total Number of Access Cards/Fobs Provided to Tenant
Total Number of Parking Spaces Allocated
Total Number of Storage Units Allocated
Did the lease include signage rights?
Describe signage installed and restoration requirements:
Was the tenant required to maintain liability insurance throughout the lease term?
Final insurance certificate expiration date
Did the tenant sublease any portion of the premises?
Provide sublease details and confirmation of subtenant move-out:
Conduct a meticulous inspection of all physical elements to identify alterations, damage, and deviations from original condition. Document all findings with photographic evidence.
Were any structural alterations made during the tenancy?
List all structural alterations requiring landlord approval and provide permit numbers:
Structural Elements Condition Assessment
Element Type | Location/Area | Condition Status | Estimated Restoration Cost | Photographic Evidence Captured? | Detailed Observations & Notes | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | |||||||
2 | |||||||
3 | |||||||
4 | |||||||
5 | |||||||
6 | |||||||
7 | |||||||
8 | |||||||
9 | |||||||
10 |
Are there any signs of water damage, mold, or moisture intrusion?
Describe location, extent, and suspected cause of water damage:
Were all mechanical, electrical, and plumbing (MEP) systems restored to original configuration?
MEP Systems Requiring Restoration
System Type | Specific Component | Alteration Description | Estimated Restoration Cost | Requires Licensed Contractor? | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | ||||||
2 | ||||||
3 | ||||||
4 | ||||||
5 | ||||||
6 | ||||||
7 | ||||||
8 | ||||||
9 | ||||||
10 |
Is there any evidence of unauthorized signage, branding, or tenant-specific markings remaining on the premises?
Describe all remaining markings and removal requirements:
Have all tenant-installed fixtures, furniture, and equipment (FF&E) been removed?
List all remaining items and disposal plan:
Have all data and telecommunications cabling been removed or properly abandoned-in-place?
Describe cabling location and remediation required:
Are there any hazardous materials present (e.g., asbestos, lead paint, chemical residues)?
Describe material type, location, and required remediation protocol:
Were professional inspections conducted (e.g., structural engineer, environmental consultant)?
Professional Inspection Reports
Inspection Type | Professional/Company Name | Inspection Date | Report Reference Number | Issues Identified? | Recommended Remediation Cost | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | |||||||
2 | |||||||
3 | |||||||
4 | |||||||
5 | |||||||
6 | |||||||
7 | |||||||
8 | |||||||
9 | |||||||
10 |
Verify all utility accounts are properly closed or transferred, record final meter readings, and confirm decommissioning of all systems.
Primary Utility Account Status & Final Readings
Utility Type | Account Number | Provider Name | Account Closure/Transfer Date | Final Meter Reading | Reading Units | Final Bill Received? | Final Bill Amount | ||
|---|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | H | ||
1 | |||||||||
2 | |||||||||
3 | |||||||||
4 | |||||||||
5 | |||||||||
6 | |||||||||
7 | |||||||||
8 | |||||||||
9 | |||||||||
10 |
Does the premises have sub-metering for individual systems or departments?
Sub-Meter Final Readings Verification
Sub-Meter ID | System/Area Served | Final Reading | Reading Units | Reading Verified by Tenant? | Comments/Discrepancies | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | |||||||
2 | |||||||
3 | |||||||
4 | |||||||
5 | |||||||
6 | |||||||
7 | |||||||
8 | |||||||
9 | |||||||
10 |
Have all HVAC systems been properly decommissioned and shut down?
Describe systems still active and decommissioning plan:
Have all specialized systems (e.g., server cooling, refrigeration, process equipment) been decommissioned?
List remaining equipment and removal responsibility:
Are there any shared utility services with adjacent tenants that require special handling?
Describe shared service arrangement and separation status:
Have all final utility readings been jointly verified with the tenant representative?
Explain verification method and any disputes:
Have all utility disconnections been completed in compliance with safety regulations?
Describe outstanding safety concerns:
Are there any outstanding utility liens or encumbrances on the premises?
Detail each lien including amount and resolution status:
Calculate all costs associated with restoring the premises to original condition and determine the final security deposit settlement amount.
Total Security Deposit Held
Total Prepaid Rent Credit (if applicable)
Detailed Restoration Cost Breakdown
Cost Category | Scope of Work Description | Labor Cost Estimate | Material Cost Estimate | Professional/Permit Fees | Subtotal | Contingency Percentage (%) | Total with Contingency | ||
|---|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | H | ||
1 | $0.00 | $0.00 | |||||||
2 | $0.00 | $0.00 | |||||||
3 | $0.00 | $0.00 | |||||||
4 | $0.00 | $0.00 | |||||||
5 | $0.00 | $0.00 | |||||||
6 | $0.00 | $0.00 | |||||||
7 | $0.00 | $0.00 | |||||||
8 | $0.00 | $0.00 | |||||||
9 | $0.00 | $0.00 | |||||||
10 | $0.00 | $0.00 |
Are there any outstanding rent arrears or late fees?
Total Outstanding Rent Arrears
Are there any unpaid common area maintenance (CAM) charges or operating expense reconciliations?
Total Outstanding CAM/Operating Expenses
Are there any legal or administrative fees associated with the closeout process?
Total Legal/Administrative Fees
Total Restoration Costs (Auto-Calculated)
Total Deductions and Offsets (Auto-Calculated)
Net Security Deposit Refund Due to Tenant (Auto-Calculated)
Does the tenant dispute any of the assessed restoration costs?
Detail disputed items and tenant's proposed resolution:
Security Deposit Settlement Method
Full refund via electronic transfer
Partial refund with itemized deductions
Full forfeiture applied to outstanding debts
Escrow pending dispute resolution
Provide detailed justification for each deduction:
Expected resolution date
Has the tenant provided forwarding address for refund and final communications?
Explain communication plan for settlement:
Are there any third-party claims on the security deposit (e.g., sublandlord, lender)?
Detail claimant information and legal basis:
Final verification and approval section to confirm all closeout requirements have been satisfied and authorize release of security deposit settlement.
Have all Sections 1-4 been completed in full?
Identify incomplete sections and action items:
Have all mandatory photographs and supporting documentation been collected and archived?
List missing documentation and timeline for completion:
Are there any outstanding tenant obligations that would prevent clearance?
Detail outstanding obligations and remediation plan:
Has the tenant returned all keys, access cards, and parking transponders?
List unreturned items and associated replacement costs:
Has the premises been officially vacated and is ready for re-leasing?
Describe barriers to re-leasing and timeline:
Has a final walk-through been conducted with tenant representation present?
Final joint inspection date
Explain why joint inspection was not possible and documentation method used:
Property General Manager Signature
Does the Property General Manager approve the closeout and settlement calculation?
Provide reasons for non-approval and required corrections:
Leasing Director Digital Signature
Does the Leasing Director concur with the closeout approval and settlement?
Detail concerns or alternative recommendations:
General Manager Comments and Final Notes
Leasing Director Comments and Re-Leasing Strategy Notes
Should this closeout be flagged for process improvement review?
Describe issues encountered and recommendations for future leases:
Final Documentation Package Reference Number
Has the complete documentation package been archived in the property management system?
Explain archival timeline and location:
To configure an element, select it on the form.