This section captures all identifying information about the property, lease agreement, and subtenant arrangements to establish a complete audit trail for the proposed lease action.
Unique Lease Reference Number
Property Full Address
Building Name
Lease Party Details & Spatial Configuration
Landlord Legal Entity Name | Landlord Primary Contact | Tenant Legal Entity Name | Total Leased Area | Unit of Measurement | Floor/Suite Number | ||
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1 | ABC Property Holdings Ltd | John Smith (john.smith@abcholdings.com) | XYZ Corporation Subsidiary A | 15000 | Square Feet | 15th Floor | |
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Lease Commencement Date
Original Lease Expiry Date
Original Lease Term (Years)
Current Annual Base Rent
Security Deposit Held by Landlord
Are there rent review provisions in this lease?
Rent Review Schedule
Review Date | Rent Amount Post-Review | Review Basis (e.g., Market Value, CPI, Fixed Uplift) | ||
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Does this lease involve subtenant(s) or occupancy by third parties?
Subtenant Details & Sublease Terms
Subtenant Legal Name | Subleased Area | Sublease Start Date | Sublease End Date | Annual Sublease Rent | Does sublease align with head-lease break dates? | ||
|---|---|---|---|---|---|---|---|
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Upload executed lease agreement and all amendments
Upload property floor plan marked with leased premises
This section documents the strategic and operational rationale for the proposed lease action, including specific clause references and comprehensive business justification.
Proposed Lease Action Type
Exercise Break-Clause
Terminate at Natural Expiry
Extend Lease Term
Exercise Renewal Option
Surrender Agreement Negotiation
Specific Lease Clause Reference (e.g., Clause 12.3)
Contractual Break-Clause Exercise Deadline Date
Intended Lease Termination/Expiry Date
Are there conditions precedent to exercising this break option?
Select all applicable conditions precedent
All rent and service charges paid in full
No material breaches of lease covenants
Vacant possession of premises required
Compliance with reinstatement obligations
Service of notice in prescribed form
Payment of break penalty fee
Other condition precedent
Comprehensive Business Rationale for Lease Action
Strategic & Financial Impact Assessment
Strongly Negative Impact | Negative Impact | Neutral | Positive Impact | Strongly Positive Impact | |
|---|---|---|---|---|---|
Alignment with corporate real estate portfolio strategy | |||||
Financial impact on P&L (cost reduction/increase) | |||||
Employee experience and commute impact | |||||
Business continuity risk during transition | |||||
Alternative workplace solutions availability |
Has a formal alternatives analysis been conducted?
Alternative Options Considered & Evaluation
Alternative Option Description | Estimated Total Cost | Strategic Fit Score (1-5) | Implementation Risk Score (1-5) | ||
|---|---|---|---|---|---|
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Primary Strategic Driver for this Lease Action
Workforce rightsizing/Headcount reduction
Transition to hybrid working model
Consolidation of multiple locations
Relocation to more favorable market
Cost reduction and cash flow optimization
Business unit divestiture or closure
Lease flexibility and optionality
Market opportunism (favorable terms elsewhere)
Portfolio simplification and standardization
ESG and sustainability objectives
Estimated Total Cost of Lease Action (including dilapidations, fees, relocation)
Estimated Annual Savings or (Cost Increase) Post-Action
This section captures the condition assessment, reinstatement obligations, and comprehensive cost estimates for returning the premises to the landlord in compliance with lease covenants.
Has a professional dilapidations survey been commissioned?
Surveyor Firm Name
WARNING: Commissioning a professional dilapidations survey is strongly recommended to avoid unforeseen liabilities and disputes. Proceeding without survey increases financial risk.
Premises Condition Assessment by Category
Overall state of repair and decoration | |
Mechanical & HVAC systems condition | |
Electrical and data cabling infrastructure | |
Flooring, ceilings, and partitions | |
External facade and windows | |
Kitchen and sanitary facilities | |
Fire safety and security systems | |
Compliance with current building codes |
Detailed Dilapidations & Reinstatement Cost Estimate
Work Item Description | Category (e.g., MEP, Finishes, Structure) | Low Estimate | Medium Estimate | High Estimate | Contingency % | Medium + Contingency | ||
|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | ||
1 | Remove all tenant partitions and restore to open plan | Finishes | $15,000.00 | $25,000.00 | $40,000.00 | 15 | $28,750.00 | |
2 | Reinstate original ceiling grid and lighting | MEP | $8,000.00 | $12,000.00 | $18,000.00 | 10 | $13,200.00 | |
3 | Restore flooring to base building standard | Finishes | $10,000.00 | $15,000.00 | $22,000.00 | 15 | $17,250.00 | |
4 | Remove data cabling and make-good | MEP | $5,000.00 | $8,000.00 | $12,000.00 | 20 | $9,600.00 | |
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Select all building systems requiring full restoration or replacement
Heating, Ventilation & Air Conditioning (HVAC)
Electrical distribution and lighting
Structured data cabling and comms rooms
Fire detection and suppression systems
Security access control and CCTV
Plumbing and sanitary ware
Kitchen fit-out and appliances
Raised access flooring
Suspended ceilings
Internal glazing and partitions
Signage and branding
External building fabric repairs
Are there any tenant improvements that the landlord may wish to retain (surrender value negotiation)?
Summary of Key Dilapidations Risks and Mitigation Approach
Upload dilapidations survey report (if available)
Upload photographic evidence of premises condition
Has legal advice been obtained on reinstatement obligations interpretation?
Legal Counsel Name
This section ensures compliance with all contractual notice requirements, statutory obligations, and legal formalities to validate the lease action and mitigate legal risk.
Critical Notice Timeline & Compliance Tracker
Notice Type | Contractual Notice Deadline | Actual Notice Served Date | Landlord Acknowledgment Received | Compliant with Lease Requirements? | Comments/Deviation Explanation | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | Break-Clause Exercise Notice | 6/30/2025 | 5/15/2025 | 5/20/2025 | Yes | Served 45 days early via registered courier | |
2 | Dilapidations Response Notice | 8/31/2025 | Awaiting landlord's schedule of dilaps | ||||
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Is there any existing dispute or potential litigation with the landlord?
Describe dispute nature, status, and impact on lease action
Which dispute resolution mechanism applies if disagreements arise?
Arbitration
Mediation
Expert Determination
Court Jurisdiction
No specific mechanism
Not yet determined
Does this lease action trigger cross-border tax implications (e.g., permanent establishment, VAT/GST)?
Describe tax implications and mitigation strategy
Professional Fees & Transaction Costs Estimate
Fee Category | Estimated Cost | Service Provider | Invoice Due Date | ||
|---|---|---|---|---|---|
A | B | C | D | ||
1 | Legal Fees - Lease Surrender | $15,000.00 | Global Law Firm LLP | 9/30/2025 | |
2 | Dilapidations Surveyor | $8,000.00 | Property Consultants Inc | 7/15/2025 | |
3 | Project Management - Make Good | $12,000.00 | CRE Project Services | 10/31/2025 | |
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Summary of Legal Risk Assessment and Mitigation Plan
Upload copies of all notices served and landlord correspondence
Upload legal opinion on lease action validity
This section establishes the formal approval workflow, risk sign-off, and executive accountability for the lease action decision and its financial implications.
Form Prepared By (Name & Title)
Form Preparation Date & Time
Business Unit/Division Responsible for Lease
Has this lease action been reviewed and endorsed by Regional Real Estate Lead?
Regional Lead Name & Review Date
Is budget available to cover all associated costs (dilapidations, fees, relocation)?
Budget Code/Cost Center Reference
Explain budget shortfall and funding proposal
Overall Risk Assessment Rating for this Lease Action
Key Risks Identified and Mitigation Strategies
Does this lease action require Board of Directors notification or approval?
Board approval required per delegated authority limits
Board notification required but approval not needed
No Board involvement required
To be determined by General Counsel
Are there any related party considerations (e.g., landlord is corporate affiliate)?
Describe related party relationship and governance steps taken
Post-Approval Implementation Timeline & Milestones
Milestone Activity | Target Completion Date | Responsible Party | Critical Path Item? | Success Criteria | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Serve formal break notice to landlord | 6/30/2025 | Legal Department | Yes | Acknowledged receipt by landlord | |
2 | Complete dilapidations works | 10/31/2025 | Facilities Management | Yes | Landlord sign-off on works | |
3 | Employee relocation to new premises | 9/15/2025 | HR & CRE | Yes | Zero business disruption | |
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Will this action trigger any employee consultation or union negotiations?
Describe employee impact and consultation plan
Head of Corporate Real Estate Approval - Electronic Signature
Head of CRE Approval Date & Time
Chief Financial Officer Approval - Electronic Signature
CFO Approval Date & Time
CFO Comments & Conditions (if any)
Post-action monitoring and reporting required?
Post-Action Reporting Schedule
Report Type | Frequency | Recipient | First Report Due | ||
|---|---|---|---|---|---|
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To configure an element, select it on the form.