This section captures the foundational lease and space data required to validate the tenant's expansion rights. Accurate metadata ensures proper calculation of rent, compliance with lease covenants, and verification of option exercise deadlines.
Lease Agreement Reference Number
Building Legal Name & Property Address
Original Leased Suite Identifier
Original Leased Area - Rentable Square Footage (RSF)
Original Leased Area - Usable Square Footage (USF)
Original Lease Execution Date
Current Lease Commencement Date
Current Lease Expiration Date
Expansion Option Exercise Notification Deadline
Expansion Option Expiration Date
Expansion Suite Identifier (if known)
Proposed Expansion Area - Rentable Square Footage (RSF)
Proposed Expansion Area - Usable Square Footage (USF)
Total Combined Area Post-Expansion (RSF)
Does the lease contain a Right of First Refusal (ROFR) clause?
Describe the specific ROFR trigger event and contiguous space requirements:
Type of Expansion Right Being Exercised
Fixed Expansion Option (pre-negotiated terms)
Right of First Refusal (ROFR)
Right of First Offer (ROFO)
Negotiated Expansion (non-contractual)
Specify the fixed option terms including rent and concession package:
Specify the third-party offer terms being matched:
Specify the landlord's proposed terms under ROFO:
Describe the negotiation status and proposed business terms:
Lease Critical Dates & Option Milestones
Event Description | Contractual Date | Actual Date Achieved | Compliant with Notice Period? | Variance Explanation (if any) | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Initial Option Notice Sent | 6/30/2024 | 6/28/2024 | Yes | Submitted 2 days early via certified mail | |
2 | Expansion Space Measurement | 7/15/2024 | 7/18/2024 | Delayed due to landlord scheduling | ||
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Upload Executed Original Lease Agreement (PDF)
Upload All Lease Amendments & Addenda (combined PDF)
Upload Official Notice of Option Exercise (PDF)
This section conducts a comprehensive audit of all financial terms to ensure accurate pro-forma modeling, covenant compliance, and alignment with corporate real estate financial policies. Detailed escalation analysis prevents future disputes and ensures proper budgeting.
Current Annual Base Rent for Original Premises
Current Base Rent per RSF for Original Premises
Proposed Annual Base Rent for Expansion Space
Proposed Base Rent per RSF for Expansion Space
Blended Rent per RSF Post-Expansion
Rent Escalation Structure for Expansion Space
Fixed Annual Percentage Increase
Consumer Price Index (CPI) Linked
Stepped Rent Schedule
Fair Market Value Reset
No Escalation (flat)
Specify fixed annual escalation percentage:
Specify CPI index reference, floor, and cap details:
Stepped Rent Schedule
Lease Year | Annual Base Rent | Rent per RSF | ||
|---|---|---|---|---|
A | B | C | ||
1 | Years 1-2 | $650,000.00 | $52.00 | |
2 | Years 3-4 | $669,500.00 | $53.56 | |
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Specify FMV determination process and arbitration terms:
Annual Additional Rent (CAM, Taxes, Insurance) per RSF
Total Estimated Additional Rent for Expansion Space
Tenant Improvement (TI) Allowance per RSF
Total TI Allowance for Expansion Space
Is the TI allowance provided as a cash contribution or rent amortization?
Amortization period in months:
Specify disbursement schedule and conditions:
Anticipated Expansion Space Rent Commencement Date
Anticipated Expansion Space Occupancy Date
Rent Abatement Period (months)
10-Year Financial Pro-Forma for Combined Premises
Fiscal Year | Annual Base Rent | Annual Additional Rent | Total Annual Rent | Cumulative Rent | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Year 1 | $2,900,000.00 | $1,064,375.00 | $3,964,375.00 | $3,964,375.00 | |
2 | Year 2 | $2,987,000.00 | $1,096,306.00 | $4,083,306.00 | $8,047,681.00 | |
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Adjusted Security Deposit Required
Is a lease guarantor required for the expansion?
Guarantor Entity Name:
I confirm that all financial calculations have been verified against the lease and meet corporate financial covenant requirements
This section evaluates the operational impact of the expansion, ensuring optimal space utilization, compliance with internal workplace standards, and alignment with long-term headcount forecasts. Proper density planning prevents overcrowding and supports employee productivity.
Current Total Employee Headcount in Original Premises
Projected Total Employee Headcount Post-Expansion
Current Workstation Count (assigned desks)
Proposed Workstation Count Post-Expansion
Current Occupancy Density (USF per employee)
Proposed Occupancy Density (USF per employee)
Industry Standard Benchmark: 150-250 USF per employee for professional services. Your current density is within optimal range.
Workplace Strategy Model for Expansion Space
Traditional Assigned Seating
Activity-Based Working (ABW)
Hybrid Flex-Desk Model
Neighborhood-Based Seating
Executive Suite Model
Describe ABW zones (focus, collaborate, learn, socialize):
Desk-sharing ratio (e.g., 10 desks for 15 employees = 1.5):
Space Program Summary - Expansion Space Only
Space Category | Quantity | Unit Area (USF) | Total Area (USF) | Notes | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Open Workstations | 45 | 45 | 2025 | Height-adjustable desks | |
2 | Private Offices | 8 | 120 | 960 | Vice President level | |
3 | Conference Rooms | 4 | 250 | 1000 | Includes 1 boardroom | |
4 | Breakout/Collaboration | 6 | 150 | 900 | Informal meeting areas | |
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Total Expansion Space Programmed Area (USF)
Does the expansion require a phased occupancy approach?
Phasing Schedule & Employee Relocation Plan
Phase | Start Date | End Date | Employees Moving | Business Units Affected | ||
|---|---|---|---|---|---|---|
A | B | C | D | E | ||
1 | Phase 1 - IT & Facilities | 9/1/2025 | 9/15/2025 | 25 | Technology & Workplace Services | |
2 | Phase 2 - Finance & HR | 10/1/2025 | 10/15/2025 | 40 | Corporate Functions | |
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Furniture, Fixtures & Equipment (FF&E) Budget for Expansion
IT Infrastructure & Cabling Budget
Describe any special technical requirements (lab space, data center, secure areas):
Anticipated Employee Growth Rate (annual %)
Planning Horizon for Space Adequacy (years)
This section ensures regulatory compliance and building infrastructure capacity. Failure to verify zoning, fire safety, and MEP systems can result in costly retrofits, occupancy delays, or legal violations. All assessments must be validated by qualified professionals.
Municipal Zoning District Classification
Zoning Compliance Status for Proposed Use
Permitted Use (no variance required)
Conditional Use (requires approval)
Non-Conforming Use (grandfathered)
Zoning Variance Required
Pending Zoning Verification
Specify conditional use permit conditions and timeline:
Describe grandfathered rights and any expansion limitations:
Detail variance application status, hearing dates, and probability of approval:
Provide verification plan and responsible party:
Maximum Allowed Occupancy Load (persons per code)
Proposed Occupancy Load Post-Expansion
Does the expansion require fire egress path modifications?
Describe egress modifications and fire marshal approval status:
Is the existing fire alarm system adequate for expanded occupancy?
Estimated fire alarm upgrade cost:
Building Systems Capacity Assessment
System | Existing Capacity | Proposed Demand | Capacity Status | Upgrade Cost | Mitigation Plan | ||
|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | ||
1 | HVAC Cooling (tons) | 150 | 185 | Insufficient | $75,000.00 | Add 40-ton rooftop unit | |
2 | Electrical Service (amps) | 2000 | 2400 | Adequate | $0.00 | Load balancing sufficient | |
3 | Restroom Fixtures (qty) | 24 | 30 | Insufficient | $15,000.00 | Add 6 fixtures to meet code | |
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Required Parking Ratio (spaces per 1,000 RSF)
Current Leased Parking Spaces
Additional Parking Spaces Required
Are additional parking spaces available in the building or nearby?
Describe parking shortfall mitigation strategy:
Does the expansion trigger ADA accessibility upgrade requirements?
Estimated ADA compliance upgrade cost:
Are there any environmental concerns (asbestos, lead, mold) in expansion space?
Describe remediation plan, cost, and timeline:
Required Permits & Approvals (check all that apply)
Building Permit
Fire Marshal Approval
Certificate of Occupancy
Zoning Compliance Certificate
Electrical Permit
Plumbing Permit
Accessibility Compliance
Environmental Clearance
Expected Certificate of Occupancy (CO) Issuance Date
Upload Building Systems Capacity Study (PDF)
Upload Fire Safety Plan Review Letter (PDF)
This final section consolidates all findings and requires executive authorization before lease execution. The signatories certify that all financial, operational, and compliance risks have been identified and mitigated to an acceptable level.
Executive Summary & Risk Assessment
Category | Key Metric | Risk Assessment | Mitigation Strategy | ||
|---|---|---|---|---|---|
A | B | C | D | ||
1 | Financial Impact | Total Annual Rent $4.96M | Moderate - within budget | Locked rate 3% below market | |
2 | Occupancy Density | 208 USF/employee | Low - meets standards | Hybrid work model adopted | |
3 | Compliance | Zoning & permits pending | Medium - 60-day timeline | Expedited review requested | |
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Business Case Justification for Expansion
Total Capital Expenditure Required (TI + FF&E + IT + Systems)
Net Present Value (NPV) of Expansion over Lease Term
Does this expansion align with corporate real estate portfolio strategy?
Explain strategic deviation and required portfolio adjustments:
Has the CFO reviewed and approved the financial pro-forma?
CFO Approval Reference Number:
WARNING: CFO approval is mandatory before proceeding. This form cannot be submitted without CFO clearance.
Supporting Documentation Attached (check all that apply)
Executed Lease Amendment
Space Plan Drawings
Financial Pro-Forma Model
Building Systems Study
Zoning Compliance Letter
Fire Safety Approval
Environmental Assessment
Parking Analysis
Executive Business Case
Legal Opinion Letter
Director of Corporate Real Estate - Digital Signature
Director of Corporate Real Estate - Execution Timestamp
Chief Financial Officer - Digital Signature
Chief Financial Officer - Execution Timestamp
I certify that all information provided is accurate and complete to the best of my knowledge
I acknowledge that exercising this expansion option constitutes a binding commitment and financial obligation
Final Authorization Form Reference Number
Effective Date of Authorization
To configure an element, select it on the form.