This section captures all critical lease and property details required for settlement processing. Please ensure all information matches the original executed lease agreement.
Lease Agreement Reference Number
Property Manager Reference ID
Property Full Address
Property Type Classification
Office Space
Retail Unit
Industrial Warehouse
Mixed-Use Commercial
Residential (Multi-family)
Specialized Facility (Medical, Laboratory, etc.)
Other
Please specify other property type:
Total Leasable Area (in square meters)
Original Lease Commencement Date
Original Lease Expiration Date
Current Early Termination Date Requested
Remaining Lease Term (in months) as of termination date
Tenant Legal Entity Name
Tenant Contact Person Full Name
Tenant Contact Email
Landlord Legal Entity Name
Landlord Authorized Representative Name
Current Monthly Base Rent Amount
Rent Payment Frequency
Monthly
Quarterly
Semi-Annually
Annually
Security Deposit Amount Held
Has the tenant provided a Guarantor or Bank Guarantee?
Please provide Guarantor details and guarantee amount:
Does the lease permit sub-leasing or assignment?
Please specify sub-leasing conditions and any existing sub-tenant arrangements:
Are there any outstanding rent arrears or payment disputes?
Outstanding Amount
Are there any special lease clauses relating to early termination (e.g., reinstatement obligations, specific penalties)?
Describe special clauses and implications:
Upload executed lease agreement (PDF format)
Upload any lease amendment documents (if applicable)
This section documents the justification for early termination and verifies compliance with contractual break clauses. Supporting evidence must be provided for all claims.
Termination Initiated By
Tenant (Voluntary)
Tenant (Financial Hardship)
Tenant (Business Relocation)
Landlord (Breach by Tenant)
Landlord (Redevelopment)
Mutual Agreement
Force Majeure Event
Other
Describe financial hardship circumstances and provide supporting documentation references:
Provide new location details and business justification for relocation:
Detail specific tenant breach incidents and dates:
Describe redevelopment plans and timeline:
Please specify termination initiator details:
Does the lease contain an explicit break clause permitting early termination?
Specify break clause reference (e.g., Clause 12.3) and key conditions:
WARNING: Without a break clause, early termination may constitute a breach. Legal review is strongly recommended before proceeding.
Has the required notice period been properly served and acknowledged?
Notice Served Date
Explain notice period deficiency and mitigating circumstances:
Tenant's Proposed Vacation Date
Has the tenant provided formal written termination notice?
Upload termination notice document
Are there any conditions precedent to exercising the break clause (e.g., rent compliance, reinstatement)?
Select all applicable break conditions that must be satisfied:
All rent and service charges paid in full
No material breaches of lease covenants
Vacant possession of the property
Completion of reinstatement works
Removal of all tenant fixtures and alterations
Compliance with repair and decoration covenants
Payment of break clause penalty fee
Other
Specify other break conditions:
Has the tenant complied with all break clause conditions?
Detail specific unmet conditions and remediation plan:
Has the landlord acknowledged receipt of termination notice in writing?
Upload landlord acknowledgment letter
Explain lack of acknowledgment and steps taken to confirm receipt:
Are there any disputes regarding the interpretation of break clause terms?
Describe dispute details and current resolution status:
Has either party sought legal advice regarding this termination?
Provide legal counsel details and key advice summary:
Supporting Documentation Provided (select all that apply)
Board resolution authorizing termination (for corporate tenants)
Financial statements evidencing hardship
Relocation contract or new lease agreement
Break clause notice proof of service
Correspondence between parties
Legal opinion letter
Property condition schedule at lease commencement
Other
Specify other documentation:
Upload all supporting documentation referenced above
Conduct a comprehensive physical inspection to document all breaches of repair and reinstatement obligations. Use standardized rating scales and provide photographic evidence for all identified issues.
Inspection Date and Time
Inspector Full Name and Professional Qualification
Was the tenant or tenant's representative present during inspection?
Attendee Name and Position
Explain efforts made to invite tenant participation:
Overall Property Condition Rating (1 = Excellent, 5 = Severe Dilapidation)
General Condition Assessment by Category
Compliant - No Action Required | Minor Wear - Acceptable | Moderate Damage - Requires Attention | Significant Breach - Requires Remediation | Severe Breach - Requires Complete Replacement | |
|---|---|---|---|---|---|
Structural integrity (walls, floors, ceilings) | |||||
Mechanical & Electrical systems (HVAC, lighting, power) | |||||
Plumbing and drainage systems | |||||
Flooring condition (carpet, tiles, hardwood) | |||||
Decorative finishes (paint, wallpaper, trim) | |||||
Glazing and windows | |||||
Doors and door hardware | |||||
Kitchen and pantry facilities (if applicable) | |||||
Restroom facilities (if applicable) | |||||
External areas and landscaping (if applicable) |
Does the property require specialist technical assessment (e.g., asbestos, structural engineer, environmental)?
Select required specialist assessments:
Asbestos survey
Structural engineer report
Mold and moisture assessment
Fire safety compliance audit
Environmental contamination test
Accessibility compliance review
Other
Specify other specialist assessment:
Have reinstatement works been completed to return the property to original condition?
Type of Alterations Remaining (select all that apply):
Partition walls not removed
Tenant-installed fixtures remaining
Modified electrical/data cabling
Non-standard lighting installations
Custom flooring not removed
Branding/signage still in place
Modified HVAC configurations
Other alterations
Specify other alterations:
Are there any health and safety hazards present in the property?
Describe hazards and required immediate actions:
Detailed Dilapidations Schedule with Cost Estimates
Room/Area Location | Specific Defect/Item | Severity Category | Description of Breach | Estimated Remediation Cost | Loss of Rent During Works | Total Financial Impact | Photo Evidence (upload) | ||
|---|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | H | ||
1 | Main Office Floor | Carpet staining and tears | Replacement Required | Extensive damage beyond normal wear | $4,500.00 | $2,800.00 | $7,300.00 | ||
2 | Kitchen Area | Damaged cabinetry and countertops | Major Repair | Water damage to lower units | $3,200.00 | $1,400.00 | $4,600.00 | ||
3 | Reception | Scuffed paintwork and wall dents | Minor Repair | General redecoration required | $850.00 | $0.00 | $850.00 | ||
4 | $0.00 | ||||||||
5 | $0.00 | ||||||||
6 | $0.00 | ||||||||
7 | $0.00 | ||||||||
8 | $0.00 | ||||||||
9 | $0.00 | ||||||||
10 | $0.00 |
Are there any items in the property that should be excluded from dilapidations liability (e.g., landlord's fixtures, fair wear and tear)?
List excluded items with justification:
Inspector's Overall Assessment Summary and Recommendations
Upload comprehensive inspection report (PDF)
Upload all photo evidence (compiled in ZIP or PDF format)
This section calculates all financial obligations arising from early termination and dilapidations. All calculations must be supported by lease terms and inspection findings. Use the table below for detailed itemization.
Total Outstanding Rent Arrears (if any)
Outstanding Service Charges or Operating Expenses
Outstanding Utilities (electricity, water, gas, etc.)
Early Termination Penalty (if specified in lease)
Total Dilapidations Remediation Costs (from Section 3)
Loss of Rent During Remediation Period
Professional Fees (Surveyors, Legal, Administrative)
VAT or Applicable Tax on Charges (if applicable)
Detailed Financial Settlement Calculation
Charge Category | Description and Lease Reference | Amount Due | Security Deposit Offset | Net Amount Payable by Tenant | Net Amount Payable to Tenant | Payment Priority | ||
|---|---|---|---|---|---|---|---|---|
A | B | C | D | E | F | G | ||
1 | Rent Arrears | Outstanding Q4 2024 rent | $0.00 | $0.00 | $0.00 | $0.00 | 1 - Critical | |
2 | Early Termination Penalty | Clause 8.2 - 6 months rent | $51,000.00 | $25,500.00 | $25,500.00 | $0.00 | 1 - Critical | |
3 | Dilapidations | Schedule of Dilapidations from Section 3 | $12,750.00 | $12,750.00 | $0.00 | $0.00 | 2 - High | |
4 | Professional Fees | Surveyors and legal costs | $3,500.00 | $0.00 | $3,500.00 | $0.00 | 2 - High | |
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 |
Total Gross Financial Claim Against Tenant
Total Security Deposit Applied to Offsets
Net Settlement Amount (Payable by Tenant)
Net Refund Due to Tenant (if deposit exceeds claims)
Are there any disputed charges that require negotiation or arbitration?
Detail disputed items, tenant's position, and proposed resolution approach:
Settlement Payment Terms
Immediate full payment upon settlement agreement
Staged payment plan (within 30 days)
Staged payment plan (31-90 days)
Offset entirely from security deposit
Subject to dispute resolution
Other negotiated terms
Specify staged payment schedule:
Specify staged payment schedule:
Specify negotiated terms:
Does the tenant have insurance that may cover any of these costs (e.g., dilapidations insurance)?
Provide insurance policy details and claim status:
Financial Calculation Notes and Assumptions
Final approval and authorization section. All signatories must review complete form, supporting documentation, and financial calculations before executing. This section captures formal approval and triggers settlement execution.
Property Manager Name (Preparing Officer)
Property Manager Submission Date/Time
Property Manager Digital Signature
Has the Property Manager verified all information in Sections 1-4 for accuracy and completeness?
Form cannot proceed to sign-off until all sections are complete and verified. Please return to incomplete sections.
Asset Manager Name (Reviewing Officer)
Asset Manager Review Date/Time
Asset Manager Approval Decision
Approve - Proceed with settlement as documented
Approve with Conditions - See comments
Reject - Return for corrections/clarification
Escalate to Corporate Real Estate Director for decision
Specify approval conditions and required actions:
Detail reasons for rejection and required corrections:
Explain escalation rationale and specific issues requiring director-level decision:
Asset Manager Digital Signature
Corporate Real Estate Director Name (Final Approving Authority)
Director Final Approval Date/Time
Director Final Decision
Authorize Settlement - Execute as documented
Authorize Settlement with Director-level Conditions
Reject Settlement - Do not proceed
Require Board Approval (for high-value or complex cases)
Specify director-level conditions:
Provide detailed rejection rationale and alternative recommendations:
Explain need for board approval and timeline:
Corporate Real Estate Director Digital Signature
Has the tenant been provided with a copy of this settlement form and all supporting documentation?
Date Tenant Received Documentation
Explain documentation delivery plan and timeline:
Do all parties agree to the settlement terms documented herein?
Outline areas of disagreement and next steps for resolution:
Final Settlement Execution Notes and Handover Instructions
Document Distribution List (select all recipients)
Tenant Legal Department
Tenant Finance Department
Landlord Legal Counsel
Landlord Finance Team
Property Management File
Asset Management Records
Corporate Real Estate Portfolio System
External Auditors (if required)
Other
Specify other recipients:
Upload final executed settlement agreement (once signed by all parties)
Has property access been formally returned and keys surrendered?
Key Return Date/Time
Specify key return arrangements and deadline:
To configure an element, select it on the form.