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?
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?
Was the tenant required to maintain liability insurance throughout the lease term?
Did the tenant sublease any portion of the premises?
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?
Structural Elements Condition Assessment
Element Type | Location/Area | Condition Status | Estimated Restoration Cost | Photographic Evidence Captured? | Detailed Observations & Notes | |
|---|---|---|---|---|---|---|
Are there any signs of water damage, mold, or moisture intrusion?
Were all mechanical, electrical, and plumbing (MEP) systems restored to original configuration?
Is there any evidence of unauthorized signage, branding, or tenant-specific markings remaining on the premises?
Have all tenant-installed fixtures, furniture, and equipment (FF&E) been removed?
Have all data and telecommunications cabling been removed or properly abandoned-in-place?
Are there any hazardous materials present (e.g., asbestos, lead paint, chemical residues)?
Were professional inspections conducted (e.g., structural engineer, environmental consultant)?
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 | |
|---|---|---|---|---|---|---|---|---|
Does the premises have sub-metering for individual systems or departments?
Have all HVAC systems been properly decommissioned and shut down?
Have all specialized systems (e.g., server cooling, refrigeration, process equipment) been decommissioned?
Are there any shared utility services with adjacent tenants that require special handling?
Have all final utility readings been jointly verified with the tenant representative?
Have all utility disconnections been completed in compliance with safety regulations?
Are there any outstanding utility liens or encumbrances on the premises?
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 | |
|---|---|---|---|---|---|---|---|---|
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 | |||||||
$0.00 | $0.00 |
Are there any outstanding rent arrears or late fees?
Are there any unpaid common area maintenance (CAM) charges or operating expense reconciliations?
Are there any legal or administrative fees associated with the closeout process?
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?
Security Deposit Settlement Method
Full refund via electronic transfer
Partial refund with itemized deductions
Full forfeiture applied to outstanding debts
Escrow pending dispute resolution
Has the tenant provided forwarding address for refund and final communications?
Are there any third-party claims on the security deposit (e.g., sublandlord, lender)?
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?
Have all mandatory photographs and supporting documentation been collected and archived?
Are there any outstanding tenant obligations that would prevent clearance?
Has the tenant returned all keys, access cards, and parking transponders?
Has the premises been officially vacated and is ready for re-leasing?
Has a final walk-through been conducted with tenant representation present?
Property General Manager Signature
Does the Property General Manager approve the closeout and settlement calculation?
Leasing Director Digital Signature
Does the Leasing Director concur with the closeout approval and settlement?
General Manager Comments and Final Notes
Leasing Director Comments and Re-Leasing Strategy Notes
Should this closeout be flagged for process improvement review?
Final Documentation Package Reference Number
Has the complete documentation package been archived in the property management system?