This section captures fundamental property data and lease contract details to establish a complete operational baseline. Accurate metadata ensures proper financial reporting, lease administration, and strategic facility management.
Facility Legal Name or Identifier
Complete Facility Address
Geographic Region Classification
Americas
Europe
Asia Pacific
Middle East & Africa
Other
Facility Type Classification
Office Building
Corporate Campus
Mixed-Use Development
Industrial/Loft Conversion
Data Center
Flagship Location
Other
Official Acquisition/Lease Commencement Date
Lease Agreement Execution Date
Lease Term End Date
Total Lease Term Length (in months)
Monthly Base Rent Amount
Currency for All Financial Transactions
USD
EUR
GBP
JPY
AUD
CAD
CHF
CNY
INR
Other
Security Deposit Amount Held
Annual Rent Escalation Percentage
Total Leasable Area
Unit of Measurement for Area
Square Feet
Square Meters
Landlord Legal Entity Name
Primary Landlord Contact Information
Property Management Company Name
Property Manager Contact Details
Previous Tenant/Occupier Name (if applicable)
Upload Fully Executed Lease Agreement (PDF)
Upload Property Condition Assessment Report
Insurance Requirements and Coverage Limits
Utilities and Services Included in Rent
Electricity
Water
HVAC
Janitorial
Waste Management
Internet Backbone
Parking
None of the Above
Critical Lease Dates and Financial Milestones
Event Description | Event Date | Financial Impact | Responsible Party | |
|---|---|---|---|---|
Rent Commencement | 1/1/2025 | $0.00 | Tenant | |
First Rent Escalation | 1/1/2026 | $5,000.00 | Landlord | |
Lease Renewal Option Deadline | 6/30/2029 | $0.00 | Tenant | |
Does the lease contain early termination clauses?
Are subletting or assignment provisions permitted?
Are there renewal options or rights of first refusal?
Security and IT infrastructure are critical for operational continuity. This section ensures all access control, surveillance, and technology systems are properly documented, migrated, and tested before full occupancy.
Does the facility have an existing electronic access control system?
Total Number of Physical Access Points (doors, gates, elevators)
Badge/Credential System Type
Proximity Cards
Smart Cards
Mobile Credentials
Biometric
Mixed/Hybrid
None
Is there a complete inventory of physical keys?
Primary Security Systems Vendor Name
Security Service Contract End Date
Are surveillance cameras installed and operational?
Alarm Systems Present (select all that apply)
Intrusion/Burglar Alarm
Fire Alarm
Panic/Duress Alarm
Environmental Monitoring
None
Rate Current IT Infrastructure Readiness for Enterprise Integration (1=Poor, 5=Excellent)
Network Connectivity Status
Enterprise Fiber Active
Fiber Installed, Pending Activation
Copper/DSL Only
No Enterprise Connectivity
Other
Is a dedicated server room or data closet present?
Target IT Systems Migration Completion Date/Time
Data Security Compliance Standards Required (select all)
ISO 27001
SOC 2
GDPR
PCI DSS
HIPAA
Company Internal Standard
Local Regulatory Standard
Has a cybersecurity vulnerability assessment been completed?
Network Backup Systems in Place
Critical IT Vendor Contact Information
Security Systems Integration Testing Schedule
Fallback/Contingency Plan if Migration Issues Arise
Access Badge Allocation by Department
Department Name | Headcount | Badges Required | Access Level (Basic/Enhanced/Admin) | 24/7 Access Needed? | |
|---|---|---|---|---|---|
Finance | 25 | 25 | Enhanced | ||
IT Operations | 10 | 15 | Admin | Yes | |
Environmental, Health, and Safety compliance is non-negotiable. This section verifies that all regulatory requirements are met, risks are identified, and appropriate controls are implemented before occupancy.
Has a comprehensive EHS baseline assessment been conducted?
Are there any known hazardous materials on site?
Asbestos Survey Status
Not Required
Survey Completed - None Found
Survey Completed - Managed In Place
Survey Pending
Unknown
Last Fire Safety System Inspection Date
Number of Emergency Exits and Egress Paths
Rate Accessibility Compliance with Universal Design Standards (1=Non-Compliant, 5=Fully Compliant)
Required Permits and Licenses Obtained (select all that apply)
Occupancy Permit
Business Operating License
Fire Department Approval
Health Department Clearance
Environmental Permit
Accessibility Certification
Construction/Renovation Permits
Last Regulatory Inspection Date (any agency)
Has there been any EHS incidents or violations in the past 24 months?
Is specialized safety training required for facility staff?
Waste Management Protocol Status
Contracted with Licensed Vendor
Internal Process Established
Pending Vendor Selection
Not Addressed
Has indoor air quality assessment been performed?
Is potable water quality testing completed?
Local Emergency Services Contact Information
Upload EHS Policy and Emergency Response Plan
Have all relevant regulatory bodies been notified of change in occupancy?
Does the facility comply with current public health protocols?
Is adequate insurance coverage verified for EHS-related liabilities?
Effective space utilization and brand representation are crucial for employee productivity and corporate identity. This section ensures optimal desk allocation, renovation planning, and budget adherence.
Maximum Employee Capacity (based on fire code and space)
Current Headcount Planned for Initial Relocation
Upload Departmental Space Allocation Plan (CAD drawing or PDF)
Target Desk Sharing Ratio (e.g., 1 desk per 1.2 employees)
Office Layout Strategy
Open Plan
Hybrid (Open + Private)
Activity-Based Working
Traditional Private Offices
Neighborhood-Based
Other
Is brand-aligned renovation or fit-out required?
Renovation Budget Breakdown by Category
Category | Budgeted Amount | Spent to Date | Remaining Budget | Priority (1=Low, 5=Critical) | |
|---|---|---|---|---|---|
Branding & Signage | $50,000.00 | $0.00 | $50,000.00 | ||
Furniture & Fixtures | $75,000.00 | $25,000.00 | $50,000.00 | ||
IT Infrastructure | $100,000.00 | $30,000.00 | $70,000.00 | ||
Mechanical/Electrical | $50,000.00 | $10,000.00 | $40,000.00 | ||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 | |||||
$0.00 |
Does renovation plan comply with corporate branding guidelines?
Percentage of Existing Furniture to be Reused
Target Sustainability Certification
LEED
WELL
BREEAM
Green Star
No Certification Pursued
Other
General Contractor Selection Status
Not Started
RFP Issued
Under Evaluation
Contract Executed
N/A - No Renovation
Target Renovation Completion Date
Will move-in be conducted in phases?
IT Equipment and Peripheral Allocation Plan
Rate Employee Commute and Transport Access (1=Poor, 5=Excellent)
Employee Amenities Available or Planned (select all)
Cafeteria/Kitchen
Fitness Center
Parking Garage
Bike Storage
Showers/Lockers
Mother's Room
Quiet Rooms
Game/Recreation
Outdoor Space
None
Is employee parking available on-site or nearby?
Is comprehensive signage and wayfinding required?
Final approval signifies that all critical aspects of the facility handover have been verified, risks assessed, and the property is ready for integration into the corporate portfolio. Both signatories must thoroughly review all previous sections before signing.
Verification Checklist - All Items Must Be Confirmed (select all to confirm)
Lease metadata validated with legal
Security systems operational and tested
IT migration plan approved by CIO
EHS compliance verified
Renovation budget approved by finance
Employee allocation plan reviewed by HR
All critical documents uploaded
Risk assessment completed
Stakeholder notifications sent
Are all critical documents and attachments provided in this form?
Has comprehensive compliance verification been completed by legal and EHS teams?
Has the renovation and operational budget received final finance approval?
Is the integration timeline realistic and aligned with corporate objectives?
Has a formal risk assessment been conducted for this integration?
Have all key stakeholders been formally notified and aligned?
Head of Corporate Real Estate - Full Name
Head of Corporate Real Estate - Digital Signature
Head of Corporate Real Estate - Approval Date
Integration Director - Full Name
Integration Director - Digital Signature
Integration Director - Approval Date
Additional Comments or Special Conditions
I formally accept handover of this facility and assume operational responsibility
Post-Handover Support Plan and Transition Period Requirements
Upload Final Compiled Document Package (ZIP all key files)