RENT ROLL

Unit

Tenant

Sq.
ft

Term

Rs./Sq
ft.
month

Rent

CAM

Mkt

Total

Sales thru rent

11/__

Rent
Options
Escalations
Date Type

Comments

SECURITY DEPOSITS
Center: .

As of:..
Lease Team

Tenant Name

Date of Deposit

Amount of
Deposit (Rs)

Start Date

End Date

Date Returned
to Tenant

ACCOUNTS RECEIVABLE AGING REPORT

Tenant

Total

Total

Current

30-60 days

61-90 days

91 + days

Comments

PURCHASE ORDER
Delivery to: .
Date Required: .

F.O.B

To: Vendor name and address

PAN No. :
Confirmed:
Item

Verbal

Written

Quantity/unit Description

Purchasing
Use

Unit Price

Amount

1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
TOTAL

For Internal use

Please send ____ copies of your invoice with original bill of

Dept: lading.
Purpose: ... Authorized by:
Item Recd: ..

(Name)

(Title)

LEASE SUMMARY
New Lease

Renewal

Extension

Date: ..

Trade name: ..
Tenant name(s):
Address: ., City:
Prior tenant: ............................, Left: //.
Reason: ..
Space No.: ..Sq. ft.: . Initial term:years
Commencement date: . Occupancy date: ..
Rent commencement date: . Free rent:months
Expiration date: .. Options:
Option rent increased to: .
Base rent: . Rs... Rs. /Sq.ft./mo... Rs. /Sq. ft./yr ..
If a renewal, what was final previous rent? .............................................................. Rs. /Sq ft/mo
Rent increases: When? ...................... Fixed? Other? .
Percentage rent: . % Breakpoint:

Natural or

Artificial of Rs.yr

Current years (12 mths) sales volume: Rs. .. Sq.ft./yr .

Permitted use:
Initial monthly promotion fund and advertising: Rs.
Security deposit: Rs.
Phone: . Fax: .
Comments/variations to lease parameters:

Approvals
Approved as to tenancy and lease documentation: Date: ..
(property manager)
This lease and commission have been approved by: Phone or fax
(owners representative)
at..AM/PM on .././.to (name):

TENANT SERVICE ORDER

Date . Name of Tenant Store No.

Work assigned to (Name of service co.)
Instructions

...
Work done ........................................................

Authorized by.
Date work started .. Date work completed............
Servicepersons remarks........

Tenants signature..........
Billing record (for office use)
Amount: Labor Parts..Total..
Billing instructions....

ACCIDENT/INJURY/PROPERTY DAMAGE REPORT

Insured: ..

Location:
Phone no: ...

Date: .. Time: (am/pm) Exact location of incident

Victims name: Age: (approximate if unknown)
Residence address: ....
Business address: ...
Phone number: ...
Describe what happened: ..................................................................................................

Describe injury or damage:

Victims attitude/comments: .

First aid given?

No
Yes
by whom
Medical treatment suggested?
No
Yes
by whom
Sent to doctor/hospital?
No
Yes
by whom
If yes,
Name: .
Address: .. Phone:
Can go to own doctor?
No
Yes
unknown
If yes,
Name: .
Address: . Phone:
Any hazard present?
Type of shoes: . Pictures taken?
No
Yes
Witnesses:
Name
Address
Home/work phones
.
.

.
.

.
.

.
.
.
Police report filed?
No
Yes
Investigation no:
Remarks: ..
..
Late report phoned to: By Date
Person taking report: Date ..
Reporting persons signature

RETAIL PROPERTY INSPECTION REPORT

Property name: .
Owner: .
Address: ...
Inspected by: Date:
Common Area
4-Excellent, 3- Good, 2- Adequate, 1- Deficient, UO- Unable to observe
Parking Lot
Paving

uo

Entrances

uo

Cleanliness

uo

Electrical vaults/panels

uo

Lighting

uo

Trash Cont/ Gates

uo

Sweeping

uo

Drainage

uo

Abandoned cars
Comments

........................................................

Exterior walkways , stairways and landings

Physical condition

uo

Cleanliness

uo

Lighting

uo

Seating Area

uo

Trash Receptacles

uo

Stairs

uo

Comments

........................................................

Public restrooms
Entrances

uo

Floor coverings

uo

Walls

uo

Ceilings

uo

Dispensers

uo

Lighting

uo

Trash receptacles

uo

Cleanliness

uo

Comments

........................................................

Fire and safety equipment

Fire extinguisher

uo

Fire fighting hose

uo

Comment

........................................................

Building exteriors
Foundation

uo

Exterior Masonry

uo

Sign Band

uo

Walls/ Fences

uo

Gutter/ Downspouts

uo

Comments

........................................................

Roof
Debris

uo

Surface condition

uo

Drainage

uo

Ladder access

uo

Roof screens

uo

Comments

........................................................

Occupied
Storefronts

uo

Windows/Display

uo

Merchandising

uo

Comments

........................................................

Vacant
Leasing Info.

uo

Storefront signage

uo

Cleanliness

uo

Marketable

uo

Comments

........................................................

MAINTENANCE INSPECTION REPORT

Property name: ....
Inspection performed by: .Date inspected: .
Ground maintenance

Good

Fair

Poor

Parking lot sweeping

Trash removal

Handpicking

Cleanliness of dumpster area

Removal of abandoned cars

Good

Fair

Poor

Removal of dead plants

Condition of vacant out-lots

Cleanliness of fence lines

Condition of irrigation system

Good

Fair

Poor

General condition

Condition of gravel/ballast

Roof hatch locks

Condition of roof drains

Common area lighting

Good

Fair

Poor

Parking lot lighting

Condition of poles/fixtures/bases

Canopy lighting

Security lighting/wall packs

Time clock setting

Stocks of light bulbs / wall packs

Landscaping

Roofing

Comments

Comments

Comments

Comments

Day/ Night

Interior Lighting

Good

Fair

Spot lighting

Exit/ emergency lighting

Condition of skylights

Stock of light bulbs/ balloons

Good

Fair

Facade

Condition of skylights

Gutter and downspouts

Condition of canopies/awnings

Cleanliness of facia

Condition of rear stairway

Condition of doors

Good

Fair

General condition

Condition of striping/crosswalks

Crack filling

Condition of sidewalks

Handicapped areas

Handicapped signage

Sewer caps

Traffic signage

Vacant stores

Good

Fair

Installation of leasing signs

Windows pointing

Cleanliness of interior

Cleanliness of exterior windows

Cleanliness of bathrooms

Condition of emergency lighting

Condition of sprinkler/ smoke system

Building exterior

Parking lots

Poor Comments

Poor Comments

Poor Comments

Poor Comments

Condition of ceiling (roof leaks)

Condition of HVAC

Labeling of utilities

Maintenance shop

Good

Fair

Storage of flammables

Organization of tools and supplies

Cleanliness of shop

Condition of floor

Labeling of keys in key box

Cleanliness of truck

Condition of HVAC equipment

Poor Comments

Comments upon inspection

Date: ......

Nighttime lighting inspection

Store name

Noted in prior report?

Yes

No

Comments (which lights were out)

Action taken

Parking lot lights

Total # out

Canopy lights

Total # out

Wall pack lights

Total # out

PROPERTY EMERGENCY CONTACT INFORMATION

Property name: ..
Municipality info

Phone no.

Insurance carrier

Police

Office

Fire department

Emergency

Water and sewer

Fax

Building dept

Agent

Management

Phone no.

Utilities

Office

Electric

Office after hours

Water

Fax

Gas

General manager

Maintenance supervisor

Home:

Phone

Mobile:

Waste management

Phone no.

Phone no.

Home:
Mobile:

Contractors

Administrative assistant

Home:

Emergency board

Maintenance person 1

Home:

Electrician

Maintenance person 2

Home:

Disaster clean up
Plumber
Parking lot lights
Fire protection
Fire monitoring
Roofing
Engineer
Water Clean up

Phone no.

TENANT MAINTENANCE REQUEST LOG

Date

Tenant

Caller

Center

Nature of Code

Assigned Date

request

to

Follow

completed up

Service work code: T= Travel H= HVAC P= Plumbing E= Electric PL= Parking lot NC= New
construction TT= Tenant M= Marketing R= Roofing

WORK ORDER FORM

Tenant: .. Requested by: .
Location: Work done?
Date/time recd: . Date completed: ..
Order taken by: .....
Quantity

Description

Comments

Hours spent

Work approved by:

TENANT OPENING REPORT

To:
Owner:

Accounting:

Legal:

From: .
Subject: Tenant Opening
Date: ..
Please be advised that the following tenant has opened for business at |||||||:
Date opened: ..
Tenant name: ..
Contact:

..

Phone no.:

..

Address:

..

PLANNING FORM
Chronological Marketing Synergism Plan

January
February
March
April
May
June
July
August
September
October
November
December

Centerwide

Community

Events

Events

Anchors

Other
tenants

Competition

TENANT FACT SHEET

.
Tenant Fact Sheet
Welcome to [Property Name] To assist us in our publicity efforts, we would appreciate your
filling in this form.
It can help us to publicize your store, as well as to answer press inquiries from time to time.
1. Store name: ..
Address: ..
Telephone: Fax: ..
2. Parent company: ..
3. Other store locations in area:
4. Any unusual events scheduled for the opening of the store at the mall

5. Information about your store:

Lines of merchandise
Specialties .
Any specific manufacturers you feature ..
Basic price range ...
Special features or theme of your interior dcor, such as lighting, color, sculpture,
planting,etc.

6. Store managers name: ..

Present residence ...
History with company ...
Any unusual or interesting facts about the manager that might lead themselves to a
feature story ..

Previous experience before joining the company .

7. Assistant store managers name: ...

Present residence: ..
8. Corporate office (if applicable)
Marketing director: ...
Address .
Telephone .. Fax

9. Public/ community relations contact

Name .
Address .
Telephone .. Fax
10. History of your company
How many years has the company been in existence? .
Does it have a particular advertising slogan, motto or tagline? ..
..
..
Founder
Name .
Location
Date ...
Any interesting or unusual circumstances that led to the opening of the first store
or helped launch the company in the retailing market

11. Chief executive officer of company and official title ...

12. Other pertinent information you feel should be included in release .

13. Brief description of any enclosed photos ..

14. Number of anticipated employees

Full time
Part time

PERCENTAGE COMPARISONS

Month

January
February
March
April
May
June
July
August
September
October
November
December
Total

Center: . Year ..
Mthly Mkt Monthly sales/
Marketing expenses
expenses/
Annual sales
Advertising Promotion Overhead
Total
Annual Mkt
budget

DAILY SECURITY LOG

Date ..

Day of the week .

Emergency personnel on site: (be brief; follow-up with a detailed incident report.)
Incident # 1

Time

Incident # 2

Time

Police

.. ..

..

Fire

..

..

First shift.. Second shift

Weather conditions:
Tenant issues

1. ..
2.

3.

Safety hazards noted: 1 ...

2...
3...
Warning stickers issued: (number)
First shift:

... Fire lane

Fire lane

Handicapped parking

Handicapped parking

Other

Other

Lighting survey: (specify areas where lights are out)

Parking lot lights ..
Building emergency lights ...
Tenant signage .
Contractors on site:

1 ...
2 ...
3 ...

First shift
Second shift

..
Signature
...
Signature

Signature

Signature

This form is to be faxed to .

at .. for previous days activities.

CONSOLIDATED MONTHLY SECURITY REPORT

Date: ...
For the Month Ending ..
(Date)
Personnel Report
Name

Rank

Shield No.

Assignment

Remarks

Activity Report
Security Services
A. Vehicles
(1) Number Reported Missing
(2) Number Found In Parking Lots
(3) Number Actually Stolen From Parking Lots
(4) Number Stolen Vehicles Recovered By Police Department
(5) Thefts From Vehicles
(6) Vandalism to Vehicles

B. Vehicular Accidents
(1) Number of Vehicular Accidents
(2) Number of Vehicles Involved
(3) Number of Pedestrians Involved
(4) Number of Personal Injuries

C. Enforcement
(1) Investigations Conducted
(2) Apprehensions Made
(3) Assist. Rendered to Police and/or Tenants Sec. Depts.
(4) Traffic Tickets Issued - Customers

This Year

Last Year

(5) Traffic Tickets Issued - Employees

Security Services

This Year

Last Year

D. Assistance to Customers
(1) Stalled Cars Started
(2) Locked Cars Unlocked
(3) Lost Property Recovered
(4) Lost Children Found
(5) First Aid Given
(6) Others

E. Assistance to Stores/Center
(1) Bank Details
(2) Miscellaneous Details
(3) Apprehend Suspicious Persons
(4) Crime Investigated
(5) Disturbance Investigated
(6) Area Inspection
(7) Fire Extinguished
(8) Burglar Alarms Answered
Comments

Submitted by Approved By
Chief of Security
Mall Manager

SUPERVISORS ACCIDENT
INVESTIGATION REPORT
I. General Information
Department . Shift
Employee name . Job title
Employee number Sex (M/F)
Date of Accident . Time of accident AM/PM..
Type of accident/illness
Type of injury .. Part of body injured
Treatment First aid Medical Did employee return to work the same day? Yes No
II. Description
Where and how did accident happen? (Use additional sheets if necessary) ..

III. Causes
Specify machine, tool, substance or object connected with the accident

Unsafe mechanical/physical/environment condition at time of accident (Be specific)

....................................................................................................................
....................................................................................................................................................
Personal factors (attitude, lack of knowledge or skill, slow reaction, fatigue)

Personal protective equipment required

Was injured employee using required equipment? ..

..
..

IV. Recommendations
Action plan to prevent recurrence (modification of machine, mechanical guarding,
environment, training)
..
Supervisors signature Date: ..
V. Follow-up
Actions taken on recommendations (include date completed)

FIRE INSPECTION CHECKLIST

I.

General information

Name of facility . Date

Name of Store . Managers name
Inspectors name Inspection date
II.

Additional information

Are additional sprinklers present?

Yes

No

Are sprinklers clear of dust and obstructions?

Yes

No

Comments .....

Are chemicals/paint/hazardous materials stored on site in the proper containers? Yes

No

Comments
..

Are fire safety markings on all appropriate doors?

Yes

No

Comments
..

Are there sufficient fire extinguishers in the area?

Yes

No

What types are they?

Have fire extinguishers been inspected regularly?

Yes

No

Comments
..

Are there smoke detectors in the closed-up storage areas/areas where chemicals, etc. are stored?
Yes
No
Comments
..

Additional information

Inspector

Date

Inspector

Date

Store manager/employee

Date

LOST AND FOUND REPORT

Report no. ..
Time AM/PM

Recovered

Location Date

Individuals accepting and handling property: Security officer ..

(name)

Store employee ..
(name)

Property is

Lost

Found

Notified by:

Name
Address
City .. Home phone . Work phone ...

Check here if above does not care to be known.

Owner of property?

Yes No

Description of property
...

Disposition of property after 60 days

Form To Be Filled Out by Person Claiming Lost Property

(in receipt)
I hereby certify that I am

(the legal owner)

of the above property .

(the legal agent of the owner)

Check here if property is intact

List any property not received
...
Name

Address

Date ..
Time .

City

Home Phone .. Work Phone ..

Employee or officer giving release sign here Date ...

Person claiming lost property sign here Date ...

RETAILERS SATISFACTION SURVEY

Retailers Satisfaction Survey
Please select the letter, number or choice that represents the best answer to each question
below. If you oversee more than one property, your comments may be given as an overall
response.
1. What is your companys type of business? (check one)

Clothing

other retail stores food/food service other (specify): .............

2. What is your position with the company? (Check one)

Owner

store manager

other employee

corporate staff (specify):

Other (specify): ..
3. How good a job do you think (name of Management Company) does on the following;
Poor

Excellent

a. Keeping the parking lot and common area clean

b. Ensuring a process to address safety and security

and security concerns

c. Making repairs to the common area

d. Using quality contractors for maintenance

e. Maintaining a good tenant mix

4. How many times in the last 12 months have you or someone in your company contacted
(name of Management Company) about a problem (such as billing, maintenance, etc) with the
property you are leasing? (Check one)

fewer than 5 times

5 to 10 times

10 to 20 times

more than 20 times

5. Please circle the number that most closely reflects your opinion.
Strongly
Disagree

a. (Name of management company)

personnel are friendly and treat us
politely and with respect

Strongly
Agree

b. When (name of Management Company)

makes the decisions about our property,
they explain the decisions clearly.

c. We trust the people we deal with at

(name of Management company)

d. (Name of Management Company) treats

us fairly

e. (Name of management Company) listens

to us whenever we have a problem or
concern

f. When (name of management company)

agrees to solve our problems, it does so
quickly

g. I feel my relationship with (name of

management company) is valuable to me

h. My business is doing as well as projected

6. How much do you agree with the following statements about your leasing Representative?
Strongly
Disagree

Strongly
Agree

a. Was courteous and friendly

b. Seemed genuinely happy to have my

business

c. Explained matters so that I could

understand

d. Was responsive to my concerns and

questions

e. Returned my calls promptly

f. Was interested in understanding my

business needs

g. Worked to reach an agreement that

benefited both parties

7. How much do you agree with the following statements about your Property Manager?
Strongly
Disagree

Strongly
Agree

a. Was courteous and friendly

b. Easy to contact

c. Returned my calls promptly

d. Listened to our concerns and problems

e. Was responsive to my concerns and

questions

f. Followed through on things he/she

promises

8. What do you think (name of Management Company) does especially well?

9. In what areas do you think (name Management Company) needs to improve its performance?

How?
..
..
Additional comments

(Optional) Name
Thank you in advance for your help on this very important project.

EXISTING TENANT QUESTIONNAIRE

TENANT QUESTIONNAIRE
Building Date: .
Rating basis: Excellent 9-10 Good 6-8

Fair 4-5 Poor 1-3

Please use a number to rate the following items.

I. Management services

Score

A. Professionalism and quality of action by building personnel

when called for assistance:
1. Property manager
2. Secretary or receptionist
3. Engineer or maintenance
4. Leasing personnel
B. Response time to requests, work orders, invoicing, etc.
C. Accessibility/availability of building personnel
Comments/ suggestions.
...

II. Janitor services

Quality of janitorial service in:

Score

A. Lobby and other public areas

B. Your office areas

C. Restrooms

Comments/ suggestions.
...

Existing tenant questionnaire

III. Building security/ life safety

Score

A. Professionalism and appearance of security personnel

B. After hours security/ accessibility

C. Fire and emergency procedures-do you know what they are?

Comments/ suggestions.
...

IV. Parking services

Score

A. Garage management

B. Appearance of facilities

C. Appearance of personnel

D. Visitor parking

E. Contract parking
F. Security
Comments/ suggestions.
...

V. Building elevators

Score

A. Elevator service

B. Appearance and maintenance

Comments/ suggestions.
...

VI. Other Building attributes

Score

Quality of maintenance/ appearance in:

A. Heating and air conditioning

B. Exterior landscaping

C. Interior landscaping

D. Common areas

E. Retail services

F. Others

Comments/ suggestions.
...

VII. Space requirements

Can these premises be adequate to meet the future needs?

Score

VIII. Services
A. What is the most valued service the facility currently provides?
.
.
B. What additional services would you like to have provided?
.
.
General Comments: .
.
.
.
.
.
.
.
.
.
.

Optional
Name . Company

MAINTENANCE/SERVICE CONTRACTS LOG

Center:
Contact
Number

Vendor

Type of
Service

Billing Amount

Annually Monthly

Term

Start

Ins
Cert
End

Ins. Cancellation
Clause: 30 Day
Notice
Yes
No

Date: .
Expense
Code
Acct. #

Misc.