In commercial real estate leasing, it is important that you as a commercial real estate agent have some definite procedures for tenant move-in. They are almost like a checklist and that checklist will be relevant to the property, the landlord, the area and the lease. Everything must be checked.

After negotiating the terms of a lease, the central component to moving forward with the tenant is getting the lease signed correctly and legally for all parties involved. Although the tenant may have signed the lease first (this is normal), the landlord still has to sign and agree to the terms of the lease. For this same reason, the tenant should not be given access to the premises until full acceptance has been given and the owner approves the access. Any other obligations of the tenant must also be satisfied, such as the payment of rent, deposits, guarantees and any additional agreements required.

So here is a list of some things you can include in your move-in procedures with tenants. Add to the list based on your area, property, landlord, agency, and tenants.

1. The lease must be properly signed. Normally, the client’s attorney would be involved in that process. The lawyer must confirm that all the documents are correctly executed.
2. Rents and deposits must be paid in accordance with the terms and conditions of the lease.
3. The tenant will normally have to provide some form of security, bond or bank guarantee. That should be done and checked. It should be noted that the size of the guarantee must be sufficient to protect the owner in times of default by the tenant. Normally this figure is equivalent to 3 to 6 months of rent and exit costs.
4. Very often, a lease will involve the provision of an incentive for the tenant. This could be a rent rebate, a retrofit contribution, a cash payment, or a retrofit. All of this should not be done until the tenant has satisfied the terms and conditions of the lease.
5. All plans and drawings for the tenant’s equipment must be submitted to the owner for consideration before the tenant seeks approval from the local council or building approval board.
6. Inspect the premises to make sure everything is in order with the requirements of the lease. Take a log and photos of the facility as part of that inspection.
7. Get tenant staff details and access approvals so property security can be changed.
8. Modifications to the signage and directory will need to be made for the new tenant entering the property.
9. Inform the tenant about access and security issues that must be met. If the building contains other tenants, this process is really important.
10. Obtain the renter’s coverage note for insurance as provided in the lease.
11. Inform the property manager of the tenant’s occupancy and introduce the tenant to the property manager.

Different types of properties will add things to this list. It is important to have a list that includes these things. In this way, you can control the move of the tenant to the commercial or retail property.