Can this form be signed electronically?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most jurisdictions when intent, consent, attribution, and retention are met. Confirm the transaction is not within ESIGN exceptions such as wills or court orders.

Is notarization required for the request form?

Typically no for a preliminary request form. Notarization or recording may be required for long-term leases in some jurisdictions. If notarization is needed, remote online notarization (RON) is available where authorized and requires identity proofing and audio-video recording.

What happens if the names or TINs do not match?

A name or TIN mismatch can trigger backup withholding (24%) and delay payment processing. Use the tenant's exact legal name and EIN on tax and payment fields to avoid IRS backup withholding and contract disputes.

How long must I retain the completed form?

Retain relevant lease documentation for the term of the lease plus additional years for tax and audit purposes. The IRS typically requires three years (IRC §6501(a)); HIPAA requires six years for PHI (45 CFR §164.530(j)).

Can I use any eSignature vendor for this form?

Use a vendor that complies with ESIGN/UETA and offers an auditable completion certificate. Verify platform security like TLS 1.2/1.3, AES-256 at rest, and request a HIPAA BAA where PHI is present.

How do I correct errors after signatures are applied?

Corrections generally require an amendment or a signed correction addendum executed by all parties. For clerical errors, parties often execute a short amendment or mutual acknowledgment signed and dated to preserve enforceability.

Electronic Signature
Templates
Legal
Commercial Lease Request Form

Commercial Lease Request Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

COMMERCIAL LEASE REQUEST FORM

This Commercial Lease Request Form (the "Request") is made effective as of Date: by and between Landlord Name: , Landlord Address: (Landlord), and Tenant Name: , Tenant Address: (Tenant).

RECITALS

WHEREAS, Landlord is the owner or authorized agent of the real property located at Premises Address: , consisting of approximately rentable square feet (the "Premises").

WHEREAS, Tenant desires to lease the Premises for the Permitted Use described below and has submitted to Landlord a request for lease terms including proposed Commencement Date: and Term: months.

WHEREAS, the parties intend by this Request to set forth the material terms upon which Landlord will negotiate and, if acceptable, execute a formal commercial lease agreement.

NOW THEREFORE

NOW THEREFORE, in consideration of the mutual covenants and agreements set forth herein, Landlord and Tenant agree as follows:

1. PREMISES

1.1 Lease of Premises. Subject to the terms of a definitive lease, Landlord agrees to consider leasing to Tenant, and Tenant requests to lease from Landlord, the Premises described above. The Premises shall include any designated parking and common area rights expressly granted in the definitive lease.

2. TERM

2.1 Lease Term. The proposed initial lease term shall be Commencement Date: for a period of months, subject to earlier termination only as provided in a negotiated lease.

3. RENT

3.1 Base Rent. Tenant proposes Base Rent of $ per Monthly Quarterly Annually , payable in advance on the first day of each rent period.

3.2 Rent Escalation. Rent shall escalate annually by or by CPI as mutually agreed in the definitive lease.

4. SECURITY DEPOSIT

4.1 Deposit Amount. Proposed Security Deposit: $, refundable in accordance with the terms of the definitive lease, subject to deductions for Tenant defaults and damage.

5. USE

Permitted Use

Tenant represents that the Permitted Use is lawful and that Tenant will not use the Premises for any other purpose without Landlord's prior written consent, which shall not be unreasonably withheld for uses consistent with building operations.

6. ALTERATIONS & IMPROVEMENTS

6.1 Tenant Improvements. Any improvements or alterations to the Premises shall require Landlord's prior written approval. Proposed Tenant Improvement Allowance: $. Tenant shall obtain required permits and comply with applicable laws.

7. UTILITIES, SERVICES & COMMON AREAS

7.1 Utilities. Tenant shall be responsible for payment of utilities serving the Premises except as otherwise agreed. Landlord shall provide standard common area maintenance services; Tenant shall pay Tenant's share of CAM charges as set forth in the lease.

8. TAXES & OPERATING EXPENSES

8.1 Tenant shall be responsible for Tenant's proportionate share of real estate taxes and operating expenses ("Additional Rent") as defined in the definitive lease. Tenant's estimated annual share: $.

9. INSURANCE & INDEMNITY

9.1 Insurance. Tenant shall maintain commercial general liability insurance with minimum limits of $ per occurrence and property insurance as required by Landlord. Tenant shall name Landlord as an additional insured to the extent customary in similar transactions.

9.2 Indemnity. Tenant shall indemnify and hold Landlord harmless from any claims arising out of Tenant's use of the Premises except to the extent caused by Landlord's gross negligence or willful misconduct.

10. ASSIGNMENT & SUBLETTING

10.1 Tenant shall not assign the lease or sublet the Premises without Landlord's prior written consent, which consent shall not be unreasonably withheld, conditioned or delayed for qualifying tenants or assignees; any transfer shall remain subject to Tenant's continued obligations under the lease.

11. DEFAULT & REMEDIES

11.1 If Tenant fails to cure any monetary default within five (5) days after written notice, or any non-monetary default within thirty (30) days after written notice (if curable), Landlord may pursue all remedies available at law or equity, including termination, damages and recovery of reasonable attorney's fees and costs.

12. NOTICES

Notice Address for Landlord Notice Address for Tenant

Notices shall be in writing and delivered personally, by nationally recognized overnight courier, or by certified mail, return receipt requested, to the addresses above, and shall be effective upon receipt.

13. GOVERNING LAW

This Request and any definitive lease contemplated hereby shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles.

14. ENTIRE AGREEMENT; SEVERABILITY; AMENDMENT

14.1 Entire Agreement. This Request sets forth the material terms of the parties' agreement to negotiate a lease and, except as expressly provided, is not intended to create binding obligations other than the parties' obligations of confidentiality and to negotiate in good faith and to provide exclusive negotiation rights where so indicated. Any obligation to execute a lease shall be evidenced only by a written lease signed by both parties.

14.2 Severability. If any provision of this Request is held invalid or unenforceable, the remainder shall remain in full force and effect.

14.3 Amendment. This Request may be amended only by a written instrument signed by both parties.

15. MISCELLANEOUS

15.1 Counterparts. This Request may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

15.2 Waiver. No waiver of any provision hereof shall be effective unless in writing and signed by the party against whom enforcement is sought.

Landlord Printed Name:

Landlord Signature:

Date:

Tenant Printed Name:

Tenant Signature:

Date:

What the Commercial Lease Request Form Is and When It’s Used

The Commercial Lease Request Form is a standardized intake document landlords, property managers, brokers, and prospective tenants use to capture the material terms and requirements that will guide lease drafting. It records property description, lease term, rent and expense allocations, tenant improvement needs, permitted use, and requested concessions so legal, finance, and operations teams can underwrite and prepare a formal lease with fewer follow-up questions.

Why a Standard Lease Request Form Matters

Using a structured request form reduces ambiguity in early negotiations, standardizes information across properties, expedites legal and financial review, and helps identify material obstacles before a lease draft is prepared, lowering rework and negotiation time.

Who Prepares and Relies on This Form

Typical users who prepare or review this form include leasing agents, property managers, in-house counsel, brokers, and prospective tenants.

Commercial landlords and property managers for intake, underwriting, and initial lease negotiations.
Tenant representatives and brokers to submit space requirements and negotiate primary lease points.
Legal and finance teams to assess risk, validate rent structure, and prepare the lease draft.

Use the form to centralize requests across departments and reduce duplicate follow-up during negotiations.

Critical Elements to Include in the Form

Include these core elements so the form is actionable for legal, finance, and operations teams and reduces back-and-forth.

Property

Clear property description including street address, suite number, rentable and usable square footage, zoning/use classification, and any known encumbrances or easements that affect permitted operations.

Term

Requested lease term with commencement and expiration dates, renewal options, extension notice periods, and any early termination or break-clause proposals for negotiation.

Rent

Base rent amount, payment frequency, escalation schedule, CAM and tax pass-throughs, whether utilities are included, and the formula used for annual increases.

Improvements

Scope of tenant improvements, proposed allowance amounts, landlord responsibilities, completion timelines, and acceptance criteria tied to tenant occupancy.

Use

Permitted uses, exclusivity requests, signage allowances, and any required permits or conditional approvals that could delay occupancy.

Guarantees

Security deposit, form of guaranty (personal or corporate), insurance requirements, and requested financial statements or credit references for underwriting.

Step-by-Step: Completing and Routing the Form

Follow the sequence below to complete, validate, and circulate a Commercial Lease Request Form to stakeholders in a controlled workflow.

01

Gather Details: Collect property address, suite, square footage, and zoning/use restrictions.
02

Specify Terms: Enter desired lease term, commencement, renewal options, and special timing clauses.
03

Costs & TI: Document proposed base rent, CAM, taxes, utilities, and tenant improvement needs.
04

Review & Send: Route to landlord, underwriting, and counsel; capture responses and record negotiated changes.

Recommended Online Workflow Settings

Suggested online configuration for collecting, authenticating, and routing Commercial Lease Request Forms using an eSignature platform to preserve the audit trail.

Field	Configuration
Signer Authentication	Email link with optional SMS code; use KBA for high-risk transactions.
Signature Fields	Require full signature, printed name, title, and date for each party.
Routing Order	Set sequential routing: tenant → landlord → legal → finance for approvals.
Audit Trail	Capture IP, timestamp, document history, and signer actions for each step.

Technical and Security Requirements for eSubmission

Common platform requirements for submitting and managing Commercial Lease Request Forms electronically, including authentication, supported file types, and audit capabilities.

File Types: PDF and Word DOCX accepted.
Integrations: CRM and ERP connectors such as Salesforce and NetSuite.
Security: TLS for transit; AES-256 for storage.

How Electronic Submission and Review Typically Flow

A concise routing flow from form completion through review, signature, and archive for operational clarity.

Upload: Sender uploads the completed form and supporting attachments.
Assign: Assign reviewers and set the required signing order.
Sign: Designated signers authenticate and apply signatures electronically.
Archive: Store the signed document and audit trail in a records system.

Essential Data Points to Collect

Tenant Name: Full legal entity name

Tax ID/EIN: Employer Identification Number

Contact Info: Email, phone, mailing address

Property Details: Address, suite, square footage

Financials: Rent amount, security deposit

Signatory Info: Authorized signer name and title

Common Preparation Mistakes to Avoid

Incomplete measurements or ambiguous square footage entries lead to rent disputes and require costly re-measurements or lease amendments later in the process.
Vague descriptions of tenant improvements produce differing expectations, delayed build-outs, and potential claims over scope and cost responsibility.
Failure to specify escalation formulas or CAM definitions results in annual reconciliation disagreements and audit burdens for both parties.
Not indicating governing law or dispute resolution procedures prolongs conflict resolution and increases legal fees if a disagreement arises.

Risks and Consequences of Errors

Delayed Filing: Negotiation delays and missed deadlines

Incorrect Address: Service disputes and invalid notices

Mismatch Names: Backup withholding or contract voiding

Missing Signatures: Unenforceable commitments risk

Unauthorized Signer: Potential contract challenge

Noncompliant Notices: Statutory notice invalidation

Typical Timelines and Response Expectations

Typical timing expectations and common internal deadlines for completing and processing the Commercial Lease Request Form.

Submission Timing:

Submit the form with an LOI or during site selection.

Landlord Review Period:

Allow 3–7 business days for initial landlord review.

Legal Review Window:

Allow 7–14 business days for counsel review and redlines.

Response Deadline:

Set a clear response date, commonly 10–21 days, to limit negotiation drift.

Final Draft Delivery:

Expect the lease draft within 14–30 days after terms are agreed.

Sample eSignature Pricing and Feature Comparison

A concise vendor comparison for common pricing and capability criteria relevant to signing and routing Commercial Lease Request Forms.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How Organizations Use a Standard Lease Request Form

These short examples show how firms replaced ad hoc intake with a standardized request form to speed lease workflows and improve recordkeeping.

Optica Ventures — COO

Optica Ventures replaced ad hoc intake with a single request form to capture tenant requirements across multiple properties.

Cut coordination time by several weeks.
Brian Fitzgibbons highlighted the interface simplicity for teams and customers, enabling faster site selection, clearer tenant expectations, and fewer follow-up clarifications during lease drafting and counsel review.

Martin Properties — Founder

Martin Properties used the form to execute lease-related documents online and integrate reviews with counsel and finance.

Enabled compliant online processing across devices.
Tim Martin noted the ability to process and execute documents with compliance controls and mobile access, reducing turnaround time and ensuring uniform documentation for audit purposes.

Common Questions About Completing and Submitting the Form

Answers to frequent questions on signing, notarization, corrections, and recordkeeping for Commercial Lease Request Forms in U.S. transactions.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most jurisdictions when intent, consent, attribution, and retention are met. Confirm the transaction is not within ESIGN exceptions such as wills or court orders.
Is notarization required for the request form?
Typically no for a preliminary request form. Notarization or recording may be required for long-term leases in some jurisdictions. If notarization is needed, remote online notarization (RON) is available where authorized and requires identity proofing and audio-video recording.
What happens if the names or TINs do not match?
A name or TIN mismatch can trigger backup withholding (24%) and delay payment processing. Use the tenant's exact legal name and EIN on tax and payment fields to avoid IRS backup withholding and contract disputes.
How long must I retain the completed form?
Retain relevant lease documentation for the term of the lease plus additional years for tax and audit purposes. The IRS typically requires three years (IRC §6501(a)); HIPAA requires six years for PHI (45 CFR §164.530(j)).
Can I use any eSignature vendor for this form?
Use a vendor that complies with ESIGN/UETA and offers an auditable completion certificate. Verify platform security like TLS 1.2/1.3, AES-256 at rest, and request a HIPAA BAA where PHI is present.
How do I correct errors after signatures are applied?
Corrections generally require an amendment or a signed correction addendum executed by all parties. For clerical errors, parties often execute a short amendment or mutual acknowledgment signed and dated to preserve enforceability.

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