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Commercial Lease Statement

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Commercial Lease Statement

This Commercial Lease Statement (the "Statement") is made and entered into as of the Effective Date: by and between Landlord: , whose address for notices is , and Tenant: , whose address for notices is .

RECITALS

WHEREAS, Landlord is the owner of certain commercial real property located at (the "Premises"); and

WHEREAS, Tenant desires to lease from Landlord, and Landlord desires to lease to Tenant, certain designated space within the Premises for commercial use on the terms and conditions set forth below; and

WHEREAS, the parties intend for this Statement to summarize and confirm key economic and administrative terms of the Lease, which shall govern the parties' rights and obligations.

NOW, THEREFORE

In consideration of the mutual covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree as follows:

1. LEASE IDENTIFICATION

This Statement relates to the Lease dated as of , between Landlord and Tenant (the "Lease"). The Lease incorporates the terms of this Statement as an integral component of the parties' agreement concerning the Premises.

2. PREMISES

The portion of the Premises subject to the Lease consists of approximately rentable square feet, commonly described as (the "Leased Space").

3. TERM

The Term of the Lease shall commence on the Commencement Date: and shall expire on the Expiration Date: , unless earlier terminated in accordance with the Lease.

4. RENT

Base Rent: Tenant shall pay Base Rent in the initial amount of $ per month, payable in advance on the first day of each calendar month at Landlord's designated account or as otherwise specified in the Lease.

Rent Escalation: Base Rent shall increase on each anniversary of the Commencement Date by % or by the applicable Consumer Price Index adjustment as set forth in the Lease.

Additional Rent: In addition to Base Rent, Tenant shall be responsible for Tenant's Proportionate Share of Operating Expenses, Taxes, and Insurance as provided in the Lease. Tenant's Proportionate Share is agreed to be of the building's rentable area.

5. SECURITY DEPOSIT

Security Deposit: Tenant shall deliver a security deposit in the amount of $ upon execution of the Lease. The security deposit shall secure Tenant's performance and shall be held in accordance with the Lease.

6. LEASE BASIS

The Lease shall be on the following basis (check applicable):

7. PERMITTED USE

Tenant's use of the Leased Space shall be limited to: . Tenant shall not use the Leased Space for any unlawful purpose and shall comply with all applicable laws, codes, and regulations.

8. MAINTENANCE AND REPAIRS

Tenant shall, at Tenant's expense, keep the Leased Space in good order and condition and shall perform all non-structural repairs. Landlord shall be responsible for structural repairs to the extent expressly provided in the Lease. The parties understand and agree that allocation of maintenance responsibilities is governed by the Lease.

9. INSURANCE AND INDEMNITY

Insurance: Tenant shall maintain commercial general liability insurance and property insurance as required by the Lease. Tenant shall provide certificates of insurance evidencing such coverage and naming Landlord as additional insured where required.

Indemnity: Each party shall indemnify, defend and hold harmless the other party from and against claims, liabilities, losses or damages to the extent caused by the indemnifying party's negligence or breach of the Lease.

10. DEFAULT AND REMEDIES

Events of Default, notice and cure periods, and remedies for breach shall be as set forth in the Lease. Without limiting the Lease, Landlord shall have the right to pursue all available legal and equitable remedies, including termination of the Lease, recovery of unpaid rent and costs of reletting.

11. ASSIGNMENT AND SUBLETTING

Assignment and subletting shall be governed by the Lease. Tenant shall not assign or sublet the Leased Space except with Landlord's prior written consent, which shall not be unreasonably withheld where the Lease so provides.

12. NOTICES

All notices required or permitted hereunder shall be in writing and delivered in accordance with the notice provisions of the Lease to the addresses specified above or to such other address as a party may designate by written notice.

13. GOVERNING LAW

This Statement and the Lease shall be governed by and construed in accordance with the laws of the state in which the Premises are located, without regard to conflict of laws principles.

14. ENTIRE AGREEMENT

This Statement, together with the Lease and any exhibits or riders specifically incorporated herein, constitutes the entire agreement between the parties with respect to the matters set forth herein and supersedes all prior negotiations, understandings, and agreements, whether oral or written, relating to those matters.

15. SEVERABILITY

If any provision of this Statement is held to be invalid or unenforceable, such invalidity or unenforceability shall not affect the remaining provisions, which shall remain in full force and effect.

16. AMENDMENT; WAIVER; COUNTERPARTS

This Statement may be amended only by a written instrument executed by both parties. No waiver shall be effective unless in writing and signed by the party granting the waiver. This Statement may be executed in counterparts, each of which shall be deemed an original and all of which together shall constitute one instrument.

17. ADDITIONAL TERMS

Landlord Printed Name:

By:

Date:

Tenant Printed Name:

By:

Date:

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What a Commercial Lease Statement Covers

Commercial Lease Statement is a standardized document summarizing financial and contractual details of a commercial lease, including rent schedule, tenant and landlord identities, lease term, and charges such as common area maintenance, taxes, and insurance allocations. It serves as a concise record for accounting, audits, and tenant-landlord reconciliation, often used during lease renewals, property transfers, or financing. The statement may accompany rent invoices, serve as supporting documentation for tax reporting, and provide clear allocation of operating expenses and adjustments under the lease's expense clause.

Why use a Commercial Lease Statement

A clear, consistent statement reduces disputes by documenting rent, escalations, common area maintenance allocations, and payment schedules. It streamlines reconciliation, supports accurate financial reporting, and provides an auditable record for landlords, tenants, and third parties involved in lease administration and due diligence.

Why use a Commercial Lease Statement

Who typically prepares and reviews lease statements

Typical users include commercial landlords, property managers, tenants, and accounting teams responsible for lease administration and financial reporting.

  • Commercial landlords and property managers reconciling income, CAM charges, and tenant statements across portfolios.
  • Tenants reviewing rent escalations, reimbursements, and dispute resolution items before payment.
  • Accounting and finance teams preparing audit trails, tax reporting, and lease accounting entries.

The statement supports internal review, third-party audits, lender due diligence, and lease administration workflows across property portfolios.

Representative roles who sign or approve

Property Manager

Property managers compile Commercial Lease Statements to reconcile monthly charges, allocate CAM and taxes, and provide tenants with clear billing. They rely on accurate tenant data, lease clauses, and supporting invoices to prevent disputes and to document reconciliations for owners and auditors.

Tenant Accountant

Tenant accountants use the statement to verify billed charges against lease terms, ensure appropriate deductions and amortizations, and support internal financial statements. Accurate statements reduce the risk of backup withholding or incorrect tax reporting when lease-related expenses affect taxable income.

Core elements to include in a professional statement

A well-structured Commercial Lease Statement organizes identity, period, financial calculations, and dispute guidance so recipients can reconcile quickly and auditors can verify totals.

Party Details

Full legal names and mailing addresses for landlord and tenant, and taxpayer identification where required for payment or reporting.

Lease Period

Clear start and end dates plus the statement coverage period (monthly, quarterly, or annual) to anchor all charges.

Rent Schedule

Base rent, escalation method, and payment due dates with any pro rata adjustments for partial periods.

Expense Allocations

Breakdown of CAM, property taxes, insurance, and the tenant's percentage share with calculation method shown.

Supporting Items

Line-item references to invoices, vendor bills, and backup documents used to derive each adjustment or charge.

Signature Block

Fields for date, printed name, title, and signature for both parties; notarization if the jurisdiction or instrument requires it.

How to prepare and issue a Commercial Lease Statement

Follow these steps to create and issue a compliant Commercial Lease Statement quickly, accurately, and electronically.

  • 01
    Gather Data: Collect lease, rent schedule, and expense backup.
  • 02
    Calculate Charges: Apply lease formulas for CAM, tax, and insurance.
  • 03
    Prepare Statement: Summarize amounts, adjustments, and payment terms.
  • 04
    Review & Send: Verify totals, obtain signatures, and distribute.

Typical electronic workflow for issuing statements

Typical routing for electronic Commercial Lease Statements minimizes delays and preserves a complete, detailed audit trail.

  • Upload: Upload the lease and supporting invoices as a PDF.
  • Place Fields: Add signature, date, and calculation fields where required.
  • Authenticate: Verify signer identity via email or stronger methods.
  • Complete: Signers execute; system records timestamps and IP.

Configure a digital workflow for statements

Configure a digital workflow to automate calculations, signature routing, and secure distribution for Commercial Lease Statements.

Field | Configuration Signer authentication | Email link or SMS code
Calculation fields | Conditional formulas for CAM Calculation fields | Conditional formulas for CAM
Attachments | Mandatory supporting invoices required Attachments | Mandatory supporting invoices required
Retention setting | 7 years default, adjustable Retention setting | 7 years default, adjustable
Notifications | Automated reminders and receipts Notifications | Automated reminders and receipts

Technical requirements and integrations

Digital delivery requires PDF or DOCX source, reliable signer emails, and optional two-factor authentication for stronger security.

  • Formats: PDF, DOCX, or scanned images accepted
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS code, and SSO options

Key dates and reporting deadlines to watch

Key calendar dates affect lease statements, payment obligations, tax reporting, and retention obligations across stakeholders.

Lease Effective Date:

Determines start of rent and expense allocations.

Monthly Rent Due Date:

Specifies when tenant must remit payment each month.

Annual Reconciliation Date:

Date for reconciling CAM and reconciliations yearly.

Tax Reporting Deadlines:

IRS deadlines (e.g., Form 1099) may apply for vendors.

Record Retention Start:

Date when retention clock begins for audit purposes.

Milestones from preparation through archive

Typical processing milestones for a lease statement, from preparation through final archiving and retention.

01

Draft Preparation

Compile lease terms, invoices, and preliminary calculations.

02

Internal Review

Accounting and property management verify values and adjustments.

03

Signatures Obtained

Landlord and tenant execute; notarization if required.

04

Distribution & Archive

Send executed copies and store with retention policies.

Common mistakes to avoid when preparing statements

  • Using informal names or abbreviations can prevent matching to legal entities, causing payment rejections and disputes during audits or lease transfers.
  • Failing to specify the effective date or lease period leads to conflicting billing cycles and uncertainty over which charges apply to which month.
  • Omitting supporting invoices for CAM or tax adjustments increases audit risk and makes reconciliations time-consuming for both landlord and tenant accounting.
  • Distributing statements without a clear contact or dispute process delays resolution and may trigger tenant withholding or legal challenge procedures.

Security and compliance considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Detailed timestamps, IP, and signer actions
HIPAA Support: BAA available for protected health data
ESIGN / UETA: Compliant with ESIGN and UETA standards
Access Controls: Role-based access and SSO options
Retention: Configurable retention and tamper-evident storage

Penalties and risks from incorrect statements

Incorrect Rent: Lease disputes and withheld payments
Misstated CAM: Tenant disputes; refund liabilities
Late Filing: Tax penalties may apply
Missing Signatures: Contract unenforceable in dispute
Wrong Payee: Funds misapplied; reconciliation errors
Backup Withholding: 24% withholding risk

eSignature vendor comparison for lease statements

Comparison of common eSignature providers for executing Commercial Lease Statements, emphasizing price, delivery features, and compliance options.

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

Real-world examples of electronic lease statements in use

Illustrative case examples show practical results when lease statements are digitized, integrated, and signed electronically.

Martin Properties

Martin Properties uses online lease statements to process and execute rent reconciliations and supporting invoices without in-person meetings.

  • Mobile and offline signing capability aids field staff.
  • I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Fertility Centers of Illinois

Fertility Centers of Illinois adopted e-signed statements for patient billing and vendor leases, integrating with back-office workflows.

  • API integration streamlined delivery and recordkeeping.
  • The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Best practices for accurate and compliant statements

Practical tips to ensure Commercial Lease Statements are accurate, auditable, accepted by stakeholders, and legally enforceable.

Use full legal entity names consistently
Enter tenant and landlord legal names exactly as on formation documents or government IDs. Mismatched names can complicate collections, banking transfers, and legal enforcement. Verify EINs or taxpayer names when statements affect tax reporting.
Attach supporting invoices and expense schedules
Include detailed backup for CAM, taxes, and insurance allocations. Mark invoices with reference numbers and dates. Clear line-item support reduces audit time, speeds dispute resolution, and ensures consistent reconciliations.
Confirm calculation methods and formulas
Document the exact formula used for prorations and allocations. If conditional fields apply, show the calculation steps. Transparent methods minimize disagreements and facilitate third-party review.
Retain signed originals securely and accessibly
Store executed statements and backups in a secure archive with access controls and retention policies. Maintain reproducible records in case of audits or litigation, and ensure exportable copies for legal review.

Frequently asked questions about Commercial Lease Statements

Answers to common legal, technical, and procedural questions when preparing, signing, and storing Commercial Lease Statements.


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