Who should sign the CAM Schedule?

Authorized signers are typically the landlord or property manager and a tenant representative when the lease requires tenant acknowledgment. Include titles and signing authority to prevent challenges to signature validity.

Can the schedule be signed electronically?

Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.

What supporting documents are necessary?

Include vendor invoices, contracts, and utility statements that map to each CAM line item. Retain originals or certified electronic copies for the stated retention period to support audits and tenant inquiries.

What if a tenant disputes a charge?

Follow the lease dispute procedures, provide requested backup promptly, and consider temporary hold or escrow for disputed amounts while the parties review documentation.

Are notarization or witnesses usually required?

Typical CAM schedules attached to leases do not require notarization unless the underlying lease or a recording requirement triggers it; verify state law and lease language first.

How do I correct a previously issued schedule?

Issue a corrected schedule with a clear explanation and supporting documents; have authorized signers execute the correction to maintain an audit trail and reduce future disputes.

Electronic Signature
Templates
Real estate
Real Estate CAM Schedule

Real Estate CAM Schedule

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REAL ESTATE CAM SCHEDULE

Property Identification

Property Address Parcel / APN Number Legal Description

Parties

Landlord Name Landlord Address Tenant Name Tenant Address

Lease Reference

This Common Area Maintenance (CAM) Schedule is attached to and made a part of the Lease dated between Landlord and Tenant identified above. Lease reference:

CAM Definitions, Inclusions and Exclusions

For purposes of this Schedule, Common Area Maintenance (CAM) shall include the costs, expenses and disbursements incurred by Landlord for the operation, repair, maintenance and management of the Property as set forth below, subject to the exclusions listed.

Included CAM Items (check all that apply)

Landscaping and grounds maintenance

Security services and alarm monitoring for common areas

Common area HVAC maintenance and repairs

Utilities serving common areas (electricity, water, sewer for common areas)

Real estate taxes and assessments attributable to common areas

Property insurance premiums for coverage specified in the Lease allocable to common areas

Janitorial, trash removal and common area cleaning

Snow removal, de-icing and related seasonal services

Management fee (see management fee percentage below)

Common area repairs required due to negligent acts of tenants (reimbursable as applicable)

Excluded Items (not CAM)

The following items are expressly excluded from CAM charges unless otherwise agreed in writing: structural repairs to the building shell, tenant-specific buildout costs, repairs required as a result of Landlord's gross negligence or willful misconduct, legal fees related to tenant disputes, and costs that are capital in nature except as amortized below.

Budget, Allocation and Base Year

Budget Year: . Budgeted CAM for that year: $. Tenant's pro rata share of CAM: based upon Tenant usable area of sq. ft. and building gross area of sq. ft.

Base Year

Base Year: . Base CAM amount: $. Tenant is responsible for increases over base year proportionate to tenant_pro_rata_share.

Itemized Budget (Detail)

Provide the budgeted amounts for each CAM line item for the Budget Year. Amounts include all direct costs, vendor invoices, payroll, taxes and allocable overhead unless excluded above.

Landscaping Security HVAC / Mechanical Utilities (Common Areas) Property Taxes Insurance (Allocable) Janitorial / Trash Maintenance / Repairs Management Fee (Percentage) Other (describe)

Payment, Reconciliation and Rebilling

Estimated monthly CAM payment due with rent: $. Monthly payment due day: of each month.

Annual reconciliation shall occur within days after fiscal year end. Any underpayment shall be due within days of notice. Any overpayment shall be credited against future CAM payments unless Tenant requests a cash refund within days of reconciliation statement.

Caps, Stop-Loss and Capital Items

Annual CAM increase cap (if any): . Stop-loss threshold (Landlord responsibility above): $.

Capital expenditures that benefit the Property shall be amortized and included in CAM only if approved and amortized over years. Tenant shall be responsible for the pro rata share of the amortized annual charge only to the extent such costs are not excluded by the Lease.

Audit Rights and Records

Tenant shall have the right to audit Landlord's CAM records relating to Tenant's charges for any fiscal year subject to the following: Tenant must provide written notice of intent to audit within days after the reconciliation statement is delivered. Audits shall be conducted during normal business hours, at Tenant's expense unless the audit discloses an underpayment by Landlord exceeding of the billed CAM, in which case Landlord shall reimburse reasonable audit costs.

Insurance & Management

Property insurance allocable to CAM: Yes No

Management fee shall be charged at of total CAM costs unless a fixed fee is specified: $

Defaults, Remedies and Adjustments

If Tenant fails to timely pay CAM charges, Landlord may apply late charges equal to per month on the unpaid balance after a grace period of days. Remedies for default shall be as set forth in the Lease; this Schedule supplements those remedies and does not limit them.

Governing Law and Integration

This CAM Schedule shall be governed by and construed in accordance with the laws identified in the Lease. This Schedule, together with the Lease, constitutes the entire agreement between the parties with respect to CAM and supersedes any prior agreements, representations or understandings on that subject. Any modification must be in writing signed by both parties.

Acknowledgment

By executing below, Landlord and Tenant acknowledge that they have reviewed and agreed to the CAM items, allocations, payment and reconciliation procedures set forth in this Schedule. All calculations shall be performed in accordance with generally accepted accounting principles consistently applied, except as otherwise provided in the Lease.

Landlord Printed Name:

By:

Date:

Tenant Printed Name:

By:

Date:

What the Real Estate CAM Schedule Is

A Real Estate CAM Schedule is a written attachment to a commercial lease that itemizes common area maintenance costs, allocation methods, and tenant shares for a defined period. It explains how building expenses are budgeted, which expense categories are recoverable, and the formula used to prorate each tenant’s portion. The schedule is typically used for annual reconciliations and as the basis for interim billings or reconciliations after the landlord closes actual expenses for the fiscal year.

Why a Clear CAM Schedule Matters

A well-drafted CAM Schedule reduces disputes, supports consistent billing, and provides the detail tenants and auditors need to reconcile charges. It also defines timing and documentation needed for adjustments and establishes the basis for tenant notices and dispute procedures.

Who Prepares and Relies on a CAM Schedule

Property managers and landlords usually prepare the CAM Schedule; tenants, accountants, and property accountants rely on it for billing and reconciliation.

Property managers and asset managers responsible for budgeting and vendor oversight.
Tenants and tenant representatives reviewing billed charges and calculating recoveries.
Accountants and auditors reconciling actuals to budgeted CAM line items.

Clear roles and documentation reduce disputes and help both parties resolve reconciliation items efficiently.

Core Components to Include in the CAM Schedule

A professional CAM Schedule groups costs, explains calculation methods, and provides supporting exhibits so both landlord and tenant can reconcile charges without ambiguity.

Expense Categories

List recoverable categories (maintenance, landscaping, utilities, management fees) and specify exclusions or caps to avoid ambiguity during reconciliation.

Allocation Method

Describe the prorata basis (RSF, usable area, or fixed share), rounding rules, and treatment of floor changes or expansions.

Budget and Reconciliation

State the budget period, when interim billings occur, reconciliation timing after year-end, and how surpluses or shortfalls are handled.

Charge Calculation

Specify formulas for each category, whether taxes are included, and whether fees are grossed up or net of recoveries.

Supporting Documentation

List required backup (vendor invoices, contracts, utility bills) and retention period for records used in reconciliation.

Payment Terms

Include due dates, late fee rates, interest calculations, and set-off or withholding rights for disputed amounts.

Required Data Fields at a Glance

Property ID: Unique identifier for the asset

Lease Period: Start and end dates

Tenant Share: Pro-rata percentage or square footage

Expense Line: Named category and subcategory

Calculation Basis: Formula or multiplier

Supporting Docs: Invoices and contracts listed

Step-by-Step: Prepare and Issue a CAM Schedule

Follow these sequential steps to prepare a defensible CAM Schedule and deliver it to tenants for review and payment.

01

Gather invoices: Collect vendor bills and contract statements for the period.
02

Categorize expenses: Map each invoice to defined CAM categories.
03

Apply allocation: Run prorata calculations using lease-based square footage.
04

Deliver schedule: Send reconciled schedule with supporting docs to tenants.

Configure an Online CAM Schedule Workflow

Set up a repeatable digital process so reconciliations are timely and backed by auditable records.

Document Source	Upload invoices and contracts as PDF or DOCX files
Field Mapping	Map vendor totals to CAM categories and budget line items
Reviewer Roles	Assign reviewers: property manager, accounting, and tenant rep
Approval Order	Set sequential approvals to capture sign-off before billing
Delivery Method	Configure email with attachments or secure signing link

Where to Send or File the CAM Schedule

Decide recipients and archives to keep the process auditable and accessible for tenant review and future audits.

Tenant Billing: Send final schedule and backup to tenant accounting contacts
Owner Records: Store signed schedule in the property accounting system
External Auditor: Provide supporting invoices on request during audit
Lease File: Attach a copy to the tenant's lease folder for reference

Digital Signing and Submission Considerations

Use a platform that supports PDF, DOCX, and audit trails and integrates with your property management stack.

Authentication: Email or SMS codes for signer identity
Audit Trail: Capture IP, timestamp, and action log
Integrations: Connectors for accounting or document storage

Ensure the chosen provider can retain signed records and attachments in compliance with your retention policy and supports secure sharing with tenants and auditors.

Timelines and Typical Deadlines for CAM Schedules

Standard timing reduces disputes; establish dates in the lease and follow them consistently for budget, reconciliation, and payment.

Preliminary Budget Date:

Issue budget and estimated CAM charges before the start of the fiscal year

Interim Billing Schedule:

Monthly or quarterly interim bills during the budget year

Year-End Reconciliation:

Prepare reconciliation within 90 days after fiscal year close

Tenant Review Period:

Allow 30 days for tenant questions or disputes unless lease specifies otherwise

Final Adjustment Billing:

Bill net owed or refund due within specified payment terms after reconciliation

Common Mistakes to Avoid

Misclassifying expenses between recoverable and non-recoverable categories leads to tenant disputes and audit adjustments.
Using inconsistent square footage or failing to update exhibits after tenant expansion causes incorrect prorata allocations.
Missing or incomplete vendor backup increases tenant objections and delays resolution during audits.
Late reconciliations or vague timing in the lease trigger interest, collection costs, and erosion of tenant trust.

Consequences of an Incorrect CAM Schedule

Lease Disputes: Costly tenant challenges and potential arbitration

Interest Charges: Late payments accrue interest or late fees

Audit Findings: Adjustments required by external auditors

Damaged Relationships: Tenant retention and reputation harm

Withholding Risk: Tenants may withhold disputed amounts

Legal Costs: Attorney fees for contract enforcement

eSignature Vendor Comparison for CAM Schedules

Key vendor pricing and feature differences to consider when choosing an eSignature provider for CAM Schedule distribution and signing.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

How Organizations Use CAM Schedules in Practice

Real examples show how digital workflows reduce turnaround and keep tenant accounting aligned with actuals.

Martin Properties

Tim Martin used online CAM reconciliation to replace paper exhibits and speed tenant approvals.

The process cut turnaround on reconciliations by several days.
Management reported consistent audit trails and easier tenant dispute resolution when invoices and allocations were delivered with signed schedules and attached vendor backup.

Optica Ventures

Brian Fitzgibbons standardized CAM line items across a multi-property portfolio for clearer tenant communications.

The consistent categories simplified year-end audits.
Having a standard schedule format reduced tenant questions and allowed accounting to automate ledger postings across properties.

Practical Tips for Accurate and Efficient CAM Schedules

Follow these practices to reduce error rates, speed approvals, and maintain defensible records.

Standardize categories

Use consistent expense categories and coding across properties so allocations match lease language and accounting systems during automated reconciliation.

Attach vendor backup

Always include copies of invoices, contracts, and statements; tenants and auditors expect source documents to substantiate billed amounts.

Define timing clearly

Specify budget dates, reconciliation windows, and tenant review periods in the schedule to avoid disputes over when charges apply.

Use digital audit trails

Adopt an electronic signing and storage workflow that captures timestamps, signer identity, and file versions to support audits and potential litigation.

Notarization and Witness Steps for CAM-Related Lease Exhibits

When a CAM Schedule is attached to a document that must be recorded or requires authentication, follow these notarization and witness steps.

01

Prepare signed exhibit

Ensure the CAM Schedule is signed by the authorized party before notarization.

02

Select notary type

Use in-person or RON per state allowance and lease requirements.

03

Provide ID

Signer should present government ID and any additional proofing the notary requires.

04

Witnesses present

If state law or the underlying instrument requires witnesses, have them sign in the notary’s presence.

05

Record A/V (RON)

For RON, retain audio-video evidence as required by state rules.

06

Notary journal

Notary records the event, signer identity, and document description for future reference.

07

File or record

Record the instrument if the lease or exhibit requires county recording.

08

FAQs: Real Estate CAM Schedule

Answers to common questions about preparing, signing, and disputing CAM Schedules in commercial leases.

Need help? Contact support

Who should sign the CAM Schedule?
Authorized signers are typically the landlord or property manager and a tenant representative when the lease requires tenant acknowledgment. Include titles and signing authority to prevent challenges to signature validity.
Can the schedule be signed electronically?
Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
What supporting documents are necessary?
Include vendor invoices, contracts, and utility statements that map to each CAM line item. Retain originals or certified electronic copies for the stated retention period to support audits and tenant inquiries.
What if a tenant disputes a charge?
Follow the lease dispute procedures, provide requested backup promptly, and consider temporary hold or escrow for disputed amounts while the parties review documentation.
Are notarization or witnesses usually required?
Typical CAM schedules attached to leases do not require notarization unless the underlying lease or a recording requirement triggers it; verify state law and lease language first.
How do I correct a previously issued schedule?
Issue a corrected schedule with a clear explanation and supporting documents; have authorized signers execute the correction to maintain an audit trail and reduce future disputes.

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