Can a CAMR be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally equivalent to handwritten signatures unless a specific exception applies.

When is notarization required?

Most CAMRs do not require notarization. If the CAMR is converted into a recorded instrument or attaches a deed-like memorandum, state recording rules may require notarization or witnesses.

What supporting documents should accompany a CAMR?

Attach vendor invoices, insurance bills, utility statements, and management fee schedules. Clear source documents reduce disputes and support audit trails.

How do I correct an error after signing?

Issue an amended CAMR with a reference to the original, have both parties sign the amendment, and retain both versions in the record. Legal review may be warranted for material changes.

Are consumer or tenant consent disclosures required?

If the transaction is consumer-facing and covered by ESIGN disclosure rules, provide the required electronic-consent disclosures and an option for paper records as specified in 15 U.S.C. §7001(c).

How long should I keep CAMR records?

Retain CAMR and supporting invoices per tax and audit rules: generally at least 3 years for IRS purposes and longer where lease or state law requires it.

Electronic Signature
Templates
Real estate
Real Estate CAMR Form

Real Estate CAMR Form

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

REAL ESTATE CAMR FORM

This Common Area Maintenance Reconciliation (CAMR) documents the calculation, reconciliation and payment obligations between the parties for the CAM period identified below. Property: ; Parcel / APN: .

CAM PERIOD AND IDENTIFICATION

CAM period start: — CAM period end: .

Legal description of property

PARTIES

Landlord (Name) Landlord (Mailing address) Landlord contact (Name / Phone / Email) Tenant (Name) Tenant (Mailing address) Tenant contact (Name / Phone / Email)

LEASE INFORMATION

Lease commencement: — Lease expiration: .

Leased premises area (square feet) Total building area (square feet)

Tenant's proportionate share of CAM: (expressed as percentage or fraction of building area).

CAM COMPONENTS — ESTIMATE AND ACTUAL

The following line items are included in CAM unless specifically excluded below. Enter estimated (budget) and actual costs for the CAM period.

1. Maintenance & Repairs

Estimated: $ Actual: $

2. Janitorial / Cleaning

Estimated: $ Actual: $

3. Landscaping

Estimated: $ Actual: $

4. Security

Estimated: $ Actual: $

5. Utilities (Common Areas)

Estimated: $ Actual: $

6. Property Taxes (Prorated)

Estimated: $ Actual: $

7. Insurance (Property / Liability)

Estimated: $ Actual: $

8. Management Fees

Estimated: $ Actual: $

9. Third-party Contracts / Services

Estimated: $ Actual: $

10. Other (specify)

Total estimated CAM for period Total actual CAM for period

Tenant's share of estimated CAM: $ ; Tenant's share of actual CAM: $ .

Prior year adjustments / credits (describe)

After application of prior adjustments, the reconciliation results in: Amount due to Tenant Amount due from Tenant. Net amount: $

Payment due date for reconciliation amount Late payment interest / fee

INCLUSIONS, EXCLUSIONS AND AUDIT RIGHTS

The parties acknowledge that the following items are treated as indicated for CAM calculation. Check applicable exclusions:

Capital expenditures excluded as recoverable CAM (subject to separate amortization, if any).

Tenant-specific improvements excluded.

Uninsured casualty repairs excluded.

The landlord shall maintain supporting documentation and invoices for all actual CAM charges and shall make such records available for inspection by the tenant for a period no less than three (3) years following the end of the CAM period. Tenant's audit right is limited to a single audit per reconciliation period unless fraud or material misrepresentation is demonstrated.

DISPUTE, ADJUSTMENT PROCEDURES & PAYMENT

If Tenant disputes any item(s) contained in this CAMR, Tenant must provide written notice identifying the disputed items, the basis for dispute and supporting documentation within thirty (30) days of receipt of this reconciliation. If the parties cannot resolve the dispute within sixty (60) days, either party may pursue remedies in accordance with the lease dispute resolution provisions. Payment of undisputed amounts is required on or before the Payment due date.

Upon mutual agreement, adjustments identified by audit or negotiated settlement shall be applied to future CAM statements or refunded/paid within thirty (30) days following agreement or final determination.

CERTIFICATION

The undersigned certifies under penalty of perjury that the information and amounts set forth in this CAMR are true, complete and prepared in accordance with the applicable lease provisions and generally accepted accounting principles applied consistently for the period indicated.

Prepared by (Name and Title) Preparer contact (Phone / Email)

Date prepared:

Attachments included: Invoices & contracts Summary schedules Other (describe below)

MISCELLANEOUS

Governing law: The terms of the lease and this CAMR shall be governed by the substantive laws of the jurisdiction specified in the lease. This CAMR, together with the lease, constitutes the entire agreement between the parties with respect to CAM reconciliation for the period stated and supersedes prior written or oral statements on the same subject.

Survival: Provisions of this CAMR that by their nature survive termination of the lease shall survive and remain enforceable in accordance with the lease.

Landlord (Print Name):

By:

Date:

Tenant (Print Name):

By:

Date:

What the Real Estate CAMR Form Is and when it’s used

The Real Estate CAMR Form (Common Area Maintenance Reconciliation) documents the year-end reconciliation of shared property operating expenses between landlord and tenant for commercial leases. It compares estimated CAM charges paid during the period with actual CAM expenses, calculates any tenant credit or additional charge, and itemizes line-by-line adjustments such as utilities, maintenance, insurance, and management fees. The CAMR may reference base year calculations, tenant pro rata shares, and allowable cost exclusions specified in the lease. Parties use the CAMR to settle balances and to support accounting and tax records.

Why a clear CAMR Form matters to landlords and tenants

A professionally prepared CAMR clarifies expense allocation, reduces disputes, and supports accurate accounting for both parties while documenting adjustments required by the lease.

Who commonly completes and reviews a CAMR Form

Typical participants in CAM reconciliations include property managers, tenants’ accounting teams, and lease administrators.

Property managers and landlords: Prepare CAM schedules, provide backup invoices, and propose adjustments for tenant review.
Tenant accounting representatives: Review line-item charges, verify prorations, and approve or dispute adjustments.
Third-party auditors or brokers: Validate eligible expenses, confirm lease compliance, and summarize findings for both parties.

Each party should keep a signed copy of the final CAMR and supporting backup for audit and tax purposes.

Essential sections every professional CAMR Form should include

A complete CAMR collects identification, the reconciliation period, detailed expense lines, tenant allocation calculations, required adjustments, and a signature block with dates and consent language.

Header

Property name, address, lease ID, and reconciliation period. Include tenant name and suite number for unambiguous identification and matching to lease records.

Expense Schedule

Itemized operating expenses (e.g., landscape, HVAC, utilities, insurance, management) with column for estimated, actual, variance, and attachments referencing source invoices or contracts.

Allocation Basis

Tenant pro rata share calculation with square footage denominator, any tenant exclusions, and formula showing how each line was apportioned.

Adjustments

Year-end credits or charges, prior-period corrections, and allowed amortizations. Clearly state the reason and reference supporting documents.

Summary Totals

Totals showing amounts due or refundable, any escrow offsets, and a net balance that the landlord or tenant owes under the lease terms.

Signatures

Signature block for authorized landlord and tenant representatives, printed name, title, date, and space for notarization or witness information if required.

Required information typically included on a CAMR

Property ID: Legal property identifier

Tenant Name: Full legal entity name

Reconciliation Period: Start and end dates

Expense Lines: Itemized categories

Allocation Basis: Square footage ratio

Signatory Details: Name, title, date

Step-by-step: completing a CAMR from draft to final settlement

Follow a clear sequence to prepare, review, and finalize the CAMR to reduce disputes and support accounting entries.

01

Prepare Schedule: Compile estimated and actual expense lines with backups.
02

Calculate Allocation: Apply tenant pro rata share formula to each line.
03

Review with Tenant: Share detailed backup for tenant verification.
04

Finalize and Sign: Obtain authorized signatures and record settlement terms.

How to set up an electronic CAMR workflow

Design a digital workflow that routes the CAMR for review, comment, and signature while attaching supporting invoices.

Document Template	Create a reusable CAMR template with fields and calculations
Reviewer Sequence	Set the reviewer order: property manager then tenant accountant
Authentication Level	Choose email link or SMS code for signer verification
Attachments Required	Make invoice upload mandatory for each expense line
Notification Rules	Set reminders for outstanding reviews or signatures

Where to send the completed CAMR and typical routing

Know the destination for the signed CAMR and which parties must receive copies for accounting and records.

Landlord Records: Primary signed copy retained by property management
Tenant Accounting: Provide a signed copy for tenant ledger reconciliation
Escrow / Payment: Route net payment instructions to accounts payable
Audit Files: Archive backups and signed CAMR for auditability

Digital distribution and platform requirements

Use a platform that supports fillable PDFs, secure storage, audit trails, and the integrations you need.

File formats: PDF, DOCX supported
Integrations: CRM/ERP connectors available
Security: AES-256 at rest

Ensure the chosen solution meets ESIGN/UETA standards and preserves an audit trail (timestamps, IP, signer identity) for enforceability and recordkeeping.

Timing: when reconciliations are typically issued and settled

Lease language usually dictates when the CAMR must be delivered and how long the tenant has to dispute line items.

Delivery Window:

Issue CAMR within 60–120 days after fiscal year-end per lease terms

Tenant Review:

Commonly 30 days to review and raise objections

Payment Deadline:

Net balance often due 30 days after final statement

Late Charges:

Late payment provisions per lease may apply

Record Retention:

Keep CAMR and backups per retention policy

Common mistakes to avoid when preparing a CAMR

Using estimated rather than invoice-backed amounts causes disputes and reduces auditability.
Failing to apply the lease’s specific allocation formula can produce incorrect tenant charges.
Omitting supporting documentation for major line items (insurance, repairs) invites tenant objections.
Not confirming the authorized signatory can lead to rejection or delayed enforcement.

Risks and contractual consequences of an incorrect CAMR

Disputed Charges: Delayed collections

Lease Breach: Potential remedies or penalties

Audit Exposure: Tax or accounting adjustments

Late Fees: Additional tenant charges

Reputational Risk: Relationship strain between parties

Legal Costs: Attorney fees for dispute resolution

eSignature vendor pricing snapshot for CAMR workflows

Compare baseline pricing and core capabilities to choose a platform that supports templates, audit trails, and the compliance features your CAMR requires.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about the Real Estate CAMR Form

Answers to common questions about eSigning, enforceability, corrections, and evidence to include with a CAMR.

Need help? Contact support

Can a CAMR be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally equivalent to handwritten signatures unless a specific exception applies.
When is notarization required?
Most CAMRs do not require notarization. If the CAMR is converted into a recorded instrument or attaches a deed-like memorandum, state recording rules may require notarization or witnesses.
What supporting documents should accompany a CAMR?
Attach vendor invoices, insurance bills, utility statements, and management fee schedules. Clear source documents reduce disputes and support audit trails.
How do I correct an error after signing?
Issue an amended CAMR with a reference to the original, have both parties sign the amendment, and retain both versions in the record. Legal review may be warranted for material changes.
Are consumer or tenant consent disclosures required?
If the transaction is consumer-facing and covered by ESIGN disclosure rules, provide the required electronic-consent disclosures and an option for paper records as specified in 15 U.S.C. §7001(c).
How long should I keep CAMR records?
Retain CAMR and supporting invoices per tax and audit rules: generally at least 3 years for IRS purposes and longer where lease or state law requires it.

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