Can a space plan be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and retention are satisfied.

Do I need a notary or witnesses?

Not all space plans require notarization; if the plan is attached to a deed or document that requires acknowledgement, use a notary. Witness requirements depend on state law and document type.

Is a signed PDF legally enforceable?

A signed PDF with an audit trail showing signer identity, timestamp, and intent is enforceable under ESIGN/UETA unless the transaction falls under statutory exceptions.

How do remote online notarizations work?

RON uses audiovisual identity proofing and recorded sessions; states vary in standards and retention rules—verify the relevant notary statute before using RON.

How long should I keep the plan?

Retain the executed plan for the lease term plus at least 3 years; tax or HIPAA rules may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).

What if measurement is disputed after signing?

Disputes are usually resolved by the measurement standard cited in the exhibit; include an agreed standard and a revision log to limit ambiguity.

Electronic Signature
Templates
Real estate
Real Estate Space Plan

Real Estate Space Plan

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REAL ESTATE SPACE PLAN

Parties and Contact Information

Landlord Name:

Landlord Contact Address

Tenant Name:

Tenant Contact Address

Property Identification

Property Address Parcel / APN Legal Description (if applicable)

Space Plan Overview

Plan Date: Prepared By:

Drawing / Sheet Number

Scale: Drawing Revision:

Square Footage & Allocation

Existing Gross Building Area:

Proposed Tenant Leased Area (Rentable):

Usable Area (Net Assignable): Common Area Factor:

Space Allocation by Use (list rooms, conference, open office, storage)

Tenant Improvements & Allowances

Tenant Improvement Allowance (Total): Allowance per RSF:

Scope of Tenant Improvements

Who is responsible for TI construction costs beyond allowance:

Mechanical, Electrical, Plumbing & IT

M/E/P/IT Modifications Required

Communications Room / Data Closet Location:

Life Safety, Accessibility & Code Compliance

Fire Sprinkler System Present: Yes No

Space to be ADA compliant as required by applicable codes: Yes No

Code and Life Safety Notes

Disclosures and Existing Conditions

Known Lead-Based Paint or Hazardous Materials: Yes No

Evidence of Prior Structural or Water Damage: Yes No

Describe Known Existing Conditions

Approvals, Modifications and Change Orders

Any material change to the approved Space Plan affecting area, ingress/egress, plumbing, mechanical, life-safety, or exterior appearance must be submitted in writing and approved in advance by Landlord. Tenant shall not commence any work requiring building permit before written approval.

Change Order and Approval Log

Representations, Default and Remedies

Each party represents that the signatory has full authority to bind the party. Failure by either party to perform obligations under this Space Plan shall constitute a default. Remedies for default include specific performance, injunctive relief, and damages. The non-defaulting party shall be entitled to recover reasonable attorneys' fees and costs incurred to enforce this Space Plan.

Governing Law; Entire Agreement

This Space Plan is governed by the laws of the state in which the Property is located. This Space Plan, together with any attached drawings, exhibits and written approvals, constitutes the entire understanding between the parties with respect to the subject matter and supersedes prior negotiations and agreements.

Attachments

Attach the following as applicable

Acknowledgement and Certification

By signing below, each party certifies that the information contained in this Space Plan and in any attached drawings is accurate to the best of their knowledge, that they understand the approvals required by the building owner and jurisdictional authorities, and that they will comply with applicable codes, permits and insurance obligations. Each party agrees to coordinate in good faith to resolve disputes arising from the implementation of this Space Plan.

Landlord Name:

By:

Date:

Tenant Name:

By:

Date:

What a Real Estate Space Plan Is and when it matters

A Real Estate Space Plan is a schematic document and set of supporting data that maps a property's interior layout, assigns square footage, and shows how leasable and non-leasable areas are allocated. It typically includes property legal description, scaled floor drawings, room labels, circulation paths, egress routes, mechanical spaces, and an area summary (gross, rentable, usable). Space plans are used in leasing, lease negotiations, tenant fit-outs, building management and compliance checks; they inform rent calculations, occupancy limits, and permit or tenant improvement planning while distinguishing themselves from architect-sealed construction drawings.

Why a clear space plan benefits transactions and operations

A concise Real Estate Space Plan reduces ambiguity about area measurement, supports consistent rent calculations, and speeds approvals for tenant improvements and leasing decisions.

Typical users and teams that prepare or rely on space plans

A Real Estate Space Plan is prepared and used by multiple roles across leasing, facilities, design, and legal teams.

Landlords and property managers who need consistent area calculations for lease and CAM billing.
Leasing brokers and tenant representatives for negotiation, space selection, and rent comparables.
Architects, interior designers, and contractors who base fit-out scope and cost on measured areas.

Clear ownership of the plan and an agreed measurement standard (BOMA or other) help prevent disputes later in the lease lifecycle.

Who signs or approves a space plan

Property Manager

The property manager confirms space boundaries and occupancy numbers and coordinates reviews with maintenance, leasing, and code officials; their approval certifies the plan for operational use and tenant proposals.

Broker / Agent

The leasing broker or tenant representative reviews measurements and shared assumptions to confirm the plan supports negotiated terms; they may attach the plan to an LOI or lease exhibit to fix rentable area definitions.

Core components every professional space plan should include

A robust Real Estate Space Plan bundles visual and numeric elements so stakeholders can verify area, use, and compliance quickly.

Scaled Floor Drawing

An accurately scaled plan view showing walls, columns, doors, and room names with a clear scale and north arrow.

Area Summary

A table listing gross, rentable, and usable square footage, and the calculation method (BOMA or owner-defined).

Legal Description

Property legal description or parcel ID to connect the plan with recorded instruments and leases.

Occupancy & Use

Declared use of each area (office, storage, mechanical) and a stated occupancy capacity where relevant for code compliance.

Egress & Access

Primary and secondary egress routes, stair and elevator locations, and accessibility notes for ADA considerations.

Revision Log

Version history with dates, authoring party, and reason for changes to maintain an audit trail.

Step-by-step: preparing and finalizing a space plan

Follow these sequential steps to produce a usable and legally consistent space plan.

01

Measure: Collect field measurements or use existing architectural drawings to establish base dimensions.
02

Draft: Create a scaled drawing showing all walls, columns, and openings with a scale bar.
03

Calculate: Compute usable and rentable areas using the agreed standard and include an area summary table.
04

Review & Sign: Share the draft with stakeholders, resolve discrepancies, then capture required signatures and dates.

Typical routing and recipients for a completed space plan

A finished plan is routed to internal and external parties for review, approval, and attachment to contract documents.

Landlord / Owner: Primary recipient for lease exhibits and internal records.
Leasing Broker: Receives copies for negotiation and tenant presentations.
Tenant / Tenant Rep: Provided for tenant review prior to lease execution or fit-out work.
Design & Construction Team: Used to create fit-out drawings and cost estimates.

Digital setup: recommended file and workflow settings

Configure files and workflow fields to preserve measurement accuracy and enable clean e-signature routing.

Field	Configuration
Scale	Include a scale bar and notation (e.g., 1/8" = 1')
File Format	Use PDF (with embedded fonts) or original CAD/DWG for accuracy
Signer Authentication	Use email or SMS code; stronger auth for legal or high-value deals
Retention	Store final PDFs with audit trail and tamper-evidence

Tools and integrations that support eSubmission and document control

Choose platforms that preserve drawing fidelity, provide audit trails, and integrate with your property systems.

File types: PDF, DOCX, DWG, XLSX supported for drawings and data exports
Integrations: Connectors for Salesforce, Microsoft 365, NetSuite, Procore, Box and Google Workspace
Security: AES-256 at rest and TLS 1.2/1.3 in transit

Ensure chosen tools support your signing workflow, retention rules, and any required integrations with property management or accounting systems.

Essential data points the plan must include

Property Address: Street, city, state, ZIP

Parcel / PID: County parcel or tax ID

Suite / Unit: Official suite designation

Area Totals: Usable and rentable square feet

Measurement Standard: e.g., BOMA, owner-defined

Revision Date: MM/DD/YYYY

Common mistakes that create disputes or delays

Mixing measurement standards (BOMA vs. owner-specified) so parties interpret square footage differently.
Omitting a scale bar or referencing an incorrect scale that causes area miscalculation during review.
Failing to identify structural or mechanical spaces that are excluded from leasable area calculations.
Using unsigned or undated plans as lease exhibits, which can invalidate assumptions at execution.

Risks and potential consequences of incomplete or incorrect plans

Lease Disputes: Differing area totals can trigger rent and CAM disputes

Permit Delays: Incomplete plans can delay municipal approvals

Invalid Exhibit: Unsigned or inconsistent exhibits may not bind parties

Financial Exposure: Overstated area can create refund or adjustment liability

Accessibility Noncompliance: Missing ADA info can incur remediation costs

Recordkeeping Gaps: Poor version control complicates audits and disputes

How a Real Estate Space Plan differs from related document types

Compare common document types to ensure you attach and sign the correct exhibit during leasing or permitting.

Document Type	Primary Purpose	Typical Author
Space Plan	area allocation	property manager or surveyor
Lease Exhibit	contract attachment	landlord counsel or broker
As-Built Plan	construction record	architect or contractor
Survey / Plat	legal boundary	licensed surveyor

eSignature vendor comparison (pricing and key capabilities)

High-level plan and capability comparison. Pricing shown as typical starting rates; feature availability may vary by plan and contract.

	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	Yes, 7-day free trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	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

Frequently asked questions about completing and submitting a space plan

Answers to common issues when preparing, signing, and storing a Real Estate Space Plan.

Need help? Contact support

Can a space plan be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and retention are satisfied.
Do I need a notary or witnesses?
Not all space plans require notarization; if the plan is attached to a deed or document that requires acknowledgement, use a notary. Witness requirements depend on state law and document type.
Is a signed PDF legally enforceable?
A signed PDF with an audit trail showing signer identity, timestamp, and intent is enforceable under ESIGN/UETA unless the transaction falls under statutory exceptions.
How do remote online notarizations work?
RON uses audiovisual identity proofing and recorded sessions; states vary in standards and retention rules—verify the relevant notary statute before using RON.
How long should I keep the plan?
Retain the executed plan for the lease term plus at least 3 years; tax or HIPAA rules may require longer retention (see IRC §6501(a) and 45 CFR §164.530(j)).
What if measurement is disputed after signing?
Disputes are usually resolved by the measurement standard cited in the exhibit; include an agreed standard and a revision log to limit ambiguity.

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