Make the document gaps visible.
Use the same practical checklist when preparing a building for sale or reviewing an acquisition. Track what you have, what you have requested and what still needs an adviser’s review.
One property. A consistent set of questions.
This is a planning framework, not a required-document list, valuation or approval. Your lender, lawyer, inspector and municipality may require different or additional records.
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Unit schedule & occupancy
Request unit identifiers, layouts, occupied/vacant status and the date of the schedule. Reconcile the stated configuration with the building; leave tenant names out of a public marketing package.
Leases & rent-roll terms
Compare contractual rent, concessions, utilities, lease dates and reported arrears. Ask your advisers which records can be shared and how to redact identifying information.
Actual income & reconciliation
Request the available operating statements and supporting income records. Keep actual collections, outstanding amounts and proposed future rents in separate categories.
Operating expenses
Request dated expense records and identify which costs were included. Separate an actual cost, an estimate and an unanswered question; do not fill a missing amount with zero.
Property tax & insurance
Request current notices, available history and relevant policy information. Ask what changes, exclusions or open issues need professional review.
Utilities & metering
Record which utilities are landlord-paid, tenant-paid or unknown. Compare meter arrangements with lease terms and available bills.
Capital work & upcoming projects
Request a dated major-work history, warranties and available quotations. Keep completed work separate from planned work and recurring operating expenses.
Building condition & specialist questions
List available inspections and unresolved questions for the inspector or appropriate specialist. A checked document status does not establish the building’s condition.
Title, plans & property boundaries
Ask your lawyer which title, registered-interest, survey and plan records are appropriate for this particular property. Record gaps without interpreting legal rights yourself.
Municipal records & actual use
Confirm the municipality and request address-specific zoning, permit and inspection records relevant to the existing configuration and intended use. A listing, floor plan or nearby project does not establish approval.
Management & service agreements
Request the relevant agreements, scope, dates and renewal or termination information. Identify questions for professional review before assuming an agreement transfers.
Financing & closing questions
Ask your lender and advisers for their property-specific document requirements and timing. Keep financing conditions, outstanding records and closing questions visible.