Forms & Checklists

Retail Forms

Search over 250 downloadable forms for residential, retail and commercial properties.

Finance and Asset Management
Bank Account Reconciliation - Version 2
The second version of the Bank Account Reconciliation Form reconciles accounts and general ledger balances side-by-side. Keep information organized by building number, account number, and bank name. 

Commission Summary
Keep a history of commissions transactions and schedules. This form records and accounts for the collection and distribution of payments made by clients.

Bank Account Reconciliation Form
A Bank Account Reconciliation Form helps reconcile deposits, withdrawals and expenses for efficient accounting. Simply start calculations with the latest account statement and unadjusted general ledger balance to figure out adjusted balances and to ensure that an account is in good order.

Corporate Capital Improvement Request
Record annual budgeting allotments with a capital improvement request.  The request documents information such as cash on hand, budgeted improvements, and description of improvements being requested.

Capital Expenditure Budget
Use the Capital Expenditure Budget form to easily log annual expenditure by account number and item.

Deposit Collections Summary
Log the details of deposit collections on a summary form. List the date and number of item received and log the amount and account information.

Capital Expenditure Budget Actual Report
Log budgeted and actual capital expenditures by month and year to balance or explain variance.

Financial Analysis Spreadsheet Toolkit
Looking for a user-friendly tool to perform financial analyses for your properties? The IREM Financial Analysis Spreadsheet performs cash flow analyses based on property performance and ownership goals and objectives.

Cash Receipts & Disbursements
Track deposits and payments received and keep bank account balances in order with this convenient Excel form.

Journal Entries
Keep track of bank accounts by documenting debit and credit transactions in this journal.  Log account activity by description, number, and ending period.

Chart of Accounts, Commercial and Residential
A chart of accounts is important in organizing how a business handles money. The account items are classified by type of income or expense as well as by assets and liabilities, accounts receivable, and accounts payable. Customize the commercial and residential chart of accounts to fit the needs of your business.

Operating Budget
This operating budget provides a detailed profile of incomes and expenses for a projected year. Calculate gross possible incomes, total actual collections, and operating costs.

Chart of Accounts, Corporate
A chart of accounts is important in organizing how a business handles money. The account items are classified by type of income or expense as well as by assets and liabilities, accounts receivable, and accounts payable. Customize the corporate chart of accounts to fit the needs of your business.

Purchase Order
Use a purchase order to invoice authorized purchases. Log the date of order, shipping instructions, and terms of purchase.

Check Register Statement of Disbursements
Follow and track disbursements with a check register. Arranged by check number and description, this form allows property managers to customize the list by month or by year.

Purchase Order Log
Log all authorized purchases by order number. Document information such as issuance, vendor details, and order received date.

Collections Summary
A fundamental necessity to any property manager, the Collections Summary is a rental record of property income, tenant payments, deposits, delinquencies, and balances.

Human Resources
Employee Termination Checklist
Get help ensuring that all necessary information is documented with an employee termination checklist. The list walks managers through paying wages and other monies due to the employee, and makes sure any business property in the employee's possession is returned to the employer upon termination.

Maintenance Technician Test
Customize this 75-question test to gauge maintenance technicians on their knowledge of basic maintenance skills.  It covers areas like plumbing, carpentry, electrical systems, painting, tools, etc. 

Employee Termination Checklist - Version 2
Use this checklist to ensure you have completed all necessary tasks and that any business property in the employee's possession is returned upon termination.  Items on the checklist include COBRA letter, insurance benefits, monies due, and transfer of company manuals and communication devices.

New Hire Checklist
Use this checklist to ensure that your new hires receive all of the policies and procedures, insurance and benefits documents, and other new hire documents before they begin their job. 

Employment Application
This five-page standard employment application contains all of the essential information you need to decide whether a candidate meets the minimum standard criteria for the job.

New Hire References
As part of the hiring process, use this standard reference form to determine a job applicant's work performance history based on feedback from the applicant's previous employers.

Interview Evaluation Report
Log and note your impressions of a prospective employee with this Interview Evaluation Report. Rate an applicant on criteria such as work experience, education, and interview performance.

Performance Evaluation
This eleven-page job performance evaluation enables the reviewer and individual  to assess and document the degree to which the individual has accomplished specified objectives from the previous review.  The evaluation includes descriptions of performance ratings and key areas in which the individual is assessed.

Background Investigation
Before accepting a prospective applicant, conduct a background investigation. This form authorizes and records background information such as a prospect's residential and credit histories.

Move-In Notice
This notice records move-in information for a tenant moving into a building. List tenant's contact information, parking and key distribution, and include any remarks or comments that need to be added.

Lease Abstract
This abstract provides a one-page overview of a lease's important details. Document lease space, base rent, and deposit information. Also, note additional comments or concerns effecting lease approval.

Move-Out Notice
Use this notice to document move-out information and procedures for tenants vacating a building. Information included in the documents covers lease and rent stop dates, landlord and tenant obligations, and forwarding addresses.

Lease Standard Allowance
Compute and analyze standard leases allowances such as partitions and light fixtures. Other allowances include hardware and doors.

Moving Notice
Document moving dates and procedures for tenants leaving a building space. This form provides schedules for delivering keys, tenant kits, and other information.

Lease Summation Report
Use a summation report to help administer a lease. This report details specific terms to be included in the lease and allows for the documentation of any modifications.

Tenant Credit Information
When considering a new tenant, do a background check with this Tenant Credit Information form. Record a tenant's credit rating and reference information to help decide approval status.

Leasing Activity Report
Summarize leasing inquiries and activities for a property with an activity report. Log active prospects, submitted proposals, and signed leases.

Maintenance and Risk Management
Authorized Construction Access Letter
Use this customizable letter to authorize a contractor's right to access a construction area on the property.

Maintenance Record
Keep a history of a unit's repairs and services with a maintenance record. This form can be used to record the date and description of work as well as any remarks or comments remaining.

Commercial Shopping Center Construction Checklist
Use this checklist as a guide for the contractor prior to the construction start date, rules and regulations, and required on-site items. This form is a helpful checklist to document your policies with the contractor.

Maintenance Request Log
Record tenant requests or inquiries on a documented log. Also track when work was requested, completed, and followed.

Construction Phasing Timetable
Customized and use this phasing table to detail a tenant's construction plans. The table records different projects and their projected time tables.

Maintenance Supply Inventory
Track ordered and delivered maintenance provisions and keep in-house records with this supply inventory. The inventory lists quantities in stock, used, and needed.

Construction Schedule Worksheet
Record and follow a tenant's schedule for a project from beginning to end. The Construction Schedule Worksheet charts a project at different time periods to describe and comment on work in progress.

Master Preventive Maintenance Frequency Schedule
Provide an overview of maintenance requirements during a one year period with this master preventive form. This document helps keep maintenance informed of what equipment needs to be serviced at different seasons and locations.

Crime Report
Have a crime report form handy if an incident occurs on a property site. This in-depth form documents the victim's information and the specific details of the crime.

Office Building Exterior Inspection Report
Thoroughly inspect the outside of a building with the Office Building Exterior Inspection Report. This detailed checklist documents the external conditions of commercial and retail spaces upon vacancy.

Electric and Power Verification Letter
Use this customizable form to verify when utility bills will be disconnected and the property will no longer the responsible for selected tenant.

Office Building Interior Inspection Report
This in-depth checklist rates the internal condition of commercial and retail spaces upon vacancy. List and describe lobbies, doors, stairs, and windows as good, fair, or poor. Likewise, note repairs needed and their estimated costs.

Elevator Entrapment Procedure Checklist
Keep an uneasy situation under control with this entrapment checklist. The checklist walks through the procedures involved in handling elevator entrapment and logs information for maintenance purposes.

Preventive Maintenance Record
As a preventive record, this maintenance form logs maintenance requirements and sets up a repair schedule. Document and plan the terms for contract bids, maintenance to be performed, and payment dues.

Elevator Incident Report
Use an elevator incident report to track elevator incidents and their resolutions. Not only does this form describe what happened during a specific incident, but it also documents information from witnesses and mechanics.

Request for Bid Proposal
Customize this Request for Bid Proposal for Interiorscape Management and Maintenance to fit management or service needs. It includes sections such as instructions to bidders, general requirements, technical maintenance specifications, and a frequency chart.

Elevator Inspection
Inspect elevators for leveling, ride, and other functions with this Elevator Inspection Report. This document allows managers to inspect, comment on, and control a building's elevator operations as well as note any required repairs or adjustments.

Risk Control Checklist
Minimize risk at a property by using a risk control checklist. The list covers areas from recordkeeping procedures and accident prevention to personal protective equipment and office safety.

Floor Data Card
Use a floor data card to detail square footage allocations floor by floor. The card allows for rentable area, useable area and floor load calculations.

Roof Inspection Checklist
Keep a roof inspection checklist at hand to facilitate the inspection of your residential roof.This comprehensive document includes a list of items to look for, such as deterioration, drainage, and rusting, when inspecting your roof. The document also includes space to mark observation and decide the types of conditions.

HVAC Unit Maintenance
Use this form to track the maintenance of the HVAC units at your properties. The form includes fields to enter data for the compressor, condensing fan motor, contactor, compressor maintenance, and fan motor maintenance.

Safety Checklists
To help ensure safety at a property, use these safety checklists, which include checklists for Slip, Trip & Fall Prevention, Office Safety, Fire Prevention, Flammable Liquids, Emergencies, Fire Drill Evaluation Report, and GL Safety Audit/Inspection.

Inspection Checklist
This form provides a comprehensive inspection list for building operators. Collect and log administrative duties, contractual obligations, tenant relations, maintenance services and more.

Security Checklist
This security checklist consists of a comprehensive list of items to help identify problems and discover ways to better safeguard your property.  Items for consideration include windows, miscellaneous openings, key control, lighting, visibility and access, vandalism and theft protection, and alarms.

Insurance Policy Analysis Form
Use this form to document and analyze exactly what is covered in an insurance policy, such as what the policy covers, people and/or property insured, limits of liability, and losses that are excluded from the policy.

Service Contract Evaluation Form
This evaluation form details service contract agreement terms with various vendors. Options outlined include contract expiration dates and cancel actions.

Janitorial Survey
Survey the interior and exterior conditions of a property. Document the physical state of entrance areas, floor conditions, and general cleaning.

Space Analysis Tenant Requirements Questionnaire
Log tenant space requests and needs on a space analysis sheet. Cover comprehensive details such as conference room, reception area, and parking needs.

Landlords Notice of Substantial Completion
Document the completion of space rehabilitation and occupancy. Use this substantial completion form to notify a tenant that work on a unit has been completed and that a move-in date can be effectuated.

Space Planning Services Schedule
Schedule space planning activities with this detailed checklist. Service procedures covered in the list include tenant visits, construction planning, and final inspection comments.

Landscape Maintenance Contract
Use this form when hiring a maintenance contractor. This customizable contract form is helpful in determining policies and requirements for the contractor. This 4 page document includes contractor requirements, "scope of work" that is required, detailed information about lawn care, and so much more!

Tenant Construction Cost Estimates
Itemize repair work and costs for work on a tenant's suite or office. Costs estimates are based on a comprehensive list of items such as wall and floor covering, interior partitions, and architectural design.

Landscape Schedule
Use this customizable landscape schedule to record maintenance items on a monthly timetable. This form includes items such as mowing, mulching, lawn fertilization, pesticide control for lawn and flower beds, and so much more!

Tenant Move-In Checklist
Keep a tenant move-in checklist to facilitate operations. This form helps document the dates that a tenant received correspondences, forms, packets, and other important information.

Liability Accident Notice
Detail the circumstances and damages surrounding an accident. This one page notice documents any information needed to follow-up on an incident and includes accident descriptions and witness statements.

Work Letter Agreement
Customize this work letter agreement, as an addendum to the lease, to detail all the work to be done for the tenant by the owner.

Loss Report Form
In the event of injury or property damage, document the details on this loss report form.

Managing the Management Company
Code and Local Law Compliance Summary
Stay on track and keep a summary of local and code law compliances. From elevator inspections to antenna permits, this form helps managers keep a listing of actions that have taken place and those that need to be done.

Property Takeover Financial Documentation Checklist
These comprehensive checklist aides in financial procedures associated with taking over a property.  Some of the operations included in the form are rent rolls, general ledgers, leases, and deposits.

Cost-Plus Management Pricing Form
Use this spreadsheet tool to determine the total cost for third-party management. The form takes into account the cost of service for property managers, property management company executives, accountants, and clerical services.

Severely Past Due Letter
Contact a tenant severely past due on rent with this template letter. The letter formerly states the lease article in default and requests immediate payment.

Lease Proposal - Generic
Customize this general lease proposal for an office building or retail property.  This two-page proposal outlines the terms and conditions for completing a lease, including the base rent, additional charges, option details, security deposit, details of use, commencement date, insurance, utilities, and HVAC.

Tenant Estoppel Certificate
Use this tenant estoppel certificate to ensure that certain facts pertaining to the tenant's lease with its landlord are true. This certificate gives assurance to the purchaser of a property or lender that the lease is in full force and effect, that a certain amount of rent and security deposit have been pre-paid, and that the landlord is not in default of any landlord obligations under the lease.

Leasing and Management Proposal for Shopping Center
This sample proposal addresses a client's request for leasing and management services for four shopping centers. The proposal contains sections such as a proposal letter, property analysis, brief history, and business plan.

Tenant Survey - Version 1
Encourage resident feedback with a tenant survey. This survey allows tenants to comment on management, thus helping managers to evaluate their team.

Management Assumption Checklist Existing Building
This seven page checklist outlines duties for managers taking over an existing property. The checklist covers categories such as corporate administration, property transition, and operations.

Tenant Survey - Version 2
Give tenants the option to rate their satisfaction levels for a variety of building items and services. The survey provides for appearance, safety, and management evaluations.

Building Analysis
Document the condition and features of a given property in order to conduct an initial building analysis. Use this form to evaluate and rate the overall structural, mechanical, and functional state of a building site.

Marketing Schedule
Use a marketing schedule to plan projects and their budgets. Schedule and coordinate brochures, advertisements, public events, and more.

Building Data Sheet
Use this Building Data Sheet to help assess the floor-by-floor usage allotment of a property. Features included as data are a floor's usable, common and rentable areas, as well as its floor load factor.

Office Building Research Worksheet
Create an overview of a building's tenants and characteristics with this worksheet. Use tenant, service, and facility descriptions to analyze criteria such as rent and desirability.

Commercial Prospect/Guest Card
A Commercial Prospect/Guest Card allows for an organized way to track future clients. Document potential resident/tenant visits and detail their specific property interests or needs.

Retail Comparison Grid
Evaluate a subject property to comparable properties on a feature-to-feature basis in order to set appropriate rates. Compare and contrast items such as appearance, parking, street visibility, and vacancy rate.

Market Survey - Industrial Properties
Use this industrial properties market survey to record the rental information and features of properties and the property's competition. This customizable form includes space to request information about location, building features, vacancies, tenant charges, and deal-making rates.

Retailer Prospect/Guest Card
A Retailer Prospect/Guest Card allows for an organized way to track future clients. Document potential resident/tenant visits and detail their specific property interests or needs.

Market Survey - Office Building
Use this office building market survey to record the rental information and features of properties and the property's competition. This customizable form includes space to request information about location, building features, vacancies, tenant charges, and deal-making rates.

Shopper Report
Use this customizable shopping report to document and identify shopper demographics. Use this report to document the level of satisfactions from a variety of questions and categories including: telephone procedures, contact with office personnel, closing techniques, property appearance, and much more!

Market Survey - Shopping Center
Use this shopping center market survey to record the rental information and features of properties and the property's competition. This customizable form includes space to request information about location, building features, vacancies, tenant charges, and deal-making rates.

Tenant Space Requirements Questionnaire
This Tenant Space Requirements Questionnaire provides specific information about a prospect's space requirements. Information includes the prospect's contact information, general usage area specifications, and equipment needs.

Retail Forms Package
Retail Forms Package
A compilation of more than 100 form templates that retail property managers can use for their day-to-day business operations

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