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A Diagnostic Tool For Multi-Location Operators

Diagnostic Tool · Multi-Location Operators

Occupancy Cost
Leakage Checklist

You can select more than one item in each section. Work through all six areas and check off everything you currently have in place — your risk score updates automatically as you go.

0 of 31 checked

01

Lease Data Integrity

Is your lease data complete, verified, and accessible?

0/6

All active leases loaded into a central system with current terms
Base rent amounts verified against executed lease documents
Lease commencement and expiration dates confirmed and flagged in calendar
Rent escalation clauses (fixed, CPI, % of sales) documented and scheduled
Any side letters or amendments attached to the corresponding lease record
Tenant/landlord contact details current and accessible

02

CAM & Operating Expense Reconciliations

Are you reviewing, disputing, and tracking CAM charges correctly?

0/6

Prior year CAM reconciliation statements received from all landlords
Reconciliation amounts reviewed and disputed where applicable
CAM caps and exclusions verified against lease language
Gross-up provisions applied correctly for occupancy calculations
Audit rights exercised where reconciliation figures appear inconsistent
Reconciliation payments tracked and logged by location

03

Critical Date Management

Are key deadlines calendared and actively monitored?

0/5

Renewal option deadlines calendared with 90/60/30-day alerts
Termination option windows tracked and reviewed
Rent review and escalation dates confirmed for the next 12 months
Notice periods for lease exercise options documented per location
Lease expiry dates reviewed against current occupancy strategy

04

Rent Escalation & Billing Accuracy

Are rent increases being applied correctly and overpayments caught?

0/5

Annual rent increases applied accurately and on time
CPI adjustments calculated using the correct index and base period
Percentage rent thresholds and reporting obligations tracked
Landlord billing statements reconciled against lease obligations monthly
Overpayments identified and recovery initiated

05

Occupancy Cost Reporting

Do you have clear visibility across your portfolio's cost exposure?

0/5

Occupancy cost ratio tracked per location (rent + CAM + other / revenue)
Portfolio-level occupancy cost report produced at least quarterly
Budget vs. actual occupancy costs reviewed by location
Lease liability and IFRS 16 / ASC 842 schedules current and reconciled
Upcoming cost exposure (escalations, renewals) modelled into forecasts

06

Operational & Compliance Gaps

Are your operational obligations and landlord approvals in order?

0/5

Insurance certificates on file and current for all locations
Required landlord approvals obtained for fit-outs, signage, or subletting
Co-tenancy clauses and exclusivity rights monitored
Operating hour obligations and permitted use clauses being met
Assignment and subletting restrictions reviewed before any operational change

Your Leakage Risk Score

Based on unchecked items — check off what you have in place

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Complete the checklist

Tick each item you currently have in place to reveal your risk level.

0–5 gaps Strong

Strong lease operations. Fine-tune your reporting layer.

6–12 gaps Moderate

Moderate exposure. Prioritize critical dates and CAM review.

13+ gaps High Risk

High leakage risk. A structured lease audit is recommended.

Book a Lease Audit

Review this checklist quarterly or whenever your portfolio changes.

Not sure what your results mean for your portfolio?

Our team works exclusively with multi-location operators on lease operations. We'll review what your score flagged and tell you plainly where the exposure is and what to do about it.

Book a Discovery Call