a) Check Internal Sources First
You’d be surprised how much information is already sitting within your team or systems.
- Lease summaries: Old PDFs or Excel sheets often include key dates and obligations.
- Emails: Use search terms like “lease,” “amendment,” “commencement,” or “renewal.”
- Shared drives & scanning folders: Dig through archived documents—sometimes they’re misfiled or unlabeled.
- Accounting systems: Rent invoices, reconciliations, and payment records can confirm rent schedules and escalations.
b) Ask Your Team
Here’s a quick message you can send to operations, legal, finance, or property managers:
Subject: Help Needed – Missing Lease Documents
Hi [Name],
We’re cleaning up our lease records and noticed we’re missing [document name] for [location name]. Do you happen to have a saved copy or know who might?
Any help tracking this down would be appreciated—this supports our upcoming implementation project and ensures we’re fully covered.
Thanks so much!
c) Contact the Landlord or Property Manager
When internal records hit a wall, go to the source.
Script:
“Hi [Landlord/Manager Name],
We’re organizing our lease records for [Business Name] and realized we don’t have a signed copy of the [specific document] for [location address]. Could you please send us a copy for our files?
This helps us stay compliant and ensures we have everything in order for our real estate planning. Thanks in advance for your help!”
📝 Pro Tip: If your lease has a clause requiring them to provide documents upon request, reference it politely:
“Per Section [X] of our lease agreement, we’re entitled to request a copy of this document for our records.”
d) Still No Response? Use an Estoppel Certificate
If you’re being ignored—or need a formal response—request an estoppel certificate. This legal document confirms lease terms and obligations and is typically used in financing or ownership transfers.
Script:
“We’re preparing lease documentation for a financing/audit process and need an estoppel certificate to confirm key lease terms for [location]. Could you please complete or provide the document by [date]?”
Estoppels often move things along quickly, especially if landlords suspect a sale or funding event is in play.
