nishant's operational formats
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RENT ROLL
Unit Tenant Sq.
ft
Term Rs./Sq
ft.
month
Rent CAM Mkt Total Sales thru rent
11/__ %
Rent
Escalations
Date Type
Options Comments
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SECURITY DEPOSITS
Center: . As of:..
Lease Team
Tenant Name Date of Deposit Amount of
Deposit (Rs)
Start Date End Date Date Returned
to Tenant
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ACCOUNTS RECEIVABLE AGING REPORT
Tenant Total Current 30-60 days 61-90 days 91 + days Comments
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PURCHASE ORDER
Delivery to: .
Date Required: . F.O.B
To: Vendor name and address
PAN No. :
Confirmed: Verbal Written
Item Quantity/unit Description Purchasing
Use
Unit Price Amount
1
2
3
4
5
6
7
8
9
10
11
1213
14
15
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LEASE SUMMARY
New Lease
Renewal
Extension
Date: ..
Trade name: ..
Tenant name(s):
Address: ., City:
Prior tenant: ............................, Left: //.
Reason: ..
Space No.: ..Sq. ft.: . Initial term:years
Commencement date: . Occupancy date: ..
Rent commencement date: . Free rent:months
Expiration date: .. Options:
Option rent increased to: .Base rent: . Rs... Rs. /Sq.ft./mo... Rs. /Sq. ft./yr ..
If a renewal, what was final previous rent? .............................................................. Rs. /Sq ft/mo
Rent increases: When? ...................... Fixed? Other? .
Percentage rent: . % Breakpoint: Natural or Artificial of Rs.yr
Current years (12 mths) sales volume: Rs. .. Sq.ft./yr .
Permitted use:
Initial monthly promotion fund and advertising: Rs.
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TENANT SERVICE ORDER
Date . Name of Tenant Store No.
Work assigned to (Name of service co.)
Instructions
...
Work done ........................................................
Authorized by.
Date work started .. Date work completed............
Servicepersons remarks........
Tenants signature..........
Billing record (for office use)
Amount: Labor Parts Total
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ACCIDENT/INJURY/PROPERTY DAMAGE REPORT
Insured: .. Location:
Phone no: ...
Date: .. Time: (am/pm) Exact location of incident
Victims name: Age: (approximate if unknown)
Residence address: ....Business address: ...
Phone number: ...
Describe what happened: ..................................................................................................
Describe injury or damage:
Victims attitude/comments: .
First aid given? No Yes by whom
Medical treatment suggested? No Yes by whom
Sent to doctor/hospital? No Yes by whom
If yes, Name: .
Address: .. Phone:
Can go to own doctor? No Yes unknown
If yes, Name: .Address: . Phone:
Any hazard present?
Type of shoes: . Pictures taken? No Yes
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RETAIL PROPERTY INSPECTION REPORT
Property name: .
Owner: .
Address: ...
Inspected by: Date:
Common Area
4-Excellent, 3- Good, 2- Adequate, 1- Deficient, UO- Unable to observe
Parking Lot
Paving 4 3 2 1 uo
Entrances 4 3 2 1 uo
Cleanliness 4 3 2 1 uo
Electrical vaults/panels 4 3 2 1 uo
Lighting 4 3 2 1 uo
Trash Cont/ Gates 4 3 2 1 uo
Sweeping 4 3 2 1 uo
Drainage 4 3 2 1 uo
Abandoned cars
Comments
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Fire and safety equipment
Fire extinguisher 4 3 2 1 uo
Fire fighting hose 4 3 2 1 uo
Comment
........................................................
Public restrooms
Entrances
4
3
2
1
uo
Floor coverings 4 3 2 1 uo
Walls 4 3 2 1 uo
Ceilings 4 3 2 1 uo
Dispensers 4 3 2 1 uo
Lighting
4
3
2
1
uo
Trash receptacles 4 3 2 1 uo
Cleanliness 4 3 2 1 uo
Comments
........................................................
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Roof
Debris 4 3 2 1 uo
Surface condition 4 3 2 1 uo
Drainage 4 3 2 1 uo
Ladder access 4 3 2 1 uo
Roof screens 4 3 2 1 uo
Comments
........................................................
Occupied
Storefronts 4 3 2 1 uo
Windows/Display
4
3
2
1
uo
Merchandising 4 3 2 1 uo
Comments
........................................................
Vacant
Leasing Info. 4 3 2 1 uo
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MAINTENANCE INSPECTION REPORT
Property name: ....
Inspection performed by: .Date inspected: . Day/ Night
Ground maintenance Good Fair Poor Comments
Parking lot sweeping
Trash removal
Handpicking
Cleanliness of dumpster area
Removal of abandoned cars
Landscaping Good Fair Poor Comments
Removal of dead plants
Condition of vacant out-lots
Cleanliness of fence lines
Condition of irrigation system
Roofing Good Fair Poor Comments
General condition
Condition of gravel/ballast
Roof hatch locks
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Interior Lighting Good Fair Poor Comments
Spot lighting
Exit/ emergency lighting
Condition of skylights
Stock of light bulbs/ balloons
Building exterior Good Fair Poor Comments
Facade
Condition of skylights
Gutter and downspouts
Condition of canopies/awnings
Cleanliness of facia
Condition of rear stairway
Condition of doors
Parking lots Good Fair Poor Comments
General condition
Condition of striping/crosswalks
Crack filling
Condition of sidewalks
Handicapped areas
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Condition of ceiling (roof leaks)
Condition of HVAC
Labeling of utilities
Maintenance shop Good Fair Poor Comments
Storage of flammables
Organization of tools and supplies
Cleanliness of shop
Condition of floor
Labeling of keys in key box
Cleanliness of truck
Condition of HVAC equipment
Comments upon inspection
Nighttime lighting inspection Date: ......
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PROPERTY EMERGENCY CONTACT INFORMATION
Property name: ..
Municipality info Phone no. Insurance carrier Phone no.
Police Office
Fire department Emergency
Water and sewer Fax
Building dept Agent
Management Phone no. Utilities Phone no.
Office Electric
Office after hours Water
Fax Gas
General manager Home: Phone
Mobile: Waste management
Maintenance supervisor Home:
Mobile: Contractors Phone no.
Administrative assistant Home: Emergency board
Maintenance person 1 Home: Electrician
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TENANT MAINTENANCE REQUEST LOG
Date Tenant Caller Center Nature of
request
Code Assigned
to
Date
completed
Follow
up
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WORK ORDER FORM
Tenant: .. Requested by: .
Location: Work done?
Date/time recd: . Date completed: ..
Order taken by: .....
Quantity Description Comments Hours spent
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TENANT OPENING REPORT
To:
Owner:
Accounting:
Legal:
From: .
Subject: Tenant Opening
Date: ..
Please be advised that the following tenant has opened for business at |||||||:
Date opened: ..
Tenant name: ..
Contact: ..
Phone no.: ..
Address:
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PLANNING FORM
Chronological Marketing Synergism Plan
Centerwide
Events
Community
Events
Anchors Other
tenants
Competition
January
February
March
April
May
June
July
August
September
October
November
December
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TENANT FACT SHEET
.
Tenant Fact Sheet
Welcome to [Property Name] To assist us in our publicity efforts, we would appreciate your
filling in this form.
It can help us to publicize your store, as well as to answer press inquiries from time to time.
1.
Store name: ..Address: ..
Telephone: Fax: ..
2. Parent company: ..
3. Other store locations in area:
4. Any unusual events scheduled for the opening of the store at the mall
5. Information about your store:
Lines of merchandise
Specialties .
Any specific manufacturers you feature ..
Basic price range ...
Special features or theme of your interior dcor, such as lighting, color, sculpture,
planting,etc.
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9. Public/ community relations contact
Name .
Address .Telephone .. Fax
10.History of your company
How many years has the company been in existence? .
Does it have a particular advertising slogan, motto or tagline? ..
..
..
Founder
Name .
Location
Date ...
Any interesting or unusual circumstances that led to the opening of the first store
or helped launch the company in the retailing market
11.Chief executive officer of company and official title ...
12.Other pertinent information you feel should be included in release .
13.Brief description of any enclosed photos ..
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PERCENTAGE COMPARISONS
Center: . Year ..Month Marketing expenses Mthly Mkt
expenses/Annual Mkt
budget
Monthly sales/
Annual salesAdvertising Promotion Overhead Total
January
February
March
April
May
June
July
August
September
October
November
December
Total
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DAILY SECURITY LOG
Date .. Day of the week .
Emergency personnel on site: (be brief; follow-up with a detailed incident report.)
Incident # 1 Time Incident # 2 Time
Police .. .. ..
Fire .. ..
Weather conditions: First shift.. Second shift
Tenant issues 1. ..
2.
3.
Safety hazards noted: 1 ...
2...
3...
Warning stickers issued: (number)
First shift: ... Fire lane Fire lane
Handicapped parking Handicapped parking
Other Other
Lighting survey: (specify areas where lights are out)
Parking lot lights
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CONSOLIDATED MONTHLY SECURITY REPORT
Date: ...
For the Month Ending ..
(Date)
Personnel Report
Name Rank Shield No. Assignment Remarks
Activity Report
Security Services This Year Last Year
A. Vehicles
(1) Number Reported Missing
(2) Number Found In Parking Lots
(3) Number Actually Stolen From Parking Lots
(4) Number Stolen Vehicles Recovered By Police Department
(5) Thefts From Vehicles
(6) Vandalism to Vehicles
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(5) Traffic Tickets Issued - Employees
Security Services This Year Last Year
D. Assistance to Customers
(1) Stalled Cars Started
(2) Locked Cars Unlocked
(3) Lost Property Recovered
(4) Lost Children Found
(5) First Aid Given
(6) Others
E. Assistance to Stores/Center
(1) Bank Details
(2) Miscellaneous Details
(3) Apprehend Suspicious Persons
(4) Crime Investigated
(5) Disturbance Investigated
(6) Area Inspection
(7) Fire Extinguished
(8) Burglar Alarms Answered
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SUPERVISORS ACCIDENT
INVESTIGATION REPORT
I. General Information
Department . Shift
Employee name . Job title
Employee number Sex (M/F) Date of Accident . Time of accident AM/PM..
Type of accident/illness
Type of injury .. Part of body injured
Treatment First aid Medical Did employee return to work the same day? Yes No
II. Description
Where and how did accident happen? (Use additional sheets if necessary) ..
III. Causes
Specify machine, tool, substance or object connected with the accident
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IV. Recommendations
Action plan to prevent recurrence (modification of machine, mechanical guarding,
environment, training)
..
Supervisors signature Date: ..
V. Follow-up
Actions taken on recommendations (include date completed)
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FIRE INSPECTION CHECKLIST
I. General information
Name of facility . Date
Name of Store . Managers name
Inspectors name Inspection date
II. Additional information
Are additional sprinklerspresent? Yes No
Are sprinklers clear of dust and obstructions? Yes No
Comments .....
Are chemicals/paint/hazardous materials stored on site in the proper containers? Yes No
Comments
..
Are fire safety markings on all appropriate doors? Yes No
Comments
..
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Are there smoke detectors in the closed-up storage areas/areas where chemicals, etc. are stored?
Yes No
Comments
..
Additional information
Inspector Date
Inspector Date
Store manager/employee Date
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LOST AND FOUND REPORT
Report no. .. Recovered
Time AM/PM Location Date
Individuals accepting and handlingproperty: Security officer ..(name)
Store employee ..(name)
Property is Lost Found
Notified by: Name
Address
City .. Home phone . Work phone ...
Check here if above does not care to be known. Owner of property? Yes No
Description of property
...
Disposition of property after 60 days
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City Home Phone .. Work Phone ..
Employee or officer giving release sign here Date ...
Person claiming lost property sign here Date ...
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RETAILERS SATISFACTION SURVEY
Retailers Satisfaction Survey
Please select the letter, number or choice that represents the best answer to each question
below. If you oversee more than one property, your comments may be given as an overall
response.
1. What is your companys type of business? (check one)
Clothing other retail stores food/food service other (specify): .............
2. What is your position with the company? (Check one)
Owner store manager other employee corporate staff (specify):
Other (specify): ..
3. How good a job do you think (name of Management Company) does on the following;
Poor Excellent
a. Keeping the parking lot and common area clean 1 2 3 4 5
b. Ensuring a process to address safety and security
and security concerns1 2 3 4 5
c. Making repairs to the common area 1 2 3 4 5
d. Using quality contractors for maintenance 1 2 3 4 5
e. Maintaining a good tenant mix 1 2 3 4 5
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b. When (name of Management Company)
makes the decisions about our property,
they explain the decisions clearly.
1 2 3 4 5 6 7
c. We trust the people we deal with at
(name of Management company)1 2 3 4 5 6 7
d. (Name of Management Company) treats
us fairly
1 2 3 4 5 6 7
e. (Name of management Company) listens
to us whenever we have a problem orconcern
1 2 3 4 5 6 7
f. When (name of management company)agrees to solve our problems, it does so
quickly
1 2 3 4 5 6 7
g. I feel my relationship with (name of
management company) is valuable to me
1 2 3 4 5 6 7
h. My business is doing as well as projected 1 2 3 4 5 6 7
6. How much do you agree with the following statements about your leasing Representative?
Strongly
Disagree
Strongly
Agree
a. Was courteous and friendly 1 2 3 4 5 6 7
b Seemed genuinely happy to have my 1 2 3 4 5 6 7
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7. How much do you agree with the following statements about your Property Manager?
Strongly
Disagree
Strongly
Agree
a. Was courteous and friendly 1 2 3 4 5 6 7
b. Easy to contact 1 2 3 4 5 6 7
c. Returned my calls promptly 1 2 3 4 5 6 7
d. Listened to our concerns and problems 1 2 3 4 5 6 7
e.
Was responsive to my concerns andquestions
1 2 3 4 5 6 7
f. Followed through on things he/she
promises
1 2 3 4 5 6 7
8. What do you think (name of Management Company) does especially well?
9. In what areas do you think (name Management Company) needs to improve its performance?
How?
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EXISTING TENANT QUESTIONNAIRE
TENANT QUESTIONNAIRE
Building Date: .
Rating basis: Excellent 9-10 Good 6-8 Fair 4-5 Poor 1-3
Please use a number to rate the following items.
I. Management services Score
A.
Professionalism and quality of action by building personnel
when called for assistance:
1. Property manager
2. Secretary or receptionist
3. Engineer or maintenance
4.
Leasing personnel
B. Response time to requests, work orders, invoicing, etc.
C. Accessibility/availability of building personnel
Comments/ suggestions.
...
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Existing tenant questionnaire Score
III.Building security/ life safety
A. Professionalism and appearance of security personnel
B.
After hours security/ accessibility
C. Fire and emergency procedures-do you know what they are?
Comments/ suggestions.
...
IV. Parking services Score
A. Garage management
B. Appearance of facilities
C. Appearance of personnel
D.
Visitor parking
E. Contract parking
F. Security
Comments/ suggestions.
...
V. Building elevators Score
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E. Retail services
F. Others
Comments/ suggestions.
...
VII. Space requirements Score
Can these premises be adequate to meet the future needs?
VIII.
Services
A. What is the most valued service the facility currently provides?
.
.
B. What additional services would you like to have provided?
.
.
General Comments: .
.
.
.
.
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MAINTENANCE/SERVICE CONTRACTS LOG
Center: Date: .
Contact
Number
Vendor Type of
Service
Billing Amount
Annually Monthly
Term
Start End
Ins
Cert
Ins. Cancellation
Clause: 30 DayNotice
Yes No
Expense
CodeAcct. #
Misc.