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Lease Incentive and Tenant Improvement Document Request Checklist

Lease incentives and tenant improvement records often sit across a lease, amendment, landlord communication, vendor invoice, payment record, reimbursement, and project file. This checklist turns those factual support gaps into distinct requested items.

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Quick answer

Use this checklist to request client-provided lease, incentive, improvement, payment, reimbursement, and completion records for one defined property, project, and period. It organizes evidence for review without deciding lease, tax, legal, construction, or accounting treatment.

Copy-ready request checklist

Lease Incentive and Tenant Improvement Document Request Checklist

Copy this list for one client, property or location, lease reference, improvement project, and bookkeeping period.

1. Request setup

Set the property, counterparty, lease reference, period, and project before selecting documents.

  • Client: [Client name]
  • Property or location: [Location]
  • Landlord or counterparty: [Counterparty]
  • Lease reference: [Lease reference]
  • Bookkeeping period: [Period]
  • Improvement project or incentive type: [Project or type]
  • Request owner: [Team member]
  • Review owner: [Team member]
  • Due date: [Date]

2. Lease and incentive records

Request the relevant agreement language and communication only when it applies to the item.

  • Executed lease.
  • Relevant lease amendment.
  • Incentive, allowance, reimbursement, or rent-credit provision.
  • Landlord communication explaining payment or credit.
  • Commencement or handover record only when maintained and requested.
  • Responsibility context supplied by the client.

3. Tenant improvement and build-out records

Request factual project and payment support without determining treatment.

  • Contractor or vendor invoices.
  • Change orders.
  • Payment confirmations.
  • Landlord reimbursement or credit records.
  • Tenant-paid cost records.
  • Project completion or handover record when maintained.
  • Construction management or architect invoices only when in scope.
  • Internal payroll support only when the responsible firm specifically requests it.

Incentive support vs tenant-paid cost support

Separate the records that describe landlord-provided support from records of tenant-paid project activity.

Record set

Incentive, allowance, reimbursement, or rent credit

Possible requested support

Lease or amendment provision and landlord communication or payment/credit record.

Do not decide

Lease liability, right-of-use asset, rent expense, tax, or legal treatment.

Record set

Tenant-paid project cost

Possible requested support

Vendor invoice, change order, payment support, and completion record when maintained.

Do not decide

Capitalization, depreciation, ownership, or qualification for an accounting result.

Record set

Different property or project

Possible requested support

A separate item with the property, lease, period, and project context.

Do not decide

Whether records should be combined for a reporting or accounting conclusion.

Item status and next action

Keep a missing client action distinct from staff review and a specific replacement request.

Situation

The requested support has not arrived

Status

Waiting on client

Next action

Ask for the named record or factual context for that item.

Situation

A file or response has arrived

Status

Uploaded / Pending review

Next action

Staff review the item, period, source, and readable context before resolving it.

Situation

Staff records evidence for the requested item

Status

Received

Next action

Keep other requested items open until they have their own review result.

Situation

The file is wrong, incomplete, unreadable, or for a different item

Status

Needs reupload

Next action

Request a replacement only for the affected requested item.

Keep property and project support itemized

A useful request keeps landlord support, tenant-paid cost, project completion, and separate properties visible without drawing a professional conclusion.

Client-facing request template

  • Subject: Lease incentive and tenant improvement support needed for [property or location].
  • Please upload the listed lease, amendment, incentive, vendor, payment, reimbursement, credit, or completion records by [due date].
  • Use the property, lease reference, project, and bookkeeping period in each requested item.
  • Keep different properties, projects, incentives, and tenant-paid cost records as separate items.
  • If an uploaded record belongs to a different project or period, replace only the affected requested item.

Synthetic illustrative scenario

  • Synthetic example: [Cedar Field Market] requests support for a build-out at [Location A] during [June 2026].
  • Separate items request the lease amendment, a landlord allowance communication, two contractor invoices, and one payment confirmation.
  • The allowance communication is Uploaded / Pending review. One contractor invoice needs reupload because it is for [Location B].
  • The scenario does not determine lease liabilities, right-of-use assets, rent expense, depreciation, capitalization, ownership, tax, or legal outcomes.

Common mistakes

  • Combining multiple properties or projects in one vague item.
  • Treating an allowance provision as proof of final accounting treatment.
  • Requesting a completion record or internal payroll support when it is not maintained or in scope.
  • Mixing landlord credit records with tenant-paid invoices without item context.
  • Treating an uploaded invoice as Received before staff review.

Product boundary

  • CollectCue organizes client, property, period, requested items, uploads, review status, reupload actions, and follow-up.
  • It does not calculate lease liabilities, right-of-use assets, rent expense, depreciation, capitalization, tenant allowance treatment, or journal entries.
  • It does not provide ASC 842, IFRS 16, tax, legal, construction, lien, or lease advice, or determine ownership of improvements.

How to use this checklist

Set one property, lease, project, and period before requesting the agreement, allowance, payment, or completion records that apply.

  1. 1Set the lease contextRecord the client, property, landlord or counterparty, lease reference, project or incentive type, period, owners, and due date.
  2. 2Request the relevant record setChoose lease, amendment, incentive, invoice, change order, payment, credit, reimbursement, or completion support that applies.
  3. 3Separate projects and itemsKeep property, project, incentive, and tenant-paid cost items distinct when they need different review.
  4. 4Review without treatment conclusionsStaff review record context and request a replacement when needed without deciding lease or accounting treatment.

Frequently asked questions

These answers explain client document collection and do not make an accounting, tax, legal, payroll, or compliance decision.

What records may be requested for a lease incentive?+

A firm may request the executed lease, relevant amendment, incentive or allowance provision, landlord communication, payment or credit record, and maintained commencement or handover context when those records apply.

What records may be requested for tenant improvements?+

A firm may request contractor or vendor invoices, change orders, payment confirmations, landlord reimbursement or credit records, tenant-paid cost records, and maintained completion support.

Should different properties or projects share one requested item?+

No. Keep different properties, leases, projects, periods, incentives, and costs separate when their records or review context differ.

Does CollectCue make lease accounting decisions?+

No. CollectCue organizes document requests, uploads, review context, reuploads, and follow-up. It does not calculate lease accounting, tax, legal, construction, or ownership outcomes.

Related resources

Use these pages for the next request, review, reupload, or follow-up action.

Fixed asset purchase and disposal checklist

Use a focused asset-event request when equipment, project assets, or disposal support need separate review.

Open resource

Mid-year bookkeeping document checklist

Request wider period support when lease, project, or financing records are part of a mid-year review.

Open resource

Bookkeeping client document request form

Turn selected lease and project records into client-period requested items.

Open resource

Keep lease and improvement records ready for review

CollectCue helps firms organize the property, period, requested records, upload link, staff review context, reupload action, and follow-up. It does not make lease, construction, tax, legal, or accounting decisions.

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