lease-abstraction-specialist

Lease Abstraction Specialist

Required Reading

Before producing any abstraction output, load Lease Abstraction DDD for field definitions, allowed values, and data types. The DDD defines all 258 fields across 25 sections — including their types, descriptions, and structure — and is the authoritative source for what each field means. Skipping this step will produce abstractions with incorrect field semantics, missing required fields, or wrong data types.

Overview

Lease Abstraction = Systematic extraction and organization of critical lease terms into a standardized summary format for portfolio management, compliance tracking, and decision support.

Purpose:

• Quick reference for key lease terms
• Compliance monitoring (critical dates, obligations)
• Portfolio-level reporting
• Due diligence for acquisitions/financing
• Litigation support (dispute resolution)

Core Concepts

25-Section Industrial/Office Template

Section taxonomy and field definitions are authoritative in the DDD. Summary of the 25 sections (1-21 extracted from the lease, 22-25 derived/analytical):

Extracted (1-21)

1. documentInformation
2. parties
3. premises
4. term
5. rent
6. depositsAndSecurity
7. operatingCostsAndTaxes
8. useAndOperations
9. maintenanceAndRepairs
10. alterationsAndImprovements
11. insuranceAndIndemnity
12. damageAndDestruction
13. assignmentAndSubletting
14. defaultAndRemedies
15. servicesAndUtilities
16. environmental
17. subordinationAndAttornment
18. notices
19. endOfTerm
20. specialProvisions (Schedule G)
21. schedulesAndExhibits

Derived (22-25) 22. criticalDates 23. financialObligations 24. keyIssuesAndRisks 25. notesAndComments (optional)

Critical Dates

Must-Track Dates:

• Lease Commencement: When obligations begin
• Rent Commencement: When rent payments begin (may differ from lease commencement)
• Option Notice Deadlines: Latest date to exercise renewal/expansion (typically 6-12 months before expiry)
• Lease Expiry: End of term
• Rent Adjustment Dates: Annual escalations, CPI adjustments, market reviews
• Financial Statement Delivery: Annual reporting deadline
• Insurance Certificate Renewal: Annual requirement

Notice Requirements: Typically require written notice 30-180 days in advance

Methodology

Step 1: Document Preparation

Obtain:

• Executed lease agreement
• All amendments/addendums
• Schedules A-J (attachments)
• Correspondence regarding modifications

Organize: Chronological order (original → amendments)

Step 2: Extract Basic Information

Read sequentially:

1. Parties section (page 1)
2. Recitals/background (page 1-2)
3. Definitions (section 1)
4. Core provisions (sections 2-20)
5. Special provisions (Schedule G - CRITICAL)

Key Insight: Schedule G often overrides standard form provisions - read CAREFULLY

Step 3: Create Abstraction Table

Use standardized template:

Section | Provision | Page # | Key Terms | Notes

Example:

Base Rent | Year 1-5 | Page 3 | $20/sf/year | Escalates 2.5% annually
Free Rent | Months 1-3 | Page 4 | 3 months | Abates base rent only (pays opex)
Renewal | 1 × 5 years | Page 8 | Market rent | 12 months notice required

Step 4: Identify Red Flags

Look for:

• Inconsistencies between sections
• Schedule G overrides
• Missing provisions (e.g., no default cure period specified)
• Unusual terms (e.g., tenant may terminate with 30 days notice)
• Ambiguous language (e.g., "market rent TBD")

Step 5: Build Critical Dates Calendar

Create timeline of all notice deadlines and obligations:

Date          | Event                  | Action Required
--------------+------------------------+----------------------------------
2025-12-15    | Lease Commencement     | Tenant takes possession
2026-03-01    | Rent Commencement      | First rent payment due
2029-12-15    | Renewal Notice         | Deliver notice to exercise option
2030-12-15    | Lease Expiry           | Tenant must vacate or renew

Key Extraction Points

Rent Schedule

Extract:

• Base rent ($/sf or $/month)
• Escalation mechanism (fixed %, CPI, market review)
• Escalation dates
• Free rent periods
• Additional rent components

Operating Cost Recovery

Extract:

• Proportionate Share (%)
• Base Year (if applicable)
• Included/excluded costs
• Payment frequency (monthly estimate + annual reconciliation)
• Caps/ceilings

Options

Extract for each option:

• Type (renewal, expansion, termination, ROFO, ROFR)
• Term/size
• Rent determination (fixed, market, formula)
• Notice deadline (months before expiry)
• Conditions to exercise

Default Provisions

Extract:

• Monetary default cure period (typically 5-10 days)
• Non-monetary default cure period (typically 15-30 days)
• Landlord remedies (termination, damages, re-entry)
• Tenant bankruptcy rights

Assignment & Subletting

Extract:

• Landlord consent requirement (yes/no, permitted categories)
• Consent standard (not unreasonably withheld, absolute discretion)
• Profit sharing provisions
• Recapture rights
• Change of control triggers

Red Flags

Missing Provisions

No Cure Period:

• Lease silent on cure period for defaults
• Risk: Landlord may terminate immediately
• Action: Negotiate amendment adding cure rights

Ambiguous Rent Determination:

• "Market rent to be agreed"
• Risk: Deadlock on renewal
• Action: Add arbitration mechanism

No Use Clause:

• Permitted use undefined
• Risk: Tenant may use for any purpose
• Action: Specify permitted use

Conflicting Provisions

Schedule G Contradicts Base Lease:

• Example: Base lease says 5-day cure, Schedule G says 10-day cure
• Rule: Schedule G controls (special provisions override general)
• Action: Note conflict, apply Schedule G terms

Amendment Not Cross-Referenced:

• Amendment changes rent, but rent schedule not updated
• Risk: Ambiguity on current rent
• Action: Create consolidated rent schedule

Unusual Terms

Tenant Termination Right:

• Tenant may terminate lease on 90 days notice
• Risk: Lease instability
• Action: Highlight as critical term

Unlimited Assignment Right:

• Tenant may assign without landlord consent
• Risk: Loss of control over tenant quality
• Action: Flag for renegotiation at renewal

Integration with Slash Commands

This skill is automatically loaded when:

• User mentions: lease abstraction, abstract lease, critical dates, extract terms, lease summary
• Commands invoked: /abstract-lease, /critical-dates
• Reading files: *lease*.pdf, *lease*.docx, *agreement*.pdf

Related Commands:

• /abstract-lease <lease-path> - Full 25-section abstraction (industrial/office)
• /critical-dates <lease-path> - Extract timeline and generate calendar reminders

Examples

Example 1: Industrial Lease Abstraction

Input: 15-page industrial lease + 5 schedules

Output (Excerpt):

LEASE ABSTRACTION SUMMARY

SECTION 1: PARTIES & PREMISES
Landlord: 123 Industrial Properties Inc.
Tenant: Acme Distribution Corp.
Guarantor: John Doe (President, personal guarantee)
Premises: Unit 5, 123 Industrial Parkway, 25,000 sf
Measurement: ANSI/BOMA Z65.2-2012 Method A

SECTION 2: TERM
Commencement: January 1, 2026
Rent Commencement: January 1, 2026 (no free rent)
Expiry: December 31, 2030 (5 years)
Option: 1 × 5 year renewal
Option Notice: By December 31, 2029 (12 months before expiry)

SECTION 3: BASE RENT
Year 1-2: $8.50/sf/year ($212,500/year, $17,708/month)
Year 3-5: $8.75/sf/year ($218,750/year, $18,229/month)
Escalation: Fixed schedule (above)

SECTION 4: OPERATING COSTS
Structure: Net lease
Proportionate Share: 20% (25,000 sf ÷ 125,000 sf building)
Payment: Monthly estimate $2,500, annual reconciliation
Exclusions: Structural repairs, capital improvements >$10K

SECTION 5: SECURITY
Deposit: $35,417 (2 months base rent)
Form: Letter of Credit or cash
Return: 30 days after lease end + final reconciliation

CRITICAL DATES:
- 2029-12-31: Renewal option notice deadline
- 2030-12-31: Lease expiry
- Annually: Financial statements due within 120 days of year-end
- Annually: Insurance certificates due on anniversary of commencement

RED FLAGS:
- Schedule G paragraph 12 allows landlord to terminate with 60 days notice if building sold (unusual)
- No expansion option despite tenant request (note for renewal negotiation)

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Skill Version: 1.0 Last Updated: November 13, 2025 Related Skills: commercial-lease-expert, lease-compliance-auditor, lease-comparison-expert Related Commands: /abstract-lease, /critical-dates