Property management is tough. Commercial property management? Even tougher. There’s always something to tend to! Whether it’s a tenant’s service request, an expiring lease, or contacting vendors, putting together all the pieces of the puzzle is time-consuming and challenging. With so many moving parts, it also means that you’re likely to use different tools to put it all together. Rather than succumbing to scattered tools, clean it all up with this handy template that helps you keep it all under one roof. (Yes, we like puns.)
This full-featured template contains every aspect of property management: Buildings, units, tenants, service requests/maintenance, leases, and vendors. Plus, each entity is directly linked to the others so that there’s a seamless experience creating, updating, and tracking every single aspect of your property management needs.
This is the ultimate template to get you up, running, and organized with all aspects of commercial property management. Whether you manage just a couple of units or many, this Commercial Property Management template has a dedicated space for everything: Buildings, units inside those buildings, tenants, tenants’ respective leases, vendors, and even service requests!
Everything is linked accordingly and contains key views at the table level to gain easy insights into important qualitative and quantitative information about your properties.
Let’s jump into the highlights of this expansive, streamlined template by table:
Can’t have units without buildings, right? The Buildings table provides a high-level overview of each building’s properties, such as location, tenants, and units. This table also has views filtered by city so that you can easily toggle between buildings across different cities!
- Name. Simply the building name. No more, and no less.
- Image. Admire each building’s beauty with this file field that houses (pun intended) images of the buildings.
- Address. Consists of number and street name only.
- City. Because your building is in a city somewhere…
- State. And that city is in a state somewhere else…
- Zip Code. And that location has a unique zip code.
- Tenants. This is a linked field to the Tenants table, which provides a quick overview of the tenants located in each building.
- Units. This is a linked field to the Units table, which provides a quick overview of the units housed in each respective building.
- Contacts. This is a linked field to the Contacts table, identifying the points of contact used for the respective building.
- All Buildings. All buildings under management, sorted alphabetically.
- Chicago. All buildings located in Chicago.
- New York City. All buildings located in New York City.
- Los Angeles. All buildings located in Los Angeles.
Now that we have buildings sorted out, let’s talk units. Every unit has a name and floor, but they also relate to buildings, tenants, and service requests.
- Name. Each individual unit has a name. After all, no two units are the same, no matter how similar they might be.
- Building. This is a linked field to the Buildings table, which provides a simple way to put together each unit with its respective building that it belongs to.
- Floor. Whether it’s a garden unit, basement unit, or on a floor, one of the main features of units is the level it’s on.
- Tenants. This is a linked field to the Tenants table. This field provides insight into the tenant(s) that is/are currently occupying each unit. In rare cases, it’s possible that more than one tenant may occupy a single unit. This field allows for that. It’s also possible that one tenant may occupy multiple units!
- Service Requests. This is also a linked field, but to the Service Requests table. It doesn’t contain details about the service requests themselves, but do provide an overview of service requests specific to each unit.
- All Units. All units, sorted alphabetically.
The Tenants table consists of different pieces of information about the tenant(s). This table may be considered the “glue” of the template, as there are multiple links to other tables that completes information about individual tenants.
- Brand. The name of your tenant.
- Industry. The industry in which the brand operates.
- Building. This is a linked field for the building that the tenant is currently located in.
- Unit. This is a linked field for the unit that the tenant is currently leasing.
- Lease. This is a linked field for the lease agreement between the landlord and the tenant(s) for their respective units.
- Interested in Renewal. A simple yes/no question to give you an idea of which tenants may be short-term, long-term, and/or how far in advance you should be looking to show units upon lease expiration.
- All Tenants. All tenants, sorted alphabetically.
- Renewal. Displays only the tenants who are interested in renewing their lease.
- Retail. Displays only the tenants who are in the retail industry.
Though it’s one of the least favorable aspects of property management for both landlords and tenants, service requests are a critical component of renting. This table has an Urgent Service Requests view which allows you to see only the most critical, time-sensitive requests based on the service request’s priority.
- Issue. A short name/title for the issue at hand.
- Unit. This is a linked field to the Units table. It’s imperative to know which unit the service request relates to!
- After Hours Access. Some tenants may be more flexible (or cautious) about allowing vendors to enter the unit after hours. In this case, a simple checkbox allows you to determine if the tenant is okay with vendors to enter units during off-hours.
- Date Submitted. The date that the service request is submitted.
- Priority. Not all service requests are equal. After all, a gas leak should in theory be higher priority than a broken cabinet handle! This field allows you to designate service request priorities as such.
- Vendor Responsible. This is a linked field to the Vendors table. Each service request is likely to be handled by a single vendor, though the field does allow for allocating more than one vendor to a single service request.
- Est. Date of Completion. The date the service request is expected to be completed.
- Fixed. A simple yes/no answer to determine if the service request has been fixed.
- All Service Requests. Displays all service requests in chronological order from oldest to newest.
- Urgent. Displays only service requests with Priority tagged as Urgent.
As a property manager, you likely have multiple vendors for specific services, such as heating, electrical, locksmithing, and more. This table is filled with all sorts of different properties to keep track of such vendors!
- Vendor Name. Some vendors may have DBAs (Doing Business As names), so it’s up to you to determine how you address each vendor.
- Specialty. Each vendor has something that they do best—whether it’s plumbing, electric, locksmithing, or something else.
- Service Request Link. Many vendors have websites where customers are able to submit service requests online. Copy and paste those links here so that you don’t have to track them down every time. Instead, they’re just one click away!
- Service Requests. This is a linked field to the Service Requests table where you can see which service requests vendors are (or have been) responsible for.
- Point of Contact. This field is designated for the primary point of contact for that vendor.
- Email. Use your email of choice—either the general company email, or the point of contact’s email address.
- Phone. Same as email, but for phone.🙂
- Business Card. It’s a little old school, but most businesses still use business cards. Take a picture of it, upload it to this field, and save it forever digitally!
- Notes. An all-purpose notes field for whatever you deem may be important to note about your property management vendors.
- All Vendors. Displays all vendors, sorted by specialty for easy categorization.
A lease is what binds together the tenant and the unit, so it’s only natural that the ultimate Commercial Property Management template has a table dedicated to leases.
- Lease Name. Each lease has a unique name, so jot it down here for easy identification.
- Tenant(s). This is a linked field to the Tenants table. It allows you to easily view which tenant (or tenants, if you have multiple) pertain to each specific lease.
- Start Date. The start date for the lease.
- End Date. The end date for the lease.
- Scan/PDF. Regardless of whether the lease was signed digitally or physically, it’s easy to keep track of it with this field where you can store and reference it as needed.
- Notes. A notes field for any other broader information that may need to be captured for the lease.
- All Leases. There are no filters for this view, and it’s sorted in chronological by earliest lease start dates.
- Expiring This Year. Shows only leases that are expiring in the current year.
- Office Pets. Shows only leases that allow pets. Because office pets are awesome!
Although resources are critical pieces to successfully managing property, you need points of contact to orchestrate necessary services for proper management of the buildings. This table identifies which contacts serve as mediums for important processes such as signing leases and linking service requests to the required vendors.
- Name. The name of the contact.
- Responsibilities. A brief description of the responsibilities that the contact has.
- Phone number. The phone number of the contact.
- Email. The email address of the contact.
- All contacts. Displays all contacts sorted in alphabetical order.