Invoices are sent to the Lessee by email with processes in place to ensure that all funds are received by the due date as per the Lease agreement.

The Lease Expiry date is diarised on the system. The Lessor is notified well in advance that the Lease is due to expire and whether or not there is an Option Period. At this time, the Lessor is requested to provide instruction as to what the next process will be so that the process can be handled accordingly.

Assistance in negotiations is provided at the request of the Lessor or Lessee with regards to a variation to the Lease agreement. Regular conversations and written proposals will be created so that an amicable resolution is made.

April & May of each year a Budget Report is prepared for the next financial year. This is sent to the Lessor for approval and/or review. Once approved it is sent to the Lessee.

The budget reports are based on the expense for the current financial year with a percentage increase.

Budget Reconciliations begin on 1st July of each year and finalised by 31st July. This process involves checking each transaction over the whole financial year to ensure 100% accuracy. 

A spread sheet of transactions which are clearly listed in order of the budget are provided to the Lessor for review and/or approval.

These spread sheets are then saved under the appropriate financial year and are kept on the system for future reference if required.

If an external audit is required, assistance will be provided to the auditor to have this finalised.

Rent Reviews are entered into the property management software Cirrus8 at the time the Lease agreement is received. This allows for a prompt to appear in the diary alerting that a rent review is to be implemented.

Details are also noted on the system as to the method of review. All methods of review are cross checked with each Lease agreement every time to ensure accuracy.

At this time, the Bank Guarantee Clause and Special Conditions of the Lease are also checked for any other increase required.

In the event of an emergency, immediate action is taken to ensure the safety of the Lessee and the property. Assessment of the emergency is done with common sense and the Lessor will be informed immediately.

In the event of an insurance claim needing to be made, the claim form will be sent directly to the Insurance Broker (provided the Lessor is satisfied with this) and management of the claim process will take place. 

Arrears are acted on immediately by checking the due date of all invoices to each Lessee. If there are arrears, an arrears letter and statement is sent to the Lessee by email the weekday after it is due. The Lessor is then alerted of the arrears. The arrears are followed up every 2 days and updates are sent to the Lessor. Regular communication with the Lessor will be made to confirm if further action of the arrears is required.

It is very important that all of the services at the property are properly maintained such as air conditioning, fire equipment, gardens etc. Implementation of regular service contracts will ensure that these services are engaged when they are required.

As soon as written notification is received for vacation of the property, contact with the Lessor and Lessee is made immediately by phone and email. At this time, the Lessee is notified of their make good obligations as per the Lease agreement.

Regular contact with the Lessee and regular inspections at the property ensure that the Lessee fully understands and carries out their make good requirements. 

Should the property require repairs or maintenance outside of the regular service immediate arrangement of this is done. This avoids the issue getting worse if left for a period of time. Regular contact with the Lessee is made to ensure the work is carried out.

Property Condition Report and regular inspections to the property as required

Regular inspection will enable to maintain the condition of the property. This also gives the opportunity to build a relationship with the Lessee. This helps to keep up to date with their business plans which gives the Lessor the opportunity to know what the Lessee has planned for their business in the early stages. This helps the Lessor to be on the front foot of negotiations if required and in return helps make better business decisions regarding the property.

A comprehensive property condition report is carried out at the commencement of the Lease and end of Lease. 

All regular service contracts are put out to tender every 2 years. This ensures that the contractors are kept honest with their charges. Introduction of new contractors is included in this process each time.

At the first inspection of the property an assessment is done as to what maintenance is required and a recommendation is provided to the Lessor. This ensures the property is kept in excellent condition from the start.

Whether an individual notice or group notice to multiple tenanted buildings needs to be sent out, they are sent in a timely manner to all Lessee’s of the building to ensure that the Lessee is kept up to date and well informed as required.

Communication is the core of our business. The Lessor, Lessee and all other people involved in keeping the property to the best standard should have regular and informative communication at all times. Having everyone up to date makes the process easy.

It is in our best interest to ensure your property is taken care of in the best possible way. We strongly believe that communication is the key.

Procedures, Forms and Standard Letters have been created so that efficient and accurate management of the property is carried out. These documents have been written, tested and updated several times to ensure the process is correct. These documents are also tailored made to suit each Lessor because there is no such thing as ‘one size fits all’ when it comes to your biggest asset.

Cirrus8 is a very comprehensive programme and is tailor made for commercial property management. The accounts payable, accounts receivable, accounting reports, management reports and diary on this system are nothing short of amazing. It has the ability to store copies of documents such as the bank guarantee, Lease, inspection reports and any other document that can be created into a PDF. This function is hugely convenient so that information can be easily accessed when required.

The Lessor reports that are sent on a monthly basis can be short, medium or long depending on how much information the Lessor requires. These reports are suited to each property or Lessor requirement.

All accounts are paid by their due date. 

Lessors are paid at the beginning of each month to their selected bank account. Most payments are made between days 1 to 7 of the month. These funds are paid to the Lessor as the funds arrive into the trust account. There is no set cut-off date for Lessor payments.

We recommend that multi tenanted properties have their budget audited by an external auditor. While this process is taking place, assistance is provided to the auditor to ensure that this is done quickly and accurately. 

An array of financial statements can be provided for all Lessor accounting needs.

A forecast of income and expense can be created for the property annually which will be further detailed on a monthly basis. This ensures sufficient cash flow for the property.