Printable calendar
Annual Commercial Property Operating Calendar
Dates below assume a calendar fiscal year and typical lease terms; move any item to match your leases, your insurance renewal, and your state's tax schedule. Download the CSV to import into your own calendar.
January
3 items- Close prior-year books; gather all operating expense detail for CAM reconciliation.
- Send new-year recovery estimate notices to tenants if estimates changed.
- Issue 1099s to vendors by January 31 (confirm current IRS deadline).
February
2 items- Complete CAM reconciliation calculations and internal review.
- Review property tax assessment notice if issued; note the appeal deadline.
March
2 items- Send CAM reconciliation statements to tenants (confirm each lease's deadline, commonly 90–180 days after year-end).
- Send year-end financial package to your accountant.
April
2 items- Spring property walk: roof, parking lot, drainage, landscaping start-up.
- Collect or refund CAM true-up balances; set reminders for unpaid true-ups.
May
2 items- Request updated certificates of insurance from any tenant whose policy renews mid-year.
- Review HVAC maintenance contract and schedule pre-summer service.
June
2 items- Mid-year expense review against budget; adjust recovery estimates if materially off.
- Review leases expiring in the next 18 months and open renewal conversations.
July
2 items- Property insurance renewal preparation if the policy renews in the fall: update replacement cost and tenant requirements.
- Review vendor contracts renewing in Q3–Q4.
August
2 items- Confirm snow-removal or seasonal contracts for the coming season where applicable.
- Second property walk: exterior lighting, signage, life-safety inspections.
September
2 items- Draft next year's operating budget from year-to-date actuals.
- Review tenant audit-right windows from this year's reconciliation; archive if closed.
October
2 items- Finalize next year's budget and recovery estimates per tenant.
- Property tax payments (confirm your jurisdiction's due dates).
November
2 items- Send next-year recovery estimate notices where the lease requires advance notice.
- Confirm all tenant insurance certificates are current before year-end.
December
2 items- Pre-close review: uncategorized bank transactions, open work orders, unapplied payments.
- Calendar next year's lease critical dates and reconciliation deadline.
Free checklists
Get the operating checklists and calendar
Monthly, quarterly and annual tasks, the month-by-month operating calendar, the onboarding checklist and a tenant COI tracker.
- Commercial Property Management Checklist (Monthly, Quarterly, Annual)Printable checklist
- Annual Commercial Property Operating CalendarPrintable checklist
- Commercial Property Onboarding ChecklistPrintable checklist
- Tenant insurance certificate (COI) trackerSpreadsheet template
The same work, kept current for you