Printable checklist
Commercial Property Management Checklist (Monthly, Quarterly, Annual)
Small commercial properties don't fail on big decisions; they leak on skipped routines. This is the routine. Adjust the timing to your leases and your market, but keep the cadence.
Every month
6 items- Bill or confirm each tenant's charges for the month and reconcile receipts to the bank by the 10th.
- Send reminders for unpaid balances after the grace period; apply late fees per lease, with owner approval.
- Categorize every bank transaction to a property, category, and (where applicable) tenant or work order.
- Review open maintenance requests: anything unassigned, overdue, or repeated.
- Check the lease date tracker for anything due in the next 90 days.
- Update the rent roll for any change: new lease, renewal, rent step, move-out.
Every quarter
5 items- Compare year-to-date operating expenses to budget and to the recovery estimates being billed; adjust estimates if the gap is material.
- Walk the property: exterior, common areas, vacant suites, life-safety items.
- Confirm tenant insurance certificates are current; request renewals 30 days before expiry.
- Review vendor performance and any contract coming up for renewal.
- Review vacancy and marketing status for any empty suite.
Every year
6 items- Complete the CAM reconciliation and send statements by the lease deadline.
- Set next year's recovery estimates and operating budget.
- Renew property insurance; confirm coverage matches current replacement cost and lease requirements.
- Review property tax assessment; calendar the appeal deadline if the value looks high.
- Review every lease expiring within 18 months and decide the renewal strategy for each.
- Archive the year's financials, statements, and correspondence with the property file; send the accountant what they need.
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