Commercial Tenant Onboarding Checklist
Systematic tenant onboarding establishes the landlord-tenant relationship professionally and ensures legal compliance. This checklist covers all key steps from lease execution through move-in for commercial tenants.
- Industry: Real Estate
- Frequency: Per New Tenant
- Estimated Time: 30-45 minutes
- Role: Property Manager / Leasing Manager
- Total Items: 31
- Compliance: ADA Title III - Public Accommodations Requirements, BOMA International Property Management Best Practices, Local Fire Code Tenant Space Requirements, HUD and State Fair Housing Standards
Lease Documentation
Verify all lease documents are executed.
- Fully executed lease and all riders on file?
- Security deposit received and deposited per lease terms?
- First month's rent and any prepaid rent received?
- Personal or corporate guaranty executed if required by lease?
- Tenant contact information (primary, billing, emergency) on file?
Insurance Requirements
Verify tenant insurance certificates.
- Certificate of Insurance received from tenant?
- Landlord named as additional insured per lease requirements?
- General liability limits meeting lease minimums (typically $1-2M per occurrence)?
- Tenant property insurance for tenant's improvements and personal property?
- Workers compensation insurance current for tenant employees?
Space Delivery and TI Acceptance
Document space delivery.
- Tenant improvements substantially complete per agreed plans and specifications?
- Punch list walk-through completed with remaining items documented?
- Certificate of occupancy obtained for tenant improvements if required?
- Space in clean, ready-to-occupy condition at key handover?
- TI allowance disbursement schedule confirmed per lease?
Access and Utilities
Set up access and utilities.
- Keys, access cards, and parking passes issued?
- Utility accounts transferred or set up in tenant name?
- Telecom/IT infrastructure access coordinated?
- Tenant introduced to building management system controls for their space?
- Building directory and suite signage installed?
Building Orientation
Complete tenant orientation.
- Building rules and regulations provided and tenant acknowledged receipt?
- Emergency evacuation procedures and muster point provided?
- Property management team introduced with contact information?
- Maintenance request process explained to tenant?
- Parking rules and visitor parking procedures explained?
Onboarding Documentation
Complete onboarding records.
- Welcome letter with key contacts and procedures sent to tenant?
- Property management system updated with tenant information and lease terms?
- Monthly billing set up for rent, CAM, and any other charges?
- Completed onboarding checklist filed in tenant file?
- 30-day follow-up call or visit scheduled with tenant?
- Onboarding declared complete and communicated to ownership?
Related Real Estate Checklists
- Property Management Vendor and Contract Management Checklist
- Commercial Property Market Rent Analysis Checklist
- Property Management Move-In Condition Report Checklist
- Property Management Move-Out Inspection Checklist
- Commercial Property Insurance Program Review Checklist
- Real Estate Property Showing Preparation Checklist
- Commercial Lease Compliance Audit Checklist
- Property ADA Accessibility Compliance Checklist
Related Property Management Checklists
- Property Management Move-In Condition Report Checklist - FREE Download
- Property Management Move-Out Inspection Checklist - FREE Download
- Real Estate Property Showing Preparation Checklist - FREE Download
- New Property Management Onboarding Inspection Checklist - FREE Download
- Commercial Lease Abstract and Review Checklist - FREE Download
- Property Management Vendor and Contract Management Checklist - FREE Download
- Commercial Property Market Rent Analysis Checklist - FREE Download
Why Use This Commercial Tenant Onboarding Checklist?
This commercial tenant onboarding checklist helps real estate teams maintain compliance and operational excellence. Designed for property manager / leasing manager professionals, this checklist covers 31 critical inspection points across 6 sections. Recommended frequency: per new tenant.
Ensures compliance with ADA Title III - Public Accommodations Requirements, BOMA International Property Management Best Practices, Local Fire Code Tenant Space Requirements, HUD and State Fair Housing Standards. Regulatory-aligned for audit readiness and inspection documentation.
Frequently Asked Questions
What does the Commercial Tenant Onboarding Checklist cover?
This checklist covers 31 inspection items across 6 sections: Lease Documentation, Insurance Requirements, Space Delivery and TI Acceptance, Access and Utilities, Building Orientation, Onboarding Documentation. It is designed for real estate operations and compliance.
How often should this checklist be completed?
This checklist should be completed per new tenant. Each completion takes approximately 30-45 minutes.
Who should use this Commercial Tenant Onboarding Checklist?
This checklist is designed for Property Manager / Leasing Manager professionals in the real estate industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.