Questions to organize when CAM charges need backup

Trace the expense to its source

• For a category or amount that is unclear, note the statement row and ask for the general-ledger detail or account-level schedule supporting it.
• For a charge that appears inconsistent with the lease definition, identify the category and lease section, then ask what cost was included and how it was classified.
• For a credit, adjustment, or change from the prior year, record both amounts and ask how the reconciliation applied the item.

Ask for the calculation behind each comparison

• Tenant allocation: request the area or other allocation basis, denominator, tenant share, and arithmetic used.
• Expense cap: request the expense pool, cap base or prior-year amount, permitted adjustments, and calculation for the lease year.
• Occupancy gross-up: request occupancy, actual variable expense, the stated threshold, and the calculation that produced the reported amount.
• Fees or exclusions: request the underlying detail, calculation base, and lease provision relied on for the charge.

These are prompts for organizing a review. The executed lease may use different terms, formulas, records, and procedures.

Keep a review record you can verify

For each question, save the reconciliation row, amount, period, calculation shown, missing document or explanation, and relevant lease reference. Record when the statement arrived and verify any notice date and delivery instructions against the executed lease.

Check whether multiple flags refer to the same dollars before adding them. Request enough detail to see how credits, caps, allocation, and gross-ups interact.

Download the free records-request worksheet (CSV) to track each line, lease reference, question, supporting document, and follow-up status.

Clawback's free browser estimate can screen itemized CSV rows against rules you supply. Its optional $299 package turns your flagged rows and lease references into a report draft and editable letter. It does not inspect leases, invoices, or backup documents.

Use the full CAM reconciliation checklist · Review administrative fees · See a fictional report and letter

This guide is general information, not legal, accounting, or lease-administration advice. Lease language and facts vary. Clawback screening results are not verified overcharges or legal conclusions. Confirm records, calculations, procedures, and deadlines before relying on or sending a draft. See Terms and Privacy.