CAM reconciliation review checklist

1. Collect the documents and dates

• Find the annual reconciliation, monthly estimates, lease and amendments, and any expense detail or invoices already provided.
• Locate the lease language for operating expenses, exclusions, caps, gross-up method, tenant share, audit rights, notice method, and review deadline.
• Record the date you received the statement and the date any objection or records request is due. Confirm the deadline and delivery method in the executed lease. Use the free deadline tracker to keep dates and notice details together.

2. Reconcile the billed amount

• Compare annual charges with estimates paid and confirm the reconciliation period and any credits are correct.
• Check that your stated rentable area, building area, and pro-rata share match the lease and the calculation shown. Use the tenant-share review guide to compare the billed allocation with the share you supply.
• Compare each recoverable category with the lease definition. Flag potential capital work, landlord overhead, leasing costs, or other categories only when the lease makes them ineligible.

3. Test caps and occupancy gross-ups

• For capped expenses, confirm which categories are capped, the base year or cap amount, whether increases compound, and whether the statement applies the right tenant share. Use the expense-cap review guide to organize the calculation.
• For variable expenses grossed up to assumed occupancy, compare actual costs and occupancy with the lease formula and threshold. Fixed expenses may follow different rules.
• Ask for the underlying detail needed to reproduce any amount you cannot trace. Keep a copy of the statement and your questions.

Reviewing management or administrative fees? See the fee-specific review guide. Checking an occupancy adjustment? Review the gross-up inputs and example.

4. Turn questions into a documented review

List each questioned line by statement row, amount, reason, and lease section. Separate verified arithmetic differences from items that need supporting records. Check whether two flags refer to the same dollars before adding them together.

Clawback’s free estimator screens the line-item CSV against values you provide for caps, occupancy, share, and exclusions. It cannot read your lease or invoices. The optional $299 package uses your findings and clause references to prepare a row-cited report draft and editable dispute letter for one lease and one annual reconciliation. Review all inputs and deadlines before relying on or sending the draft.

Preparing correspondence? See the tenant guide to documenting reconciliation questions before drafting a request.

Organize questions for supporting CAM records with the companion guide and free worksheet. Read a fictional sample report and letter before deciding whether the package fits your review.

Clawback provides a screening aid, not legal, accounting, or lease-administration advice. Findings are not verified overcharges, recovery estimates, or legal conclusions; checks can overlap. Use the lease’s requirements and professional advice where appropriate. See Terms and Privacy.