Build the complete source pack

Collect the signed lease, amendments, side letters, guarantee documents and relevant notices. Keep document dates and a clear order of precedence for human review. The oldest lease may contain a rent that a later amendment has replaced.

Associate each document with a stable asset and lease ID. An AI extraction is a draft that helps locate terms; it does not establish which agreement is legally operative.

Extract obligations, not just dates

Read rent and its payment period, area, commencement, expiry, break conditions, indexation, deposits, guarantees and renewal options together. A break date alone is incomplete if notice must be served earlier or other conditions must be met.

Create separate fields for the event date and the notice deadline. Preserve the clause reference, quoted source passage and reviewer. Flag missing information explicitly, including whether an indexation uplift has already been applied.

Prepare a scenario with visible assumptions

Compare current rent with a dated, comparable market assumption. Use the same area, period and service-charge basis. Calculate gross annual rent reversion, then prepare separate assumptions for incentives, commissions, capex, vacancy and timing.

Indexation and renewal reversion can apply to the same rent base. Do not add both headline figures as independent upside unless the combined scenario demonstrates why they do not overlap.

Write a negotiation brief for approval

State the objective, source evidence, tenant context, scenario range and next decision. Add the owner, notice calendar and approving person. Draft broker instructions without treating a draft as a message already sent.

Where a contractual right or notice procedure is uncertain, ask the responsible professional to check the signed documents and applicable law. Track that review as a task, rather than silently filling the gap.

Measure the outcome after execution

Keep the approved baseline. Record the agreed terms, actual start date and costs once evidenced. Distinguish a signed uplift from rent actually collected, and annual run-rate improvement from cash received during the reporting period.

Close the loop with a short variance note. If the actual agreement falls below the original estimate, the difference is useful learning for the next renewal, rather than a reason to rewrite the estimate.

Illustrative assumptions; not a market valuation

Worked example: gross rent reversion

Synthetic lease: 3,400 m² at EUR 29/m²/month, with a supplied market assumption of EUR 34. Gross annual potential is (34 − 29) × 3,400 × 12 = EUR 204,000. This excludes incentives, commissions, capex, vacancy and timing. It is an estimate, not captured value.

Your action checklist

  • Latest amendments and guarantees are included.
  • Clause references support extracted fields.
  • Notice deadlines are separate from event dates.
  • Comparable rent assumptions have source dates.
  • An owner and approver review the proposed action.

Sources and further reading

RICS: Responsible use of AI in surveying practiceProfessional context for oversight, output assurance and data governance. The workflow above is Managent's own practical guidance.

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