Missing Lease Documents? Here’s How to Get What You Need—Fast

Leases are foundational business assets, and incomplete documentation can create serious issues—from incorrect rent calculations to missed critical dates. The good news? You don’t need to have everything perfect to start. What you need is a clear, methodical approach to filling in the gaps.

We’ve helped hundreds of businesses uncover lost lease records, clarify their data, and move forward with confidence. Here’s how you can do the same.

Step 1: Understand the Gaps

Before you can fix a problem, you need to define it.

• Data Gap: A key lease date or obligation is unknown (e.g., rent commencement, expiration, option deadlines).

• Missing Document: A required record (like an amendment or commencement memo) is unavailable to confirm the lease term or event.

These aren’t just paperwork issues—they affect:

• Rent calculations

• Financial reporting (especially for ASC 842 compliance)

• Lease renewals and negotiations

• Portfolio visibility and planning

Step 2: Take Inventory

Start with a document checklist. For each location, you should look for:

• Original signed lease

• All amendments and addendums

• Commencement memo

• Personal or corporate guarantees

• Renewal notices and options

• Estoppel certificates (if applicable)

• Contact info for landlord/property manager

   

Create a shared document (Excel, Google Sheet, or within your lease system) to track what you have and what’s missing.

Step 3: Start Filling the Gaps

a) Check Internal Sources First

You’d be surprised how much information is already sitting within your team or systems.

• Lease summaries: Old PDFs or Excel sheets often include key dates and obligations.

• Emails: Use search terms like “lease,” “amendment,” “commencement,” or “renewal.”

• Shared drives & scanning folders: Dig through archived documents—sometimes they’re misfiled or unlabeled.

• Accounting systems: Rent invoices, reconciliations, and payment records can confirm rent schedules and escalations.

b) Ask Your Team

Here’s a quick message you can send to operations, legal, finance, or property managers:

Subject: Help Needed – Missing Lease Documents

Hi [Name],

We’re cleaning up our lease records and noticed we’re missing [document name] for [location name]. Do you happen to have a saved copy or know who might?

Any help tracking this down would be appreciated—this supports our upcoming implementation project and ensures we’re fully covered.

Thanks so much!

c) Contact the Landlord or Property Manager

When internal records hit a wall, go to the source.

Script:

“Hi [Landlord/Manager Name],

We’re organizing our lease records for [Business Name] and realized we don’t have a signed copy of the [specific document] for [location address]. Could you please send us a copy for our files?

This helps us stay compliant and ensures we have everything in order for our real estate planning. Thanks in advance for your help!”

Pro Tip:If your lease has a clause requiring them to provide documents upon request, reference it politely:

“Per Section [X] of our lease agreement, we’re entitled to request a copy of this document for our records.”

d) Still No Response? Use an Estoppel Certificate

If you’re being ignored—or need a formal response—request an estoppel certificate. This legal document confirms lease terms and obligations and is typically used in financing or ownership transfers.

Script:

“We’re preparing lease documentation for a financing/audit process and need an estoppel certificate to confirm key lease terms for [location]. Could you please complete or provide the document by [date]?”

Estoppels often move things along quickly, especially if landlords suspect a sale or funding event is in play.

Step 4: Reconstruct from What You Do Know

When documents are truly gone, you can often rebuild the picture.

• Rent invoices confirm base rent, increases, and timing.

• Utility bills or tax records can verify occupancy and commencement dates.

• Insurance certificates or title reports sometimes include lease details.

• Emails around openings or construction can point to start dates.

• Accounting records often reveal rent escalations or landlord contact details.

  
  

If an amendment is missing, but rent increased in 2022, and you find an invoice showing the new rent in May 2022…that’s a solid clue.

Step 5: Document What You Have

If you’ve searched everywhere and still can’t locate the document:

1. Create a Lease Abstract with all the data you’ve confirmed.

2. Flag the missing fields or gaps clearly.

3. Set a reminder to follow up again in 90 days.

That way, you’re still able to move forward—and you’ve noted any potential risks for audits or renewals.

Step 6: Prevent Gaps Going Forward

Now that you’ve done the heavy lifting, set yourself up for long-term success:

• Assign a lease “owner” on your team for ongoing data accuracy

• Require full documentation as part of every new lease signing

• Set reminders to request renewals, amendments, and estoppels on a recurring basis

• Store all records in your lease management system—no more file cabinets or inbox searches
  
  

  
  

Final Word: You Don’t Need a Perfect Start—Just a Clear Plan

You don’t need every lease to be flawless to get started.
What you need is a smart process and the right tools to organize, verify, and fill in the gaps.

At Leasecake, we help clients implement even when data is incomplete or scattered—and we’ll walk with you every step of the way.