# Pine Property Services: commercial lease, rent roll, service-charge reconciliation and dilapidations documents

The paperwork of a multi-let commercial building: a lease with its rent and service charge clauses, the rent roll and unit areas the whole apportionment rests on, the quarterly demands and the one genuine arrear, the year end service charge reconciliation, and a costed dilapidations schedule tied back to the schedule of condition it is measured against.

All parties, amounts and identifiers are fictional. Fixed snapshot: 2026-09-08. Records are derived from the shared operating model `trades-property`, so identifiers join across this set, across the other commercial document sets, and across every fixture built on the same model.

## Reconciliation identities this set asserts

- The six unit areas sum to the 1200.00 sq m lettable area, which is the building area every rent roll row declares, and their shares sum to exactly 100.0000 percent.
- Annual rent is area times rate on every demise. Passing rent is 245,475.00 USD and estimated rental value 271,475.00, the difference being the vacant demise at 26,000.00.
- The service charge apportions 96,000.00 USD of budget and 102,476.00 of actual by area across all six demises, and the balancing charges sum to 6,476.00 USD.
- Each quarterly demand is rent plus service charge, and total less paid is outstanding on every row.
- The dilapidations claim of 31,089.47 USD compounds in a stated order: works, then preliminaries at 8 percent, then contract administration at 5 percent of the running total, then loss of rent.
- Every dilapidations item is reached by exactly one schedule of condition row, and the one element with no defect leads to no cost.

## Parameters this set introduces

These are properties of the document class, not of the operating model. They are declared once and every file in the set agrees with them.

- Floor areas: six demises totalling 1200.00 sq m plus 185.00 sq m of common parts. The trades-property model carries properties and work orders and no areas at all.
- Rents per square metre, the ten year lease term with its break and review dates, and the two quarters of rent held as a deposit.
- The 96,000.00 USD service charge budget, the six heads of charge and the 10 percent management fee.
- The dilapidations items, the 8 percent preliminaries, the 5 percent contract administration and the 8 week works programme.
- Which demise is vacant (U-06) and which tenant is in arrears (U-05 for 2026-Q3).

## Files

| File | Format | Validity | What it is |
| --- | --- | --- | --- |
| `unit-areas.csv` | csv | valid | Schedule of unit areas |
| `rent-roll.csv` | csv | valid | Rent roll |
| `rent-roll-area-mismatch.csv` | csv | invalid | Rent roll whose unit areas do not sum to the building area |
| `rent-roll.json` | json | valid | Rent roll JSON |
| `rent-roll.xlsx` | xlsx | valid | Rent roll workbook |
| `commercial-lease-LSE-2026-02.pdf` | pdf | valid | Commercial lease (PDF) |
| `commercial-lease-LSE-2026-02.docx` | docx | valid | Commercial lease (DOCX) |
| `lease-abstract.csv` | csv | valid | Lease abstract |
| `lease-abstract.json` | json | valid | Lease abstract JSON |
| `lease-register.csv` | csv | valid | Lease register |
| `service-charge-expenditure.csv` | csv | valid | Service charge expenditure against budget |
| `service-charge-budget.csv` | csv | valid | Service charge budget apportionment |
| `service-charge-reconciliation.csv` | csv | valid | Service charge year end reconciliation |
| `service-charge-reconciliation.xlsx` | xlsx | valid | Service charge reconciliation workbook |
| `service-charge-reconciliation.pdf` | pdf | valid | Service charge reconciliation statement |
| `rent-schedule.csv` | csv | valid | Quarterly rent and service charge demands |
| `arrears-report.csv` | csv | valid | Arrears report |
| `rent-demand-2026-Q4.pdf` | pdf | valid | Quarterly rent and service charge demand |
| `deposit-register.csv` | csv | valid | Deposit register |
| `dilapidations-schedule.pdf` | pdf | valid | Schedule of dilapidations |
| `dilapidations-schedule.csv` | csv | valid | Schedule of dilapidations lines |
| `schedule-of-condition.csv` | csv | valid | Schedule of condition |
| `lease-events-diary.csv` | csv | valid | Lease events diary |
| `building-works-recharged.csv` | csv | valid | Building works recharged to the service charge |
| `property-reconciliation.json` | json | reference | Property reconciliation identities |
| `README.md` | md | reference | Document set README |

## Deliberate defects

These files are broken on purpose. Each is a single named mutation of a correct file in the same directory, and the size of the discrepancy is stated, so a parser under test can be checked against both.

- **`rent-roll-area-mismatch.csv`** Areas sum to 1181.50 against a declared 1200.00, a shortfall of 18.50 sq m on row 4 of the file. That same row now prices 211.50 sq m at 240.00, which is 50760.00 and not the 55200.00 its annual_rent column still states.

## Notes and limits

- None of this is a lease, a demand or property advice. The building, the demises and every tenant are invented.
- The service charge apportions on the lettable area and not on lettable plus common parts. The lease says so at clause 4.3 and the reconciliation statement repeats it, because the choice of denominator moves every tenant share.
- The vacant demise U-06 carries its own service charge share against the landlord. Spreading it over the five let demises would overcharge tenants who do not owe it, and the budget file says which choice it made.
- Not every outstanding demand is an arrear. The fourth quarter demands fall after the snapshot date, so arrears-report.csv excludes them and rent-schedule.csv keeps them.
- The work orders recharged to the service charge are the trades-property model own records and are a subset of the repairs and maintenance head, not the whole of it.