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​​Managing leases

Keeping accurate records of exchanges and monitoring obligations is important when managing leases.

Keep accurate and appropriate records of exchanges

It is important to keep all written correspondence and record the content of all telephone conversations and meetings relating to lease management issues in writing. If there is ever any ambiguity as to the intention of a particular lease provision, these records could assist in negotiations/discussions.

Keeping copies of all communications (eg letters, emails, notes recording telephone conversations, meetings etc.) in a centralised electronic document management system will also assist in supporting the agency’s position on any issues that may arise. This information can also be valuable when rental reviews are undertaken.

Manage, monitor and report on lease and property related obligations

Agencies should have appropriate systems in place to manage, monitor and report on lease and property related obligations.

An essential part of managing leases and property is ensuring information relating to both is recorded in the Government Property Portal (GPP) system (eg rent review and lease expiry reports should be run and the timing of these events identified, planned for and managed appropriately).

The GPP needs to be accurately updated as actions/events are completed. This will assist agencies in avoiding risks associated with time critical obligations within leases and also assist with internal and external reporting, eg progress on the Government Office Accommodation Programme compiled by GPG.

Updating information as actions/events are completed is also important because GPG works with the GPP property information on a regular basis. GPG often makes decisions on the assumption that the information is up to date and accurate.

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