What is a CAM audit dispute response template?

It is a set of notes, tracker fields, and reply blocks a partner can use after a landlord responds to a CAM correction request. It helps the partner keep the file organized and keep the client informed.

Who sends the landlord reply?

The client or the client attorney should decide who sends the landlord reply. The partner can prepare factual draft language, but the client controls the message.

Can a partner use this template as legal advice?

No. This template is for factual support and client communication. If the reply requires legal rights, remedies, lease enforcement, default claims, or arbitration, the client should involve counsel.

What should a partner do first after a landlord replies?

Log the reply date, classify the response type, save the landlord documents, and send the client a short intake note. Do not answer the landlord before reviewing the response against the lease and report.

How many response types should the partner track?

Track four basic types: the landlord agrees, asks for backup, denies the finding, or sends a revised calculation. Add a fifth custom type only when the file needs counsel review.

What should the response tracker include?

Use a dated tracker with the finding, landlord position, documents received, partner review status, client decision, next owner, and next deadline.

When should a partner recommend attorney review?

Recommend counsel review when the landlord raises lease default, arbitration, audit rights, waiver, termination, non-renewal, threats, or a large disputed amount the client wants to pursue.

Partner CAM audit dispute response template

A landlord reply is not the end of the audit.

It is the next work step.

Use this template after the landlord replies to a CAM correction request. CAM is common area maintenance, the shared costs a landlord bills back. The template gives you a clean way to log the reply. You can brief the client. You can prepare factual response language.

This is not legal advice. It is file support. The client and counsel decide what to send.

When to use this template

Use it when the landlord has sent one of these replies:

Agrees with a finding
Asks for more backup
Denies the finding
Sends a revised CAM calculation
Raises a legal or lease process issue

Do not use it before the client reviews the findings report and approves the correction request.

Do not use it to threaten the landlord. Keep the tone factual.

The response cycle in plain words

The cycle has six steps:

Log the landlord reply.
Classify the reply type.
Check the reply against the lease and report.
Send the client a short update.
Prepare a factual draft response if needed.
Track the next deadline.

The goal is not to win an argument by email.

The goal is to keep the file clear. The client should know what changed, what still stands, and what decision is needed.

Response tracker

Create one row per finding.

Use this table in your project file:

Field	What to enter
Client	Client name
Property	Property name and address
Lease year	Year under review
Finding ID	Match the report finding number
Finding type	Management fee, pro-rata share, excluded charge, cap issue, or other
Finding amount	Amount from the report
Landlord reply date	Date received
Reply type	Agree, backup request, denial, revised calc, legal issue
Landlord position	One plain sentence
New documents received	Yes or no, with file names
Partner review status	Not started, in review, revised, closed
Client decision needed	Accept, respond, wait, counsel review, close
Next owner	Partner, client, counsel, landlord
Next deadline	Date and reason

Do not track the file from memory. Put each date in writing.

Intake note to client

Send this after the landlord reply arrives.

Subject: Landlord response received for [Property Name]

Hi [Client Name],

The landlord responded to the CAM correction request on [Date].

I have logged the response and will review it against:

- The lease
- The CAM statement
- The audit findings report
- Any new backup the landlord sent

Initial response type: [Agree / Backup request / Denial / Revised calculation / Legal issue]

I will send you a short review note by [Date].

This note will show:

- What the landlord accepted
- What the landlord disputed
- What backup still appears missing
- What decision you may need to make

If the response raises legal rights, deadlines, waiver, default, or arbitration, I will flag that for attorney review.

Best,
[Your Name]

Type 1: landlord agrees

Use this when the landlord accepts one or more findings.

Client update:

The landlord agreed with the following finding:

[Finding ID and short name]

The proposed credit is [Amount].

I recommend we confirm:

- The exact credit amount
- Where it will appear
- When it will be applied
- Whether the same issue affected other years or locations

This is a business decision for you. I can help check the credit math before you accept it.

Draft landlord reply:

Thank you for the response.

The tenant notes your agreement on [Finding ID].

Please confirm the credit amount, the statement where it will appear, and the expected timing.

Please also confirm whether the same billing treatment was used for [Year / other locations], if applicable.

Type 2: landlord asks for backup

Use this when the landlord asks for the report, lease cite, or support.

Client update:

The landlord asked for more backup.

The request is limited to [Describe request].

I recommend sending only the factual support tied to the finding:

- Lease section
- CAM statement page
- Calculation summary
- Backup already received

I do not recommend sending unrelated workpapers or client internal notes.

Draft landlord reply:

Thank you for the response.

Attached is the factual support for [Finding ID].

The tenant's question is based on:

- Lease section [Section]
- CAM statement page [Page]
- Calculation summary [Short description]

Please review and respond by [Date].

Type 3: landlord denies the finding

Use this when the landlord denies the issue without clear support.

Client update:

The landlord denied [Finding ID].

The denial did not include a specific lease cite or calculation trail.

The finding still appears supported by the documents we reviewed.

I recommend asking the landlord to identify:

- The lease section they rely on
- The calculation method they used
- The backup that supports the charge

If the landlord will not provide that detail, you may want counsel to review the next step.

Draft landlord reply:

Thank you for the response.

The tenant has reviewed your denial of [Finding ID].

Please identify the lease section, calculation method, and backup that support the charge.

The tenant is trying to resolve this with a clear document record.

Please respond by [Date].

Type 4: landlord sends a revised calculation

Use this when the landlord sends a new schedule or restated amount.

Client update:

The landlord sent a revised calculation for [Finding ID].

I will compare the revised calculation to:

- The lease
- The original CAM statement
- The audit report
- The new schedule

The revised calculation may confirm the finding, reduce it, increase it, or resolve it.

I will not treat it as correct until the math ties out.

Draft landlord reply after review:

Thank you for the revised calculation.

The tenant has reviewed it against the lease and CAM statement.

Current status:

[Accepted / still does not tie / needs one more support item]

Open item:

[Plain description]

Please provide [specific backup] by [Date].

Type 5: legal issue or threat

Use this only to route the file.

Do not draft a long reply.

Send this client note:

The landlord response raises a legal issue.

Issue raised: [Default / waiver / audit rights / arbitration / termination / other]

This is outside my role as a CAM audit support provider.

I recommend attorney review before any response is sent.

I can give counsel the lease, CAM statement, audit report, response tracker, and finding support.

What not to say

Do not use these phrases:

"You violated the lease."
"The tenant is entitled to recover."
"This is fraud."
"We will sue."
"You must pay now."
"The audit proves the landlord is wrong."

Use factual language instead:

"The charge appears inconsistent with section [X]."
"The calculation does not tie to the backup provided."
"The tenant requests the support used for this charge."
"The tenant asks for a written response by [Date]."
"This issue may need attorney review."

Counsel handoff triggers

Recommend counsel review when any of these appear:

The landlord mentions default
The landlord mentions lease termination
The landlord refuses audit rights
The landlord says the claim was waived
The landlord cites arbitration
The landlord threatens fees or penalties
The client wants to withhold rent
The client wants to make a legal demand
The disputed amount is large for the client
The file may affect a sale, renewal, or loan

Your role is to support the facts. Counsel handles legal rights and remedies.

Closeout update

Use this when the cycle ends.

Subject: CAM response cycle closeout for [Property Name]

Hi [Client Name],

The landlord response cycle is now closed for [Lease Year].

Summary:

- Findings sent: [Count]
- Amount reviewed: [Amount]
- Amount accepted by landlord: [Amount]
- Amount denied by landlord: [Amount]
- Credits expected: [Amount and timing]
- Items routed to counsel: [Yes / No]

I have saved the response tracker, landlord replies, support documents, and final notes in the engagement file.

Suggested next step:

[Confirm credit on next statement / calendar next reconciliation / route open issue to counsel / close file]

Best,
[Your Name]

Partner notes

Keep every reply short.

Tie each statement to a document.

Use dates.

Ask for one clear next action.

Do not argue about motive.

Do not say the client will recover money unless the landlord has agreed in writing.

Want the full process behind this template? Read How CAM audit partners handle landlord pushback.

Partner CAM audit dispute response template