Partner CAM audit proposal and scope template
A discovery call creates interest. A proposal turns that interest into paid work.
Most new partners make the proposal too long or too vague. Both hurt the close.
The client needs a short answer:
- What will you review?
- What will I get?
- What is not included?
- What will it cost?
- What do you need from me?
Use this template after the client confirms the lease and CAM statement exist. CAM means common area maintenance. That is the shared cost the tenant pays on top of rent. Do not send a fixed scope before that.
When to send this proposal
Send this proposal after three things are true.
First, the client has a commercial lease. NNN and modified gross leases fit best. NNN means the tenant pays the property costs. A gross lease may have no CAM audit surface.
Second, the client has a CAM reconciliation statement or pass-through statement. This is the bill you will check against the lease.
Third, the client agrees to send documents before work starts. Ask for the signed lease and all amendments. Also ask for the CAM statement for each year in scope.
If one of those is missing, send a document request instead. Do not sell a full review yet.
The short proposal email
Use this when the client is already warm and expects your quote.
Subject: CAM review proposal for [Property Name]
Hi [Client Name],
Based on our call, I recommend a CAM review for:
Property: [Property Name]
Lease year: [Year or years]
Documents needed: signed lease, all amendments, and CAM statements
The review will compare the landlord's CAM charges to the lease terms. You will receive a findings report that shows:
- the charge reviewed
- the lease language tied to the charge
- the billed amount
- the corrected amount, if a correction is supported
- the next recommended step
Fee: [Firm-set fee]
Timeline: [Number] business days after we receive all required documents
This review does not include legal advice, litigation, or landlord negotiation beyond the support listed below. If a finding needs legal review, we will tell you before that step.
To approve, reply with "approved" and send the documents listed above.
Thank you,
[Partner Name]
Full proposal template
Use this version when the client needs a formal scope.
CAM Reconciliation Review Proposal
Prepared for: [Client Name]
Prepared by: [Partner Firm]
Date: [Date]
1. Purpose
We will review the CAM reconciliation for the property listed below. The goal is to check whether the landlord's CAM charges match the lease terms and the documents provided.
2. Property and years in scope
Property: [Property Name and Address]
Lease years reviewed: [Year or years]
Lease type: [NNN, modified gross, or other]
Only the property and years listed here are included.
3. Documents required
The review starts after we receive:
- signed lease
- all lease amendments
- CAM reconciliation statement for each year in scope
- CAM payment history, if available
- landlord backup, if available
If a required document is missing, we may pause the review or limit the finding.
4. Work we will perform
We will:
- review CAM definitions and exclusions in the lease
- compare the reconciliation statement to the lease
- check management fee, pro-rata share, gross-up, cap, base year, tax, insurance, utility, and expense classification issues when the documents support review
- prepare a findings report
- hold one findings review call
- prepare factual correction support when findings support it
5. Deliverables
You will receive:
- CAM findings report
- summary of potential overcharges, if found
- lease clause references tied to each finding
- recommended next steps
- one findings review call
6. Outside scope
This proposal does not include:
- legal advice
- tax advice
- litigation
- expert witness work
- landlord negotiation unless listed below
- review of years or properties not named above
- review of documents not provided
- a promise that an overcharge will be found
- a promise that the landlord will issue a credit or refund
7. Optional follow-up support
The following support is available if approved in writing:
- landlord backup request support
- review of landlord response
- counsel handoff summary
- added years or added properties
- annual monitoring
8. Fee and payment
Fee: [Firm-set fee]
Payment terms: [Due on approval, split payment, or other terms]
Added work requires written approval before it starts.
9. Timeline
We expect to deliver the findings report within [number] business days after all required documents are received.
If documents are missing, the timeline starts when the missing items arrive.
10. Client approval
To approve this proposal, reply by email with "approved" or sign below.
Approved by: ______________________
Date: _____________________________
What to say in the fee section
Do not apologize for the fee. Tie it to scope.
Use this:
The fee for this scope is [fee]. It covers document intake, lease review, CAM statement analysis, findings review, the report, and one findings call.
If the client asks for a lower fee, reduce scope before reducing price.
Use this:
We can lower the first step by narrowing the review to one property and one year. If that review shows a reason to expand, we can scope the added years separately.
Do not use this:
We can discount it to get started.
That teaches the client to haggle before they see the value.
What to say about findings
The proposal should be clear about uncertainty.
Use this:
The review may find overcharges, support questions for the landlord, or confirm that the charges match the documents reviewed.
Do not use this:
We will recover money for you.
The first sentence sells the work without making a promise you cannot control.
What to say about legal boundaries
CAM audit work can sit close to legal advice. Keep the line clear.
Use this:
We provide a factual findings report. We do not provide legal advice. If a lease right, notice deadline, or dispute step needs legal review, we will flag that before the client uses the findings.
This protects the partner and helps the client understand the next step.
Approval reply
When the client says yes, send this short reply.
Thanks, [Client Name].
We have the CAM review approved for [Property Name] and [Year or years].
Please send:
1. signed lease
2. all amendments
3. CAM reconciliation statement for each year in scope
4. CAM payment history, if available
5. landlord backup, if available
We will confirm receipt and start the timeline after the required documents arrive.
If the client is not ready
Use this when the client is interested but will not approve the full scope.
That makes sense.
The smaller first step is a document fit check. We review the lease type, CAM statement, audit window, and annual exposure. Then we tell you whether a paid CAM review is worth scoping.
Fee: [Firm-set document fit fee or no-charge policy]
Timeline: [Number] business days after document receipt
This keeps the deal alive without doing unpaid review work.
What not to include
Keep these promises out of public proposals:
- Certain recovery
- No downside
- Landlord repayment on demand
- Legal letter included without counsel review
- Attorney review is not needed
- Every lease issue is covered
Those lines create risk. They also make the offer less credible.
The strongest proposal is narrow. It names the property, documents, review years, report, fee, and boundary.
Once the proposal is approved, use the document collection checklist. It helps you start the file cleanly.