Rank portfolio CAM reviews
Do not sort client CAM files by bill size alone.
Use four facts. Check dates, cost change, file state, and renewal timing.
The four-part score below is an original model. It does not predict findings or savings.
Build the source table
Start with one row per client site. Keep each input tied to proof.
Record these fields:
- Client and site
- CAM statement date
- Proof of delivery
- Current CAM amount
- Prior CAM amount
- Signed lease state
- Signed change state
- Renewal date
- Assigned broker
- Assigned reviewer
Do not guess a date. Link the email or other source.
Use the client file handoff. It can supply the file manifest.
Use four score parts
Give each part zero, one, or two points. The top score is eight.
These weights are a planning model. They are not an industry rule.
Date pressure
- Zero: No known review event
- One: A review event exists
- Two: A sourced event needs prompt work
Do not call an internal date a legal deadline. The signed lease controls.
CAM change
- Zero: No source-backed change
- One: A source-backed change exists
- Two: The team wants that change reviewed
A larger change does not prove an error. It only helps set attention.
File readiness
- Zero: Governing lease or statement is missing
- One: Core files exist with gaps
- Two: Core files and delivery proof exist
Renewal timing
- Zero: No known renewal event
- One: A future renewal event exists
- Two: The client approved renewal planning
The client goal matters. Do not assume every renewal needs CAM work.
Stop weak rows
Some rows should not get a number.
Stop scoring when the governing lease is unknown. Also stop without date proof.
Mark the row HELD. Name the missing source and its owner.
Use these hold reasons:
| Code | Missing fact |
|---|---|
| LEASE | Signed governing lease |
| CHANGE | Signed lease change |
| STATEMENT | CAM statement |
| DATE | Delivery date proof |
| CONSENT | Client approval |
A held row can still receive a file request. It cannot enter the ranked queue.
Sort one fictional book
This example is fictional. It does not show client results.
Each number follows the model above.
| Site | Date | Change | Ready | Renewal | Total |
|---|---|---|---|---|---|
| Alder | 2 | 1 | 2 | 2 | 7 |
| Birch | 1 | 2 | 2 | 1 | 6 |
| Cedar | 1 | 1 | 2 | 1 | 5 |
| Dogwood | 0 | 2 | 1 | 1 | 4 |
| Elm | 1 | 2 | 0 | 2 | Held |
Elm lacks a CAM statement. Its row stops despite other points.
Alder enters first. Its score does not predict a CAM finding.
Now remove Alder's delivery proof. Its date part becomes unknown.
The row moves to HELD. Birch then becomes the first scored file.
That change shows why proof matters. Size alone cannot hold the queue together.
Add owner and action
Every active row needs two people. Name the broker and reviewing firm owner.
Then add one next action:
- Ask for a missing file
- Confirm client consent
- Scope the review
- Route a legal question
- Close with no action
Do not use an empty status. A row without an action will sit.
Add open items to the occupancy cost plan. That plan keeps the client update clear.
Keep broker duties clear
The broker owns the client work and queue facts.
The NAR Code applies to REALTORS. It calls for honest service when ranking client files.
Keep queue facts apart from felt urgency.
State law may add duties. Your firm must check those rules.
Mohr Partners describes portfolio brokers serving many sites. That is one firm's service description.
That source does not prove this score adds capacity. Test it with firm data.
Review the queue each week
Look for missing proof first. Then review changed client facts.
Do not raise a score because a broker feels urgency. Record the source.
Close old rows with a reason. Keep the final source packet with the row.
Use the renewal brief guide. It shows how reviewed facts can enter renewal work.
Use the tenant rep growth pillar after setting the queue.
Compare queue paths in the Practice Growth hub.
Find more scoring tools in the tenant rep resource hub.
Match this queue to the tenant rep page.
Where CAMAudit fits
A tenant rep team builds the queue. It picks Alder's source-ready row.
CAMAudit analyzes that signed lease and CAM statement. It can flag source-linked review items.
The assigned firm reviews and signs the branded CAM audit. The tenant rep updates the queue.
A queue finding may lead to a dispute letter draft. The assigned firm checks it.
It is not legal advice. Have counsel review before sending.
Use the service line guide before selling the work.