Build an annual CAM handoff
A weak handoff ends with an email attachment. A strong one ends with acceptance.
The record also names the next annual review. That last field keeps the client file active.
This guide gives an original four-part record. It covers consent, files, receipt, and follow-up.
The broker does not become the auditor. The broker also does not give legal advice.
Start with client consent
Get written client consent before sharing records. List each allowed recipient.
The client should know the handoff goal. It may support CAM review or renewal work.
The NAR Code applies to REALTORS. Its 2026 text calls for client care and honest conduct.
State law may set other duties. Your firm must check those rules.
Use a consent record with these fields:
- Client legal name
- Client contact and role
- Site name and address
- Handoff goal
- Allowed firm
- Allowed people
- Approved file types
- Consent date
- Client signer
- Broker owner
Do not assume old consent covers new work. Confirm the approved use first.
Build the file manifest
A file manifest lists every sent record. It also names each missing item.
Start with the signed lease package. Add every signed change and side letter.
Then add the CAM statement. Record its delivery date and the date source.
Ask for landlord backup already held by the client. Add the prior statement when available.
A lease abstract may help. It does not replace the signed source files.
Use this manifest shape:
| File | Status | Date source | Note |
|---|---|---|---|
| Signed lease | Sent | Signature page | Base terms |
| First amendment | Sent | Signature page | Extends term |
| CAM statement | Sent | Client email | Current year |
| Cost backup | Missing | Not known | Ask landlord |
This table is a model. Each real file needs its own facts.
Use the document request SOP. It helps narrow the first request.
Name the receiver
A sent packet is not yet a handoff. A named receiver must accept it.
Record the receiver's firm and role. Add the date they accepted the packet.
The receiver should mark one file state:
- Ready for scope
- Held for missing files
- Declined with a reason
- Sent to counsel
Do not hide a file gap. The status should name the missing source.
Use the quality control rubric. It helps define a review-ready packet.
Set clear handoff roles
Tenant reps know the client and deal history. That context can help the reviewer.
The broker should share facts. The broker should not decide disputed lease meaning.
Use this role map:
| Role | Owns | Does not own |
|---|---|---|
| Client | Consent and goals | Audit judgment |
| Broker | Context and follow-up | Legal advice |
| Reviewing firm | Scope and findings | Client consent |
| Counsel | Legal meaning | Broker account plan |
Use five stop rules
Stop the handoff when the record lacks support. A fast stop can prevent a bad claim.
Stop for unclear consent
Pause when the client has not approved sharing. Do not infer approval from silence.
Stop for unclear permission
Pause when the sender lacks clear permission. Confirm the client owner and approved recipient.
Stop for a conflict
Pause when a conflict is found or still open. Name the receiving firm as next owner.
Stop for missing source files
Pause client-ready findings when the governing lease is missing. Name the missing file.
Stop for legal advice
Pause when the question needs legal meaning. Route that issue to counsel.
The stop does not close the client tie. It creates one clear next request.
Track review dates
The annual CAM review needs a real date. Do not use a loose seasonal reminder.
Record the statement delivery date first. Then check the signed lease terms.
Some leases may set objection periods. Lavelle Law notes this point in its CAM bill guide.
That page gives outside context. The signed lease and current law control.
Set two reminders when the facts support them:
- One reminder for the known review step.
- One reminder for the next annual statement.
Do not invent a deadline. Mark it unknown until the source confirms it.
The broker owns the client follow-up date. The reviewing firm owns its work date.
Use one handoff record
Keep the full motion in one record. This makes a later audit trail clear.
| Field | What to record |
|---|---|
| Client consent | Date, signer, and allowed use |
| Client contact | Name, role, and best contact path |
| File manifest | Sent files and missing files |
| Named receiver | Firm, person, and role |
| Acceptance | State, date, and reason |
| Review date | Source and owner |
| Annual reminder | Date and broker owner |
| Legal gate | Open counsel question |
| Conflict gate | Clear, open, or found |
Save the record with the source packet. Do not split it across private notes.
Use the partner signoff sheet. It can support the final review gate.
Walk one fictional file
This example is fictional. It is not a client result.
North Pine Foods is a made-up client. It has one made-up leased site.
The client signs consent on July 1. The consent names Harbor Review LLC.
The record also names the client contact and role. The conflict gate is clear.
The broker sends the signed lease and amendment. The broker also sends one CAM statement.
The client email proves statement delivery. The landlord cost backup is missing.
Harbor Review accepts the packet on July 2. It marks the file held.
The hold reason names the missing backup. It does not claim an overcharge.
The broker assigns the client request. Harbor Review owns the review choice.
The lease date supports a later reminder. The broker records that source.
A legal meaning question then appears. The issue moves to counsel.
The record now shows each owner. It also shows why the review has not started.
If consent were missing, the first handoff would stop. No files would move.
Keep client messages factual
Tell the client what moved. Also tell them what remains open.
Use this draft:
You approved a CAM file handoff to our reviewing firm.
The firm received the signed lease and current statement.
The landlord cost backup is still missing.
We will ask for that file before review moves forward.
This draft does not promise findings. It does not predict a result.
Use the client scope language. It helps keep the work boundary clear.
Connect the annual motion
The first handoff should feed the next review. Reuse facts that remain valid.
Keep the consent date visible. Ask again if the approved use changes.
Carry forward the file manifest. Mark new amendments and statements as new files.
Keep the named receiver current. A departed reviewer should not own next year's file.
Record the last acceptance state. A prior hold may point to the first request.
Link the handoff to a wider portfolio CAM queue. That queue helps rank many client files.
Add open costs to the client cost account plan. It gives each item an owner.
Move proven facts into the CAM renewal brief. Keep open items in their own section.
Place this handoff in the tenant rep growth pillar. It links later client work.
Compare other service paths in the Practice Growth hub.
Find more file controls in the tenant rep resource hub.
Match this record to the tenant rep page.
Where CAMAudit fits
The named receiver accepts the tenant rep handoff. CAMAudit enters next.
The named receiver sends the approved lease and CAM statement. CAMAudit can flag source-linked items.
The receiver reviews and signs the branded CAM audit. The tenant rep records acceptance and follow-up.
A signed finding may support a dispute letter draft. The receiving firm checks it.
It is not legal advice. Have counsel review before sending.
Use the source citation guide. It helps test source support.
Use the review and sign model. It keeps expert judgment clear.
Use the service line guide when the handoff is ready.