What is the difference between a minimum field set and an audit-ready field set?

A minimum field set captures the data needed to administer basic lease obligations: rent amounts, term dates, renewal options, and a summary of expense obligations. An audit-ready field set adds the specific fields needed to verify whether billed amounts comply with the lease: exclusion categories, denominator language, base year or stop amount, gross-up threshold, cap and controllable category coding, audit right mechanics, and dispute deadlines. A lease can be administered with the minimum set but cannot be reviewed for compliance without the audit-ready fields.

Do all commercial leases require the same CAM field set?

No. Gross leases require almost no CAM-specific fields because the tenant pays a flat rent with no variable expense component. Modified gross leases require the lease structure classification and the relevant threshold fields (base year or expense stop), but typically not full exclusion cataloging. NNN leases require the complete audit-ready field set because all expense categories are potentially recoverable. For NNN leases in retail centers, the advanced fields for denominator flexibility, management fee double-dip risk, and controllable cap carve-outs are particularly important.

Which CAM fields are most commonly missing in portfolio abstracts inherited from prior vendors?

The fields most often missing in inherited abstracts are: denominator language (only the percentage is recorded, not how it was derived or whether it can change), gross-up occupancy threshold (base year is recorded without the normalization assumption), controllable category coding (cap rate is recorded without category assignments), audit right notice period (audit right is binary yes or no), and final-and-binding consequence language (dispute deadline is recorded without the result of missing it).

How should a firm handle a lease where CAM fields are in exhibits rather than the main body?

Exhibit-based CAM provisions are common in retail leases where the operating expense definition, exclusions, and reconciliation procedures are placed in an exhibit rather than the main lease body. The abstract fields should reflect the exhibit terms, with source references pointing to the specific exhibit and section rather than to the main lease article. When the exhibit modifies or replaces a term in the main lease body, the abstract should note the override relationship so reviewers understand the exhibit controls.

What data type is most appropriate for exclusion category fields?

Multi-select from a governed taxonomy is the most appropriate data type for exclusion categories. It allows multiple exclusion types to be recorded for a single lease, ensures consistent values across the portfolio, and enables filtering and reporting by category. Free-text fields produce inconsistent values that cannot be queried reliably. Boolean fields (excluded: yes or no) lose category specificity. Multi-select with a defined taxonomy is the right balance between flexibility and queryability.

The Complete CAM Field Inventory for Commercial Lease Abstracts

A CAM-ready lease abstract is not simply a lease abstract that mentions CAM. It is one where the specific fields needed to verify expense recovery compliance are present, populated at the right level of detail, and structured in a way that downstream teams can use without re-reading the source documents.

This article presents a structured inventory of CAM-related fields organized by clause section. For each field, it identifies the source clause, data type, minimum required value, and the most common abstraction failure. The inventory is organized into three tiers: minimum fields for basic administration, audit-ready fields for compliance review, and advanced fields for high-risk or heavily negotiated leases.

Lease Structure Classification

Field: Operating expense structure. Source clause: expense obligations section or main definitions. Data type: single-select (full NNN; NNN with base year; modified gross with expense stop; modified gross with base year; gross; other). Minimum value: any of the above. Common failure: not classifying the structure and applying a default NNN framework to modified gross leases.

Field: Lease type summary. Source clause: preamble or recitals. Data type: text. Minimum value: identifies whether gross, modified gross, or net. Common failure: entering the property type instead of the lease payment structure.

Operating Expense Definition Fields

Field: OPEX definition scope. Source clause: definitions section or operating expenses article. Data type: single-select (broad inclusive list; limited/defined categories only; tenant obligations tracked separately). Minimum value: identifies the scope of what the landlord can recover. Common failure: noting "tenant pays operating expenses" without capturing the definitional scope.

Field: OPEX inclusion categories. Source clause: operating expenses definition. Data type: multi-select from a standard category list (maintenance and repairs; property management; insurance; taxes; utilities; security; landscaping; other). Minimum value: all categories explicitly listed in the lease. Common failure: recording only the standard categories without noting any additions or non-standard inclusions.

Field: OPEX exclusion categories. Source clause: exclusions list or carve-outs within operating expenses definition. Data type: multi-select from governed exclusion taxonomy. Minimum value: all exclusions explicitly stated in the lease. Common failure: entering "standard exclusions" without identifying the specific categories.

Field: OPEX exclusion notes. Source clause: same. Data type: text. Value: exception wording, carve-backs, or qualifications on standard exclusion categories. Common failure: omitting carve-backs to standard exclusions, particularly for CAPEX permitted recovery.

Capital Expenditure Fields

Field: CAPEX treatment. Source clause: exclusions section or capital expenditure rider. Data type: single-select (excluded broadly; excluded with permitted recovery; amortized recovery permitted; partially recoverable based on criteria). Minimum value: identifies whether CAPEX is excluded and whether exceptions exist. Common failure: selecting "excluded" without noting permitted recovery carve-backs.

Field: Permitted CAPEX categories. Source clause: CAPEX carve-back language. Data type: multi-select (energy saving; code compliance; cost reducing; equipment replacement; other). Minimum value: all permitted categories from the lease. Common failure: missing this field entirely when the broader CAPEX exclusion is present.

Field: CAPEX amortization method. Source clause: same carve-back language. Data type: text (annual savings test; useful life; specified term; not stated). Minimum value: identifies how permitted CAPEX is amortized into annual recoveries. Common failure: omitting the amortization method even when permitted CAPEX is noted.

Management and Administrative Fee Fields

Field: Property management fee type. Source clause: management fee section or operating expense inclusions. Data type: single-select (percentage of operating expenses; percentage of gross revenues; percentage of base rents; fixed amount; actual fee; not separately stated). Minimum value: identifies the fee structure. Common failure: noting "management fee recoverable" without capturing the calculation basis.

Field: Property management fee cap. Source clause: same. Data type: decimal (percentage) or dollar amount. Minimum value: the cap percentage or amount if present; blank if no cap. Common failure: omitting this field when a cap exists in a rider rather than the main body.

Field: Administrative or supervisory fee. Source clause: additional fees or overhead section. Data type: boolean with text (yes with fee type; no; not addressed). Minimum value: identifies whether a separate administrative fee exists in addition to the management fee. Common failure: missing the administrative fee entirely when both fees are recoverable.

Field: Management and administrative fee double-dip flag. Source clause: combination of both fee fields. Data type: boolean. Minimum value: true if both a management fee and an administrative fee are recoverable under separate provisions. Common failure: not flagging the combination as a review priority.

Pro Rata Share and Denominator Fields

Field: Tenant pro rata percentage. Source clause: pro rata share definition or rent provisions. Data type: decimal percentage. Minimum value: the stated percentage. Common failure: recording the percentage without any information about how it was derived.

Field: Denominator description. Source clause: pro rata share definition. Data type: text. Minimum value: identifies what area forms the denominator (building RSF, project GLA, office space only, specific floors, etc.). Common failure: recording the percentage without the denominator, making the percentage unverifiable.

Field: Denominator flexibility. Source clause: denominator or adjustment rights language. Data type: single-select (fixed; adjustable by landlord; adjustable by mutual agreement; project-level pooling permitted). Minimum value: any of the above. Common failure: recording the initial percentage as if fixed when the lease permits adjustment.

Field: Numerator basis. Source clause: same. Data type: text. Minimum value: identifies what area forms the numerator (leased RSF, occupied RSF, allocated RSF). Common failure: assuming the numerator is leased RSF when the lease specifies a different measure.

Base Year and Expense Stop Fields

Field: Base year or expense stop identifier. Source clause: operating expenses article or modified gross structure provisions. Data type: single-select (base year; expense stop; both; neither). Minimum value: correct classification. Common failure: selecting base year when the lease uses an expense stop, or vice versa.

Field: Base year. Source clause: base year definition. Data type: year (integer). Minimum value: the four-digit calendar year. Common failure: entering the lease commencement year when the base year is a different calendar year.

Field: Base year operating expense total. Source clause: same or reconciliation statement. Data type: dollar amount. Minimum value: actual total if available; otherwise note "not stated, see clause." Common failure: leaving blank when the lease specifies the base year amount.

Field: Separate base year for taxes. Source clause: tax expense provisions. Data type: boolean with text. Minimum value: identifies whether taxes use a different base year than operating expenses. Common failure: omitting when a separate tax base year applies.

Field: Expense stop amount. Source clause: modified gross or stop provisions. Data type: dollar per RSF or dollar per GLA. Minimum value: the specific dollar figure per unit. Common failure: recording the stop as a base year or omitting the per-unit basis.

Gross-Up Fields

Field: Gross-up provision present. Source clause: gross-up or occupancy normalization language. Data type: boolean. Minimum value: true or false. Common failure: omitting this field entirely for base year leases.

Field: Gross-up occupancy threshold. Source clause: same. Data type: decimal percentage. Minimum value: the stated occupancy percentage (typically 90% or 95%). Common failure: noting the gross-up exists without capturing the threshold.

Field: Gross-up cost categories. Source clause: same. Data type: multi-select (all variable costs; utilities; janitorial; management fee; specified categories). Minimum value: which costs are subject to normalization. Common failure: assuming all costs are grossed up when the lease specifies only variable costs.

CAM Cap Fields

Field: Controllable expense cap rate. Source clause: cap or controlled expense provisions. Data type: decimal percentage or CPI reference. Minimum value: the cap rate or formula. Common failure: recording the rate without the category assignments.

Field: Cap compounding rule. Source clause: same. Data type: single-select (compounding; non-compounding; not stated). Minimum value: any of the above. Common failure: omitting entirely.

Field: Controllable expense categories. Source clause: same. Data type: multi-select from expense taxonomy. Minimum value: the specific categories subject to the cap. Common failure: not populating this field when the cap field is populated.

Field: Uncontrollable expense categories. Source clause: same. Data type: multi-select. Minimum value: the categories explicitly excluded from the cap. Common failure: recording only a general reference to taxes, insurance, and utilities without checking whether additional carve-outs apply.

Audit Right and Dispute Deadline Fields

Field: Audit right present. Source clause: audit rights or inspection of books and records section. Data type: boolean. Minimum value: true or false. Common failure: not checking if this field is populated for every NNN and modified gross lease.

Field: Audit lookback period. Source clause: audit rights section. Data type: integer (number of years). Minimum value: the stated lookback. Common failure: omitting when the lease restricts the audit window.

Field: Audit notice requirement. Source clause: same. Data type: text (notice period, method, required content). Minimum value: advance notice period and method. Common failure: noting audit right exists without capturing the notice mechanics.

Field: Auditor restrictions. Source clause: same. Data type: text (CPA required; no contingency fee; specific qualifications; no restrictions stated). Minimum value: any restrictions. Common failure: omitting contingency fee prohibitions.

Field: Reconciliation dispute deadline. Source clause: reconciliation dispute or objection provisions. Data type: integer (days after statement delivery) or text (specific date trigger). Minimum value: the specific timeframe. Common failure: omitting or noting "see lease."

Field: Consequence of silence. Source clause: same. Data type: single-select (final and binding; deemed accepted; conclusive; no consequence stated). Minimum value: any of the above. Common failure: recording the deadline without its consequence.

Advanced Fields for High-Risk Leases

Field: Project pooling rights. Source clause: definitions of "project" or landlord expense aggregation rights. Data type: boolean with text. Minimum value: identifies whether the landlord can pool expenses across multiple buildings or phases. Common failure: omitting entirely when the lease covers a multi-building campus.

Field: Affiliate charge limitation. Source clause: operating expense exclusions or related-party provisions. Data type: text (market rate ceiling; disclosure required; no limitation stated). Minimum value: describes the constraint on affiliate charges. Common failure: missing entirely when the affiliate limitation appears only in an exhibit.

Field: Reconciliation delivery method and timing. Source clause: reconciliation procedures. Data type: text. Minimum value: how and when the landlord must deliver the reconciliation statement. Common failure: recording only the tenant's dispute deadline without the landlord's delivery obligation.

Field: Prior abstract deviation flag. Source clause: review finding. Data type: boolean. Minimum value: true if current abstract diverges from a prior version on any audit-relevant field. Common failure: not flagging divergences when re-abstracting or catching up on amendments.

This inventory is designed as a reference, not a sequential checklist. Not every lease requires every field. NNN retail leases require the most fields; gross office leases require the fewest. The audit-ready tier applies to all NNN and modified gross leases where expense recovery verification is a reasonable client objective. The advanced fields apply to leases with project-scale cost pooling, affiliate vendor relationships, or amendment histories that changed the economic structure midterm.

Firms putting this field set into practice can run a free audit through CAMAudit to see how each field category affects detection output.

The Complete CAM Field Inventory for Commercial Lease Abstracts