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Guide

A commercial property transaction: one place for the title, the leases and the reports.

A buyer of a commercial building, or a lender financing it, is buying the income as much as the bricks. That means they need the title, the leases, the building reports and the outgoings, and they need them quickly during a due diligence period that may be only a few weeks long.

This guide lists the documents usually involved and how to make them available without losing control of them.

The documents a purchaser usually reviews

Title and land

  • The record of title from Land Information New Zealand, with the easements, covenants and interests registered against it.
  • A Land Information Memorandum (LIM) from the council, and any resource consents and building consents.
  • Survey plans and any boundary or encroachment issues.

Income

  • Every lease, with variations, renewals, assignments and rent review records.
  • A tenancy schedule showing each tenant, area, rent, term, rights of renewal and review dates.
  • Arrears reports and any disputes with tenants.

The building

  • Building warrant of fitness records and the inspection reports for the building's specified systems.
  • Seismic assessments, building condition reports and maintenance records.
  • Outgoings budgets and reconciliations, insurance policies and claims history.
  • Service contracts for lifts, fire systems, cleaning and security.

A room that matches the due diligence period

  1. 1

    Mirror the purchaser's checklist

    Set up folders for title, leases, building and outgoings, and load the purchaser's requests as a document request list with items assigned to your property manager, valuer or lawyer.

  2. 2

    Invite the purchaser's team

    Their lawyer, valuer and building consultant confirm their email with a six-digit code and accept your NDA before entry.

  3. 3

    Set the end date

    Give each invitation an end date that matches the due diligence condition. Extend it in one click if the date moves.

  4. 4

    Record what was provided

    The audit log shows every document viewed and downloaded, which helps when the purchaser later asks what was disclosed.

Leases, tenants and personal information

Tenancy files can contain personal guarantees from tenants' directors, personal contact details and sometimes financial statements a tenant provided when it took the lease. New Zealand's privacy law expects you to protect that information and to share only what is needed for the purpose. Consider keeping guarantor documents in a separate folder, shared only once the purchaser is unconditional, or redacted before upload by your adviser.

In ShareAndGo, put each party in a group that sees only the folders you allow. The purchaser's valuer may need the tenancy schedule and leases but not the insurance claims history; their building consultant needs the reports but not the rent figures.

If there are several interested buyers in a tender or deadline sale, each gets its own group, so none sees another's questions or the extra material one has asked for. View-only folders are rendered on our side and watermarked with each reader's name, email and the date.

Lease documents are often old scans. ShareAndGo reads text from scanned documents, so search finds a clause or a tenant's name inside them, with highlighted snippets.

Frequently asked questions

Can a lender see the same room as the purchaser?
Yes, as a separate group. Give the lender's group the folders it needs, such as the title, leases and valuation, without the purchaser's correspondence.
What if a lease variation turns up late?
Upload it into the lease folder. If it replaces an earlier copy, make it a new version and the older copy stays in the history. Readers see the current file.
Can tenants send documents into the room?
A document request list includes a public request-a-file link. Send it to a tenant and their document arrives against the right item without the tenant seeing the room.

Related guides

A commercial lease negotiation

The documents behind a new lease.

A bank refinance

When the building is the security.

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