Lease Register

The Lease Register allows Users to define any number of Leases against a particular Building or Location. Once a Lease Register has been created, details of the rents payable are recorded in the Rent Register.

The list of Lease Registers are maintained here.

Available from 7.0.0.0

The Purchase Key licence dependency for this specific element of the system has been removed and is now included as standard in the core MRI Evolution product the feature has been turned on for all systems by default.

Note: Other restrictions, such as User licence type restrictions and / or any restrictions to underlying functionality that is dependent upon Purchase Key licences will remain in place.

Facilities > Property and Estates > Lease Register

The link will open the Lease Register grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Lease Register click New , to edit an existing Lease Register click Edit . A pop up window will appear which will allow the creation or amendment of a Lease Register.

Click to view - Lease Register Details Tab Fields and Descriptions

Field Name	Description
Lease Information
Lease ID	A unique identifier for this lease agreement, used to reference the lease across rent registers, payment records, and financial reports. This code should be meaningful and easy to communicate (e.g., BLD123-LEASE-2024 or TENANT-FLOOR3-001). Once saved, this identifier cannot be changed, so ensure it follows your organization's naming conventions for lease documentation and aligns with your property management recordkeeping standards.
Lease Description	A summary that identifies the purpose or key characteristics of this lease agreement. Use descriptive text that distinguishes this lease from others in the same building (e.g., "Ground Floor Retail Unit - 5 Year Lease", "Office Suite 3A - Tenant XYZ Corporation"). This description appears in lists and reports, making leases easier to find and recognize at a glance. Include key terms or tenant names to provide context when reviewing multiple lease agreements.
Building	From the drop down select the Building - for more information see Building Register. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Location	From the drop down select the Location - for more information see Location Register. Available from 7.0.0.0 It is possible to display the relevant parent/child relationship data in this auto-complete by enabling the Enable Hierarchical Auto-Completes option in the General Preferences page.
Start Date	The date when the lease agreement begins and the tenant's legal occupation commences. This date determines when rent becomes payable and is used to calculate lease duration, renewal dates, and notice periods. For existing leases being entered into the system, use the original commencement date from the lease agreement, even if it's in the past. This date is critical for rent review schedules, break clause calculations, and ensuring compliance with lease terms.
Expiry Date	The date when the lease agreement naturally terminates unless renewed or extended. This date is essential for planning lease renewals, calculating notice deadlines, and managing property portfolio turnover. The system can use this date to generate alerts for upcoming lease expirations, ensuring adequate time for renewal negotiations or finding replacement tenants. If the lease has automatic renewal clauses, this represents the end of the current term before any renewal takes effect. Critical for financial forecasting and space planning.
Accommodation Address	The complete physical address of the leased property or unit within a larger building. For multi-tenanted buildings, this should specify the exact suite, floor, or unit number to distinguish between multiple leases in the same building (e.g., "Suite 305, Third Floor" or "Units 12-14, Ground Floor"). This address is used for legal correspondence, service charge allocation, insurance documentation, and emergency response. Ensure the address matches the legal description in the lease agreement for accurate recordkeeping and compliance.
Postcode	The postcode of the accommodation address.
Country	From the drop down select the Country for the accommodation address - for more information see Countries. Available from 4.4.5
Lease Tenure	From the drop down select the Lease tenure.
Lease Status	From the drop down select the Lease status.
Lease Type	Select the radio button to indicate the Lease type: in or out.
Disposal Details	Information about how and why the lease was terminated, sold, surrendered, or otherwise disposed of before or at expiry. Record details such as early termination agreements, lease assignments to new tenants, property sales that transferred the lease, or surrender negotiations. This creates an audit trail for portfolio management decisions and provides context for financial reconciliation when leases end unexpectedly. Include reference to any settlement payments, dilapidation costs, or break penalties incurred. Useful for analyzing disposal patterns and improving future lease negotiations.
Disposal Date	The actual date when the lease was terminated, assigned, surrendered, or otherwise disposed of. This may differ from the original expiry date if the lease ended early through a break clause, mutual surrender, or tenant default. Used to calculate final rent apportionments, close out outstanding charges, and mark the lease as inactive in the system. Essential for accurate financial reporting, ensuring rent is not billed beyond this date, and maintaining a complete historical record of lease durations for portfolio analysis and benchmarking.
Net Lettable Area	The Net Lettable are for the Lease.
No of Floors	The number of floors for the Lease.
No of Parking Bays	The number of parking bays for the Lease.
Allow Lease Breaks	Check the box if the Lease is allowed Lease breaks.
Inside Act	Check the box if the inside act is applicable.
Sub - Lettable	Check the box if the Lease is allowed to sub let.

Click to view - Lease Register Occupation Information Tab Fields and Descriptions

Field Name	Description
Other Information
Date Occupied	The date the property was occupied.
Date vacated	The date the property was vacated.
Notice Period	The notice period given on the Lease.
Recommended Serving Notice Date	The recommended date for serving notice to the tenant.
Last Date for Serving Notice	The last date to serve notice to the tenant.

Click to view - Lease Register Contact Details Tab Fields and Descriptions

Field Name	Description
Landlord Details
Name	The email address of the landlord.
Company	The name of the landlord.
Address	The address of the landlord.
Postcode	The postcode of the landlord.
Country	From the drop down select the Country of the landlord - for more information see Countries.
Telephone	The telephone number of the landlord.
Email	The email address of the landlord.
Tenant Details
Name	The email address of the tenant.
Company	The name of the tenant.
Address	The tenant's primary correspondence address for legal notices, invoices, and formal communications. This may differ from the accommodation address if the tenant has a separate head office, billing department, or registered office address. For corporate tenants, use the address where lease-related correspondence should be sent, which may be their accounts payable department or legal team. Critical for serving notice periods correctly, issuing rent invoices to the right location, and ensuring compliance with lease communication requirements. May be the same as the accommodation address for small businesses or individual tenants.
Postcode	The postcode or ZIP code for the tenant's correspondence address. Essential for ensuring invoices, legal notices, and rent statements reach the correct destination. Many billing and accounting systems use postcodes to validate addresses and route mail efficiently. For UK addresses, enter the full postcode including the space (e.g., SW1A 1AA). For international tenants, use the equivalent postal code format for their country. Accurate postcodes reduce mail delivery failures and ensure compliance with statutory notice requirements.
Country	From the drop down select the Country of the tenant - for more information see Countries.
Telephone	The telephone number of the tenant.
Email	The email address of the tenant.

Click to view - Lease Register Notes Tab Fields and Descriptions

Field Name	Description
Additional Notes	Additional notes relating to the Lease.

Complete the fields and click Save . Once the Lease Register header has been completed and saved a sub navigation will appear to allow additional entities to be assigned / created.

These include:

Lease Breaks
Contacts
Rent Register
Rent Payments

Lease Breaks

Click to view more detail.

An agreement may exist between the Landlord and Tenant to allow for breaks within the Lease. If so, the Allow Lease Breaks tick box should be selected within the Details tab.

Facilities > Property and Estates > Lease Register

The link will open the Lease Register / Lease Breaks grid. It is a grid view that can be customised and sorted as normal.

To add a new Lease Break click New , to edit an existing Lease Break click Edit . A pop up window will appear which will allow the creation or amendment of a Lease Break.

Click to view - Lease Break Fields and Descriptions

Field Name	Description
Lease Break Details
Break ID	A unique identifier for this break clause opportunity within the lease agreement. Used to distinguish between multiple break points if the lease has several potential termination dates (e.g., BREAK-2025, BREAK-2028, LANDLORD-BREAK-YEAR5). This reference appears in notices, correspondence, and reminder systems to ensure the correct break clause is being exercised. Essential for tracking which party can exercise each break, the associated notice periods, and any conditions or penalties. Helps prevent confusion when managing leases with complex break provisions.
Break By	Check the box to indicate if the Lease break was evoked by the landlord or tenant.
Notice Period	The number of months notice required on the Lease break.
Apply Break Penalty	Check the box if a Lease break penalty is to be incurred.
Break Penalty	If a penalty is to be incurred enter the amount of the penalty.
Break Date	The date when the lease can be terminated under this break clause, if proper notice is given. This date is specified in the original lease agreement and represents an opportunity to exit the lease before the natural expiry date. The system uses this date to calculate when notice must be served (based on the notice period field) and can generate alerts to remind landlords or tenants of upcoming break opportunities. Critical for strategic portfolio planning, allowing organizations to evaluate whether to continue or terminate leases at specific intervals. Missing a break date may commit you to the full lease term.
Notes	Notes relating to the Lease break.

Complete the fields and click Save and Close .

Contacts

Rent Register

Rent Payment

Lease registers can also be created and amended from the Building or Location entity.