Most reporting delays trace back to rent rolls that arrive late or in inconsistent formats. A clean handoff saves one to two weeks on a quarterly engagement and produces sharper charts because analysts spend time interpreting numbers, not reconstructing them.

Use stable unit identifiers

Assign each unit a code that survives tenant changes. Avoid reusing a unit number when a floor plan is subdivided. When identifiers shift year to year, occupancy history breaks and vacancy charts misstate duration.

Separate base rent from concessions

Free-rent periods and fit-out allowances should appear in dedicated columns, not as reduced base rent without annotation. We mark concessions in chart folios so effective rent trends remain honest.

Include lease end dates and option notes

Even for monthly summary work, expiry dates help us flag upcoming gaps. A note field for renewal discussions — "tenant requested three-month extension under review" — prevents surprise when the roll shows a pending expiry.

Upload via the secure link we provide at engagement start. Excel or CSV is preferred; PDF rolls require manual extraction and may incur a supplementary fee if scope was not quoted for transcription.