Commercial Property Due Diligence Document Request List for Alberta

1. Define the request perimeter

Identify every titled parcel, building, condominium unit, accessory area, leasehold interest, business asset and operating component within the proposed transaction. Record the legal owner, proposed seller, purchaser entity, intended use and whether the transaction includes shares, equipment, inventory or other assets.

Set the request date, contractual deadline, response owner and delivery method. A standard list should be expanded or narrowed for the actual asset; it is not proof that every material issue has been identified.

• Transaction perimeter
• Property and parcel schedule
• Intended use
• Condition deadline
• Request owner and response channel

2. Build the title and parcel index

Request the current title, legal description, LINC, registered plans and every material instrument shown on title. Alberta states that titles identify the owner and can show mortgages, caveats, easements, builders' liens and other registered interests; the instrument itself may be needed to understand its effect.

Reconcile the title schedule to municipal addresses, tax rolls, plans, leases, site access and the listing. Ask counsel to interpret registrations, pending items, discharge requirements and closing consequences.

3. Request municipal planning and permit records

Request current zoning or land-use information, development permits, building and trade permits, inspection results, occupancy or completion records, orders, notices, approved plans and material correspondence. Separate what the owner supplies from what the municipality or open-data record confirms.

Municipal archives are incomplete by design and retention period. A missing record does not prove that work was never performed, nor does an issued permit prove that every final inspection was passed or that the current use remains authorized.

4. Assemble environmental and site-history evidence

Request prior environmental site assessments, remediation and monitoring records, tank information, spill or release records, waste and hazardous-material information, regulatory correspondence and records of historical uses on and around the property.

Use public records as one input. Alberta's Environmental Records Viewer includes specified regulatory and long-term-management records, while the provincial Environmental Site Assessment Standard sets expectations for professional assessment work. A database result is not a professional environmental opinion.

5. Organize physical and capital records

Request available plans, specifications, surveys, warranties, service contracts, maintenance logs, repair invoices, roof and equipment records, prior condition reports, fire and life-safety records, accessibility information, casualty history and current capital plans.

Index each major system by location, age evidence, repair history and supporting document. Keep seller statements, third-party reports, contractor proposals and purchaser assumptions in separate evidence categories.

6. Reconcile leases, occupancy and tenant evidence

For income property, request every lease, amendment, renewal, assignment, sublease, side letter, guarantee, estoppel, deposit record, arrears schedule and material tenant correspondence. Reconcile the documents to a dated rent roll and payment history.

Identify vacant, owner-occupied, informally occupied and licensed areas. Record options, termination rights, exclusivities, expansion rights, inducements, landlord work, tenant work, operating-cost provisions and obligations that survive closing.

7. Rebuild property income and expenses

Request detailed operating statements, general-ledger support where appropriate, property-tax notices, utilities, insurance, contracts, management charges, reconciliations, bad debt, capital expenditures and explanations for material year-over-year changes.

Tie billed rent and recoveries to leases, collections and bank or accounting evidence selected by the accounting advisor. Do not treat an offering memorandum, pro forma or one-year summary as verified normalized net operating income.

8. Coordinate tax, financing and insurance files

Request the records required by the purchaser's tax, financing and insurance advisors, including the proposed asset allocation, GST information, tax status, financing deliverables, insurance history and current policy information where appropriate.

CRA states that commercial real-property sales are generally taxable unless a specific exemption applies. The parties' registration, use and transaction structure matter. The document request should flag the question without substituting for transaction-specific tax advice.

9. Control versions, access and privacy

Use one index with document name, date, source, version, confidentiality level, access history and related issue. Redact personal or commercially sensitive information only through a controlled process and preserve an authorized unredacted source where required.

A clean data room does not mean a complete data room. Maintain a separate missing-information schedule, follow-up log and list of documents received after the decision deadline.

10. Convert documents into a decision ledger

For each material issue, record the source, finding, unresolved question, responsible professional, commercial effect, required response and deadline. Link the outcome to the purchase condition, price, holdback, seller work, financing, insurance, closing deliverable or decision not to proceed.

This framework is educational and does not determine legal sufficiency, environmental condition, code compliance, value, tax treatment, financing approval or whether a particular request is complete. Those conclusions belong to the qualified professionals engaged for the property and transaction.