Commercial Real Estate Financing Documents in Alberta

1. Build the request and document index

State borrower, guarantors, property, purpose, requested amount, term, amortization, equity, timing and contact authority. Index every document by category, entity, property, period, source, date and version.

Keep missing items, questions and lender conditions visible. Do not silently replace an unavailable record with an estimate.

• Borrower and guarantors
• Property and loan purpose
• Sources and uses
• Requested structure
• Condition and closing dates
• Document owner and version

2. Establish identity, entity and beneficial ownership

Organize incorporation and registry records, organizational chart, ownership, directors, signing authority, identification and related entities at the level lawfully requested by the lender and professional team.

Use secure transmission and staged access. FINTRAC, lender know-your-client and beneficial-ownership requirements do not justify uncontrolled circulation of identity records.

3. Prepare borrower financial evidence

Provide lender-requested accountant-prepared statements, interim statements, tax records, debt schedule, bank or liquidity evidence, forecasts, capital plan and explanations of material changes. Reconcile entity names and periods.

Separate reported results from adjustments and projections. State the source and rationale for owner compensation, related-party charges, one-time items, distributions, unfunded capital and other underwriting adjustments.

4. Establish the property and transaction record

Include the executed purchase contract and amendments, title, legal description, plans, tax and assessment records, zoning and permit information, property description, building and site records, capital history and proposed use.

Reconcile price and included assets. Equipment, inventory, goodwill and working capital can have different security, valuation and program eligibility from land and buildings.

5. Support investment-property income

Index every lease, amendment, guarantee, notice, deposit and material side agreement. Reconcile rent roll, billings, collections, recoveries, vacancy, arrears, concessions and operating expenses to the selected historical period.

Provide a transparent NOI bridge and capital schedule. Tenant names, financial records and personal information require controlled disclosure and lawful handling.

6. Support owner-user occupancy and business capacity

Show intended space use, operating-company relationship, occupancy cost, fit-up and equipment needs, relocation or opening plan and historical and forecast business capacity. Tie projections to contracts, staffing, market and operating assumptions where available.

For CSBFP consideration, current ISED material distinguishes eligible real property used for commercial purposes from ineligible items and structures. The participating lender must confirm borrower, asset and use eligibility before reliance.

7. Organize third-party diligence and reliance

Coordinate lender instructions for appraisal, environmental, building, engineering, insurance and legal reports. State client, intended user, scope, inspection date and reliance; an old report prepared for another party may not satisfy the lender.

Track environmental recommendations, building deficiencies, required repairs, insurance conditions, holdbacks and completion evidence in one issues register.

8. Prove equity and close the security package

Document equity source, deposits, gifts or shareholder contributions, subordinate debt, vendor financing and other sources as requested. Explain transfers and confirm funds remain available after closing costs and immediate capital.

Legal counsel and lender determine mortgage, assignment, general security, guarantees, priority, discharges and registrations. Alberta's Personal Property Registry records security interests in applicable personal property; a title search does not replace a PPR search.

9. Maintain updates through funding

Update expiring statements, rent rolls, bank evidence, insurance, corporate status, appraisal assumptions and closing figures. Record every material correction and notify the lender and transaction team when prior information changes.

A complete package does not guarantee approval or funding. This guide is educational and is not a financing offer, mortgage-broker service, legal opinion, appraisal, tax, privacy, accounting or investment advice.