Preparing an Alberta Hotel or Motel Sale Data Room

1. Build the source, version and access ledger

Index every record by legal entity, property, department, period, author, source, date, status, access level and current version. Preserve superseded files, missing-item exceptions and correction notices.

Track buyer access, questions and official answers. The record should show what a buyer received before an offer, amendment, condition waiver or closing decision.

• Entity and property
• Department and period
• Source and preparer
• Status and effective date
• Access level
• Revision and correction history

2. Establish ownership, title and sale perimeter

Include current title, legal plans, relevant registered instruments, corporate records, beneficial ownership, authority and included or retained parcels. Identify separate operating and property entities and related-party agreements.

Schedule shares, assets, real estate, furniture-fixtures-and-equipment, inventory, deposits, intellectual property, contracts, licences and exclusions for legal and tax review.

3. Reconcile rooms and operating records

Provide approved plans and permits, room inventories, type and status schedules, rooms out of order, renovation history and source-system reports. Reconcile available and occupied rooms to monthly occupancy, ADR and RevPAR schedules.

Organize financial statements, tax returns, trial balances, general ledger and departmental reports for the agreed periods. Keep reported, normalized and forecast information separate.

4. Control franchise and management documents

Index franchise, licence, management, reservation, loyalty, marketing and related agreements with amendments, notices, defaults, quality reports, guarantees and fee schedules. Identify transfer, change-of-control, assignment, termination and approval provisions for counsel review.

Keep property improvement plans, inspections, estimates and correspondence with their date, author, scope and status. Do not combine preliminary and final brand requirements.

5. Build the licence, tax and inspection register

Organize tourism-levy registration, returns and assessments; GST records selected by tax advisors; municipal approvals; AHS records; AGLC licensing; safety-code permits and inspections; pool, elevator and fire records; and other facility approvals.

State the holder, premises, expiry, conditions, violations, remediation and proposed transfer or application path. Verify current status with the responsible authority.

6. Organize property condition and capital evidence

Include surveys or plans, building-condition, roof, envelope, structural, mechanical, electrical, plumbing, elevator, life-safety, pool, kitchen, parking and accessibility records. Index completed work, warranties, permits and unresolved recommendations.

Separate ordinary repairs, deferred maintenance, planned capital, FF&E replacement and franchise PIP work. State whether cost estimates include fees, taxes, escalation, room displacement and contingency.

7. Present contracts and operating dependencies

Index group, corporate, government, crew, supplier, laundry, waste, technology, equipment, parking, food-service and other material contracts with assignment and change-of-control provisions.

Use concentration schedules and staged redaction. Do not promise renewal, assignment or counterparty consent until documented.

8. Protect guest, employee and security information

Aggregate guest, employee and payment information wherever possible. Separate personal data, reservation details, key and access systems, surveillance, cybersecurity, banking and other sensitive records from general diligence.

Alberta's PIPA business-transaction provisions are limited and purpose-specific. Use legal or privacy advice, access controls, permitted-use terms, retention rules and return or destruction requirements; an NDA alone is not blanket authority.

9. Prepare the closing and transition matrix

Coordinate title, business assets or shares, lender discharges, WCB, taxes and levies, franchise or management consent, licences, reservations, guest deposits, inventory, employees, vendors, keys, systems and communications.

Identify the responsible party, evidence, deadline and consequence for each dependency. Track which obligations survive closing and which records transfer.

10. State reliance and correct the record

Label seller-prepared schedules, accountant records, professional reports, authority records and buyer assumptions. State effective dates and reliance limits rather than presenting all documents as equivalent evidence.

Correct known inconsistencies and preserve prior versions. This guide is educational and is not legal advice, tax advice, an audit, review engagement, privacy assessment, appraisal, franchise opinion, environmental report, engineering assurance or guarantee that a data room is complete.