Preparing Vacant Commercial Space for Lease in Alberta

1. Confirm possession, access and authority

Verify lease expiry or surrender, possession, keys, alarms, access control, utilities, tenant property, abandoned goods, restoration, open disputes and who may authorize entry or work. Coordinate legal and property-management advice where status is unclear.

Do not enter, remove property, change systems or market vacant possession from an assumption. Preserve the handover and condition evidence.

• Possession
• Access
• Tenant property
• Condition
• Systems
• Plans
• Delivery

2. Create a dated condition record

Photograph and record walls, floors, ceilings, roof observations, doors, windows, washrooms, mechanical, electrical, plumbing, fire protection, accessibility, loading, yard, parking, signage and exterior conditions. Identify urgent and specialist follow-up.

A brokerage walk-through is not an engineering, environmental, fire, code, accessibility or building-condition assessment. Use qualified professionals where conclusions are required.

3. Stabilize utilities and building systems

Document service status, meter readings, HVAC operation, heat, water, drainage, electrical panels, gas, fire alarm, sprinklers, security, elevators, doors, sump or other systems. Assign monitoring, maintenance and emergency responsibilities.

Vacancy can change insurance, freezing, humidity, water, vandalism and life-safety risks. Confirm requirements with the insurer and qualified operating professionals.

4. Resolve environmental and hazardous-material questions

Preserve prior reports, spills, tanks, floor drains, chemical storage, equipment, waste, mould or moisture observations, designated substances and remediation records. Control access and testing through qualified environmental and occupational professionals.

Do not advertise a property as clean, remediated or suitable from appearance or an old report whose scope, reliance and current conditions are unknown.

5. Verify plans, area and property specifications

Reconcile lease plans, architectural or permit drawings, measurement reports and field conditions. State the measurement source, date, standard where known and whether the number is landlord-stated or professionally measured.

Do not convert an approximate plan into a certified area. Identify exclusive, shared, mezzanine, storage, yard, parking and loading components separately.

6. Define the delivery condition

State what remains, what will be removed, repairs to be completed, base-building services, demising, washrooms, entrances, utilities, signage, landlord work, tenant work and the evidence required for delivery. Use plans and schedules instead of ambiguous labels.

Calgary and Edmonton publish separate pathways for alterations to existing commercial buildings and sites. The actual municipality, scope and proposed use determine current approvals.

7. Make tours safe and decision-ready

Establish booking, identity, accompaniment, access routes, lighting, housekeeping, hazards, personal protective equipment where required, photography, confidentiality and incident procedures. Provide only approved property materials.

Protect keys, access codes, equipment, tenant records and personal information. A tour waiver does not replace safe premises or professional advice.

8. Produce accurate launch materials

Capture current images after material clean-up and safety work. Publish verified specifications, pricing units, costs, availability, plans, brokerage identification and clear limitations; maintain alt text and accessible documents.

Competition Bureau guidance prohibits materially false or misleading marketing, including the overall impression. Fine-print disclaimers should not be used to contradict the main property claim.

9. Maintain readiness through vacancy

Schedule inspections, maintenance, snow and ice, landscaping, utilities, pest, security, insurance, repairs, media refresh and fact review. Record property changes and correct public materials promptly.

This guide is educational and is not property management, insurance, engineering, environmental, safety-code, municipal, legal or accessibility advice.