Types of Encumbrances
Before you start filling out the template, it is important to know what kinds of Encumbrances can be uploaded into Dottid. Below are the eight types of Encumbrances that can be uploaded into Dottid.
ROFO - The right of an existing tenant to another suite in the same or different building if the tenant intends to expand then they would have first “dibs” or first right to make an offer on that particular suite(s).
ROFR - The right of an existing tenant to another suite in the same or different building would have the first right to refuse the offer to lease the suite(s) from the Landlord. An agreement between a property owner and a tenant who wants to have the first chance to lease or refuse the suite when it comes on the market.
Renewal - The option to renew before lease expiration, this could be a one-time option or could be for many times from 1 year to as many years as negotiated. You might see something like this on the Rent Roll: Two 5-year Renewals Remain. This means the tenant has the option to renewal for 5 years at the LXD and then another option after that 5 year term to renew again.
Expansion - Option to increase the Lease Term
Contraction - Generally structured as a partial surrender on a suite/SF and variation of lease, where the tenant has a right to surrender, and the landlord has an obligation to agree to accept the surrender of, the defined contraction space for the remainder of the lease term if certain conditions are satisfied.
Termination - Option to terminate a lease before expiration in certain circumstances.
Co-Tenancy - Allows tenants to reduce their rent if key tenants or a certain number of tenants leave the retail space.
Exclusive Use - Allows a tenant to use its premises for an intended specific use (for example, as a restaurant, sale of electronics, or sale of men's and women's clothing), and restricts other tenants in the shopping center from using their premises for the same or a similar use.
Other - This is a catch-all selection for any encumbrances that doesn't fall into the previous 8 categories.
How to Fill out the Encumbrances Template
Follow the steps below to learn how to fill out the Encumbrances template column by column.
If you don't already have a copy of the Encumbrance Template, please reach out to our Customer Success team at support@dottid.com!
Rights Holder (Column A) - Tenant Name
The name in the template must match the name exactly as it is in Dottid.
Rights Holder Property (Column B) - Property Address where tenant is located.
The address in the template must match the address exactly as it is in Dottid.
Rights Holder Suites (Column C) - List of suites the tenant occupies at the property.
If multiple suites or whole floors are occupied by the tenant, then all the suites must be listed on the same row and separated by commas. (Ex. 300,310,320 OR 300, 310, 320)
Do not use Special Characters such &, *, etc.
Encumbrance Type (Column D) - Select one of the following from the drop down.
ROFO
ROFR
Renewal
Termination
Contraction
Expansion
Co-Tenancy
Exclusive Use
Other
Ongoing (Column E) - Select either Yes or No from the drop down based on the Encumbrance Type.
ROFO - Yes or No
ROFR - Yes or No
Renewal - No
Termination - No
Contraction - No
Expansion - No
Co-Tenancy - Yes or No
Exclusive Use - Yes or No
Other - Yes or No
PRO TIP
When to select Yes
1. You have a Right of First Offer or Right of First Refusal where the tenant can exercise their right any time the encumbered suite becomes available.
2. You have cases where the tenant can renew, contract, expand at any time during their lease and there is no notice date or period. Otherwise, the answer is likely no.
Property (Column F) - Address of the Property
If the encumbrance is a ROFO or ROFR for a suite in another building, then input the address for the other building exactly as it is in Dottid.
Suite(s) (Column G) - Suites affected by the encumbrance. Renewals and Terminations will be the same info input in column C.
If it is a ROFO or ROFR, the suites will likely be different and must be listed as such (Ex. 500,510,520 OR 500, 510, 520)
Do not use Special Characters such &, *, etc.
PRO TIP
Notice Dates - These are the dates your tenant can exercise their rights. Often you either have a singular notice date OR a notice period, seldom both.
If you have multiple notice periods, please upload these as 2 separate lines on the template. See the example below for Two, five (5) year renewals at prevailing market rate, 9 months notice. The lease expiration is on 12/31/2023.
Notice Date (Column H) - The date by which the tenant must notify the owner of their intention to execute the encumbrance. If you have a Notice period for the encumbrance, the Notice Date will be the same as the Notice Period End Date (Column J).
Format must be m/dd/yyyy
Notice Period Start Date (Column I) - Start date of the notice period the tenant has to notify the owner of their intention to execute the encumbrance. If No Notice Period, leave blank.
Format must be m/dd/yyyy
Notice Period End Date (Column J) - Final date of the notice period the tenant has to notify the owner of their intention to execute the encumbrance. If No Notice Period, leave blank.
Format must be m/dd/yyyy
Effective Date (Column K) - Date the encumbrance would go into effect. This is usually the day after LXD.
Format must be m/dd/yyyy
Term (Column L) - Number of months agreed upon should the tenant exercise their right of the encumbrance.
Input the numerical value of months (EX. if a twelve-month term, input 12).
If no term is agreed upon, input 0.
Notes (Column M) - Any additional info you would like captured that is not included in the template already.
This usually includes things such as Fair Market Value (FMV)
Congrats! You have just filled out your first line of Encumbrances! Please click on the link below to learn how to add the Encumbrance Template into Dottid.
WHAT'S NEXT
Want to upload the data yourself? Click the button below to learn how to upload your completed Enucmbrance Template!
How To Create a Support Ticket
If support is needed for anything, please submit a support ticket. Include a brief note about the issue(s) and Select the Checkbox to Authorize Dottid Support to edit your Properties for 7 Days and click Submit.