DEALDESK / TENANT REP ASSIGNMENT PLAYBOOK
Blank working resource — adapt to the assignment.
https://dealdeskworks.com/tenant-reps

CLIENT REQUIREMENTS BRIEF
Client / project:
Broker / team:
Prepared on / version:
Client confirmation date:
Decision-maker / final approver:
Other stakeholders (finance, operations, IT, project team, legal):
Business reason for the assignment:
Assignment: first lease / renewal / relocation / expansion / contraction
Current location and lease documents supplied:
Target markets and location constraints:
Size range and basis (rentable / usable):
Intended use and operating hours:
Must-have requirements:
Preferences and acceptable trade-offs:
Accessibility needs specified by the client:
Staff / customer / loading access:
Headcount or operating-capacity assumptions:
Parking / transit requirements:
Specialist or technical requirements and person confirming them:
Budget amount, currency and period:
What the budget includes / excludes:
Target occupancy date:
Document-derived dates, source and reviewer:
Dependencies (design, approvals, work, delivery, move):
Approval path for shortlist, economics and offers:
Open questions / owner / target response date:

SOURCE REGISTER
Record each proposal, flyer, email and document separately.
Document / author / date / version:
Property and suite:
Term or statement supported:
Status: quoted / verified / estimated / unresolved
Verifier / verification date:
Conflicting source or superseded version:
Next action / owner / target date:

PROPERTY-SPECIFIC INTAKE
Office & flex: attendance, growth, meeting rooms, privacy, visitors, IT, transit,
parking and after-hours access.
Industrial & logistics: clear height, loading, truck access, yard, power, floor
loads, hours and transport links; technical team to verify capacity and fit.
Retail & service: customer catchment, frontage, visibility, signage, parking,
deliveries, hours, use, fit-out and any exclusivity requirements.
Medical & specialty: operating model, circulation, privacy, equipment, utilities
and specialist buildout; qualified client team to define and verify requirements.
These are prompts for discovery, not a suitability certification.

ASSIGNMENT CHECKLISTS
1. CLIENT BRIEF
Define the requirement before the search.
Turn the kickoff call into a brief the client can confirm. Keep non-negotiables separate from preferences.

Have ready:
[ ] Current lease and amendments, client notes and any approved space program.
[ ] Decision-makers, target timing and the client’s stated budget.
Work through:
[ ] Why move, renew, expand or contract—and what would make the assignment a success?
[ ] What area, locations, use, layout, accessibility and operating hours are essential?
[ ] Who approves the shortlist, economics and final terms? Who supplies technical requirements?
[ ] Which dates are targets, and which come from a document? Record the source and who will confirm them.
Next deliverable: A confirmed requirements brief, a list of open questions and a client recap.
Related released skills: Client Email in Your Voice

Starter prompt (use with installed skills and actual source material):
Using only the supplied kickoff notes, draft a client recap in my established voice. Group the requirement into confirmed must-haves, preferences, budget scope, timing and decision-makers. Keep rentable and usable area distinct. Mark missing facts as questions. Attribute dates to their source; do not infer notice deadlines or approvals. End by asking the client to confirm or correct the brief.


2. SHORTLIST
Give every option the same standard.
Match each suite to the brief before it makes the report. A listing is a starting point for verification.

Have ready:
[ ] The client-approved requirements and selected listing flyers.
[ ] Suite-specific photos, plans, dated asking terms and broker responses.
Work through:
[ ] Confirm the actual suite, area basis, availability date and source date.
[ ] Separate base rent, rate units, expenses, parking and other quoted charges.
[ ] Record fit against each must-have as confirmed, fails or unverified.
[ ] Keep a reason for including or excluding each option; do not turn missing data into a positive match.
Next deliverable: An editable space report with a consistent comparison and visible open items.
Related released skills: Space Report Builder; Client Email in Your Voice

Starter prompt (use with installed skills and actual source material):
Build a space report for the selected suites using the supplied requirements and flyers. Keep each suite separate. Show area, rate basis, known expenses, availability and the source date. Compare confirmed requirements without guessing suitability. Use only authorized imagery matched to the right suite. List unknowns and questions for the listing broker separately. Prepare a short client introduction for my review.


3. TOURS
Capture the decision while it is fresh.
Use the same questions at every stop. Separate a client reaction from a measured fact or a broker’s statement.

Have ready:
[ ] The shortlist, current flyers, floor plans and confirmed tour arrangements.
[ ] Client priorities and the blank tour-notes worksheet below.
Work through:
[ ] Record who attended, the suite visited and the time of the visit.
[ ] Capture the client’s own likes, concerns and preferred next step.
[ ] Identify must-have failures before comparing optional features.
[ ] Assign every follow-up question to a person, with a target date; update the report only after verification.
Next deliverable: Consistent tour notes, a revised shortlist and a concise client follow-up.
Related released skills: Space Report Builder; Client Email in Your Voice

Starter prompt (use with installed skills and actual source material):
Use the supplied tour notes to draft a client follow-up in my voice. For each suite, separate client reactions, observed conditions, listing-broker statements and unresolved questions. Do not convert opinions into verified facts. List next actions with the supplied owner and target date; mark missing owners or dates for confirmation. Suggest a shortlist only against the client’s confirmed priorities.


4. COMPARE COSTS
Make staying and moving comparable.
Put renewal and relocation on a stated cost scope and horizon. Then explain what the model includes—and what could change the decision.

Have ready:
[ ] Dated renewal and relocation proposals, existing obligations and an agreed comparison horizon.
[ ] Expense estimates, concessions, TI conditions, parking and separately sourced move costs.
Work through:
[ ] Normalize annual versus monthly rates, area, term and expense treatment.
[ ] Separate lease commencement, rent commencement, free rent and reimbursement dates.
[ ] Track refundable deposits separately from cost; show cash paid before reimbursements arrive.
[ ] List moving, furniture, IT, overlap and downtime separately where outside the model. Do not present an incomplete total as all-in.
Next deliverable: An editable comparison, assumptions record and a client-ready explanation of the trade-offs.
Related released skills: Financial Model Builder; Client Email in Your Voice

Starter prompt (use with installed skills and actual source material):
Compare the supplied renewal and relocation offers using the Financial Model Builder. Confirm a common horizon, currency and cost scope first. Keep quoted terms, estimates and missing inputs distinct. Show monthly cash flows, concessions, TI timing and refundable deposits separately. List moving, furniture, IT, overlap and business interruption outside the model unless explicitly supported and included. Flag unsupported structures rather than approximating them silently. Summarize the cost drivers and decision-sensitive assumptions.


5. NEGOTIATE
Keep every round connected.
Build the counter from the client’s approved position. Carry the same terms through the LOI, model and client update.

Have ready:
[ ] The controlling proposal, prior round and written client direction.
[ ] Approved clause language, the current model and any unresolved terms.
Work through:
[ ] Identify the date and source of every changed term; keep unchanged terms traceable.
[ ] Distinguish requested concessions from accepted terms.
[ ] Reconcile rent, escalations, expense mechanics, TI and timing with the model.
[ ] Give open commercial and legal items an owner before circulating the draft.
Next deliverable: An editable LOI or counter, an open-items record and a plain-language client update.
Related released skills: LOI Builder; Financial Model Builder; Client Email in Your Voice

Starter prompt (use with installed skills and actual source material):
Prepare a counter-LOI from the supplied controlling proposal and the client’s approved instructions. Identify the current round. Change only authorized terms and preserve supplied approved language. Reconcile economics against the model and list any conflict. Keep requested, agreed and unresolved terms distinct. Provide an editable draft and a separate open-items/change summary. Do not submit, sign or treat silence as acceptance.


6. HANDOFF & FEE
Close the loop on the assignment.
Give the client a clear handoff, then calculate the fee from the agreement and the billing milestone that actually occurred.

Have ready:
[ ] Approved final documents, the move/project team’s action list and confirmed contacts.
[ ] Applicable commission agreement, milestone evidence, prior invoices and payments.
Work through:
[ ] Separate client actions, landlord actions and project-team actions.
[ ] Ask the responsible reviewer to confirm document-derived dates and obligations before sharing them.
[ ] Verify the fee basis, split, payor, payee and installment trigger.
[ ] Reconcile prior billing and keep unsupported or future installments out of the current invoice.
Next deliverable: A client handoff email and a sourced commission calculation with an editable invoice draft.
Related released skills: Client Email in Your Voice; Commission Invoice Builder

Starter prompt (use with installed skills and actual source material):
Draft a client handoff email from the approved action list, with owner, date, source and next step for each item. Mark unverified obligations for the responsible reviewer. Separately, use the Commission Invoice Builder with the applicable agreement and milestone evidence. Reconcile prior invoices and payments. Draft only a supported positive unbilled installment, and retain future or unverified installments in the internal schedule.

CLIENT UPDATE FRAME
What changed, according to which source?
What does it mean for cost, timing or fit?
What remains unverified?
What decision or approval do you need?
Next action / responsible person / confirmed date:

USE NOTES
These are blank planning aids, not a cost engine or deadline monitor.
Do not fill gaps with invented terms, dates, approvals, prices or property facts.
Confirm legal, technical and document-derived obligations with the responsible reviewer.
Store client sources and completed worksheets in your authorized workspace.
The website does not receive completed copies.