Leasing 101: Essential Terms ⁄ Andrew Dixon CRE

Essential Lease Terms You’ll Encounter

When you dive into commercial leasing, you’ll quickly discover it has its own vocabulary. Understanding these terms isn’t just about comprehension—it’s about protecting your business interests and avoiding unexpected costs.

Rent Structure Terms are foundational to every lease. Beyond the basic monthly rent figure, you’ll encounter:

Base Rent – Your starting monthly payment, typically calculated per square foot annually.
Rent Escalation Clauses – These determine how your rent increases over time, whether through:
- CPI Adjustments (tied to inflation indices)
- Fixed Percentage Increases (predictable annual bumps, usually 2-4%)
- Market Rate Adjustments (periodic resets to current market values)

Operating Expense Terms often have the biggest surprise impact on tenants:

Triple Net (NNN) leases make you responsible for taxes, insurance, and maintenance on top of base rent. During negotiations, these might be bundled in with the the CAM charges
Common Area Maintenance (CAM) Charges cover your portion of shared spaces like lobbies, elevators, and parking lots
Expense Stops set thresholds above which you begin sharing in building expense increases
Expense Caps limit how much these costs can increase annually (something landlords rarely volunteer but will often agree to)

Space and Use Terms define what you’re getting and how you can use it:

Rentable vs. Usable Square Footage – Rentable includes your share of common areas; you’ll pay for more space than you actually occupy
Load (Loss) Factor – The ratio between rentable and usable space (15-20% is typical for office buildings)
Permitted Use Clause – Restricts what business activities are allowed in your space
Exclusive Use Provision – Prevents the landlord from leasing to competing businesses (mainly in retail settings)

Term and Flexibility Terms affect your long-term commitment:

Lease Term – The overall duration, typically 3-10 years for commercial spaces
Renewal Options – Rights to extend the lease under specified terms
Assignment and Subletting – Your ability to transfer the space to another business.
Early Termination Rights – Conditions under which you can end the lease before its natural conclusion (usually with penalties)

Common Commercial Lease Types and Their Applications

Commercial leases come in several structures that distribute costs differently between landlord and tenant. Understanding which type you’re dealing with is crucial, as it dramatically affects your total occupancy costs.

Triple Net (NNN) Leases are the most tenant-responsible structure:

What You Pay: Base rent plus your proportionate share of property taxes, insurance, and all maintenance costs (including common areas, roof, structure, and sometimes HVAC)
Where It’s Common: Retail centers, single-tenant buildings, industrial properties
Typical Base Rent: Lower than other lease types since you’re taking on more expenses
Tenant Responsibility Level: High – you’re responsible for virtually all costs associated with the property
Predictability: Low – expenses can fluctuate significantly year-to-year
Pro Tip: Request expense caps of 3-5% annually to prevent surprise increases

Modified Gross Leases offer a middle-ground approach:

What You Pay: Base rent plus certain specified expenses, typically utilities and interior maintenance
Landlord Covers: Usually structural repairs, exterior maintenance, property taxes, and building insurance
Where It’s Common: Mixed-use properties, multi-tenant office buildings, some retail centers
Typical Base Rent: Moderate – higher than NNN but lower than Full Service
Tenant Responsibility Level: Medium – shared responsibility with clearly defined splits
Variations: Many Modified Gross leases include Base Year provisions where you pay only increases above a set “base year” amount for certain expenses
Pro Tip: Clarify exactly which expenses are yours vs. the landlord’s – the definition of “Modified Gross” varies widely

Full Service (Gross) Leases are the most landlord-responsible structure:

What You Pay: A single “all-in” rental rate that covers most operating expenses
Landlord Covers: Property taxes, insurance, exterior and common area maintenance, often utilities and janitorial services
Where It’s Common: Multi-tenant office buildings, especially in downtown/CBD areas
Typical Base Rent: Highest of all lease types since it includes more services
Tenant Responsibility Level: Low – minimal additional costs beyond rent
Watch Out For: Expense stops that make you responsible for increases above a base year amount
Pro Tip: Negotiate a specific list of included services and request after-hours HVAC rates upfront

Percentage Leases are specialized structures primarily for retail:

What You Pay: Base rent plus a percentage of your gross sales above a specified threshold
Where It’s Common: Shopping malls, high-traffic retail centers
Typical Structure: Lower base rent in exchange for landlord participation in your business success
Tenant Responsibility Level: Varies – can be combined with any of the above structures
Pro Tip: Negotiate the highest possible sales threshold before percentage rent kicks in

Absolute Net Leases are the most extreme tenant-responsible structure:

What You Pay: Everything – rent plus all expenses including structural repairs and replacements
Where It’s Common: Single-tenant buildings, particularly with national credit tenants (like chain restaurants)
Tenant Responsibility Level: Maximum – you essentially take on all ownership responsibilities except actual title
Pro Tip: These leases typically come with lower base rents, but remember you’re taking on significant long-term risk

How Lease Types Impact Your Business:

Different lease structures suit different business models. Retail businesses with uncertain sales might benefit from a higher base rent in a Full Service lease for predictability. Manufacturing businesses with high customization needs might prefer a Triple Net lease for maximum control over the property. Office-based businesses typically benefit from the simplicity of Full Service leases, especially with multiple locations to manage.

When comparing properties with different lease structures, calculate your total occupancy cost (rent plus all additional expenses) for each option. A seemingly lower rent in a Triple Net lease might actually cost more than a higher-rent Full Service lease when all expenses are included.

Leasing 101: Essential Terms
Leasing 102: The Pitch Deck
Leasing 103: Letters of Intent
Leasing 104: What To Expect From Landlords
Leasing 105: From Lease Signing to Renewal