Occupancy & operating report

This is the report the desk is asked to prepare most often. It is for owners and managing agents of mixed-use blocks, residential courtyards, and small commercial rows in Tbilisi and elsewhere in Georgia — people who must walk a partners’ table through how many tenants are in, who is paying, who is late, and what the common parts actually cost.

Who it is for

A typical commission names one building, or two or three buildings under the same owner. The tenant count is usually between a dozen and a few hundred. If the papers live with a former agent, a family member, or three different folders, that is ordinary; the report will say so on the first plate rather than pretending the file was tidy.

It is not for a landlord who wants us to collect rent, serve notices, or argue a case in court. Those are other trades. We will name a solicitor if the arrears plate raises a legal question; we will not answer it.

What you take away

You receive a bound copy in English or Georgian (say which, at the start). The plates cover:

• occupancy by floor and by unit, with vacant units left blank rather than coloured as “opportunity”
• collection against the rent roll for the months you can document
• an arrears list that matches envelopes and bank lines, not hopes
• tenant mix: use, lease form, and how long each tenant has been in
• lease dates that cluster — winter expiries, in particular, are drawn so they can be seen at a glance
• operating costs for common parts, as invoiced, with gaps marked where a contractor’s bill is missing

A table briefing of about ninety minutes follows. We sit at Level 9, 34 Tsereteli Avenue, or at your own table in Tbilisi, and turn the pages in the order they were bound. Remote briefings are possible when the owner is outside the city; the bound copy is still posted or left at the desk for collection.

What is included

Document review; two clarification calls (or one longer sitting if the papers only make sense in person); draft plates for your margin notes; one set of corrections; printing and binding of two copies; the briefing. Extra copies are charged at the printer’s rate.

What is left out

Legal opinions. Rent collection. Software licences. Court testimony. New photography of the building unless we agree it separately. Translation of leases from languages other than Georgian, English, or Russian — we will say if a lease cannot be read.

How the work proceeds

1. You write with the street, the tenant count, and which ledgers you already keep.
2. The assigned reporter sends a document list and a fee sketch. If a rent roll cannot be found, we may suggest a reconstruction first rather than force an occupancy plate from gossip.
3. Papers arrive at the desk (copies; we do not need originals). Missing months are listed.
4. Draft plates go back to you. You mark names, unit numbers, and anything the former agent got wrong.
5. The report is bound. The briefing is booked.

We do not invent a figure to keep a chart looking full. A hole in the papers is a hole on the plate, with a short note on what would close it.

Time and place

Three to five weeks is usual for a single building once a usable rent roll and twelve months of collections are in the room. A courtyard with many informal agreements takes longer because the lease plate cannot be drawn from a single schedule. Work is done at the Tbilisi desk. The briefing is in the city unless we have agreed otherwise.

What to prepare

A rent roll, even a messy one. A lease list or the leases themselves. Collection records for the last twelve months. Invoices for common-part costs if you want those plates. The names of people who still know which unit is which — a caretaker’s memory has closed more gaps than a forgotten spreadsheet.

Fee

From 2,400 GEL for a single, well-documented building. The sketch rises with tenant count, with the number of buildings, and with the state of the papers. A deposit of half the agreed fee is due when the document list is accepted; the balance is due when the bound copies are ready, before the briefing.

Next step

Write to the desk with the building’s street and how many tenants you believe are in it. If you already have a meeting date, say so — we will tell you honestly whether the plates can be ready.