Although landlords often ask for security deposits on commercial leases, such deposits aren’t legally required. In fact, you can often negotiate them.
Unfortunately, too many business owners don’t know that and willingly pay the deposit without negotiating the amount or the terms. Your goal as a tenant is to pay as little deposit as possible; no deposit at all is better. Deposit money, which generally doesn’t earn a penny in interest, can better serve as working capital for your business rather than security for your landlord.
From your standpoint as a tenant, paying a security deposit confers no advantage or benefit. It ties up your money – money that many landlords try hard not to give back to you if you don’t renew your lease. From a landlord’s perspective, a security deposit makes perfect sense: it gives the landlord a chance to recoup some of the money spent on bringing in a new tenant. Acquiring a new tenant can be an expensive proposition for a landlord for several reasons.
Any deposits collected can help to offset costs from:
- the commercial space having sat vacant and not generating income for the landlord;
- landlords having to offer financial inducements such as a tenant allowance or free rent to lease their space;
- work required to make the space suitable for showing and leasing; and
- real estate commissions to leasing agents.
Regardless of how landlords and their agents handle the incoming tenant deposit, a credit to the tenant remains on the landlord’s books. This credit should be clearly documented in your lease agreement because it’s the record of your deposit. If the landlord sells the building, you may receive an estoppel certificate confirming the basic terms of your lease and any outstanding obligations, including the amount of the security deposit being held by the landlord. The estoppel certificate is a document confirming information as correct, and it’s commonly used to verify facts for a third party.
Landlords typically want to hold the deposit until the lease agreement ends and the tenant vacates the premises. This happens for several reasons. If the tenant causes damage to the premises, the landlord can deduct the repairs from the deposit. If the tenant doesn’t remove his leasehold improvements, the landlord might pay a contractor to do so and deduct that cost from the tenant’s deposit.
If base rent remains owing or if the landlord has under-budgeted or overspent on the operating costs, a common area maintenance reconciliation balance can be outstanding, which the landlord may also deduct from the deposit.
If the tenant doesn’t return the keys or clean the premises, it can result in a deposit deduction – all depending on the wording of the deposit clause.
Even though landlords and real estate agents might tell you that the security deposit provides the landlord with protection in the event that you default on the lease agreement, the real reason is to offset the landlord’s commission being paid out to the real estate agents or other up-front costs.
The deposit clause in your lease agreement can contain specific or loose wording dealing with every detail of the deposit. Keeping the wording simple isn’t a good idea. You want to cover every detail about the deposit – especially when you will get it back – so as to prevent arguments down the road. Simply stating that the deposit is “X amount of dollars or two months’ rent to be held for the term” isn’t enough information.
Ask the landlord:
- How much is the deposit?
- Where is the deposit applied?
- Is the deposit fully refundable?
- When will the deposit be returned?
- When would the deposit not be returned?
Although one to two months’ rent is an industry standard for commercial properties, the amount can vary dramatically. Deposit amounts vary for any number of reasons, including your financial strength, the existence of a personal guaranty, the size of landlord inducements, competing offers from other landlords and the strength of the landlord’s position. •
Dale Willerton ([email protected]) and Jeff Grandfield (www.theleasecoach.com) are commercial lease consultants and co-authors of Negotiating Commercial Leases & Renewals For Dummies.
