By John P. Campbell and Jason J. Waldstein 

Leasing commercial space is a common practice for businesses, offering a cost-effective and flexible solution. However, lease disputes can arise, potentially leading to costly litigation and disruptions to your operations. Effective strategies can be implemented to avoid lease disputes and maintain a harmonious relationship with your landlord. Businesses can minimize the risk of litigation and protect their future by considering the following suggestions:

1. Thoroughly Review and Negotiate the Lease Agreement:

The first step in avoiding lease disputes is to carefully review the lease agreement before signing. Pay close attention to terms such as rent escalation clauses, maintenance responsibilities, lease renewal options, and termination clauses. Schenck Price attorneys provide legal counsel to negotiate leases and ensure you understand any provisions that may pose a potential issue in the future.

2. Establish Clear Communication:

Maintaining open and transparent communication with your landlord is crucial. Establishing a positive relationship can help prevent misunderstandings and build mutual trust. Communicate your expectations and concerns regarding maintenance, utilities, services, and any other issues promptly and in writing. Keep records of all correspondence for future reference. Do not be afraid to memorialize oral communications in a subsequent email.

3. Understand Your Rights and Obligations:

Familiarize yourself with the rights and obligations outlined in the lease agreement. This includes payment schedules, maintenance responsibilities, and compliance with building regulations. By understanding your rights and obligations, you can proactively address any potential issues and prevent disputes from escalating.

4. Regularly Inspect the Premises:

Regular inspections of the leased premises are essential to identify and address maintenance, repairs or replacement needs promptly. Keep a written log of your inspections. Document any issues discovered during inspections and notify your landlord in writing. Prompt action may prevent problems from worsening and demonstrate your commitment to maintaining the property.

5. Seek Mediation or Alternative Dispute Resolution (ADR):

If a dispute does arise, consider exploring mediation or ADR methods as an alternative to litigation. This issue should also be considered when preparing initial leases. Mediation involves a neutral third-party facilitating communication between yourself and the landlord to find a mutually agreeable solution. ADR methods can be less time-consuming and costly than traditional litigation, offering a more efficient resolution process. This is particularly important if fee-shifting provisions exist in your lease.

6. Document Everything:

Maintain detailed records of all interactions, agreements and incidents related to the lease. This includes rent payments, maintenance requests and any communications with your landlord.  Photographs and videos can be highly relevant to support your claims. In the event a dispute arises, these records will serve as valuable evidence to protect your interests.

7. Stay Informed about Local Laws and Regulations:

Familiarize yourself with local laws and regulations pertaining to commercial leases. Understand your rights as a tenant and any legal requirements your landlord must meet. Staying informed about your legal position will help you navigate potential disputes with confidence and make informed decisions.

While lease disputes can be disruptive and costly for businesses, taking proactive measures can help you avoid litigation and maintain a positive relationship with your landlord. Thoroughly reviewing and negotiating the lease agreement, establishing clear communication, understanding your rights and obligations, organizing regular inspections, and seeking alternative dispute resolution methods are all effective strategies to minimize the risk of lease disputes. By following these guidelines and staying informed, you can focus on growing your business and ensure a smooth and successful leasing experience.

For more information, contact John P. Campbell, Esq., at jpc@spsk.com or 973-540-7322 or Jason J. Waldstein, Esq., at jjw@spsk.com or 973-540-7319.

DISCLAIMER: This Alert is designed to keep you aware of recent developments in the law. It is not intended to be legal advice, which can only be given after the attorney understands the facts of a particular matter and the goals of the client.