Supported Documents

Proprietas recognises and extracts structured data from the documents an estates team actually handles. Drop any of these and the right fields are pulled, page-cited, and filed.

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Compliance Certificates

All certificates share a common shape — issue date, expiry date, certificate number, inspector and inspecting body, outcome, and any findings.

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Leases

A full commercial lease yields the fields that matter for portfolio management, each page-cited:

• Term — start, end, rent-commencement date (distinct, so rent-free periods are handled)
• Parties — landlord, tenant, counterparty, other named parties
• Rent — annual rent, currency, premium, VAT applicability
• Break clauses — date, notice period, who may exercise
• Rent reviews — date and basis (open-market, RPI, CPI, fixed)
• Service charge — cap percentage and basis
• Repairing obligation — FRI / IRI
• Alienation regime — assignment / underletting rules
• LTA 1954 status — security of tenure excluded vs retained
• Permitted use — planning use class and reference
• Deposit — amount and months covered
• Area — square feet / metres
• Title number — HM Land Registry

See Lease intelligence for how this surfaces in the app.

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Deeds & Transfers

Lease-adjacent documents are read for their parties, effective date, premises and a plain-English summary of what they do:

• Licence to alter
• Deed of variation
• Rent review memorandum
• Assignment
• Surrender
• Wayleave
• TR1 (HM Land Registry transfer of whole) — with title number and consideration

See Deeds & transfers.

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Other Documents

Insurance policies, contractor registrations, meeting minutes, invoices, work-order reports and photo reports are recognised and filed; anything unrecognised is kept as a general document so nothing is lost.