Short answer
The documents needed for a commercial property valuation depend on the property, valuation purpose, valuation date, lease status and agreed scope of work.
At minimum, the valuer usually needs the property address, purpose of valuation, valuation date, inspection access details and information about whether the property is vacant, owner-occupied or tenanted.
Lease, income, outgoings, area and fitout information may be important for income-producing property.
Why this matters
Commercial valuation often depends on information that is not obvious from a visual inspection alone.
Lease terms, rent, outgoings, incentives, area measurement and tenant occupation can materially affect market value or market rent.
Missing documents may require assumptions, delay the report or limit the reliability of the assessment.
Core documents
Useful core documents may include:
- Property address
- Purpose of valuation
- Required valuation date
- Inspection contact and access details
- Title or ownership information
- Plans or floor areas
- Zoning or permitted use information, if available
- Details of current occupancy
- Any solicitor, accountant or adviser instructions
- Any deadline or reporting requirement
The relevance of each document depends on the instruction.
Lease and income documents
For leased property, useful documents may include:
- Current lease agreement
- Lease commencement and expiry dates
- Option terms
- Rent review clauses
- Current passing rent
- Market rent evidence, if available
- Outgoings information
- Incentives, rent-free periods or fitout contributions
- Tenant details and use
- Arrears or vacancy information, if relevant
Where lease information is incomplete, the report may need to state assumptions or limitations.
Area and building documents
Commercial valuation often relies on a clear understanding of area and use.
Useful documents may include floor plans, lettable area schedules, survey plans, building plans, strata or unit plans, tenancy schedules and measurement information.
The adopted area basis should be clear where it is material to value or rent.
Fitout and improvements
Tenant fitout, owner improvements and business-specific installations may need separate consideration.
Useful information may include fitout ownership, invoices, lease clauses dealing with make-good, photographs, improvement details and whether the fitout is included in the valuation.
The report should state whether tenant-owned fitout has been included or excluded where relevant.
Common misunderstandings
A visual inspection is not enough for every commercial valuation.
Lease and income documents can be critical.
Passing rent is not always market rent.
Market rent may need to be assessed separately.
Area matters.
Different area bases can affect rental and capital value analysis.
Tenant fitout is not always part of the real estate value.
Ownership and valuation basis should be clear.
Missing documents can create assumptions.
The report should disclose material limitations.
Related glossary
- Lease
- Market Rent
- Passing Rent
- Outgoings
- Lettable Area
- Tenant Fitout
- Incentive
- Vacant Possession
- Assumption
- Limitation
Related articles
- Commercial Property Valuations
- What is a commercial property valuation?
- What is market rent?
- Vacant possession vs subject to lease value
- How are yields used in commercial valuation?
- How is tenant fitout considered?
- What documents should I provide to a valuer?
Related services
Prepared by:
Tigran Amiyants, Certified Practising Valuer (CPV), Managing Director, Northbourne Valuers.
Last reviewed:
July 2026.
General information note:
This page provides general information only and does not constitute valuation, legal, taxation, leasing or financial advice. Commercial property matters should be considered with the appropriate qualified adviser. Every valuation depends on the specific property, purpose, valuation date, evidence, assumptions and instructions.