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Seasonal Guide

Q2 Tenant Dispute Season: Defending Your CAM Reconciliation

After statements go out in Q1, Q2 brings audit requests, dispute letters, and tenant challenges. Here's how to respond effectively.

Q2 (April through June) is when tenants respond to reconciliation statements received in Q1. Responses range from payment (the easy case) to formal audit requests, dispute letters, and — in the worst case — legal challenges. How landlords respond in Q2 determines whether disputes are resolved quickly and inexpensively or escalate into prolonged conflicts.

Key Dates (4)

Date / TimeframeWhat Happens
April 1–30Initial tenant responses and payment collection
April–MayAudit requests arrive (typically 30–60 days after statements)
May–JuneDispute letters and formal challenges
June 30Target for resolution of routine disputes before summer slowdown

Phase Checklist (7 items)

Maintain complete calculation documentation for every tenant reconciliation
Log all audit requests with receipt date — most leases have response windows
Respond to audit requests within the lease-specified timeframe (typically 30–60 days)
Provide itemized GL detail, not just summary totals, when requested
Review disputed line items against lease language before responding
Document your response rationale in writing for each disputed item
Track dispute status and target resolution dates for each open dispute

Common Mistakes

1Failing to track audit request receipt dates — missing response deadlines can waive your position
2Providing summary data when itemized GL detail is required by the lease
3Responding to disputes without reviewing the actual lease language for that tenant
4Escalating to legal before attempting direct resolution — most disputes settle without litigation

Where CapVeri Fits

CapVeri's audit trail provides the documentation needed to defend reconciliation calculations in Q2. Every calculation step, GL account, and allocation decision is logged and exportable. When a tenant's auditor questions your methodology, CapVeri's calculation trace shows exactly how each number was derived and which lease clause it implements.

Related Resources

Tenant CAM DisputeCAM Reconciliation Audit TrailCAM Demand Letter

Free Tools for This Phase

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