Industrial Property Documents to Request Before Purchase or Lease

Establish the property and the contracting party

Ask for the title details and a clear plan identifying the premises, access, parking, yards and any shared areas. Ensure that the unit viewed matches the property described in the proposed agreement. A familiar street address alone may not resolve the legal boundaries.

Ask your solicitor to arrange the appropriate current title search and review ownership, registered interests and relevant restrictions. Selangor’s official e-Carian guidance, for example, provides for title searches using the relevant title information. Procedures elsewhere should be checked with the relevant land authority. Selangor e-Carian guidance.

Request evidence of the proposed signatory’s authority. If someone other than the owner is offering occupation, ask your solicitor what documents establish their right to do so. Do not assume that possession of keys establishes authority.

References: Selangor e-Carian guidance

Request building and alteration records

Ask for the relevant approved building plans, completion or occupation documentation, and records for additions or alterations. Have a qualified adviser compare these with what is actually on site, including mezzanines, enclosed yards and changed internal layouts.

Lembaga Arkitek Malaysia publishes guidance covering Certificate of Completion and Compliance documentation, including Form F/Form F1 and supporting forms. The appropriate records for a particular building should be confirmed by the relevant professional and authority; do not assume every older building has the same documentation. LAM CCC guidance.

Request clarification when plans and physical features differ. A missing document is a question to resolve, not automatic proof that an addition is unlawful. Equally, a completion document should not be treated as blanket approval for every future business activity.

References: LAM CCC guidance

Collect records for services and condition

Request available electrical, water and drainage drawings, relevant supply information and maintenance records for included equipment. Recent bills may help explain the previous arrangement, but do not confirm capacity for your proposed operation.

Ask for inspection reports, repair history and known-defect information. Where relevant, request flood-related records and documents for wastewater systems. Have the appropriate specialists identify which further investigations are needed.

Create an inventory showing which fixtures, machinery and systems are included. Record ownership where equipment belongs to a tenant, service provider or another party. Avoid assuming everything seen during the viewing forms part of the purchase or lease.

Build a transaction-specific commercial file

For a lease, request the proposed agreement and schedules covering the premises, rent, deposits, permitted activities, maintenance, fit-out, reinstatement and handover condition. Ask about estate rules, operating restrictions and charges beyond rent.

For a purchase, have your solicitor identify the transaction documents, consents and completion information required for the particular property. Request available outgoings records and clarify how liabilities and adjustments will be dealt with.

Do not assume a cost automatically belongs to the owner or occupier because that arrangement applied at another factory. Record the negotiated allocation in the appropriate documents after professional review.

Maintain a gaps register until the issues are resolved

Use a simple register containing the document requested, provider, date received, version and review status. Mark documents as “received”, “reviewed” or “issue resolved” separately. Receiving a PDF does not mean its contents have been verified.

For each missing or inconsistent item, record the practical consequence, responsible adviser and next step. Ask which matters must be resolved before signing, payment or handover.

Store sensitive documents securely and share them only with authorised parties. Before committing, obtain your advisers’ written conclusions on material issues. This checklist supports an organised process; it does not certify title, building compliance or contractual protection.