FIELD GUIDE 02 · COMMERCIAL PROSPECTING

Separate owner evidence from occupier evidence

A building, the business inside it and the party on a public record are different things. Keep the evidence streams distinct until verified.

A parcel record may identify a recorded owner as of a stated date; it does not establish who makes an operating decision or whether a sale is contemplated. A company website may show a location; it does not establish who owns the building.

Name the thing observed

For every entry, note what was observed, where it came from, its publication or record date, retrieval date, and what it does and does not establish.

Build two evidence trails

Property and ownership

Record parcel identifier, situs address, source, record and retrieval dates and the exact field used. Confirm parcel and building match. A record name may be an entity, trustee, manager or mailing contact—not an individual decision-maker.

Occupier and operations

Record business name and location evidence separately. Public directories, websites and filings have different purposes and update cycles. Verify current association with the premises using an appropriate source before treating it as current.

Treat dates carefully

Keep event date, publication or record date and retrieval date distinct. Where a source gives no date, say “undated.” Lease dates require verification with an appropriate authoritative source and, where relevant, the client or authorized representative. An old listing or public-record lag is not a reliable lease expiration.

Use a verification ledger

Write the observed fact neutrally.
Attach source reference, date, access date and exact field.
Write the inference separately and note what would disconfirm it.
Name the next verification step and owner.
Retain contradictions rather than choosing the convenient record.

Published commercial datasets can differ in definitions and coverage. Review methodology before applying a market aggregate to a particular asset.

Sources and next steps

CCIM CI 102 · NAR commercial insights · SIOR education

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