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SUBLEASING: THE LEASE REFLECTED
By Patrick G. Moran
I. INTRODUCTION
“O, how full of briers is this working-day world!"i
Prepared in haste using hand-me-down documents, the typical sublease
creates many unrecognized dangers for both the prime tenant and the subtenant.
Prime tenants looking for a quick end to high rent bills are rarely interested in
analyzing sublease issues. Subtenants lured by the deep discounts from direct
lease rentals ignore issues which can later arise to destroy the benefit of their
“bargain”. Attentive lawyers can protect these highly motivated parties by
identifying and addressing the risks of subleasing.
Sublease provisions that create these risks will be reviewed and simple
solutions suggested. Many of these issues -- and their solutions -- are evident
once one takes the time to think about them. This paper will encourage you to do
just that. These risks will be further illustrated through a discussion of two
sublease questions that are common today. How do you deal with a subtenant in
the restructuring of a prime lease? What can a landlord and subtenant do when
the prime tenant defaults?
II. THE DRAFTING APPROACH
A. Incorporation
Lawyers tend to oversimplify subleases. Many subleases describe
the sublet premises, the rent and the term and then simply incorporate by
reference all of the other terms of the prime lease, changing the word “landlord”
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to “sublandlord” and the word “tenant” to “subtenant”.ii There are several
motivations for this simplified approach. By definition the sublease is a
smaller/shorter/less costly transaction than the prime lease. The prime tenant
believes that incorporation-by-reference, with the tenant taking the role of the
landlord, must be in its favor since landlords are always overprotected in lease
documents.
However, there is a more precise reason for the
incorporation-by-reference approach. The prime tenant should have a healthy
fear that it will end up in default under the prime lease for some act or omission of
its subtenant. If the prime tenant is receiving from the subtenant exactly the same
performance that it must in turn render to the landlord under the prime lease,
pursuant to exactly the same words, how can there be a problem? This justifies
the word-for-word transfer to the subtenant of the exact obligations of the prime
tenant with respect to the sublet space.
B. Tri-Party Relationship
While the “looking glass” approach works on a superficial level, it
ignores the fundamental difference between leases and subleases. A sublease
deals with a tri-party relationship, a lease only with a bilateral one.
Like any document, a lease is drafted and negotiated from implicit
assumptions about the two parties’ abilities. The landlord, as a fee owner, has
greater rights and control (both legal and practical) over the ownership and
operation of a leased space than a tenant can ever have. Also, these rights will
remain unified in a single entity. These assumptions permit the landlord to make
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certain agreements, such as the provision of services and the maintenance and
restoration of the building, that a tenant is not properly situated to imitate. If the
prime tenant blindly assumes all of its landlord’s obligations vis-a-vis its
subtenant, it will be unable to deliver if its landlord does not perform.
The prime tenant’s objective in subleasing its space is to recoup a
portion of the cost of carrying vacant space -- in short, to reduce its liability.
However, there is more to a sublease than a simple stream of monthly payments
from the subtenant. The sublease creates the potential for new and increased
liabilities. The prime tenant must anticipate the consequences of both a defaulting
subtenant and a defaulting landlord. The addition of a new party to the
landlord/tenant relationship requires the tenant to serve as a buffer between two
parties. Since the tenant cannot control these parties’ actions it must protect itself
from these new possible liabilities.
A prime tenant forces a subtenant to assume the same obligations
with respect to the sublet space that the prime tenant has under the prime lease.
This ignores the assumption in the prime lease that these obligations will be
performed by a single party on a unified basis. The prime lease was not drafted to
permit the tenant to share its obligations with a subtenant -- a “partner” who can
default in those obligations and for whom it will be responsible. If the tenant
wants to be prepared for the three-cornered relationship that the sublease
establishes it must analyze and address joint decisionmaking in the sublease.iii
C. Prime Lease
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Typically, a prime lease has no extensive provisions for the
changes that subletting will bring to the landlord/tenant relationship. The landlord
is content with the usual weapons of “self protection” in an assignment and
subleasing clause -- control over the identity of the subtenant as well as extra
options and benefits, like recapture and profitsharing. It is unusual for a prime
lease to deal with the post-sublease relationship other than restating the prime
tenant’s continuing liability and requiring the landlord’s consent to any further
subletting. Even if a tenant would seek protections in the prime lease, landlords
are reluctant to make concessions to facilitate subleasing, due to their belief that a
tenant eager to reduce its monthly loss on vacant space will be a tough
competitor. Tenants, being optimistic business people, do not expect to have
excess space and are not interested in fighting for permissive subleasing clauses in
their prime leases.
D. Landlord’s Consent
Some subleasing issues ultimately may be addressed at the time of
subletting in the landlord’s form of sublease consent.iv However, these again are
typically protections for the landlord against any misinterpretation of its consent.
The consent will confirm the tenant’s continuing responsibility under the prime
lease notwithstanding the consent to the sublease and will reaffirm that landlord’s
consent is still be required for future actions under the sublease, such as further
subletting or alterations to the sublet premises.
E. The Sublease’s Goal
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Thus, the prime tenant and subtenant cannot rely on the prime
lease or the landlord’s consent to define their relationship. In drafting the
sublease, the parties must address the limitations and restrictions that prevent
them from playing the roles of landlord and tenant to the hilt. The sublease
should only bind the prime tenant to undertake what it can realistically do under
the prime lease. The subtenant must demand its assurances and protections in the
sublease since it will not get much comfort by taking the tenant’s role under the
prime lease. Failure to look beyond incorporation-by-reference will result in
unexpected and unintended results when any of the three parties subsequently fail
to perform.
III. FALSE IMAGES: SPECIAL ISSUES IN DRAFTING THE SUBLEASE
A. Over-Incorporation: “Thanks for the Clause”.
Common mistakes made in incorporation-by-reference drafting are
the adoption of prime lease clauses which have been modified in favor of the
tenant and the failure to resurrect clauses which were favorable for the landlord
and were deleted entirely from the prime lease. All these negotiated benefits will
be automatically transferred to the subtenant in the sublease. For example, the
landlord may have agreed to waive its usual clause requiring a security deposit
because of the prime tenant’s strong credit. Unless this is added back to the
sublease, the prime tenant will be offering the same arrangement to the subtenant
when it mirrors the sections of the prime lease.
A dangerous situation arises when the length of cure periods for
defaults are simply mirrored in the sublease. If the subtenant has exactly the same
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cure period as the prime tenant, the prime tenant is virtually guaranteed to end up
in default. The tenant will need some period after receipt of the landlord’s notice
of default to give a corresponding notice to the subtenant and start the subtenant’s
cure period. Even if the notice is given simultaneously, should the subtenant fail
to cure, the prime tenant will have no extra time to step in and cure the problem
itself. Of course, late performance is often accepted by landlords but the prime
tenant is exposed to the theoretical loss of its full leasehold estate on account of
its subtenant’s delay.v
Remedies clauses contain other risks. A cure right or offset right
given to the prime tenant might not be appropriate for a small subtenant. As
mentioned above, the prime tenant’s cure periods can be rendered useless if the
subtenant has exactly the same cure period. Holdover clauses are especially
dangerous since a holding over by a partial subtenant may trigger a much larger
liability for the prime tenant than the subtenant suffers under its sublease. Most
holding over clauses state that the tenant will pay some increased percentage of its
rent during a holdover. This is inadequate where the holding over by the
subtenant causes a holdover by the tenant under the prime lease. Holding over is
typically an all or nothing affair. The landlord will be collecting holdover rent
from the prime tenant based on the full premises subject to the prime lease rather
than just the portion that has been retained by the subtenant.vi
Another typical holdover clause gives the landlord a right to deem
the holdover to be a one year renewal. Thus, the prime tenant’s obligations for
the whole space may be triggered by a partial subtenant’s failure to move out on
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time. The prime tenant should consider additional remedies beyond the landlord’s
rights under the prime lease when the sublease ends simultaneously with the
prime lease. These could include specific indemnities against the prime tenant’s
liability to the landlord, together with substantial security deposit or perhaps a
guaranty by the subtenant’s parent or principals.
In a partial sublease one of the other clauses that a prime tenant
should seek to preserve, or reinsert, is the right to relocate the subtenant. This
right, which appears in most forms, gives the landlord right to clear smaller
tenants out of the way for a large deal, but is often stricken from leases for a full
floor or more. The large prime tenant has a similar need for flexibility, not just
for a subtenant which wants to take a large contiguous portion of the prime
tenant’s space but also for possible expansion or relocation of different
departments of the prime tenant’s business that need to be contiguous. The
relocation clause may also facilitate a subsequent downsizing of the prime
tenant’s space. The landlord may be willing (or at least prepared) to take back
those portions of the prime tenant’s space which are contiguous to other building
tenants. Often this will be the space that has been sublet. The ability to relocate
the subtenant that is in the way will then increase the prime tenant’s bargaining
position.
The preceding examples deal primarily with form lease provisions.
Every lease also has specifically negotiated clauses that are intended solely to
benefit the prime tenant and should not be incorporated into a sublease. These
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should be identified carefully to prevent an inadvertent grant of rights that the
prime tenant either has not exercised or does not want to share.
In partial subleases, clauses granting parking spaces, storage space
and other special facilities or services for the prime tenant must be excluded and
addressed separately. Incorporating these clauses by reference will have the
effect of passing through 100% of the benefit of the clause to the partial
subtenant, which does not occupy 100% of the space.
Other clauses such as tenant improvement allowances,
reimbursement for moving costs, and lease assumption provisions which are
related to the prime tenant’s initial occupancy and should be carved out. Rights to
expand, rights of first offer and renewal rights should not be inadvertently
included. Granting these rights to a subtenant exposes the prime tenant to
substantial future liability unless the interrelationship between the prime tenant’s
rights and the subtenant’s rights are addressed clearly. As discussed below, there
has been a considerable amount of litigation by subtenants seeking the right to
exercise certain rights of the prime tenant under the prime lease, particularly
renewal rights. To minimize such claims, specifically negate any interest of the
subtenant in these rights and carefully draft and analyze any such rights that you
intend to create.
B. Landlord’s Services
With respect to the provision of services to the sublet space the
prime tenant should simply pass through the responsibilities that the landlord has
undertaken in the prime lease. This does not mean that the prime tenant should
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simply assume those responsibilities. The prime tenant is totally dependent on the
landlord’s performance and does not have any way to perform independently if
the landlord fails to provide the agreed services. As a result, the sublease should
provide that the prime tenant is responsible only to use reasonable efforts to
enforce the landlord’s obligations under the prime lease with respect to services.vii
Even this clause can produce controversy. How far must the prime
tenant pursue a service complaint? Must the prime tenant withhold rent? File a
complaint seeking damages? What if the prime tenant has other issues to
negotiate with the landlord and does not want to get into a large dispute over a
minor issue? These issues are not typically addressed in subleases but they
illustrate another element of uncertainty in the subtenant’s position versus that of
a direct tenant and highlight the ramifications of a tri-party relationship. The
prime tenant and the subtenant cannot carry out the bargain made in their sublease
without the landlord’s performance. They are, for all practical purposes, de facto
partners without any real partnership agreement in a unitary relationship with the
landlord.
The prime lease will undoubtedly have a clause obligating the
prime tenant to maintain the leased premises. This clause is appropriately passed
on to the subtenant with respect to the subleased premises by incorporating it in
the sublease. However, any provisions obligating the landlord to repair and
maintain the building’s common areas and systems are not something that the
prime tenant wants to assume. As a result, these landlord obligations should be
treated in the same fashion as the provision of services generally -- the prime
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tenant should use its reasonable efforts to cause the landlord to perform the
necessary repairs and maintenance.viii
Most form leases have a clause that precludes the prime tenant
from making claims for any interruption of services. In its simple, unnegotiated
form this clause could simply be incorporated by reference so that the subtenant
similarly waives its claims. However, the prime tenant will often obtain relief
from this clause in the form of a rent abatement beginning after a specified period
of untenantability arising from an interruption of services. This situation should
be dealt with differently.
In partial subleases, abatement of rent is an area in which it is
preferable to leave control of obtaining relief to the prime tenant and simply
provide that any benefit so obtained by the prime tenant will be shared with the
subtenant. The other approach, simply mirroring the clause and giving the
subtenant an independent abatement right against the prime tenant, can lead to
situations in which the prime tenant does not receive an abatement but is obliged
to provide an abatement in favor of the subtenant.
Here is another situation in which the differences between the
landlord’s and tenant’s position produce different results. The prime tenant does
not carry rent loss insurance while the landlord typically does. This provides an
alternate source for the landlord to recoup the rent payments lost when the
interruption is due to fire or casualty. Since the prime tenant has no similar
protection and is not likely to cause the interruption itself, it is fair to ask the
subtenant to settle for relief only when the prime tenant actually receives it. At
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most the prime tenant should covenant, as with the provision of services
generally, to use all reasonable efforts to enforce the landlord’s obligations to
provide such an abatement.
C. Alterations and Repairs
An office landlord always reserves extensive approval rights over
alterations based on its concerns over the residual value (or demolition cost) of
the demised premises and the potential impact of alterations on the building’s
structure, common areas and systems. Literally incorporating this clause results
in the subtenant needing consent from only the prime tenant. The prime tenant
thus becomes a go-between for what can be difficult and acrimonious decisions.
The subtenant may well feel that certain alterations are reasonable and necessary
to its use of the sublet space while the landlord categorically refuses to approve
them.
A better approach to this clause is to provide in the sublease that
the subtenant must obtain the consent of both the prime tenant and the landlord.
This approach -- expanding the definition of “landlord” to include both the prime
tenant and the true landlord -- works in a number of other provisions, including
the indemnities and waivers. The prime tenant will still need to be involved in the
consent request process, but at least it is not incurring potential liability by
parroting the landlord’s position, however unreasonable, and being forced to
withhold its consent because the landlord has refused.
Most subtenants will agree to this approach although some go
further to seek to remove the prime tenant from the approval process entirely. For
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a subtenant which occupies the entire space such an elimination of the prime
tenant’s consent may be feasible. However, in this circumstance care should be
taken that the prime tenant does not end up paying for the alterations to protect
the landlord from liens if the subtenant defaults during construction. The prime
tenant may also pick up expensive removal and restoration obligations arising
from the subtenant’s proposed alterations.
There are other rights reserved to the landlord in an alterations
clause that do need to be picked up in a “mirror” clause. For example, the lease
may require the posting of security for alteration costs or the payment of a
supervision fee to the landlord in connection with alterations. Incorporation of
these sections of the alterations clause will protect the prime tenant if it is required
to provide security or pay a supervision fee by permitting the prime tenant to
collect a similar amount from the subtenant.
From the prime tenant’s viewpoint, simply copying the alterations
and surrender of possession clauses from the prime lease may not go far enough
when the sublease is for the remainder of the prime lease term (or all but the last
day). If the alterations or surrender of possession clauses in the prime lease
require the return of the premises in the same condition as they were at the
“commencement of the Term”, the incorporation of this exact phrase into the
sublease will likely be interpreted as obliging the subtenant only to return
possession as the condition existing at the commencement of the sublease term.
The prime tenant’s liability to remove and restore leasehold improvements made
prior to the sublease term will remain as a contingent liability at the end of the
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prime lease term. This obligation runs directly to the landlord from the prime
tenant and will also include the obligation to remove improvements made by the
subtenant. In this situation, it is far better to specifically obligate the full
subtenant to pay for the cost of any required removal at the end of the term, not
just with respect to any improvements that such subtenant made during its
sublease term.
D. Partial Subleases
As we have seen already, the proper drafting of many of these
issues will vary depending upon the nature of the sublease. A “full sublease”
which demises all of the prime tenant’s space is more amenable to
incorporation-by-reference. A “partial sublease” which demises only a portion of
the prime tenant’s space creates more shared rights and obligations, requiring a
deeper level of analysis of the basic incorporated clauses and the preparation of
more “independent” clauses.
The partial lease differs more from the prime lease than a full
sublease. Since the prime tenant and the subtenant intend to occupy
simultaneously a single, undivided space, provision must be made for the cost of
creating new doors and demising walls, adding any necessary common corridors
and modifying any common facilities such as restrooms, any internal stairs
between floors, telephone switches, libraries and food service areas.ix These
facilities are an important part of the sublease transaction even though they are
not specifically addressed in the prime lease itself. The lawyer drafting the
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sublease should inquire about these arrangements and make sure they are properly
addressed in the sublease.
Attention must be paid to the manner in which a partial subtenant
and the prime tenant will be sharing the services provided by the landlord. In
many leases today electricity is not included in the base rent, but is instead billed
directly to the leased premises through a separate meter. The prime tenant has the
responsibility to pay the utility company directly for all electricity used in the
premises. In this situation a decision must be made in the sublease. The parties
could agree to install a separate meter for the subleased premises. This may
involve not only the expense of installing a separate meter but also of
reconfiguring the electrical distribution in the leased premises. Alternately, the
prime tenant and the subtenant could agree to share all electricity bills on a pro
rata basis based upon the respective square footage that each occupies. While this
is often done, it should be avoided if the prime tenant and the subtenant have very
different levels of electrical usage.
Sharing the cost of special services, such as after-hours HVAC,
also must be addressed in the sublease. Quite often after-hours service covers a
large zone and cannot be separately requested for just the sublet space or the
space retained by the prime tenant. The landlord will not want to deliver separate
bills for the subtenant and prime tenant. Thus, there is a need for an easily
administered method of allocating and paying these costs. The prime tenant can
simply allocate these charges on a pro rata basis or a log can be kept of which
party ordered the after-hours service.
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E. The Last Day
Another pitfall in drafting a full sublease is the incorporation by
reference of the prime tenant’s full remaining term. A sublease of the entire
leased premises should terminate on the next to last day of the prime lease term.
This one day gap addresses a common law doctrine construing a sublease of the
entire leased premises for the full remaining term of the prime lease as an
assignment of the prime lease itself. Such an assignment would result in
assumption by the subtenant of all of the economic terms of the prime lease and
all accrued liabilities of the prime tenant -- a result to be avoided by the subtenant.
The existence of this gap gives rise to a theoretical problem. Often
the subtenant is planning to, or may already have agreed with the landlord to, stay
in the building on a direct lease basis after the expiration of the prime lease.
Thus, there needs to be some arrangement for occupancy by the subtenant rather
than the prime tenant on the last day of the prime lease term. In cases where the
parties don’t choose to ignore this as a de minimis problem, the prime tenant may
grant a one-day license to the subtenant. While this seems to be a classic example
of form over substance, it achieves the formalistic goal of avoiding a technical
assignment of the prime lease.
F. Insurance, Indemnities and Waivers
While the “mirror” approach renders rough justice on insurance
and indemnity provisions, a little extra drafting may save the prime tenant time
and expense. As in other areas, the prime tenant’s objective is to allocate all the
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risks to the two real parties-in-interest, the subtenant and the landlord, and to
avoid acting as an intermediary for claims.
By requiring the subtenant to carry liability insurance and any
required insurance on furniture, fixtures and equipment in the name of the
landlord as well as the prime tenant, the prime tenant better insulates itself and its
insurers from possible claims. The prime tenant may be able to obtain coverage
for a lower premium or even avoid having to carry insurance on the leased
premises. If the prime lease requires the landlord to carry fire and casualty
insurance on the building, the sublease should not incorporate this provision since
the prime tenant should not assume or guarantee this obligation that is solely the
true landlord’s.
The subtenant’s indemnities and waivers of claims in a pure
“mirror” sublease will run only to the benefit of the prime tenant. The sublease
should provide that the term “landlord” in these clauses includes both the landlord
and the prime tenant to provide an adequate indemnity and waiver. A prime
tenant which protects both the landlord and the prime tenant in its sublease
indemnities and waivers will simplify its position when a claim is filed. The
subtenant’s counsel (or the subtenant’s insurer’s counsel) will be obligated to
provide the initial defense for the landlord as well as the prime tenant. This
avoids payment for an extra set of attorneys.
The landlord may address indemnity and waiver issues in its form
of sublease consent, which the subtenant will be required to sign and return, by
requiring the subtenant to join in both the indemnities and the waivers contained
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in the prime lease. This is particularly important where the prime lease contains a
waiver of subrogation or other waivers of claims for special damages, such as lost
profits, that a subtenant might assert as a result of some act or neglect of the
landlord or its agents. The prime tenant can avoid last minute problems in
obtaining the landlord’s consent by expanding these waivers and indemnities in
the sublease itself to include the landlord.
G. Fire, Casualty and Condemnation
The risks of a prime tenant/subtenant “partnership” are even more
evident in the fire, casualty and condemnation provisions. Here the prime tenant
may have to make a decision binding on the full premises, and thus on the
subtenant, about the restoration of the premises or the exercise of termination
rights. If the sublease has adopted a parallel version of a prime lease clause
giving the “tenant” a right to terminate, the subtenant may have the right to make
a different decision from the prime tenant’s. That, of course, is unacceptable to
the landlord which will only accept a single decision by the tenant. At best that
leaves a prime tenant which wants to keep the prime lease in place without a
subtenant. At worst that forces a prime tenant which wants to terminate to follow
a subtenant’s decision to stay in occupancy or else suffer damages for wrongfully
terminating the sublease.
A much safer approach is to expressly provide in the sublease that
the prime tenant will make all the decisions regarding termination in these
events.x If the prime lease is terminated by either the landlord or the prime tenant,
the sublease is deemed terminated. This is easily justified. The prime tenant does
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have the primary liability for the lease obligations. It has entered into a sublease
for the express purposes of reducing these obligations and should be able to take
advantage of any opportunity to cut off its liability entirely.
Straight incorporation of this type of clause can also lead to other
unintended interpretations. References may have been made to the landlord’s
obligation to repair and restore the premises. Obviously, the prime tenant does
not want to undertake these obligations. If the lease clause requires the “tenant”
to restore leasehold improvements is that now the subtenant’s obligation, even for
improvements made by the prime tenant prior to the sublease term?
From the subtenant’s point of view, incorporation may also be
inadequate. Because the sublease is for a shorter term than the prime lease and
for a smaller space, the subtenant tends to be less committed to the space and may
want and be entitled to an independent right to terminate. Again, these should be
separately stated and negotiated. Even if the prime lease gives the prime tenant a
right to terminate, the time periods and circumstances permitting termination by
the prime tenant may be very different from the subtenant’s objectives.
H. Keeping the Prime Lease in Place
Obviously, the subtenant must live with whatever termination
options the landlord has reserved in the prime lease -- whether they arise from fire
and casualty, recapture on further subletting or simply an option to terminate the
prime lease early. Incorporation of these clauses might work, even if the
“landlord” is defined as just the prime tenant, rather than both landlord and prime
tenant. The prime tenant will have the parallel right to terminate and, upon
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receiving a termination notice from the landlord, can turn around and send one to
the subtenant. However, there may be cut-off dates for exercising these rights. If
the landlord exercises its termination right at the last possible moment, the prime
tenant may not have time to notify the subtenant. A little drafting can improve
this. The sublease clause can provide that the landlord’s election to terminate the
prime lease simultaneously terminates the sublease without any payment or
liability on the part of the prime tenant.
Such a broad statement that any termination of the prime lease
terminates the sublease will not be acceptable to the subtenant. Clearly, the
subtenant should ask at least for the addition of the phrase “for reasons other than
the prime tenant’s default”. Not only is this type of clause a danger to the
subtenant when the termination arises from a prime tenant default, but it can apply
in other situations, such as a negotiated early termination, which are not intended.
The subtenant must review the prime lease for any early termination rights in
favor of either the landlord or the prime tenant. If these exist, the subtenant
should negotiate protection for itself, either in the form of an early termination fee
or an express covenant by the tenant that it won’t exercise such an early
termination right without the subtenant’s consent.
When termination by the landlord is based upon a default by the
prime tenant, such as non-payment of rent under the prime lease, the subtenant
should not agree to an automatic termination of its sublease. Such a clause
negates any damages that the subtenant could assert against the prime tenant for
its failure to preserve the prime lease. By avoiding this broad termination clause
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and ensuring that the covenant of quiet enjoyment clause contained in the prime
lease is incorporated into the sublease, the subtenant gets basic protection.
For further comfort, the subtenant can ask for covenants and
representations from the prime tenant as to the status of the prime lease at the time
the sublease is executed and the prime tenant’s commitment to continue to pay
rent and perform all obligations that arise thereafter under the prime lease. The
only exception should be performance that relates to the care and preservation of
the sublease premises which is undertaken by the subtenant in the sublease.xi
Note that these covenants include a continuing covenant that the
prime lease will not be amended except by amendments that the subtenant has
reviewed and approved. This goes beyond the common law protection that the
subtenant’s rights under the sublease cannot be charged by subsequent
amendments to the prime lease without the subtenant’s consent.xii The prime
tenant must make sure that these extra rights are not too broadly stated.
A reservation of the prime tenant’s right to amend the prime lease
without the consent of the subtenant can be helpful in a number of contexts.
Amendments affecting other portions of the demised premises under the prime
lease but which do not affect the sublet space should be specifically permitted
without any involvement of the subtenant. Similarly, rights such as restructuring
the prime tenant’s rental payments under the prime lease, extending or shortening
the term or modifying options should not involve the subtenant unless they
directly impact the subtenant’s rights.
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In situations where there is a subtenant for the remaining term,
even if it is for only a portion of the premises, the subtenant is entitled to greater
control. There is no reversionary right in the prime tenant as to that space and the
subtenant may be planning to negotiate directly with the landlord for a new lease
upon the expiration of the prime lease and sublease.
In the event of a default by the prime tenant in these covenants, the
subtenant should reserve the right to undertake performance of the prime tenant’s
obligations under the prime lease, including payment of rent due to the landlord,
and offset those costs against the rent due to the prime tenant under the sublease.
This right is not the full answer where the subtenant occupies only a portion of the
leased premises or pays a much lower rent than the prime tenant, but it at least
provides an avenue for continuation of the subtenant’s occupancy if the landlord
will accept partial performance of the prime lease obligations.
The single largest risk that the subtenant must understand is the
chance that is sublease rights can be extinguished by the landlord if the prime
tenant defaults under the prime lease. Subtenants do not want damage claims
against their sublandlords; they want continued possession at the agreed rental
rate. This is the major legal risk that drives down sublease rental rates and it
should be explicitly discussed by the subtenant’s attorney with his or her client.
This problem can be avoided by obtaining a non-disturbance
agreement from the landlord when the sublease is signed. Unfortunately this is
the unusual case in most subleasing. A non-disturbance agreement from a
landlord in favor of a subtenant is much more difficult to obtain than one from a
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lender in favor of a tenant. The sublease non-disturbance constitutes an
agreement to honor a party’s possessory interest on a different set of economics
than would apply if the prime lease had simply continued. A tenant under a
lender’s non-disturbance agreement continues its possession on the same
economic terms. The only right being waived by the lender is the right to
terminate that economic deal before its stated expiration.
In the sublease non-disturbance agreement the landlord is being
asked to consent to a different (and usually lower) rental rate for the sublet space
after a termination of the prime lease. There is no real motivation for a landlord
to agree to this. As a result, sublease non-disturbance agreements often provide
for an increased rental rate to be payable by the subtenant after the prime lease is
terminated. This will be equal to, or at least closer to, the prime lease rate. The
sublease non-disturbance agreement contains other disincentives to the landlord
that go beyond those found in a lender’s non-disturbance agreement. The
existence of a partial sublease may make the re-letting of the remainder of the
prime tenant’s space more difficult. The remaining term of the sublease may not
equal the remaining prime lease term, leaving the landlord without a tenant for
that future stub period. The subtenant may have expansion rights that the landlord
may not be able to, or may not want to, honor, either because the prime tenant has
subleased to someone else in violation of these rights or because these rights
cause the landlord further damage by hindering its ability to relet the balance of
the prime lease premises.
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Since subleases during the last few years have often been made at a
significant discount from the prime lease rental, this type of accommodation has
become even more rare. Rather than having a non-disturbance agreement
negotiated up front, the subtenant’s real relief usually takes the form of a
negotiation between the landlord and the subtenant at the time of termination of
the prime lease. As discussed further below, the landlord and subtenant each are
motivated to come to terms under these circumstances.
I. Renewal and Expansion Rights
Most subleases do not create any express rights of the subtenant to
extend its sublease term or expand the sublet space. This is easy to understand
since subleases are generally short term occupancy solutions for the subtenant and
are not seen as a long term base for the growth of the subtenant’s business. If
these rights are given to a subtenant they will fall into two categories, vested
rights in the prime tenant’s existing space during the existing prime lease term or
contingent rights exercisable if the prime tenant subsequently elects to expand its
space or extend the prime lease term. In the latter situation, it is important for the
prime tenant to expressly negate any agreement to exercise its renewal and
expansion rights for the benefit of the subtenant.
There has been a surprising amount of litigation about the ability
of a subtenant to force the prime tenant to exercise its renewal rights under the
prime lease or to force the landlord to accept an election to extend directly from
the subtenant. The general rule, as one would expect, is that the subtenant does
not have the right unilaterally to exercise the tenant’s option and enforce that
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option against the landlord due to the subtenant’s lack of privity with the
landlord.xiii However, if the sublease specifically obligates the prime tenant to
exercise its option under the prime lease, the subtenant will have the right to force
the prime tenant to exercise its renewal option so that it can honor the subtenant’s
renewal right or to collect damages if the prime tenant fails to do so.xiv
The cases are shining examples of poor drafting and abusive
behavior by the prime tenant. It may even be that renewal rights were granted to
subtenants in some of these cases inadvertently by incorporation of the applicable
provisions of the prime lease. In any event, a subtenant which seeks rights to
extend the term of its sublease beyond the then-current term of the prime lease
should obtain a specific covenant by the prime tenant to so extend the prime lease.
The subtenant should be advised that, if the prime tenant fails to so extend, the
subtenant may be able to recover for its damages against the prime tenant but it
will be unable to force the landlord to recognize the renewal absent some specific
direct agreement between the landlord and the subtenant.
In a sublease of the full premises, the subtenant may be quite
interested in controlling the renewal and expansion rights. Here we see another
difference between a full sublease and an assignment of the prime lease. An
assignee would have received these rights directly upon the assignment but a
subtenant cannot exercise the prime tenant’s rights of expansion and renewal
without the landlord’s approval. The subtenant’s right to cause these options to
be exercised is equivalent to the right to increase the liability of the prime tenant
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by either prolonging the term or expanding the size of the premises. Typically,
this is not a risk that a prime tenant wants to bear.
There is another risk in the renewal and expansion area that arises
when dealing with a sublease. Many prime leases provide that renewal and
expansion rights are not available if the premises are sublet at the time that these
options are exercisable. The prime tenant’s counsel should review the prime lease
in this respect when negotiating a sublease and make sure that the tenant will not
be losing any rights by entering into the sublease.
J. Additional Rent
The most dangerous type of “mirror” clause is one that deals not
with a contingency but with the actual monthly payments under the sublease. The
most common “money issue” drafting problem in office subleases is ambiguity in
the subtenant’s obligation with respect to the payment of “additional rent”.
Additional rent is based upon the prime tenant’s proportionate
share of taxes and operating expenses of the office building and can involve the
full amount of such taxes and operating expenses or just increases in such items
during the term. If the prime tenant and subtenant are paying additional rent on
exactly the same basis a “mirror” clause will work. Alternatively a new clause
can be added simply requiring the subtenant to pay a portion of each additional
rent payment billed by the landlord. This portion equals the then-current
percentage of the entire demised premises represented by the sublet space.xv The
problem occurs when the subtenant is paying additional rent on a different basis
from the prime tenant.
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Over the years different approaches to additional rent go in and out
of fashion. Subleases are usually marketed with a current rent structure so that
they can compete on an “apples-to-apples” basis with other space available for
lease. An older prime lease may require the prime tenant to pay additional rent
based upon the prime tenant’s obligation to pay for increases in taxes and
operating expenses over a “base year” -- typically the first year of the prime
tenant’s occupancy. This is a somewhat irrelevant measuring point for the
subtenant comparing this sublease rental rate with rents at other locations.
As a result, subleases in this situation may require the subtenant to
pay a certain fixed amount of “base rent” (probably incorporating all of the prime
tenant’s tax and operating expense escalations through the beginning of the
sublease term) for the first year of the sublease term and then pay a proportionate
share of increases in those items after the first year of the subtenant’s occupancy.
This situation can be addressed by a modified “mirror” clause, changing the “base
year” for purposes of the sublease to the first year of the sublease and using the
portion of the building represented by the sublet space rather than the full
premises to calculate the subtenant’s proportionate share.xvi Otherwise all of the
definitions and mechanisms in the prime lease can be adopted.
A more complicated drafting problem is presented when the
market demands that the subtenant pay additional rent on a “net basis”, that is
paying the full per square foot cost of all taxes and operating expenses in the
building, while the prime tenant is paying on the basis of increases in such items
over its base year. Here the sublease must contain a different payment clause
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forcing the subtenant to pay the full amount of taxes and operating expenses
allocable to the sublet space for each year of the sublease. Even though the prime
tenant is not paying the full amount, that amount should be shown on the
landlord’s statements and can be calculated on a per square foot basis for the
subleased space. Extra language should be added to confirm the parties’
understanding that the subtenant is intended to pay such full amounts even though
the prime tenant is only responsible for increases in those amounts under the
prime lease.
The final variation occurs when the subtenant must pay for
increases over a new base year while the prime tenant is paying on a “net” basis.
This typically occurs when the sublet space is small and is competing with small
direct leases in older buildings that still use a base year approach. The payment
clause in the prime lease must be substantially revised to add definitions of a base
year and the subtenant’s proportionate share as well as a payment clause relating
to increases over a base year rather than full participation. Again it should be
clear that payments are being made by the subtenant on account of increases only.
Whenever the prime lease and sublease differ on additional rent,
care should be taken in calculating the monthly estimated payments that are
required under the sublease. If the subtenant and prime tenant are paying on the
same basis, the subtenant can be simply required to pay for its share of all
estimated monthly payments and any year-end adjustments as and when billed by
the landlord. Here the share is based on the percentage that sublet space
represents of the full premises.
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If the subtenant is paying on a different basis from the prime
tenant, payment of such a share of the prime tenant’s estimated payments will not
work. The solution here is to add a “mirror” clause using the mechanisms,
including the time for changing estimates and reconciling with actual results, from
the prime lease. Here the prime tenant must take responsibility for making its
own estimates and billing the subtenant on a monthly basis.
The prime tenant may have the right to inspect the landlord’s
books and records to verify the amount of taxes and operating expenses and to
dispute overcharges. Rather than blindly incorporating this clause and giving the
subtenant parallel rights to examine the books and records of the prime tenant,
which is not of much benefit to the subtenant, the sublease should provide that the
prime tenant will share with the subtenant any results of such investigation
undertaken by the prime tenant.xvii The prime tenant should obviously share with
the subtenant any amounts that are recouped as a result of such contest, keeping in
mind that the subtenant’s additional rent payments may be calculated using a
different methodology than the prime tenant’s payments.
Typically, the prime tenant will not want to give the subtenant the
right to initiate such a contest. This is especially the case in situations where the
cost of the contest is borne by the prime tenant. This situation should be
negotiated differently where the subtenant occupies the entire leased premises.
Here the subtenant is the sole party in interest and should decide upon the need
for such a contest and bear the related expenses.
IV. LEASE RESTRUCTURING AND SUBLEASES
A. Goals
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Subleases complicate the restructuring of a prime lease. Due to the
dramatic reductions in market rental rates and the desire of landlords to retain
tenants, today a prime tenant is often reducing its old, above-market rental rate in
exchange for agreeing to an extension of its lease term. Alternatively the tenant
(or its new landlord) may be buying the tenant’s way out of the old lease rental
obligations. When the landlord and prime tenant want to keep a subtenant in
place, the concerns are that the restructuring will inadvertently create a right on
the part of the subtenant to terminate the sublease or to stay in occupancy without
paying the landlord. Other issues in the restructuring include the possibility that
the landlord may assume some accrued liability to the subtenant and the
possibility that the changes in the prime lease will somehow be incorporated into
the sublease and create arguments about payment of sublease rent.
B. Sublease Circumstances
If the prime tenant has a subtenant for a sublease rental which is
less than the prime tenant’s old rate but which is still in excess of current market
rentals, the landlord wants to preserve that deal. The prime tenant doesn’t need
that space and is still thinking of it as a guaranteed monthly loss; the landlord
would be happy to collect the above-market sublease rent. This is the most
common situation.
If the subtenant is paying a sublease rental that is even lower than
the reduced rate being offered to the prime tenant, the landlord is not motivated to
collect directly from the subtenant and the sublease will generally be left in place.
The even rarer case, where the subtenant is paying sublease rent higher than the
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tenant’s old rental rate and the tenant does not want to disturb that subrent, can
also be handled by leaving the sublease in tenant’s name, undisturbed by the lease
restructuring. If the landlord wants to participate in the tenant’s sublease profit it
can do so either by adjusting the new prime lease rate or by taking a percentage of
that profit under its subleasing and assignment clause.
C. Effect of Surrender
There is an interesting, and sudden, fact-based shift in the effect on
subtenants of a voluntary surrender of space by a prime tenant to its landlord. In
general, the cases mandate that a sublease will survive any surrender which
occurs prior to the institution of proceedings to enforce a landlord’s rights after
the prime tenant’s defaultxviii but provide for termination of the sublease in the
event of a surrender occurring after the landlord has so initiated proceedings.xix
The latter result is logical based on privity principles since a successful
termination of the prime lease by the landlord as a result of that default by the
prime tenant would have defeated the sublease estate.
When the prime tenant’s and landlord’s interests merge, the
subtenant once would have enjoyed a windfall. Under an old English rule, the
merger of the two estates caused the disappearance of the prime tenant’s
reversionary rights under the sublease, along with its rights to collect rent under
the sublease.xx This rather startling result left the landlord without any rights to
either evict the subtenant or take any action to collect rent under the sublease. As
long ago as 1731 the English decided this rule should not apply in the case of a
prime tenant voluntarily restructuring its lease and in 1845 the rule was abolished
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entirely.xxi The common law echoes of this old rule have been quieted in the
United States, usually by courts finding facts that evidenced either an attornment
by the subtenant or a direct assumption by the landlord of the prime tenant’s
rights under the sublease.xxii The common result today is that “a sublease is not
terminated by the cancellation, through surrender of the master lease, and the only
legal effect of the surrender was to transfer the reversion, as encumbered by the
sublease, to the fee owner”.xxiii
D. Assignment of the Sublease
To minimize the chances of a termination, the restructuring should
take the form of a lease amendment rather than a new lease. The prime tenant is
deleting the sublet space from the prime lease to guarantee that it is relieved of its
loss on the sublet space. Since the landlord wants to enforce all of the prime
tenant’s rights under the sublease, the landlord should do more than simply take
back the space subject to the sublease. For example, a surrender without a
specific assignment of past due rents was found not to transfer to the landlord any
rights to those delinquent sublease rentals.xxiv The landlord (or its management
agent or other related entity to minimize the chances of a merger) should also take
an assignment of the tenant’s rights and obligations under the sublease. In this
way the landlord gets all of the rights it expects and the prime tenant gets what it
wants -- the landlord to accept the direct credit risk of the subtenant without any
continuing liability of the prime tenant for any rent on the sublet space should the
subtenant default.
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Typical lease “boilerplate” clauses allow a landlord to transfer its
interest in a lease without any need for the consent of the tenant and provides that
the transferring landlord is not liable for obligations accruing after the date of the
transfer. If this clause is in the prime lease and has been incorporated by
reference into the sublease, the subtenant should have no right to consent to the
sublease assignment to the landlord or to look to the prime tenant for liabilities
accruing after the transfer. In addition, lease forms will often require the prime
tenant to attorn to any lessee of the landlord’s interest in the building. Inclusion
of this type of a clause in the sublease also strengthen the landlord’s position that
the assignment does not give the subtenant any grounds to claim that the sublease
has been terminated.
E. Assumed Liabilities
There is a chance that the landlord may take the sublease
assignment and find that it is subject to claims against the prime tenant under the
sublease. This could include items such as prepaid subrent, estimated payments
of additional rent, return of a security deposit or damages for the prime tenant’s
failure to perform its obligations under the sublease. Unless it is possible to get
an estoppel from the subtenant, the landlord should obtain a strong representation
and warranty from the prime tenant as to the status of the sublease.
F. Additional Rent
A more mechanical problem affecting this sublease transfer relates
to the subtenant’s obligation to pay additional rent. This clause should be
reviewed carefully in considering a transaction of this type. As discussed above,
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this obligation may be defined in the sublease by a requirement that the subtenant
pay a certain proportionate share of the prime tenant’s additional rent payable
under the prime lease. If the sublet space is being eliminated from the prime
tenant’s premises under the prime lease, this formula will no longer produce the
correct mathematical result. A “mirror” clause which relates directly to the
landlord’s taxes and operating expenses is less likely to be affected by an
assignment of the sublease.
If this is a problem, one can leave the prime tenant’s additional
rent obligation for the sublet space in place and simply eliminate its base rent
obligation with respect to the sublet space. Here the prime tenant may look to the
landlord for relief in the nature of an offset against the rental payable on the
remainder of the premises if the prime tenant is ever deemed to have a payment
obligation with respect to the space that was sublet.
Similar problems can arise when the prime tenant is receiving a
period of abatement to induce it to extend its lease term or when the prime
tenant’s new deal changes its methodology for calculating additional rent. The
fact that no additional rent is being paid by the tenant for any portion of the leased
premises may suspend the subtenant’s payment obligations with respect to
additional rent. The deletion of defined terms or other sublease reference points
in the prime lease may also give rise to arguments and interpretations that could
lead to an unexpected economic benefit for the subtenant.
V. LANDLORD/SUBTENANT RELATIONSHIP WHEN THE PRIME TENANT DEFAULTS
A. Generally
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The general rule, which is well-known for making subleasing a
risky business, is that a termination of the prime lease as a result of the prime
tenant’s default causes an automatic termination of all subleases under the prime
lease.xxv Since there is no privity of contract or estate between these two parties,
the courts have nothing to permit them to determine what the agreed-upon rental
rate should be -- is it the prime lease rate which one party agreed to or the
sublease rate which the other party agreed to? This result will hold absent
specific language to the contrary in a document signed by the landlord or
post-termination actions by the landlord which constitute an adoption of the
sublease as a direct lease with the subtenant. Of course the subtenant will have a
claim against the prime tenant for the loss of its sublease bargain, but the right to
seek damages does not satisfy a subtenant which wants to stay in possession of its
subleased space.
This automatic severance of the landlord’s and subtenant’s
relationship might in some cases be beneficial to the subtenant if it is in
occupancy at a rental rate which is above market when the prime lease terminates.
These conditions create an environment in which the landlord wants to keep the
subtenant. The prime tenant which is in default might be able to use the
subtenant’s right to escape from its obligation as a negotiating chip in negotiating
a lease restructuring. As discussed above, the landlord will generally have the
right to take over the sublease in the event of a voluntary surrender by the prime
tenant prior to initiation of enforcement proceedings.
B. Attornment
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The landlord, of course, would like the option of keeping the
subtenant in place if it benefits the landlord under the circumstances at the time of
termination. To achieve this, landlords often insert attornment language into their
sublease consents for the subtenant’s signature. This binds the subtenant to stay if
the landlord elects to hold the subtenant to its sublease bargain when the prime
lease is terminated. This language will sometimes appear in the prime lease itself,
in which case a subtenant does not have any real opportunity to object to it and
will probably be deemed to have accepted it by taking subject to the prime lease.
To better protect itself from a default by the tenant, a landlord can
also require a collateral assignment of the prime tenant’s right to any sublease
rents. This clause is not as common as one might expect. This clause will at least
protect the landlord from competing claims for the sublease rent accruing after the
date of the termination of the prime lease.xxvi
C. Subtenant’s Rights
Absent some specific agreement by the landlord, a subtenant will
not be entitled to preserve the tenant’s leasehold estate by making required
payments under the prime lease.xxvii However, if the landlord does begin to accept
sublease payments and the situation continues, the subtenant may be able to build
a claim that the landlord has accepted the subtenant as a direct tenant on the terms
of the sublease. However, this is not a simple argument and it may well be that
the acceptance of monthly rent by the landlord will leave the subtenant only as a
tenant at sufferance,xxviii subject to removal on thirty days notice, or whatever the
statutory notice may be in the applicable jurisdiction, if the landlord later decides
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to evict the subtenant. The landlord may after some time be deemed to have
waived its right to evict the subtenant.xxix
The most likely result is the negotiation of a new direct lease
between the subtenant, which has an investment in the space and does not want to
have its operations disrupted, and the landlord, which does not want to give up a
living and breathing occupant if reasonable terms can be negotiated. Some might
even argue that the landlord’s failure to attempt to retain a subtenant in occupancy
would be a violation of its obligation to mitigate damages in those jurisdictions
that impose this doctrine on landlords.xxx
D. Bankruptcy
The major impediment to working out such an arrangement
between a landlord and subtenant is a bankruptcy filing by the prime tenant. The
automatic stay temporarily leaves the landlord unable to terminate the prime lease
and the subtenant unable to terminate the sublease. The landlord can’t enter into a
new direct lease with the subtenant until the prime lease is accepted or rejected.
In this regard, the prime tenant’s estate will be doubly interested in the new deal
between landlord and subtenant. The new rental will be both an indication of
market rental rates for calculating damages due to the landlord for any balance of
the leased premises which is not being sublet and a measure of damages for both
landlord and subtenant, as measured against the original lease rate and the sublet
rate, respectively.
To break the log jam, in certain bankruptcy situations, the bankrupt
prime tenant has, with the cooperation of the landlord, used short-term subleases
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that can be converted into direct leases upon rejection. This is a way to continue
the operations of the bankrupt prime tenant in a portion of the space while
realizing on the value of its unused space without coming to a premature
conclusion about the rejection or assumption of the prime lease, which must be
accepted or rejected as a whole.xxxi
This tri-party relationship is very problematic in bankruptcy. At
least one case has held that the bankruptcy of a subtenant, and the resultant
automatic stay, precludes the landlord from terminating the prime lease even
when the prime tenant is in default.xxxii There is also some question regarding the
right of the subtenant to retain all of its sublease rights upon the bankruptcy of the
prime tenant. The Bankruptcy Code states that the bankruptcy of a “landlord”
(which in the sublease context means the prime tenant) may terminate the
obligation to provide services from the bankrupt entity under the lease, but does
not disturb the possessory rights of the tenant (or in this case the subtenant).xxxiii
In this way a subtenant would appear to be protected from the rejection of its
sublease during the bankruptcy of the prime tenant. The prime tenant is not really
providing direct services so the subtenant may not have the same worries that a
prime tenant has about obtaining services from a bankruptcy landlord.
However, another fact of bankruptcy complicates the sublease
picture. A tenant, as opposed to a landlord, has the right in bankruptcy to either
accept or reject the prime lease as a tenant. In the case of a rejection of the prime
lease by the prime tenant, there will be an automatic termination of the sublease
under state law absent some agreement to the contrary in favor of the subtenant.
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The subtenant will then have a claim against the prime tenant’s bankruptcy estate
but will be effectively denied the possessory benefits of its sublease. Once again,
we see that the subtenant pays a legal price for its bargain rent, facing yet another
situation in which it is less protected than a prime tenant.
VI. CONCLUSION
A sublease is not as simple as it looks. As we have seen, the sublease,
with its tri-party nature, is an even more fertile source of controversy and
conflicting interests than the direct lease. There are issues lurking behind every
clause. If the parties can be made to focus on and negotiate these issues, the
drafter has a much greater chance of achieving the drafting ideal -- a document
that expresses the parties’ true, intended result in most foreseeable circumstances.
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APPENDIX 1
GENERAL INCORPORATION
A. The relationship between Sublandlord, as sublessor, and Subtenant,
as sublessee, shall in all respects be governed by, and be conducted in accordance
with, the terms and conditions of the Lease to the extent such terms and
conditions are not inconsistent with the terms and conditions of this Sublease.
Unless otherwise specifically provided in this Sublease, Sublandlord shall have all
of the rights and shall incur all of the obligations of the lessor under the Lease and
Subtenant shall have all of the rights and incur all of the obligations of the lessee
under the Lease. In the event of any inconsistencies between the terms and
provisions of the Lease and the terms and provisions of this Sublease, the terms
and provisions of this Sublease shall govern.
B. In order to ascertain the rights and obligations of Sublandlord and
Subtenant herein with respect to the Sublet Space, whenever the term “Lessor”
appears in the Lease, the word “Sublandlord” shall be substituted therefor;
whenever the term “Lessee” appears in the Lease, the word “Subtenant” shall be
substituted therefor; and whenever the word “premises” appears in the Lease, the
word “Sublet Space” shall be substituted therefor.
C. Subtenant recognizes that Sublandlord has reserved certain rights
and assumed certain duties with respect to the Sublet Space under the terms and
provisions of the Lease, which rights will continue to be exercised by Sublandlord
and which duties will continue to be performed by Sublandlord. Accordingly,
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(i) Subtenant agrees to cooperate with Sublandlord and to
otherwise conduct itself in its use and occupancy of the Sublet Space so
that Sublandlord can continue to exercise its rights under the Prime Lease
and perform its duties thereunder, and
(ii) Subtenant further agrees that any obligations, responsibilities
and duties incurred by Sublandlord hereunder, including, but not limited
to, the performance of any services, the providing of any utilities and the
constructing of any repairs or alterations which may be required in
accordance herewith, may be undertaken by the Sublandlord and that the
performance of such obligations, responsibilities and duties by the
Sublandlord in accordance with the terms hereof will constitute full
performance thereof by Sublandlord hereunder.
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APPENDIX 2
SPECIFIC INCORPORATION
Subtenant agrees to perform all of the covenants, make all the waivers and
indemnities and honor all restrictions made by or imposed upon Sublandlord
under the Lease to the extent that such matters relate to the Sublease Space. To
effectuate this agreement, Sections ____, ____, ____, and ____ of the Lease are
expressly excluded from this Sublease. All other provisions of the Lease are
incorporated into this Sublease with the following changes: this Sublease shall be
deemed to be the “Lease”; Subtenant shall be deemed to be the “Tenant”;
Sublandlord and Landlord shall be deemed to be the “Landlord” (unless
Sublandlord has notified Subtenant in any instance that “Landlord” shall mean
only Sublandlord -- which shall be the case in all situations requiring payments of
money to the “Landlord” and in the case of Sections ____, ____ and ____); the
term “Premises” shall be deemed to be the Sublease Space; the term “Term” shall
be deemed to be the Sublease Term and the term “Building” shall be deemed to
include the Building and the Premises. Whenever the consent or approval of
Landlord to any action of Subtenant is required, Sublandlord shall have the right
to consent to or approve such action. Once Sublandlord has consented to or
approved an action, Sublandlord authorizes Subtenant to deal directly with the
Landlord to secure such consent or approval from Landlord. Alternatively, at the
request of Subtenant, Sublandlord shall request from Landlord, and cooperate
with Subtenant in obtaining, any such consent or approval. Subtenant
acknowledges that the Lease contains many restrictions on Sublandlord and its
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rights as Tenant under the Lease and agrees that Subtenant shall have only those
rights against Sublandlord under this Sublease that Sublandlord would have
against Landlord under the Lease. Subtenant further acknowledges and agrees
that Sublandlord’s only obligation to Subtenant with respect to the enforcement of
Landlord’s obligations under the Lease shall be to use Sublandlord’s good faith
efforts to do so, but that Sublandlord may elect not to enforce its rights under the
Lease without incurring any liability to Subtenant whatsoever, if enforcing such
rights, in the reasonable judgment of Sublandlord, would be detrimental to the
overall relationship between Sublandlord and the Landlord.
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APPENDIX 3
CONSENT TO SUBLEASE
AGREEMENT made as of this _____ day of _______________, ____, by
and among ______________________________, a _______________
corporation having its principal office at ______________________________
(“Landlord”), and ______________________________, a _______________
corporation having an office at ______________________________ (“Tenant”),
the tenant under a lease dated as of _______________ (which lease as heretofore
or hereafter amended is hereinafter called the “Master Lease”), under which the
Landlord demised to the Tenant, a portion of the floor in the building known as
____________________ (“Demised Premises”) and
______________________________, a _______________ corporation having an
office at ______________________________ (“Subtenant”).
The Landlord hereby consents to the subletting by the Tenant to the
Subtenant, pursuant to a sublease (hereinafter “Sublease”) dated as of
_______________, of a portion of the Demised Premises as shown and marked
on the floor plan attached hereto (which space is hereinafter referred to as the
“Sublet Space”), such consent being subject to and upon the following terms and
conditions, to each of which Tenant and Subtenant expressly agree:
1. Nothing contained in this agreement shall either:
(a) operate as a consent to or approval or ratification by the
Landlord of any of the provisions of the Sublease or as a representation or
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warranty by Landlord, and Landlord shall not be bound or estopped in any
way by the provisions of the Sublease, or
(b) be construed to modify, waive or affect (i) any of the
provisions, covenants or conditions in the Master Lease, (ii) any of
Tenant’s obligations under the Master Lease, or (iii) any rights or
remedies of Landlord under the Master Lease or otherwise or to enlarge or
increase Landlord’s obligations or Tenant’s rights under the Master Lease
or otherwise, or
(c) be construed to waive any present or future breach or
default on the part of Tenant under the Master Lease. In case of any
conflict between the provisions of this agreement and the provisions of the
Sublease, the provisions of this agreement shall govern.
2. The Sublease shall be subject and subordinate at all times to the
Master Lease and all of its provisions, covenants and conditions. In case of any
conflict between the provisions of the Master Lease and the provisions of the
Sublease, the provisions of the Master Lease shall govern.
3. Neither the Sublease nor this consent thereto shall release or
discharge the Tenant from any liability under the Master Lease and Tenant shall
remain liable and responsible for the full performance and observance of all of the
provisions, covenants and conditions set forth in the Master Lease on the part of
Tenant to be performed and observed. Any breach or violation of any provisions
of the Master Lease by Subtenant shall be deemed to be and shall constitute a
default by Tenant thereunder.
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4. This consent is not assignable and shall not be construed as a
consent by Landlord to any further subletting either by Tenant or Subtenant. The
Sublease may not be assigned, renewed or extended nor shall the Demised
Premises or Sublet Space, or any part thereof, be further sublet without the prior
written consent of the Landlord thereto in each instance.
5. Upon the expiration or any earlier termination of the term of the
Master Lease, or in case of the surrender of the Master Lease by Tenant to
Landlord, except as provided in the next succeeding sentence, the Sublease and its
term shall expire and come to an end as of the effective date of such expiration,
termination or surrender and Subtenant shall vacate the Sublet Space on or before
such date. If the Master Lease shall expire or terminate during the term of the
Sublease for any reason other than condemnation or destruction by fire or other
cause, or if Tenant shall surrender the Master Lease to Landlord during the term
of the Sublease, Landlord, in its sole discretion, upon written notice given to
Tenant and Subtenant not more than thirty (30) days after the effective date of
such expiration, termination or surrender, without any additional or further
agreement of any kind on the part of Subtenant, may elect to continue the
Sublease with the same force and effect as if Landlord as lessor and Subtenant as
lessee has entered into a lease as of such effective date for a term equal to the
unexpired term of the Sublease and containing the same provisions as those
contained in the Sublease, and Subtenant shall attorn to Landlord and Landlord
and Subtenant shall have the same rights, obligations and remedies thereunder as
were had by Tenant and Subtenant thereunder prior to such effective date,
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respectively, except that in no event shall Landlord be (1) liable for any act or
omission by Tenant, or (2) subject to any offsets or defenses which Subtenant had
or might have against Tenant, or (3) bound by any rent or additional rent or other
payment paid by Subtenant to Tenant in advance. Upon an expiration of the term
of the Sublease pursuant to the provisions of the first sentence of this paragraph, if
Subtenant fails to vacate the Sublet Space as therein provided, Landlord shall be
entitled to all of the rights and remedies available to a landlord against a tenant
holding over after the expiration of a term.
6. Both the Tenant and Subtenant shall be liable for all bills rendered
by Landlord for charges incurred by or imposed upon Subtenant for services
rendered and materials supplied to the Sublet Space.
7. Any notice or communication which any party hereto may desire
or be required to give to any other party under or with respect to this agreement
shall be given by prepaid certified or registered mail addressed to such other
party, in the case of Landlord at its address first hereinabove set forth, and in the
case of Tenant or Subtenant at the building in which the Demised Premises are
located, or in any case at such other address as such other party may have
designated by notice given in accordance with the provisions of this paragraph.
The time when such notice or communication shall be deemed to have been given
shall be the time same shall be so mailed.
8. This agreement shall be construed in accordance with the laws of
the State of __________, contains the entire agreement of the parties hereto with
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respect to the subject matter hereof and may not be changed or terminated orally
or by course of conduct.
IN WITNESS WHEREOF, the parties hereto have duly executed this
agreement as of the day and year first above written.
__________________________________, as Agent for Landlord
By:________________________________
___________________________________
By:________________________________ (Tenant)
___________________________________
By:________________________________ (Subtenant)
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APPENDIX 4
ADDITIONAL REMEDIES LANGUAGE
Subject to the provisions of paragraph ____ of this Sublease, Subtenant
agrees that in the event of any default by Sublandlord hereunder which arises
from a failure of Landlord to perform its obligations under the Lease, so long as
Sublandlord diligently pursues an action against Landlord, Subtenant’s monetary
damages and remedies against Sublandlord for such default will in all such cases
be limited to, and shall not exceed, those monetary damages recovered by
Sublandlord from the Landlord by reason of such breach and those remedies
successfully invoked by Sublandlord against Landlord for such default by
Landlord under the terms of the Lease. If, as a result of a default under this
Sublease by Subtenant, Landlord deems Sublandlord in default under the Lease
and pursues such remedies therefor as may be provided Landlord by law, equity
or the Lease, Subtenant agrees to reimburse Sublandlord promptly on demand the
amount of any and all costs, claims and expenses, including reasonable attorneys’
fees and costs resulting therefrom.
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APPENDIX 5
NOTICE PERIODS SET FORTH IN INSTRUMENTS COMPRISING THE LEASE
Sublandlord and Subtenant agree that whenever, pursuant to the terms of
the instruments comprising the Lease and forming a part of this Sublease,
(a) Subtenant is required to perform some act or to make some payment to
Sublandlord within a given number of days after a specific occurrence or a
specified act of Sublandlord, or (b) Sublandlord is required to give Subtenant
written notice a given number of days prior to taking a particular action
authorized thereunder, in each instance the given number of days set forth in the
instruments comprising the Lease shall be reduced as follows:
10 days shall be reduced to 5 days;
15 days shall be reduced to 10 days;
30 days shall be reduced to 20 days; and
90 days shall be reduced to 60 days.
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APPENDIX 6
SERVICES
All services furnished to Sublandlord by Landlord pursuant to
Section ____ of the Lease with respect to the Sublease Space shall in turn be
furnished to Subtenant by Sublandlord, but only to the extent such services are
actually furnished by Landlord. Subtenant shall pay to Sublandlord the Subtenant
Percentage of all electric power provided to the Premises. Upon the request of
Subtenant, Sublandlord will request, and cooperate with Subtenant to obtain, any
other services offered by Landlord that are desired by Subtenant. Should
Landlord provide such other services for which Landlord requires payment from
Sublandlord, Subtenant hereby agrees to reimburse Sublandlord for all such
payments made to Landlord by Sublandlord for services requested by Subtenant.
If Sublandlord receives any abatement of the Net Rent payable by Sublandlord
under the Lease pursuant to Section ____ of the Lease due to any portion of the
Sublease Space being affected as described therein, Subtenant shall receive an
abatement of Net Rent payable hereunder for the same period and for the same
square footage of the Sublease Space. In addition, when Sublandlord has the right
to have certain painting and carpeting work done by Landlord pursuant to
Section ____ of the Lease, such work shall be requested for the Sublease Space as
well and Subtenant shall cooperate with Landlord in connection with such work
as Sublandlord has agreed to do under Section ____.
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APPENDIX 7
MAINTENANCE AND REPAIRS
Subtenant acknowledges that under the terms of the Lease, Landlord is
obligated to maintain, at its own expense, the structural members, footings,
foundations, sprinkler systems, exterior walls, roof and items of a like nature in
the Building and to keep the same in good repair during the term of the Lease.
Pursuant to paragraph ____ of this Sublease, Subtenant shall cooperate with
Landlord, including granting access to the Sublet Space to Landlord, to facilitate
the performance of such repairs and maintenance by Landlord.
In light of the obligations of Landlord under the Lease, Subtenant agrees
that in the event such maintenance or repair becomes necessary, anything in
paragraph ____ of this Sublease or elsewhere in this Sublease to the contrary
notwithstanding, Sublandlord’s obligation with respect thereto will be limited to a
duty to take all steps reasonably necessary and to use its best efforts and due
diligence to cause Landlord to immediately commence such maintenance and
repair. If, however, after Sublandlord has taken all such steps and used its best
efforts and due diligence, Landlord nevertheless fails to commence such
maintenance and repairs, Subtenant agrees that Sublandlord shall not be deemed
in default of this Sublease as a result thereof so long as Sublandlord continues to
use its best efforts, including the initiation of legal action against Landlord, to
cause Landlord to commence such maintenance or repairs.
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APPENDIX 8
CONSTRUCTION OF DEMISING WALL AND SIGN AND PERFORMANCE OF ALTERATIONS
Subtenant agrees to construct or to cause to be constructed, at its sole cost
and expense, any and all floor to ceiling demising walls along the perimeter of the
Sublet Space which are necessary to divide the Sublet Space from the leased
premises of Sublandlord or any other tenant located on the same floor of the
Building; provided, however, that prior to commencing the construction of such
demising walls, Subtenant shall submit to Sublandlord for the approval of
Sublandlord and Landlord copies of the plans and specifications for such
demising walls, which approval shall not be unreasonably withheld. In the event
Sublandlord and Landlord approve such plans and specifications, Subtenant
agrees to adhere to all of the requirements of paragraph ____ of the Lease in the
construction of such demising walls.
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APPENDIX 9
EMINENT DOMAIN
Paragraph ____ of the Lease to the contrary notwithstanding, if any
condemnation proceeding shall be instituted by any competent authority in which
it is sought to take or damage any part of the Building in which the Sublet Space
is located or the land on which the Building stands, Sublandlord’s election to
continue or terminate the Lease with Landlord pursuant to paragraph ____ of the
Lease shall be binding on Subtenant. Subtenant shall have no independent right
to terminate this Sublease pursuant to paragraph ____ of the Lease. In the event
of a termination of the Lease pursuant to the terms of paragraph ____ of the
Lease, Subtenant shall have no right to assert any claim for any additions or
leasehold improvements in the Sublet Space.
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APPENDIX 10
REPRESENTATIONS AND WARRANTIES REGARDING
1. Sublessor represents and warrants to Sublessee that:
(i) the Master Lease is in full force and effect; Sublessor is
the Tenant under the Master Lease; no default by Sublessor under
the Sublease now exists; Sublessor has full right and power to
execute this Sublease and to lease the Sublet Space to Sublessee,
subject only to the consent of Landlord under the Master Lease; no
agreement or understanding exists between the Sublessor and
Landlord except as disclosed in the Master Lease; and the Master
Lease has not been amended, modified, supplemented or
superseded in any manner except as disclosed in this Sublease;
(ii) there is no existing default under the Master Lease on
the part of the Landlord and Sublessor has no claims against or
disputes with the Landlord currently existing with respect to tenant
improvements, rent, security or other deposits, duties and
obligations of the Landlord or Sublessor or any other matters
arising under the terms of the Master Lease;
(iii) no rent or any other amounts have been prepaid,
except as provided in the Master Lease, and rent payments have
been made through and including the date hereof; and
(iv) the Master Lease has not been assigned, nor has any
portion of the Sublet Space been subleased, nor will Sublessor
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enter into any assignment of the Master Lease or sublease which
includes any part of the Sublet Space without the prior written
consent of the Sublessee.
2. Sublessor agrees that, so long as Sublessee shall pay the Rent due
under this Sublease and shall perform all other obligations of Sublessee herein
contained:
(a) Sublessee shall be entitled to the peaceful and quiet
enjoyment of the Sublet Space, subject to the terms, covenants, conditions,
provisions and agreements hereof and Sublessor shall keep, observe and perform
all of its obligations under the Master Lease; and
(b) Sublessor will not amend, modify or supplement any of the
terms or conditions of the Master Lease which would operate to amend or
abrogate the terms and conditions of the Master Lease and which would adversely
affect Sublessee’s use and occupancy of the Sublet Space or rights under this
Sublease, without, in each instance, obtaining Sublessee’s prior written consent
thereto.
3. Sublessor agrees to indemnify, defend and hold Sublessee free and
harmless from and against any loss, cost or damage (including reasonable
attorneys’ fees and expenses) that Sublessee may suffer as a result of a breach of
Sublessor’s representations and warranties and covenants under the foregoing
Paragraphs. Sublessor agrees to send to Sublessee a copy of all notices of default
received by Sublessor under the Master Lease within three (3) business days after
Sublessor’s receipt thereof.
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APPENDIX 11
ADDITIONAL RENT -- PARTIAL SUBTENANT AND SUBLANDLORD EACH PAYING ON NET BASIS
Subtenant shall pay as “Additional Rent” to Sublandlord the Subtenant Percentage
of all Additional Charges accruing during the Sublease Term and payable by
Sublandlord pursuant to Section ____ of the Lease. As used herein, the term
“Subtenant Percentage” shall mean _____, being the rentable area of the Sublease
Space divided by the total space leased to Sublandlord under the Lease.
Sublandlord shall give Subtenant notice from time to time of the amount of such
Additional Charges promptly after receipt of such information from Landlord.
Additional Rent shall be payable in the same manner, time and place as the Net
Rent and without set-off or reduction. Without limiting the generality of the
foregoing, Subtenant agrees to pay Sublandlord the Subtenant Percentage of any
year-end adjustments to the estimated Additional Charges which Sublandlord is
required to pay pursuant to Sections ____ and ____ of the Lease within the time
periods given in Sections ____ and ____ of the Lease and Sublandlord agrees to
credit to Subtenant the Subtenant Percentage of any net amounts credited to
Sublandlord pursuant to Section ____ of the Lease, after deduction of any costs
incurred by Sublandlord in obtaining such credit.
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APPENDIX 12
ADDITIONAL RENT -- PARTIAL SUBTENANT AND SUBLANDLORD EACH WITH DIFFERENT BASE YEAR
A. Subtenant acknowledges and agrees that, pursuant to the terms of
the Lease, Sublandlord is obligated to pay Sublandlord annually, in addition to the
base rent provided for therein, a sum of money (“Sublandlord’s Contribution”)
representing a portion of the amount by which the annual operating expenses of
the Building exceed an agreed base figure for operating expenses set forth in the
Lease.
B. For the calendar year ____ and for each subsequent calendar year,
all or any part of which falls within the term of this Sublease, Subtenant agrees to
annually pay Sublandlord an amount (“Subtenant’s Contribution”), equalling a
portion of the Sublandlord’s Contribution, determined as follows:
(a) The amount by which (1) those expenses of operating the
Building which are considered under the Lease in calculating the
Sublandlord’s Contribution for the calendar year in question exceed
(2) such operating expenses for calendar year ____ (or for the first
calendar year thereafter in which they are incurred, if any such expenses
are not incurred in ____) shall be determined (the “Expense Excess”) and
(b) The amount of the Expense Excess determined pursuant to
paragraph B(a) above shall be multiplied by a fraction, the numerator of
which equals 193,587 and the denominator of which equals 874,000 - the
product of such multiplication being equal to the Sublandlord’s share of
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such difference determined pursuant to paragraph ____ of the Lease, as
amended.
(c) The product derived pursuant to the multiplication set forth
in subparagraph B(b) above shall then be multiplied by a fraction, the
numerator of which equals - the total square footage of the Sublet
Space - and the denominator of which equals 193,587 - the total square
footage of space leased by the Sublandlord in the Building pursuant to the
Lease. The product determined pursuant to the multiplication set forth in
this subparagraph B(c) shall equal the Subtenant’s Contribution payable
for such year.
Subtenant agrees to pay the Subtenant’s Contribution to Sublandlord within seven
(7) days following the date upon which Sublandlord provides Subtenant with (a) a
statement setting forth the total operating expenses of the Building, certified by
the firm of certified public accountants then employed by the Sublandlord to
examine the accounts and (b) Sublandlord’s statement of the amount of
Subtenant’s Contribution then due, accompanied by the calculations used to
derive such amount. If Subtenant fails to pay Subtenant’s Contribution within
seven (7) days from such date, Subtenant’s Contribution shall bear interest at the
rate of nine percent (9%) per annum thereafter until paid.
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APPENDIX 13
ADDITIONAL RENT -- DISPUTING STATEMENTS
If Subtenant believes that the amount of the Subtenant’s Contribution paid
Sublandlord in any year is greater than the amount Subtenant was actually
obligated to pay in accordance with the requirements of paragraph ____ hereof,
Subtenant shall so notify Sublandlord in writing within thirty (30) days after
payment to Sublandlord of the Subtenant’s Contribution, specifying in detail the
reason for Subtenant’s objections. If Subtenant’s objections relate to
Sublandlord’s calculations with respect to the formula set forth in subparagraph
____ above, Sublandlord agrees to review and substantiate its calculations with
Subtenant and, in the event Subtenant proves to Sublandlord that its calculations
with respect to Subtenant’s Contribution were in fact incorrect, Sublandlord
agrees to promptly reimburse Subtenant the amount by which the Sublandlord’s
Contribution previously paid by Subtenant exceeded the amount of the corrected
Subtenant’s Contribution. If, however, Subtenant’s objections relate to an error
by Landlord in either its determination of Sublandlord’s Contribution or in its
calculations of the expenses used in determining Sublandlord’s Contribution,
Sublandlord agrees to cooperate with Subtenant to attempt to elicit Landlord’s
cooperation in reviewing its calculations with respect to the Sublandlord’s
Contribution and to request Landlord to make its books and records available to
Sublandlord and Subtenant for the limited purpose of verification of the amount
of the Sublandlord’s Contribution.
1130608
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i. Shakespeare, "As You Like It", Act I, Scene 3.
ii. See Appendix 1 for a typical provision.
iii. See Appendix 2 for a more detailed incorporation clause covering many of these concerns.
iv. A typical sublease consent form is attached to this paper as Appendix 3.
v. See Appendix 4 for a broader remedies clause.
vi. See Appendix 5 for a typical clause addressing this.
vii. See Appendix 6 for a sample clause.
viii. See Appendix 7 for this type of limitation.
ix. See Appendix 8 for example.
x. See Appendix 9 for a condemnation example.
xi. See Appendix 10 for an example of such provisions.
xii. S & D Group, Inc. v. Talamas, 710 S.W.2d 680 (Tex. App. -- Corpus Christi 1986).
xiii. Liebowitz v. Bickford's Lunch System, 241 NY 489, 150 N.E. 525 (1926); Neal v. Craig Brown, Inc., 356 S.E.2d 912 (N.C. App. 1987); 39 A.L.R. 4th 824 (1985). These cases show the many gaps between the expectations of the subtenant which thought it had a viable option, with an implicit understanding that the prime tenant would exercise its renewal, and the prime tenant which wanted to preserve the flexibility to decide (or perhaps get additional consideration from the subtenant for deciding) to renew its lease based on the circumstances at that time.
xiv. Gilman v. Nemetz, 203 Cal. App. 2d 81, 21 Cal. Rptr. 317 (2d Dist. 1962). If the prime tenant has drafted the sublease renewal clause carefully to make the subtenant's rights to renew contingent upon the tenant's removal, it may voluntarily surrender the prime lease prior to the time for exercising the prime lease renewal option without liability to the subtenant. Futterman v. South African Airways, 126 Misc. 2d 90, 481 NYS 2d 283 (1984). A very few courts have gone further and found an implied obligation of the prime tenant to renew under some fact situations even when an express undertaking to renew the prime lease was not present. Northridge Hospital Foundation v. Pic 'N' Save, 232 Cal. Rptr. 329 (Cal. App. 2 Dist. 1986).
xv. See Appendix 11 for this "percentage of" approach.
xvi. See Appendix 12 for an example of this approach.
xvii. See Appendix 13 for this type of a clause.
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xviii. See Friedman on Leases, � 7.703 n. 12; Northridge Hospital Foundation, supra.
xix. See Friedman on Leases, � 7.703 n. 10.
xx. Bordwell, "English Property Reform and Its American Aspects", 37 Yale L.J. 1 (1927).
xxi. Bordwell, supra, 16-17; Friedman on Leases, � 7.703 n. 16, 18.
xxii. Metropolitan Life Insurance Co. v. Hellinger, 272 NY 24, 3 N.E.2d 621 (1936).
xxiii. Futterman v. South African Airways, supra at 481 NYS 2d 286.
xxiv. George W. Loft Realty Co. v. M.H. Harris, Inc., 174 A. 709, 712 (Court of Appeals and Errors of N.J. 1934). This case reminds us that there was another time when market rental rates dropped precipitously and the courts had to reconcile similar disputes over these lease restructuring and buy-out issues.
xxv. Friedman, supra, � 7.703 n. 6.
xxvi. Lincoln Crest Realty, Inc. v. Standard Apartment Development, 61 Wisc. 2d 4, 211 N.W. 2d 501 (1973).
xxvii. Liebowitz, supra; Neal, supra.
xxviii. Friedman on Leases, � 7.701 n. 5; Neal, supra at 916.
xxix. Liebowitz, supra, 150 N.E. at 528.
xxx. For example, Illinois requires a landlord to take "reasonable measures" to mitigate its damages. Ill. Rev. Stat., c.110, � 9-213.1.
xxxi. In the Matter of Chicago, Rock Island and Pacific Railroad Company, 860 F.2d 267, 272 (7th Cir. 1988).
xxxii. In re 48th Street Steakhouse, Inc., 835 F.2d 427 (2d Cir. 1987). The complex factual relationship between the prime tenant and the subtenant may have contributed to this result. See "From the Bankruptcy Courts", B. Weintraub & A. Resnick, 24 U.C.C.L.J. 177 (1991) and Note, "Bankruptcy and Subleases: The Depravity of Privity", 14 Cardozo Law Rev. 193 (1992).
xxxiii. 11 U.S.C. � 365(h).