Short answer: the lease is a register item with four dates (option exercise window opens, option window closes, rent review, expiry), and the warnings go to the owner at 180, 90 and 30 days because the notice periods are long.
Why it is missed
Licences renew every year and everyone expects them. A lease option comes up once in five years, the notice period is written in a clause nobody has read since signing, and the landlord has no obligation to remind you. Missing the window means either losing the premises or negotiating from nothing.
What to record
Premises, landlord and agent contacts, commencement and expiry, option periods and the exact notice window for each, rent review dates and method (CPI, market, fixed), outgoings reconciliation date, make-good obligations, bank guarantee or bond amount and where it is held, and the insurance the lease requires you to hold.
The workflow
Longer warnings than anything else in the register: 180 days for option windows, 90 for rent reviews, 30 for outgoings. The document copy is the signed lease, stored beside the row. Multi-site businesses get one row set per premises.
Do it once, properly
Stewart Systems builds this as part of the Register, in your own Google Drive or OneDrive, with the phone form and the warnings, usually live within one to two weeks. Free template · Full industry guide · Get a price for your business
Written by Christian Stewart, Stewart Systems, Wollongong. Published 2026-09-29. Records and flags, not legal, WHS or insurance advice; rules change, check the regulator for the current one.