Total Capital Items

Definition of Total Capital Items

In the field of commercial mortgages, Total Capital Items refers to the aggregate cost of long-term improvements, replacements, and major repairs intended to extend the useful life of a property or increase its value. Unlike standard operating expenses—which cover day-to-day costs like utilities or cleaning—Capital Items represent significant investments in the physical structure and systems of the asset. These are often categorized as Capital Expenditures (CapEx) on a property’s financial statement.

Detailed Description and Components

Lenders scrutinize Total Capital Items during the underwriting process to determine the true Net Cash Flow of a property. Because these expenses are often large and occur irregularly, they can significantly impact a borrower’s ability to service debt. Total Capital Items typically include the following categories:

• Building Envelope and Structure: This includes major costs such as roof replacement, masonry repair (pointing), window replacements, and structural foundation work.
• Mechanical Systems: Large-scale upgrades or replacements of HVAC units, boilers, elevators, and plumbing or electrical systems.
• Site Improvements: Significant exterior work such as repaving a parking lot, replacing concrete walkways, or installing new perimeter fencing and security gates.
• Tenant Improvements (TI): In many commercial sectors, such as office or retail, the cost of building out a space to meet a specific tenant's requirements is considered a capital item.
• Leasing Commissions (LC): Fees paid to brokers to secure new tenants are often bundled into the capital budget because they are costs associated with securing long-term income-producing assets (the lease).

Significance in Commercial Lending

From a commercial mortgage perspective, the Total Capital Items figure is essential for calculating the Replacement Reserve. Lenders will often "normalize" these costs by calculating an annual reserve amount (e.g., $0.20 per square foot) to ensure the property remains competitive and functional over the life of the loan.

If the Total Capital Items are high and have not been properly budgeted, it can lower the Debt Service Coverage Ratio (DSCR), as the lender must subtract these anticipated costs from the Net Operating Income (NOI) to arrive at the Net Cash Flow after Reserves. A property with a high history of capital items may indicate "deferred maintenance," which could lead to stricter loan terms or a requirement for the borrower to fund a capital reserve account at closing.

Understanding the distinction between routine maintenance and Total Capital Items is vital for any commercial real estate investor. While maintenance keeps a property operational, capital items represent the essential reinvestment required to preserve the collateral value of the mortgage.