Are electronic signatures legally valid?

Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent and consent are present, and the record can be retained and reproduced.

When is notarization required?

Notarization is generally not required for an ordinary service contract, but local rules may require notarization for recordation or for attachments such as deeds or some powers of attorney; verify state practice.

Who must sign on behalf of the association?

An authorized board officer or designee according to the association’s bylaws should sign; absence of authority may make the contract voidable until ratified by the board.

How do I update or amend the agreement?

Create a written amendment signed and dated by the same authorized parties, reference the original agreement date, and retain the amendment with the executed original.

What are retention requirements for these records?

Retain signed agreements for at least the contract term plus three years; IRS and other federal rules set minimum periods (IRC §6501(a); 45 CFR §164.530(j) for HIPAA records).

Is consumer consent for electronic delivery needed?

Yes for consumer-facing records in many contexts: ESIGN requires a consumer disclosure and demonstration that the recipient can access the electronic format before relying on e-signatures.

Electronic Signature
Templates
Legal
Community Manager Agreement

Community Manager Agreement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

COMMUNITY MANAGER AGREEMENT

This Community Manager Agreement (the Agreement) is made as of by and between Owner Name: with principal address (Owner), and Community Manager Name: with principal address (Manager).

RECITALS

WHEREAS, Owner owns or operates an online and/or offline community, forum, platform, social channels or membership program (the Community) requiring management, moderation, member engagement and administrative services; and

WHEREAS, Manager represents that it has the expertise, personnel and capacity to provide community management, moderation, content coordination, reporting and related services described herein; and

WHEREAS, Owner desires to retain Manager and Manager agrees to provide such services on the terms and conditions set forth in this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants set forth below, the parties agree as follows.

1. ENGAGEMENT; SCOPE OF SERVICES

1.1 Engagement. Owner engages Manager, and Manager accepts such engagement, to provide community management services as set forth in this Agreement and the Scope of Services described in Exhibit A (Scope of Services).

Exhibit A — Scope of Services

2. TERM

2.1 Initial Term. The initial term of this Agreement shall commence on (Start Date) and shall continue for a period of months unless earlier terminated in accordance with Section 11.

2.2 Renewal. This Agreement shall automatically renew for successive periods of months unless either party provides written notice of non-renewal at least days prior to the end of the then-current term.

3. COMPENSATION; PAYMENT

3.1 Fees. In consideration of the Services, Owner shall pay Manager the fees set forth below: a base monthly fee of $ and any commissions or bonuses as agreed in writing.

3.2 Invoicing and Payment. Manager shall submit invoices monthly and Owner shall pay undisputed amounts within days of receipt. Late payments shall accrue interest at a rate of % per annum to the extent permitted by law.

3.3 Expense Reimbursement. Owner will reimburse Manager for pre-approved reasonable expenses incurred in performing the Services in accordance with Owner’s written expense policy. Reimbursement requests must be supported by receipts and submitted with the applicable invoice.

Expense Policy Notes (if any)

4. INDEPENDENT CONTRACTOR; NO AUTHORITY

Manager is an independent contractor and not an employee, partner, agent or joint venturer of Owner. Manager shall have no authority to bind Owner or to incur obligations on Owner’s behalf, except as expressly authorized in writing. Manager shall be solely responsible for all taxes, insurance premiums and statutory contributions arising from compensation paid to Manager.

5. CONFIDENTIALITY

5.1 Definition. “Confidential Information” means non-public business, technical, financial, member and operational information disclosed by one party to the other that is designated confidential or that reasonably should be understood to be confidential given the nature of the information and the circumstances of disclosure.

5.2 Obligations. Each party shall (a) use Confidential Information solely for performance of this Agreement; (b) restrict disclosure to those employees, contractors or agents with a need to know and who are bound by confidentiality obligations at least as protective as those herein; and (c) take reasonable measures to protect Confidential Information from unauthorized disclosure.

5.3 Exceptions. Confidential Information does not include information that is or becomes publicly available through no breach of this Agreement, was rightfully known prior to disclosure, was developed independently, or is required to be disclosed by law provided the disclosing party is given prompt notice and opportunity to seek protective measures.

6. INTELLECTUAL PROPERTY

6.1 Ownership. To the extent arising from the performance of the Services, all materials, content, moderation notes, designs, code, data compilations and other work product created by Manager specifically for Owner (Collective Work Product) shall be deemed “work made for hire” and shall be owned exclusively by Owner. Manager hereby irrevocably assigns and transfers to Owner all right, title and interest in and to such Collective Work Product.

6.2 Preexisting IP. Manager shall retain ownership of its preexisting intellectual property. Manager grants Owner a non-exclusive, worldwide, royalty-free license to use Manager’s preexisting materials to the extent necessary for Owner to enjoy the benefit of the Collective Work Product.

7. DATA PROTECTION AND COMMUNITY RULES

7.1 Compliance. Each party shall comply with applicable data protection and privacy laws in connection with personal data processed in the course of providing the Services. Manager shall implement reasonable technical and organizational measures to protect personal data against unauthorized or unlawful processing, accidental loss, destruction or damage.

7.2 Community Policies. Manager shall enforce Owner’s published community rules and take prompt action on content or members that materially violate those rules, subject to escalation procedures agreed in Exhibit A.

8. INDEMNIFICATION; LIMITATION OF LIABILITY

8.1 Indemnification by Manager. Manager shall indemnify, defend and hold harmless Owner from and against any third-party claims, losses, liabilities, damages and expenses (including reasonable attorneys’ fees) arising out of Manager’s negligent acts, willful misconduct, breach of confidentiality, or infringement of third-party intellectual property rights in connection with the Services.

8.2 Indemnification by Owner. Owner shall indemnify, defend and hold harmless Manager from and against third-party claims arising from Owner’s content, products, or breach of third-party rights or its negligence.

8.3 Limitation of Liability. Except for each party’s indemnification obligations, willful misconduct or gross negligence, neither party shall be liable to the other for incidental, consequential, punitive or special damages. The aggregate liability of either party for direct damages arising under this Agreement shall not exceed the total fees paid or payable by Owner to Manager under this Agreement in the twelve (12) months preceding the event giving rise to the claim.

9. TERMINATION

9.1 For Cause. Either party may terminate this Agreement for material breach by the other if the breaching party fails to cure such breach within days after written notice describing the breach.

9.2 Without Cause. Owner may terminate this Agreement without cause upon days’ written notice to Manager, subject to payment for Services performed through the effective date of termination.

9.3 Effect of Termination. Upon termination, Manager shall promptly deliver to Owner all Collective Work Product, transfer credentials as necessary, and provide reasonable transition assistance as described in Section 10. Owner shall pay Manager for all undisputed fees and approved expenses earned through the effective date of termination.

10. TRANSITION ASSISTANCE

Manager shall provide transition assistance to Owner for a period of days following termination, including transferring documentation, access credentials and reasonable training of replacement personnel. Transition services shall be compensated at the standard monthly rate prorated for actual time or as otherwise agreed in writing.

11. NOTICES

All notices, requests, consents, claims, demands, waivers and other communications hereunder shall be in writing and delivered to the addresses set forth below or to such other address as a party may designate by notice in accordance with this Section.

Owner Notice Address Manager Notice Address

12. AMENDMENTS; WAIVER; COUNTERPARTS

12.1 Amendments. No amendment, modification or supplement to this Agreement shall be valid or binding unless in writing and signed by authorized representatives of both parties.

12.2 Waiver. The failure of either party to enforce any right or provision of this Agreement shall not constitute a waiver of such right or provision unless such waiver is in writing and signed by the party granting the waiver.

12.3 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original, and all of which together shall constitute one and the same instrument. Signatures delivered by electronic means shall be binding.

13. MISCELLANEOUS

13.1 Assignment. Neither party may assign this Agreement or any of its rights without the prior written consent of the other, except to a successor in interest in connection with a merger, acquisition or sale of substantially all assets.

13.2 Severability. If any provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement will continue in full force and effect and the invalid or unenforceable provision will be replaced by a mutually acceptable provision that comes closest to the parties’ intent.

13.3 Governing Law. This Agreement shall be governed by and construed in accordance with the laws of without regard to conflict of law principles.

13.4 Entire Agreement. This Agreement, including any exhibits and schedules attached hereto, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, negotiations and communications, whether oral or written.

SIGNATURES

Owner Printed Name:

By:

Date:

Manager Printed Name:

By:

Date:

What the Community Manager Agreement Is and When It Applies

A Community Manager Agreement is a written contract that defines the relationship between a community association (homeowners association, condominium board, or property owner group) and the hired manager or management company. It sets scope of services, compensation, performance standards, term and renewal, insurance and indemnity obligations, records and reporting duties, and procedures for termination or dispute resolution. The agreement can be used for onsite resident managers, regional management firms, or individual contractors and is often adapted to comply with state corporate and real property rules and governing documents such as CC&Rs or bylaws.

Why a Clear Agreement Matters

A written Community Manager Agreement reduces ambiguity about responsibilities, protects association assets, and provides enforceable remedies when duties are unmet. It clarifies billing, vendor oversight, insurance coverage, and access to financial records, helping boards meet fiduciary obligations and reducing disputes with residents and contractors.

Who Typically Prepares and Signs This Agreement

Community associations, property managers, and boards commonly use this agreement as the operational contract that governs management services.

Association boards and managers negotiating service scope and fees for community administration.
Property management companies contracting with multiple homeowner associations across jurisdictions.
Individual community managers or sole practitioners providing services to a single association.

Use this agreement whenever a manager will handle payments, vendor contracts, resident interactions, or custodial records to ensure clarity and legal protection.

Core Clauses to Include in a Professional Agreement

A complete Community Manager Agreement groups operational, financial, and legal terms so both parties know expectations and remedies.

Parties

Identify the legal names and entity types of the association and the manager, including business address and contact information for notices.

Scope of Services

Describe specific duties such as accounting, vendor procurement, maintenance coordination, resident communications, meeting attendance, and emergency response, including frequency and measurable deliverables.

Compensation

State base fees, billing cadence, permitted reimbursable expenses, limits on vendor markups, late fees, and any incentive or performance pay structures.

Term & Termination

Specify start date, renewal terms, notice periods, termination for cause or convenience, and transition duties including document handover.

Records & Reporting

Require access to financial records, monthly reporting formats, bank signatory rules, and retention responsibilities for minutes and contracts.

Liability & Insurance

Allocate responsibility for negligence, require proof of insurance and indemnity limits, and clarify when manager must carry fidelity or general liability coverage.

Essential Information to Collect in the Agreement

Association Identity: Full legal name

Manager Identity: Legal business name

Service Term: Start and end dates

Fee Schedule: Monthly or per-service

Insurance Details: Carrier and policy limits

Notice Address: Mailing and email addresses

Step-by-Step: How to Fill Out and Execute the Agreement

Follow a consistent order to reduce errors and streamline approvals: prepare, review, sign, and distribute.

01

Prepare Document: Populate parties, scope, fees, and dates.
02

Board Review: Present draft to board or legal counsel for approval.
03

Signatures: Collect authorized signatures and dates.
04

Distribution: Provide executed copies to all stakeholders.

Typical Routing and Filing Workflow

A standard execution workflow clarifies responsibilities for sending, signing, and storing the agreement.

Upload: Sender uploads final PDF or DOCX to signing platform.
Place Fields: Add signature, initial, date, and conditional fields where needed.
Execute: Signers authenticate and apply signatures in order or simultaneously.
Archive: Distribute signed copies and retain audit trail.

Configuring an Online Signing Workflow

Set up templates and signer authentication to match governance requirements and reduce signer friction.

Field Mapping	Name, date, signature fields prefilled from templates
Authentication Level	Email link, SMS code, or stronger KBA
Signing Order	Sequential or parallel signing as required
Reminders & Expiry	Automated reminders and expiration windows
Audit Trail	Enable detailed logs and timestamps

Digital Signing and Integration Considerations

Choose a platform that supports the required authentication, audit trails, and file formats used by the association.

File Formats: PDF, DOCX supported
Integrations: CRM and cloud storage
Compliance: ESIGN and UETA support

Confirm platform compatibility with accounting systems, records retention policies, and any HIPAA or state-specific authentication needs before finalizing an eSign workflow.

Comparing eSignature Vendors for Executing Community Manager Agreements

Basic vendor features relevant to executing and storing Community Manager Agreements, with signNow placed first as the initial column for comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by plan	Free trial available	Free trial available	Free trial available
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Common Mistakes to Avoid When Drafting or Signing

Using vague scope language that leaves service expectations open to dispute and increases conflict over fee adjustments.
Failing to specify the governing state and dispute resolution method, which can complicate enforcement and increase litigation costs.
Permitting signers without board authority to execute the agreement, potentially rendering the contract void or subject to ratification.
Neglecting data access and records clauses, which can prevent timely finance reconciliations and hamper audits.

Key Legal and Financial Risks of an Incomplete Agreement

Breach Liability: Exposure to damages

Invalid Signature: Contract unenforceable

Fiduciary Risk: Board may face disputes

Data Exposure: Privacy breach fines

Delayed Remedies: Longer dispute resolution

Regulatory Penalties: Statutory fines possible

Real-World Examples of Use

Two brief examples illustrate how associations and managers use a Community Manager Agreement to streamline operations and recordkeeping.

Tim Martin, Martin Properties

Community managers needed reliable execution for multiple sites

Manager used digital workflows to collect signatures quickly
"I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently."

Brian Fitzgibbons, Optica Ventures LLC

A small association required a simple contract template

Board needed an easy signing process for residents
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Practical Tips to Improve Accuracy and Enforceability

Adopt these drafting and administrative practices to reduce disputes and ensure the document serves operational needs.

Define Measurable Deliverables

Describe duties using measurable metrics and delivery dates so performance expectations are objective and enforceable, and attach service-level exhibits where appropriate.

Limit Reimbursable Expenses

Specify itemized reimbursements and required receipts to control costs and prevent unexpected billing disputes with the manager.

Require Insurance Proof

Obtain certificates of insurance and set minimum coverage limits, including fidelity bonds if financial duties are performed.

Use Version Control

Track amendments using dated rider pages and require board approval for material changes to prevent unauthorized modifications.

Frequently Asked Questions About Community Manager Agreements

Answers to common practical and legal questions encountered when preparing, signing, or updating a Community Manager Agreement.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are legally effective under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent and consent are present, and the record can be retained and reproduced.
When is notarization required?
Notarization is generally not required for an ordinary service contract, but local rules may require notarization for recordation or for attachments such as deeds or some powers of attorney; verify state practice.
Who must sign on behalf of the association?
An authorized board officer or designee according to the association’s bylaws should sign; absence of authority may make the contract voidable until ratified by the board.
How do I update or amend the agreement?
Create a written amendment signed and dated by the same authorized parties, reference the original agreement date, and retain the amendment with the executed original.
What are retention requirements for these records?
Retain signed agreements for at least the contract term plus three years; IRS and other federal rules set minimum periods (IRC §6501(a); 45 CFR §164.530(j) for HIPAA records).
Is consumer consent for electronic delivery needed?
Yes for consumer-facing records in many contexts: ESIGN requires a consumer disclosure and demonstration that the recipient can access the electronic format before relying on e-signatures.

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