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Entrance Fee Agreement

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ENTRANCE FEE AGREEMENT

This Entrance Fee Agreement ("Agreement") is entered into as of by and between Community Name: , a provider of residential and care services whose principal place of business is located at (hereinafter "Operator"), and Resident Name: , currently residing at (hereinafter "Resident"). Operator and Resident are each a Party and together the Parties.

RECITALS

WHEREAS, Operator owns and operates a residential community offering housing, amenities and certain care or support services for eligible persons; and

WHEREAS, Resident desires to obtain a right of occupancy and access to community services in exchange for payment of an entrance fee and compliance with the terms of this Agreement; and

WHEREAS, the Parties intend that the entrance fee payment will secure the Resident's right to occupy the assigned unit subject to the terms set forth herein.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the Parties agree as follows:

1. DEFINITIONS

In this Agreement, unless the context otherwise requires: "Entrance Fee" means the gross amount payable by Resident under Section 2; "Net Refund" means the amount, if any, payable to Resident or Resident's estate upon termination or resale as computed in Section 5; "Unit" means the residential accommodation described in Section 3.

2. ENTRANCE FEE PAYMENT

2.1 Entrance Fee Amount. Resident shall pay to Operator an Entrance Fee in the principal amount of (the "Entrance Fee").

2.2 Payment Terms. The Entrance Fee shall be paid as follows: Deposit of upon execution of this Agreement, with the balance due in full on or before . Operator may retain interest earned on funds prior to application.

2.3 Security Interest. To secure obligations under this Agreement, Resident grants Operator a security interest in any refundable portion of the Entrance Fee and any rights thereto, to the extent permitted by applicable law.

3. RIGHT TO OCCUPANCY

3.1 Unit Assignment. Operator shall assign to Resident the Unit described as .

3.2 Occupancy Date and Term. Resident shall be entitled to occupy the Unit commencing on and continuing for the Resident's lifetime or until earlier termination under this Agreement.

4. SERVICES, MAINTENANCE AND FEES

4.1 Services Included. Operator shall provide the following services as part of the Entrance Fee and ongoing service fee obligations:

4.2 Monthly Service Fee. Resident shall pay a monthly service fee for routine services and utilities in the amount of , payable in advance on the first day of each month.

5. RESALE, REFUND AND NET REFUND CALCULATION

5.1 Refund Policy. The Entrance Fee shall be refundable non-refundable. If refundable is selected, the Parties agree that the Net Refund shall be calculated as provided in Section 5.2.

5.2 Net Refund Formula. If applicable, upon termination of occupancy and following resale of the Unit, the Net Refund payable to Resident or Resident's estate shall equal the Entrance Fee multiplied by (expressed as a decimal), less any amounts due to Operator for unpaid service fees, repairs for damage caused by Resident beyond reasonable wear and tear, and any unpaid obligations under this Agreement. The obligation to pay a Net Refund is conditioned upon resale of the Unit at fair market value.

5.3 Refund Period. The Parties acknowledge that resale and refund events may occur over time and that Operator shall make commercially reasonable efforts to resell the Unit promptly. The refund calculation period shall be years for purposes of certain promotional refund guarantees, if any.

6. DEFAULT, REMEDIES AND TERMINATION

6.1 Events of Default. Resident shall be in default if Resident fails to pay any fee when due, materially breaches a covenant under this Agreement, engages in conduct that endangers others or the Unit, or otherwise fails to cure a breach within days after written notice from Operator.

6.2 Remedies. Upon an Event of Default, Operator may pursue any remedies available at law or in equity, including termination of occupancy, eviction where permitted by law, setoff against any refundable amounts, and recovery of damages.

7. TRANSFER AND ASSIGNMENT

7.1 Assignment by Resident. Resident may not assign or transfer Resident's rights under this Agreement except as expressly permitted in writing by Operator. Any attempted assignment without consent shall be void.

7.2 Assignment by Operator. Operator may assign its rights and obligations under this Agreement, provided that any assignee assumes Operator's obligations hereunder in writing and provides written notice to Resident.

8. NOTICES

Notices shall be in writing and delivered personally, by certified mail (return receipt requested), or by overnight courier to the addresses set forth above or to such other address as either Party may designate by written notice. Notice shall be effective upon receipt.

9. AMENDMENTS; WAIVER

This Agreement may be amended only by a written instrument signed by both Parties. No waiver of any breach shall be effective unless in writing; a waiver of one breach shall not constitute a waiver of any other breach.

10. GOVERNING LAW; DISPUTE RESOLUTION

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to its conflict of laws principles. Any dispute arising out of or related to this Agreement shall be resolved as follows: the Parties shall first attempt good faith negotiation; if unresolved, the Parties may pursue mediation or litigation as permitted by applicable law.

11. ENTIRE AGREEMENT; SEVERABILITY

11.1 Entire Agreement. This Agreement, together with any exhibits or addenda executed by the Parties, constitutes the entire agreement between the Parties regarding the Entrance Fee and the matters addressed herein and supersedes all prior agreements and understandings, oral or written.

11.2 Severability. If any provision of this Agreement is determined to be invalid or unenforceable under applicable law, such provision shall be modified to the extent necessary to render it valid and enforceable or, if modification is not possible, severed, and the remaining provisions shall remain in full force and effect.

12. MISCELLANEOUS

12.1 Counterparts. This Agreement may be executed in counterparts, each of which shall be deemed an original and all of which constitute one instrument. Signatures delivered by electronic means shall be effective as originals.

12.2 Interpretation. Headings are for convenience only and shall not affect interpretation. The words "includes" and "including" shall be construed without limitation.

Operator (Community) - Printed Name:

By:

Date:

Resident - Printed Name:

By:

Date:

Enter text✕

What an Entrance Fee Agreement Covers

An Entrance Fee Agreement is a binding contract used most often by housing providers and membership organizations to document an upfront payment that secures occupancy, access to services, or long-term membership rights. The agreement identifies the parties, the precise entrance fee amount, payment timing, refund or forfeiture rules, services included, and any residency or membership conditions. It may also allocate responsibility for ongoing fees, maintenance, tax reporting, and dispute resolution. When executed correctly the document defines financial obligations and triggers the obligations of both provider and payor.

Why a Clear Entrance Fee Agreement Matters

A well‑drafted Entrance Fee Agreement reduces disputes by documenting payment terms, refund mechanics, included services, and occupancy conditions in clear, enforceable language. It protects both payor and provider by assigning risks and remedies and supports accurate financial and tax reporting.

Why a Clear Entrance Fee Agreement Matters

Who Typically Prepares or Signs an Entrance Fee Agreement

Each signer should confirm identity, review refund and service language, and retain a fully executed copy for records.

  • Continuing care or retirement community operators and administrators who manage admissions and refunds.
  • Prospective residents or members and their legal representatives, who secure occupancy and confirm payment terms.
  • Real estate and trust attorneys who review financial terms and advise on tax or estate implications.

Core Elements to Include in the Agreement

A professional Entrance Fee Agreement groups essential terms into clear sections so obligations and remedies are easy to find and interpret.

Parties

Full legal names and entity types for provider and payor; include authorized signers and contact information.

Entrance Fee

Exact amount, payment method, any installment schedule, escrow instructions, and conditions for acceptance of funds.

Refund/Forfeit Policy

Precise refund triggers, timeframes, deductions, and forfeiture events; define any pro rata or administrative fees.

Services Included

List housing, care, amenities, or membership benefits included in exchange for the entrance fee.

Term & Occupancy

Start date, occupancy rights, transferability, subletting rules, and conditions that end residency or membership.

Default & Remedies

Provider and resident remedies for nonpayment, breach, and dispute resolution including governing law and venue.

Step-by-Step: Completing an Entrance Fee Agreement

Follow these sequential steps to reduce errors and finalize the agreement promptly.

  • 01
    Gather documents: Collect IDs, proof of funds, and governing entity documents before drafting.
  • 02
    Define terms: Specify fee amount, services included, refund mechanics, and occupancy dates.
  • 03
    Review with counsel: Have legal counsel or compliance review tax and transfer provisions as needed.
  • 04
    Execute and store: Obtain all signatures, notarization if required, and save the final executed copy.

Typical Online Workflow Settings

Configure the online signing workflow to match required authentication and storage policies.

Field Configuration
Signature Order Specify signer sequence to ensure required acknowledgements occur in order.
Authentication Level Use email link or SMS code; require KBA or ID proofing for higher assurance.
Expiration Window Set link expiration to reduce risk of stale consent after a set number of days.
Save Location Route final PDF to cloud storage with versioning and access controls.

How Electronic Completion and Delivery Typically Works

Online signing follows a common sequence from document upload to final storage and audit logging.

  • Upload: Provider uploads the agreement template or draft PDF.
  • Place fields: Add signature, date, and initial fields where required.
  • Send link: Generate secure signing link or send email invitations to signers.
  • Capture audit: System records timestamps, IP, and actions in the audit trail.

Technical and Platform Considerations for eSigning

Choose a platform that supports the required file formats, authentication, and integrations for your workflow.

  • File formats: PDF, DOCX, and HTML are commonly supported for templates.
  • Integrations: Connectors for Salesforce, NetSuite, Microsoft 365, and Google Workspace streamline routing.
  • Authentication: Options include email links, SMS codes, KBA, and advanced signer verification.

Confirm the provider’s compliance posture and whether a BAA, SOC 2 report, or 21 CFR Part 11 support is needed.

Key Timing and Deadline Considerations

Track payment, cancellation, and notice deadlines precisely; those dates affect refunds, occupancy, and tax reporting.

Payment due date:

Typically due at acceptance or move‑in; specify time and timezone.

Refund request period:

Contract should state exact days (e.g., 30 days) and refund calculation method.

Occupancy commencement:

Define move‑in date that triggers ongoing fee obligations and service access.

Notice to terminate:

Require written notice deadline and delivery method for termination or transfer.

Record retention start:

Retention begins on effective date or execution date as specified.

Milestones from Offer to Occupancy

A clear milestone timeline prevents misunderstandings about payments, service start, and document finalization.

01

Offer Accepted

Provider and payor sign the agreement and confirm fee amount.

02

Funds Transferred

Entrance fee paid per agreed method and cleared for acceptance.

03

Move-In

Occupancy begins and included services become available.

04

Post-occupancy Review

Provider confirms account setup and any prorated adjustments.

Common Preparation Errors to Avoid

  • Using informal or ambiguous refund language that leads to differing interpretations and disputes.
  • Failing to confirm legal names and signatory authority, which can void enforcement or delay tax reporting.
  • Skipping notarization or witness steps where state law or institutional policy requires them for transferability.
  • Neglecting to record or retain the executed agreement and audit trail for the legally required retention period.

Security and Compliance Elements to Include

Encryption: TLS 1.2/1.3; AES-256 at rest.
Access controls: Role-based permissions; audit logs.
Audit trail: Timestamp, IP, action history.
HIPAA readiness: BAA available when PHI involved.
21 CFR Part 11: Support for FDA-regulated records as needed.
Authentication: SMS, KBA, SSO options.

Penalties and Legal Risks of Incomplete or Incorrect Agreements

Breach damages: Monetary liability for contract violations.
Forfeiture exposure: Misstated refund terms may lead to forfeited sums.
Tax consequences: Incorrect reporting can trigger IRS review.
Backup withholding: 24% withholding for incorrect TINs.
Notarization defects: Missing notarization may impair recordability.
Regulatory fines: Failure to follow statutes or consumer disclosures.

eSignature Vendor Comparison for Executing Entrance Fee Agreements

Compare core plan pricing and key features that affect high-assurance agreements and recordkeeping; signNow is listed first for parity across columns.

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 Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-World Examples of Electronic Agreement Use

Organizations across real estate and property management use electronic signatures to finalize financial agreements and admissions faster.

Martin Properties

Tim Martin found online execution eliminated paper handling delays

  • He noted mobile and offline signing capabilities eased closings
  • He reported being able to process and execute documents online with compliance and security across devices, improving turnaround and recordkeeping.

Optica Ventures

Optica's team adopted online signing to simplify customer interactions

  • The interface reduced friction for clients signing complex forms
  • The COO said the interface is simple and easy-to-use for both staff and customers, improving completion rates.

FAQs and Troubleshooting for Entrance Fee Agreements

Common questions focus on enforceability, notarization, signature authority, and recordkeeping for disputes.


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