Can this be signed electronically?

Yes. Electronic signatures are enforceable in the United States under the ESIGN Act and state e-signature laws like UETA when intent, consent, attribution, and record retention requirements are met. Ensure consumer disclosure procedures where applicable.

Who must sign on behalf of a company?

An authorized officer, manager, or other person with delegated signature authority should sign. Confirm corporate authorization via a board resolution or signing authority policy to avoid enforceability issues.

Is notarization required?

Not usually for a facilities services contract. Notarization is generally reserved for deeds, powers of attorney, and certain statutory filings. Check state rules if a particular clause requests notarized acknowledgment.

How do I amend the agreement?

Use a written amendment signed by all parties referencing the original agreement and amendment effective date. Track amendment versions and keep executed copies with the original.

What if a vendor fails SLA targets?

Follow the remedies in the SLA—typically cure periods, service credits, or terminated procurement rights. Document breaches and communications; retain performance reports for dispute resolution.

How long should I keep executed copies?

Retain executed agreements for the contract term plus a recommended post-termination period (commonly 7 years); verify retention for tax, warranty, and industry-specific rules such as HIPAA or SEC where applicable.

Electronic Signature
Templates
Miscellaneous
Facilities Management Agreement

Facilities Management Agreement

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

FACILITIES MANAGEMENT AGREEMENT

This Facilities Management Agreement ("Agreement") is entered into as of (the "Effective Date"), by and between:

Owner / Client Name: Owner / Client Address: Primary Contact (Owner): Facilities Manager Name: Manager Address: Primary Contact (Manager):

RECITALS

WHEREAS, Owner operates or controls the facility(ies) identified herein and desires to engage Manager to provide facilities management services in accordance with the terms of this Agreement; and

WHEREAS, Manager represents that it has the skill, experience, personnel and resources necessary to perform the scope of services described in this Agreement and agrees to perform such services in a timely, professional and workmanlike manner; and

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

SCOPE OF WORK

Manager shall provide facilities management services for the Facility(ies) described below. Manager's responsibilities shall include routine operations, preventive maintenance, corrective repairs, vendor coordination, safety compliance monitoring, and reporting as specified in this Agreement and as documented in Owner-approved schedules and task lists.

Facility Description / Address(es): Detailed Scope:

Additional Services (select all that apply): Cleaning & janitorial Preventive maintenance Security & access control Grounds and landscaping

PAYMENT TERMS

Owner shall pay Manager for services performed under this Agreement in accordance with the following terms.

Base Management Fee (per period): Payment Schedule: Invoices Payable To (Name / Address): Late Payment Fee:

Manager will submit itemized invoices in accordance with the payment schedule. Owner must notify Manager in writing of any disputed invoice amount within ten (10) business days of receipt; undisputed amounts remain payable and late charges apply as set forth above.

TERM AND TERMINATION

This Agreement shall commence on and continue until unless earlier terminated as provided herein.

Renewal Terms / Extension: Notice Period for Termination (days):

Either party may terminate this Agreement for material breach by the other party if the breaching party fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach. Termination for convenience by Owner prior to the end of the Term shall require thirty (30) days' written notice and payment of any unpaid fees and reasonable wind-down costs.

CONFIDENTIALITY

Manager shall hold in strict confidence all non-public information and records of Owner received in the course of performance and shall not disclose such Confidential Information to any third party except to the extent required by law or as necessary to perform the services hereunder. Manager shall implement commercially reasonable safeguards to prevent unauthorized disclosure and shall ensure that its employees and subcontractors are bound by confidentiality obligations consistent with this Section.

Acknowledgment of Confidentiality (check to confirm): Manager acknowledges and agrees to the confidentiality obligations above

INSURANCE, INDEMNITY AND LIABILITY

Manager shall, at its expense, maintain insurance of commercially reasonable types and limits for services performed, including general liability, workers' compensation and automobile liability as applicable. Manager shall provide proof of insurance upon reasonable request.

Manager agrees to indemnify, defend and hold harmless Owner, its officers, directors and employees from and against any claims, losses, damages, liabilities or expenses arising out of Manager's negligence, willful misconduct or breach of this Agreement, except to the extent caused by Owner's gross negligence or willful misconduct. The parties' liability to each other under this Agreement shall be limited to direct damages; in no event shall either party be liable for consequential, incidental, punitive or special damages.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state of , without regard to its conflicts of laws principles.

ENTIRE AGREEMENT

This Agreement, including any attachments, schedules or statements of work executed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements, negotiations and understandings, whether oral or written. Any amendment or modification to this Agreement must be in writing and signed by authorized representatives of both parties.

MISCELLANEOUS

Notices required under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as a party may designate in writing. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Additional Provisions / Notes:

Owner / Client:

By:

Date:

Facilities Manager:

By:

Date:

What a Facilities Management Agreement Covers

A Facilities Management Agreement is a contractual document that defines services, responsibilities, performance standards, billing, and access rights between a property owner (or corporate client) and a facilities manager or service provider. Typical clauses cover scope of maintenance, preventive schedules, response times, corrective repairs, subcontracting, insurance, indemnity, recordkeeping, reporting, and termination. The agreement can specify key performance indicators (KPIs), service-level agreements (SLAs), invoicing cadence, and remedies for nonperformance. In the United States these agreements can be executed electronically consistent with ESIGN and state e-signature laws.

Why a Clear Agreement Protects Operations

A well-drafted Facilities Management Agreement reduces disputes, clarifies responsibility for maintenance and safety, sets measurable response standards, and establishes predictable costs and reporting channels for owners and managers.

Who Typically Prepares and Signs This Agreement

Typical parties include commercial property owners, facility management companies, and service subcontractors involved in maintenance, security, or operations.

Property owners and landlords who delegate day-to-day facility upkeep and vendor management.
Third-party facility managers handling maintenance, janitorial, HVAC, security, and groundskeeping.
Service contractors and vendors engaged to perform specific tasks under the manager’s supervision.

Clear role definitions help avoid later disputes and ensure the right person signs with proper authority.

Core Clauses That Every Agreement Should Include

These six elements form the backbone of a professional Facilities Management Agreement and reduce ambiguity about responsibilities, performance, and costs.

Scope of Services

A precise description of included and excluded services, work schedules, expected frequencies, and deliverables to avoid scope creep and billing disputes.

Term & Renewals

Start and end dates, automatic renewal terms, and notice periods for nonrenewal or termination to manage long-term commitments and budget planning.

KPIs & SLAs

Measurable performance targets (response times, uptime, task completion rates) with remedies, credits, or service plans tied to missed SLAs.

Pricing & Billing

Fee structure (fixed, unit-based, or time-and-materials), invoicing frequency, payment terms, and pass-through costs for parts or subcontractors.

Insurance & Indemnity

Required insurance limits, additional insured status, and indemnification language allocating risk for property damage, bodily injury, and third-party claims.

Termination & Remedies

Grounds for early termination, cure periods, transition assistance, and post-termination obligations for records and property access.

Step-by-Step: From Draft to Signed Agreement

Follow this simple sequence to prepare, approve, and store a Facilities Management Agreement with minimal delay.

01

Prepare Draft: Assemble scope, exhibits, and insurance certificates.
02

Internal Review: Legal and operations verify terms and costs.
03

Obtain Signatures: Execute in correct order with authorized signers.
04

Distribute & Archive: Share executed copies and preserve records securely.

Digital Workflow Settings for Electronic Completion

Configure these settings before sending the agreement to streamline routing and ensure auditability.

Field	Configuration
Document Template	Use a locked template with editable exhibits only
Approval Order	Set signer sequence: Owner → Manager → Contractor
Authentication	Email plus SMS code for critical signers
Notifications	Automate reminders at 3 and 7 days

Typical eSigning Flow for Facilities Agreements

Electronic execution reduces turnaround and creates an auditable trail; configure authentication to match contract risk.

Upload Document: Start with validated template PDF or DOCX
Assign Fields: Place signature, initials, and date fields
Send to Signers: Email or secure link in signer order
Audit Capture: Platform records timestamps and IP addresses

Technical Considerations for Digital Execution

Choose a platform that supports secure eSignatures, audit trails, and integrations you use for contract management.

Integrations: Salesforce, NetSuite, Google Workspace
Document Types: PDF, DOCX, HTML
Security: TLS in transit, AES-256 at rest

eSignature Vendor Pricing Snapshot

Compare common plan-level features and starting prices for widely used eSignature providers; signNow is listed first per platform comparison guidelines.

	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	No	No	Yes, limited	Yes, limited
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

Security and Compliance Controls to Include or Verify

Encryption: TLS 1.2/1.3; AES-256 at rest

Audit Trail: Timestamped actions and signer metadata

Certifications: SOC 2 Type II; ISO 27001

HIPAA: BAA required for PHI handling

21 CFR Part 11: Support for FDA-regulated records

Access Controls: SSO, role-based permissions

Risks and Potential Consequences of Contract Errors

Data Breach: Regulatory fines and remediation costs

Service Failure: Operational disruption and tenant claims

Noncompliance: Fines for regulated industries

Misfiled Agreement: Lost warranty or dispute evidence

Ambiguous Scope: Costly change orders and disputes

Invalid Signature: Enforceability challenges in court

Common Preparation Errors to Avoid

Vague scope language that omits specific tasks, frequencies, or locations often leads to disputes and unplanned expense allocations between owner and manager.
Missing or insufficient insurance and indemnity clauses create exposure when contractors perform hazardous tasks or cause third-party damage at a site.
Failure to define KPIs and remedies leaves performance issues unresolved and increases administrative overhead for tracking and enforcing obligations.
Using inconsistent party names, unsigned exhibits, or undated signatures undermines enforceability and complicates audit and renewal processes.

Real-World Examples of Facilities Agreements in Use

These concise case examples show how organizations applied standardized agreements to reduce friction and improve accountability.

Martin Properties

A property manager centralized maintenance across a multi-site portfolio to standardize response protocols and invoicing.

Reduced turnaround time and improved compliance.
"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."

Optica Ventures LLC

A small commercial landlord standardized vendor contracts and performance metrics to shorten onboarding and reporting cycles.

Simplified vendor onboarding and reporting.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Key Dates and Notice Periods to Include

Specify dates and recurring timeframes clearly to avoid ambiguity around commencement, billing, and renewal obligations.

Effective Date:

MM/DD/YYYY; when obligations begin

Service Start:

Date services commence after mobilization

Billing Cycle:

Monthly or quarterly invoicing schedule

Reporting Frequency:

Weekly or monthly performance reports

Renewal Notice:

60–90 days prior written notice typical

Milestones from Negotiation to Ongoing Management

Track these milestone stages to coordinate approvals, mobilization, and periodic reviews over the contract life.

01

Negotiation

Finalize scope, pricing, and KPIs with stakeholders

02

Execution

Obtain authorized signatures and confirm insurance

03

Mobilization

Vendor ramps resources and starts scheduled services

04

Periodic Review

Quarterly or annual SLA review and adjustments

Frequently Asked Questions

Answers to common questions about execution, signatures, and post-signature tasks for Facilities Management Agreements.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are enforceable in the United States under the ESIGN Act and state e-signature laws like UETA when intent, consent, attribution, and record retention requirements are met. Ensure consumer disclosure procedures where applicable.
Who must sign on behalf of a company?
An authorized officer, manager, or other person with delegated signature authority should sign. Confirm corporate authorization via a board resolution or signing authority policy to avoid enforceability issues.
Is notarization required?
Not usually for a facilities services contract. Notarization is generally reserved for deeds, powers of attorney, and certain statutory filings. Check state rules if a particular clause requests notarized acknowledgment.
How do I amend the agreement?
Use a written amendment signed by all parties referencing the original agreement and amendment effective date. Track amendment versions and keep executed copies with the original.
What if a vendor fails SLA targets?
Follow the remedies in the SLA—typically cure periods, service credits, or terminated procurement rights. Document breaches and communications; retain performance reports for dispute resolution.
How long should I keep executed copies?
Retain executed agreements for the contract term plus a recommended post-termination period (commonly 7 years); verify retention for tax, warranty, and industry-specific rules such as HIPAA or SEC where applicable.

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