Is an electronic signature valid?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws (where adopted). Ensure intent, consent, attribution, and retrievability to meet legal requirements.

Do I need a notary or witnesses?

It depends on the relying party and state law. Some banks or vendors require notarization or witnesses; for deeds or conveyances notarization is usually required. Check state requirements and the third party’s acceptance rules before execution.

Can the agent open bank accounts?

Only if the statement explicitly grants authority and the bank accepts the form; many banks also require corporate resolutions and ID verification. Confirm bank procedures early to avoid rejected account setups.

What supporting documents help?

Attach entity formation docs, corporate or LLC resolutions, agent license numbers, and a copy of the agent’s ID to speed acceptance by banks, vendors, and insurers.

How to correct a signed error?

If a signed form contains a substantive error, execute an amendment or a replacement signed by all parties. Minor clerical errors may be corrected by an initialed amendment with date.

How long keep executed copies?

Retain executed statements for the duration of the term plus several years. See IRS records guidance (IRC §6501(a)) and, for healthcare records, HIPAA retention rules (45 CFR §164.530(j)).

Electronic Signature
Templates
Real estate
Managing Agent Statement Form

Managing Agent Statement Form

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

MANAGING AGENT STATEMENT FORM

Managing Agent and Owner Identification

Managing Agent Name:

Managing Agent Contact Managing Agent License / ID

Owner Name:

Owner Contact

Property Identification

Property Address

Parcel / APN Number:

Legal Description

Statement Period

Statement Period From: To:

Financial Summary

Gross Rent Collected: $

Other Income (late fees, pet fees, other): $

Total Income: $

Itemized Expenses / Disbursements (attach receipts)

Total Expenses: $

Management Fees and Reserves

Management Fee Rate: Fee Amount: $

Reserve Withheld This Period: $

Net Remittance to Owner: $

Security Deposits and Trust Funds

Security Deposits Held: Total Security Deposit Amount: $

Trust / Bank Account Where Funds Are Held

Attachments and Supporting Documents

Rent Roll Receipts / Invoices Bank Statement

Disclosures and Notices

Has the managing agent, to its knowledge, discovered any material defects, prior damage or unreported liabilities at the property during this period? Yes No

If yes, describe actions taken and any estimated cost:

Certifications, Indemnity and Remedies

The Managing Agent certifies that, to the best of its knowledge and belief, the amounts set forth in this statement are true, complete and accurately reflect all receipts, disbursements and funds held in trust relating to the property for the period identified above. Managing Agent further certifies that funds identified as trust or security deposits are being held in a designated account in accordance with applicable fiduciary obligations.

The Owner shall review this statement and notify the Managing Agent in writing of any dispute within 30 days of receipt. Absent timely written objection, the statement shall be deemed accepted and final. Managing Agent agrees to indemnify and hold Owner harmless from claims arising from Managing Agent's gross negligence or willful misconduct in the performance of duties under the management agreement.

Governing Law: This statement, including any disputes arising herefrom, shall be governed by the laws of the state in which the property is located. This statement constitutes the entire accounting for the period stated and supersedes any prior informal notices or statements for that period.

Additional Remarks

Owner Printed Name:

By:

Date:

Managing Agent Printed Name:

By:

Date:

What the Managing Agent Statement Form Is and when it matters

The Managing Agent Statement Form documents the appointment, authority, and responsibilities of a managing agent who will act on behalf of a property owner or owner entity. Typical uses include residential and commercial property management, condominium or HOA administration, rent collection authorization, vendor contracting authority, and bank remittance instructions. The form records parties, property identification, term dates, fee structure or commission, permitted actions, and signature blocks so third parties, banks, vendors, and tenants can rely on the agent’s delegated authority.

Why a clear Managing Agent Statement protects owners and third parties

A well‑drafted Managing Agent Statement reduces disputes by setting explicit authority limits, payment flows, and reporting expectations, making it easier for tenants, vendors, and financial institutions to verify agent authority.

Who commonly completes and relies on this form

Keep a signed copy where the owner, agent, and key contractors can access it and attach supporting evidence such as corporate resolutions or licensing documentation.

Property owners and landlords who appoint an outside manager or management company to handle leasing, maintenance, or finances.
Licensed property managers and management companies acting as the named managing agent for a specific property or portfolio.
Banks, vendors, and tenants that require written confirmation before accepting payments, executing maintenance contracts, or making trust-account deposits.

Typical signatories and their roles

Owner / Landlord

Name and title of the entity or individual granting authority. Include organizational capacity (e.g., LLC member, corporate officer). The signature confirms delegation of the specified management powers and accepts liability for agent actions within the documented authority.

Managing Agent

Individual or company authorized to manage the property. Provide business name, license number if required, contact details, and a statement of acceptance. The agent’s signature accepts fiduciary duties, reporting responsibilities, and the fee schedule described on the form.

Core sections every professional Managing Agent Statement should include

A concise but complete form reduces ambiguity. Each core section below should be present, unambiguous, and cross‑referenced to supporting documents where applicable.

Parties

Full legal names for owner(s), managing agent, and any authorized signers. For entities include the state of formation and the title of the signing officer.

Property Details

Street address, unit or parcel identifiers, and any legal description needed to remove doubt about which asset is managed.

Scope of Authority

Clear list of permitted actions (rent collection, contracting, evictions, vendor hiring) and explicit exclusions to avoid overreach.

Compensation

Fee schedule, commission rates, payment timing, and reimbursement rules for expenses and third‑party invoices.

Term and Termination

Effective date, renewal terms, and required notice periods for termination; specify handling of security deposits and final accounting.

Signatures and Acknowledgments

Signature blocks for owner and agent, signature dates, printed names, titles, and any notary or witness lines required by local law.

Required data fields at a glance

Agent Name: Full legal name

Owner Name: Full owner or entity name

Property Address: Street, city, state, ZIP

Term Dates: Start and end dates

Fee Details: Commission or flat fee

Signature: Signed and dated

Step-by-step: completing the Managing Agent Statement

Follow these four steps to prepare a complete, enforceable statement and reduce back‑and‑forth with counterparties.

01

Collect documents: Gather owner resolution, agent license, and property ID.
02

Populate form: Enter names, addresses, term, fees, and bank instructions.
03

Review and attach: Attach supporting corporate or licensing documents.
04

Sign and distribute: Execute by required signers and share certified copies.

Configuring an online workflow for this form

When using an eSignature platform, set up fields and authentication to match the document’s legal sensitivity and the recipients’ roles.

Authentication Level	Email + SMS code or ID verification for bank or vendor reliance
Required Fields	Mark agent, owner, effective date, fees, and signature as mandatory
Conditional Fields	Show bank details only if direct deposit is selected
Template Naming	Use consistent naming (PropertyName_ManagingAgentStatement) for reuse
Notifications	Notify owner, agent, and accounting when signed

How electronic completion and distribution typically works

Online completion streamlines signature, verification, and storage while preserving an audit trail for later reliance.

Upload: Sender uploads the completed PDF or template.
Place fields: Add signature, initial, date, and conditional fields.
Send to signers: Signers receive secure link or email invitation.
Receive executed: System issues signed copy and audit certificate.

Technical considerations for eSubmission and platform choice

Ensure the provider offers retention, export, and chain‑of‑custody logs to satisfy banks, auditors, and legal reviewers.

Authentication options: Email, SMS OTP, or ID verification
Integrations: Salesforce, NetSuite, Microsoft 365 supported
File formats: PDF and DOCX accepted

Commercial pricing snapshot for common eSignature plans

Basic vendor pricing and capability signals used when choosing an eSignature provider for routine property management documents; confirm plan details with each vendor.

	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	Varies	Varies	Varies
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	Varies	Varies

Practical tips for accurate and efficient completion

Follow these best practices to reduce errors, speed acceptance by banks and vendors, and limit future disputes.

Use full legal names

Always use the owner’s and agent’s exact legal names to avoid rejected bank setups or contract challenges; include titles and entity formation state where applicable.

Attach supporting authorizations

If the owner is an entity, attach a board resolution or operating agreement excerpt authorizing the signer to delegate management powers.

Specify fee mechanics

Define fee percentages, timing, and reimbursement processes to prevent later billing disputes and to simplify accounting reconciliation.

Confirm acceptance rules

Check with banks and primary vendors in advance for any notarization, witness, or authentication requirements before sending the executed form.

Common pitfalls to avoid when preparing the statement

Using abbreviated names or nicknames that do not match bank or corporate records, which can delay vendor setups or bank acceptance.
Leaving the scope vague (for example, 'manage property') rather than enumerating specific powers like lease execution or eviction initiation.
Failing to attach corporate resolutions or agent licenses when the agent is a company, which leads to requests for additional documentation.
Neglecting to confirm whether notarization or witnesses are required by a relying third party, causing last‑minute execution problems.

Risks and legal consequences of an incomplete or incorrect statement

Contract disputes: May invalidate agent actions

Bank refusal: Banks may reject account or ACH setups

Vendor nonpayment: Vendors may refuse invoices absent clear authority

Liability exposure: Owner may be liable for unauthorized acts

Regulatory risk: Licensing authorities may penalize unlicensed management

Recordkeeping gaps: Missing documentation complicates audits

Real‑world scenarios showing how the form is used

These examples illustrate typical business situations where a Managing Agent Statement clarified authority and reduced friction.

Small Portfolio Manager

A manager took over day‑to‑day operations for three small apartment buildings and submitted the statement to the local bank to set up ACH rent deposits.

Bank required notarized signature for corporate agents.
The notarized statement and attached corporate resolution enabled timely rent transfers and simplified monthly reconciliations with owners.

HOA Transition

An association hired an outside management company to handle assessments and maintenance and provided the statement to vendors and the replacement treasurer.

Vendors required vendor onboarding paperwork and agent contact info.
Clear fee schedules and specified bank instructions prevented disputes over reimbursements and allowed uninterrupted vendor service.

Frequently asked questions about the Managing Agent Statement Form

Answers to common legal, execution, and distribution questions for owners and managing agents completing the form.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws (where adopted). Ensure intent, consent, attribution, and retrievability to meet legal requirements.
Do I need a notary or witnesses?
It depends on the relying party and state law. Some banks or vendors require notarization or witnesses; for deeds or conveyances notarization is usually required. Check state requirements and the third party’s acceptance rules before execution.
Can the agent open bank accounts?
Only if the statement explicitly grants authority and the bank accepts the form; many banks also require corporate resolutions and ID verification. Confirm bank procedures early to avoid rejected account setups.
What supporting documents help?
Attach entity formation docs, corporate or LLC resolutions, agent license numbers, and a copy of the agent’s ID to speed acceptance by banks, vendors, and insurers.
How to correct a signed error?
If a signed form contains a substantive error, execute an amendment or a replacement signed by all parties. Minor clerical errors may be corrected by an initialed amendment with date.
How long keep executed copies?
Retain executed statements for the duration of the term plus several years. See IRS records guidance (IRC §6501(a)) and, for healthcare records, HIPAA retention rules (45 CFR §164.530(j)).

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