Can this form be e-signed?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures generally have the same legal effect as handwritten signatures, except where statutes list specific exceptions.

Is notarization required?

Not usually for an owner contact form itself. Notarization may be required when the form is attached to or incorporated into a document that needs acknowledgment (for example, deeds). Verify based on the receiving party's requirements.

How do I update contact information?

Submit a revised form to the designated records custodian. Organizations commonly require updates within 10 business days; confirm the recipient's internal policy.

Who may sign for an entity?

An authorized officer, manager, or agent with documented authority may sign. Include title and, when requested, evidence of authority such as a corporate resolution or power of attorney.

What if the contact data is incorrect?

Provide corrected information immediately. Incorrect data can delay notices, lead to missed legal service, or trigger internal remediation procedures.

How is the data protected?

Protect records under organizational policies and applicable laws. If PHI is involved, follow HIPAA and execute a BAA with service providers; platforms commonly use TLS in transit and AES-256 at rest.

Electronic Signature
Templates
Miscellaneous
Owner Contact Information Form

Owner Contact Information Form

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

Owner Contact Information Form

WHEREAS: Owner Name: is the legal owner of certain real or personal property and has authority to provide contact and administrative information to the Manager/Company identified below; and

WHEREAS: Company/Manager Name: provides management, billing, administrative, or related services in connection with the Owner's property and requires accurate contact information to perform such services.

WHEREAS: The Owner certifies that the information supplied herein is true, complete, and accurate, and authorizes the Company/Manager to rely on this document for communications, notices, billing, and contractual administration.

1. Owner Contact Information

Owner / Entity Legal Name Primary Contact Name Ownership Type (check all that apply)

Individual LLC Corporation Trust Other:

Mailing Address

Primary Phone

Alternate Phone

Email Address Emergency Contact Tax Identification

2. Properties Owned / Managed

List of Property Addresses (include unit numbers as applicable)

3. Authorized Representative(s)

Representative Name Representative Title Representative Contact Phone & Email

4. Scope of Work / Authority

The Owner hereby specifies the scope of authority granted to the Company/Manager with respect to the properties listed above. This section should identify responsibilities such as maintenance authorization, tenant communications, leasing authority, and other duties the Owner authorizes the Company/Manager to perform on Owner's behalf.

Describe Scope of Work, Limits, and Special Instructions

5. Payment Terms

The Owner agrees to the following payment arrangement for services rendered by the Company/Manager. All monetary amounts are stated in lawful currency. Invoices shall be issued in accordance with the schedule below and are due in accordance with the invoice terms.

Standard Management Fee / Amount Payment Schedule / Frequency Late Fee or Interest on Overdue Amounts Billing Contact

6. Term and Termination

This contact information and any related service arrangement is effective as of the Start Date below and shall continue until the End Date below, unless earlier terminated in accordance with the notice provisions set forth herein.

Start Date:

End Date:

Notice Period for Termination Without Cause (days)

Either party may terminate for material breach if the breaching party fails to cure within thirty (30) days after receipt of written notice specifying the breach, or immediately for material acts that create a substantial risk of harm to the other party or third parties.

7. Confidentiality

The parties acknowledge that contact information, financial data, tenant information, and related records may be confidential. The Company/Manager agrees to maintain confidentiality and not to disclose such information except as required by law or as reasonably necessary to perform services authorized herein. The Owner agrees not to disclose proprietary operational procedures provided by the Company/Manager without prior written consent.

Acknowledgement: I acknowledge and agree to the Confidentiality terms above.

8. Governing Law; Entire Agreement

Governing Law: This form and any services or agreements that incorporate this form shall be governed by and construed in accordance with the laws of the state of , without regard to conflict-of-law principles.

Entire Agreement: This document constitutes the entire understanding between the parties with respect to the contact information and the administrative authorizations contained herein. Any amendment must be executed in writing and signed by both parties.

9. Certifications and Authority

The undersigned certifies, under penalty of perjury where applicable, that the information provided on this form is true and accurate, that the undersigned has authority to provide such information on behalf of the Owner, and that the Owner will notify the Company/Manager in writing within ten (10) days of any change to the information set forth herein.

Owner Signature below indicates acceptance of the terms contained in this form and, where applicable, authorizes the Company/Manager to act in accordance with the Scope of Work identified above.

Owner:

By:

Date:

Company/Manager:

By:

Date:

What the Owner Contact Information Form Is

An Owner Contact Information Form collects the core identity and contact details for an owner or controlling party associated with a property, account, or business. Typical fields include full legal name, mailing and service address, primary phone, email address, entity name and ownership percentage, emergency contact, and a signature block. Organizations use this form to ensure reliable service of notices, billing, regulatory correspondence, and emergency communications. The form is commonly maintained in property management, title, leasing, and corporate records to support notifications and statutory obligations.

Why a Complete Owner Contact Information Form Matters

A complete form reduces missed notices, speeds routine communications, and supports legal compliance for service and recordkeeping. Accurate contact data helps avoid administrative delays, supports emergency responsiveness, and preserves rights by ensuring parties receive required notices in a timely manner.

Who Typically Collects and Uses This Form

These stakeholders most often create, request, or maintain owner contact records.

Property managers and landlords who need reliable owner contact details for leases, maintenance, and notices.
Title companies and escrow agents that require owner addresses and contact data for closings and record searches.
Homeowners associations and condominium boards that maintain owner directories and emergency contact lists.

Different organizations may keep distinct copies (operational, legal, billing); confirm which copy is authoritative for notifications.

Key Parts of a Professional Owner Contact Information Form

A concise, well-structured form groups identity, contact, property, authorization, and signature items so recipients can act quickly and verify accuracy. Clear labels and required-field designations reduce follow-up and ensure the form serves recordkeeping and legal purposes.

Owner Identity

Full legal name, any DBA or trust name, and owner type (individual, LLC, corporation). Use the name exactly as on government ID or formation documents to avoid mismatches with public records.

Primary Contact

Daytime phone, mobile number, and primary email address. Indicate the preferred method for urgent notices and whether text messages are permitted for alerts.

Mailing Address

Street address, city, state, and ZIP code for official mail and service. P.O. boxes may be acceptable for billing but not always for legal service of process.

Property or Account Details

Property address, parcel or account number, and any unit identifiers. Tie the owner record to the exact asset to avoid misdirected notices or billing.

Authorization & Consent

Statement of who may act for the owner (agents, managers), whether electronic communications are consented to, and any data-sharing permissions required for third parties.

Signature and Date

Signature block with printed name, title (if entity), signature, and date. Include signer authority language when an agent or corporate officer signs on behalf of the owner.

Required Data Elements at a Glance

Full legal name: Owner's official name

Primary phone: Daytime or mobile number

Email address: Primary notification email

Mailing address: Street, city, state, ZIP

Entity type: Individual, LLC, corporation

Ownership percent: Percentage or share count

Step-by-Step: Filling Out the Form

Follow these steps to provide complete, verifiable information and reduce processing delays.

01

Enter names: Type full legal name exactly as on ID
02

Provide addresses: Use street address; include unit numbers
03

Add contact details: Include phone and a monitored email
04

Sign and date: Sign in ink or apply an accepted e-signature

Where to Send or File the Completed Form

Routing depends on the organization requesting the form. Use the addresses and contacts shown below.

Property manager: Submit to the management company's records custodian
Title/escrow: Provide to escrow officer handling the transaction
HOA/association: Deliver to association records or management portal
Internal records: Store in corporate or legal records system

Digital Delivery and Format Requirements

Digital submission is common; ensure your file types and integrations are supported before sending.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, HTML supported
Security standards: TLS in transit, AES-256 at rest

Typical Timelines and Update Expectations

Timely updates keep records current and avoid missed notices; apply these internal timelines unless a requester specifies otherwise.

Initial submission:

Provide at onboarding or within 10 business days

Owner changes:

Submit updated form within 10 business days of change

Emergency contact update:

Notify immediately upon any emergency contact change

Annual verification:

Confirm or update contact details at least once per year

Record purge:

Follow retention schedule before disposal

Common Mistakes to Avoid

Submitting abbreviated names or initials that do not match government or corporate records, causing delays in title or legal searches.
Using an inactive or rarely checked email address so notices, invoices, or legal communications go unread for extended periods.
Failing to indicate whether electronic notices are permitted, which can prevent acceptance of e-signed forms in some processes.
Neglecting to include proof of authority when an agent or officer signs for an entity, prompting requests for additional documentation.

Risks and Potential Consequences of Incorrect Information

Missed Notices: Court or statutory notice delay

Failed Service: Non-receipt may affect rights

Billing Errors: Late fees or misapplied payments

Title Issues: Mismatches complicate closings

Compliance Gaps: Regulatory or contractual exposure

Data Breach Risk: Inaccurate custody increases exposure

eSignature Pricing and Feature Comparison

Common vendor differences include pricing model, trial availability, bulk send, and HIPAA support; signNow is listed first for comparison consistency.

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

Frequently Asked Questions and Troubleshooting

Answers to common questions about e-signing, notarization, updates, and data protection for Owner Contact Information Forms.

Need help? Contact support

Can this form be e-signed?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures generally have the same legal effect as handwritten signatures, except where statutes list specific exceptions.
Is notarization required?
Not usually for an owner contact form itself. Notarization may be required when the form is attached to or incorporated into a document that needs acknowledgment (for example, deeds). Verify based on the receiving party's requirements.
How do I update contact information?
Submit a revised form to the designated records custodian. Organizations commonly require updates within 10 business days; confirm the recipient's internal policy.
Who may sign for an entity?
An authorized officer, manager, or agent with documented authority may sign. Include title and, when requested, evidence of authority such as a corporate resolution or power of attorney.
What if the contact data is incorrect?
Provide corrected information immediately. Incorrect data can delay notices, lead to missed legal service, or trigger internal remediation procedures.
How is the data protected?
Protect records under organizational policies and applicable laws. If PHI is involved, follow HIPAA and execute a BAA with service providers; platforms commonly use TLS in transit and AES-256 at rest.

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