Can this agreement be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are enforceable if the parties show intent to sign, consent to use electronic records, attribution to the signer, and the ability to retain and reproduce the record.

Are witnesses or notarization required?

Generally not for a standard property management or project management contract, but certain jurisdictions or related documents (deeds, powers of attorney) may require witnesses or notarization. Check state rules for the specific transaction.

How long should I retain the signed agreement?

Retain for the contract term plus at least three years; tax or real estate matters may require seven to ten years. Follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA 45 CFR §164.530(j) where applicable.

What if a signer claims they didn't sign?

Preserve the platform audit trail (timestamps, IP, authentication method) and any related communications. Stronger authentication (SMS, KBA, or advanced signer verification) reduces repudiation risk.

How do I amend the agreement after signing?

Use a written amendment signed by all parties with the same execution standards as the original. Record the effective date of the amendment and retain it with the original agreement.

Is an eSignature platform enough to meet HIPAA or other regulations?

An eSignature platform may meet security requirements, but for HIPAA-covered transactions you must sign a Business Associate Agreement and ensure the platform supports required administrative, technical, and physical safeguards.

Electronic Signature
Templates
Project Management
Project Management Property Management Agreement

Project Management Property Management Agreement

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

PROJECT MANAGEMENT PROPERTY MANAGEMENT AGREEMENT

Project Identification

Project Title:

Project ID:

Client Name Client Address Service Provider (Manager) Service Provider Address Primary Project Manager

Project Manager Contact:

Property / Site

Property Address

Property Identifier (if applicable):

Scope of Work

The Service Provider shall perform project management and property management services as described below. All services shall be performed in a professional manner consistent with industry standards and in compliance with applicable law.

Detailed Scope of Work Out-of-Scope Items

Deliverables and Acceptance

Deliverable 1 — Title:

Due Date:

Acceptance Criteria

Deliverable 2 — Title:

Due Date:

Acceptance Criteria

Default Acceptance Period (days after delivery):

Timeline and Milestones

Project Start Date: Project End Date:

Milestone 1

Milestone 1 Date:

Milestone 2

Milestone 2 Date:

Budget and Payment

Total Contract Amount (USD):

Payment Schedule

Invoicing Frequency:

Late Payment

Change Order Process

All changes to the Scope of Work shall be documented by a written change order signed by authorized representatives of both parties. Change orders shall specify scope, schedule impact, and cost impact.

Change Order Administration

Standard Change Order Fee Percentage:

Insurance, Indemnity, and Liability

The Service Provider shall maintain at its expense insurance customary for property and project management services, including commercial general liability and professional liability where applicable, naming the Client as additional insured as required by the Client. The Service Provider shall indemnify and hold harmless the Client from third-party claims arising from Service Provider's negligence or willful misconduct.

Insurance Details / Limits

Confidentiality

Each party shall keep confidential all non-public information disclosed by the other party in connection with this Agreement and shall not use such information except to perform obligations under this Agreement. Confidential information shall not include information that is or becomes publicly known through no fault of the recipient.

Termination

Either party may terminate this Agreement for material breach by the other party, provided the breaching party is given written notice and a thirty (30) day opportunity to cure the breach. Either party may terminate for convenience upon sixty (60) days written notice, with payment for services performed through the effective date of termination.

Notice Period for Cure (days):

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the state or jurisdiction specified below. The parties shall attempt in good faith to resolve disputes through negotiation, then mediation, and if unresolved, binding arbitration in the governing jurisdiction.

Governing Jurisdiction:

Warranties and Representations

Each party represents and warrants that it has full power and authority to enter into this Agreement, that performance will not violate other agreements, and that services will be performed in a professional manner consistent with industry standards.

Records and Reporting

Reporting Frequency and Requirements

Miscellaneous Provisions

Assignment: Neither party may assign this Agreement without the prior written consent of the other, except to a successor in interest to all or substantially all of the assigning party's business.

Entire Agreement: This Agreement, including any duly executed change orders, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements and understandings.

Client and Service Provider Contacts for Notices

Client Notice Contact Service Provider Notice Contact

Acknowledgment

By signing below, the undersigned representatives of the Client and the Service Provider certify that they are authorized to execute this Agreement and that the terms herein are accepted.

Client:

By:

Date:

Service Provider:

By:

Date:

What the Project Management Property Management Agreement Covers

A Project Management Property Management Agreement is a written contract that assigns responsibility for planning, executing, and overseeing property-related projects and ongoing asset management tasks. It typically defines scope of work, deliverables, project schedule, budgets, tenant or occupant services, maintenance obligations, subcontractor management, reporting frequency, compensation and payment terms, insurance and indemnity, and termination rights. The agreement also allocates liability for defects, safety, and compliance with applicable laws. When executed electronically in the United States, the agreement can meet legal requirements under ESIGN and state UETA statutes if the parties demonstrate intent, consent, attribution, and retention capability.

Why a Clear Agreement Matters for Owners and Managers

A well-drafted Project Management Property Management Agreement reduces disputes by clarifying roles, timelines, payment triggers, and performance metrics while preserving remedies for breach and insurance coverage. It also creates an auditable record for compliance and financial oversight, which matters for investors, lenders, and regulators.

Who Typically Uses This Agreement

Use this document when parties require enforceable service obligations and measurable deliverables, whether for a one-time capital project or ongoing property operations.

Property owners and investors who need clear performance, reporting, and budget controls to protect asset value and meet lender or investor requirements.
Property management firms and project managers who must define services, subcontractor rules, insurance requirements, and payment schedules to limit exposure.
General contractors, specialty contractors, and vendors who require defined scopes, payment milestones, and lien waiver expectations before beginning work.

Essential Elements to Include in the Agreement

Cover these six components to create a comprehensive, enforceable Project Management Property Management Agreement that allocates risk and sets measurable expectations.

Scope of Work

Describe tasks, deliverables, milestones, and excluded services in detail so performance obligations are unambiguous and measurable across the project lifecycle.

Compensation

State fee structure (fixed, time-and-materials, percentage of revenue), payment milestones, retainers, reimbursements, and procedures for invoicing and dispute resolution.

Term & Termination

Specify contract start and end dates, renewal mechanics, termination for convenience or cause, notice periods, and post-termination wind-down responsibilities.

Insurance & Indemnity

Require types and minimum limits of insurance, certificate delivery, indemnity scope for third-party claims, and responsibilities for subcontractor coverage.

Reporting & KPIs

Define reporting cadence, required financial and progress reports, key performance indicators, and remedies or incentives tied to performance.

Subcontractors & Liens

Include subcontracting rules, pre-approval rights, lien waiver requirements, and procedures for handling claims of lien or stop notices.

Step-by-Step: Completing the Agreement

Follow a short workflow to prepare, review, sign, and distribute the final agreement.

01

Gather Documents: Collect entity paperwork, insurance certificates, and property IDs.
02

Populate Fields: Fill names, dates, scope, payment, and exhibits precisely.
03

Review & Negotiate: Circulate to counsel and confirm redlines and liability terms.
04

Sign & Distribute: Execute signatures, share copies, and store signed originals securely.

Configuring an Online Signing Workflow

Set up role-based routing, authentication, and storage to preserve chain-of-custody and meet compliance needs.

Field	Configuration
Access Control	Role-based signer order and delegated access
Authentication	Email link plus optional SMS or KBA
Templates	Create reusable templates for recurring projects
Notifications	Enable email reminders and audit logging

Where to Send and File the Final Agreement

Distribute executed copies to all stakeholders and place originals in the official project or asset file for reference.

Owner Copy: Final PDF retained by owner’s asset manager
Manager Copy: Project manager stores in operations repository
Accounting: Send invoice schedules and payment records to finance
Permitting Office: File only if required for conditional approvals

Technical Requirements for eSigning and eSubmission

Ensure the platform meets legal and industry requirements (ESIGN/UETA, HIPAA if applicable) and that signed documents include a tamper-evident audit trail for evidentiary use.

File Formats: PDF and DOCX supported
Integrations: Connects to NetSuite, Salesforce, Google Workspace
Authentication: Email, SMS code, or SSO options

Typical Timelines and Notice Deadlines to Track

Track milestone dates and notice windows to avoid cure periods and delay claims; many obligations are time-sensitive.

Agreement Effective Date:

Date on which obligations and warranties commence

Project Start:

Begin work per agreed mobilization schedule

Monthly Reports Due:

Submit progress and financials within 10 business days

Insurance Renewal:

Provide updated certificates 30 days before expiration

Termination Notice:

Observe contract-specified notice period (commonly 30 days)

Key Milestones — From Proposal to Closeout

A milestone view helps teams plan approvals, mobilize resources, and document completion for payments and warranties.

01

Proposal & Negotiation

Finalize scope, price, and schedule with stakeholders

02

Execution

Sign the agreement and confirm insurance and bonds

03

Mobilization

Contractor mobilizes and provides initial submittals

04

Closeout

Complete punchlist, obtain lien releases, final payment

Common Mistakes to Avoid When Preparing the Agreement

Using vague scope language that omits excluded services, leading to disputes and unplanned costs during execution.
Failing to require subcontractor insurance and lien waivers, which increases owner exposure to third-party claims and mechanic’s liens.
Neglecting to specify invoicing format or payment milestones, causing delayed payments and disputes over amounts due.
Skipping signature authority checks so signatories lack actual power to bind the entity, risking unenforceable commitments.

Key Risks and Legal Consequences

Missed Deadlines: Damages, liquidated damages

Payment Disputes: Withholding payments, lien filings

Noncompliance: Regulatory fines or certificates denied

Insurance Lapse: Indemnity exposure, claim denial

Improper Signatures: Enforceability challenges

Data Breach: Liability and notification obligations

eSignature Vendor Comparison for Executing Agreements

Comparison of common vendor features and starting prices to consider when choosing an eSignature provider for Project Management Property Management Agreements.

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

Real-World Examples of Using the Agreement

Two examples show how organizations implemented electronic execution and improved turnaround without in-person meetings.

Optica Ventures LLC

Optica standardized its agreement template and routing to speed approvals and reduce questions.

Streamlined routing reduced review loops.
The simplified workflow enabled the operations team to close vendor commitments faster while keeping a full audit trail for investors and lenders.

Martin Properties

Martin Properties used an eSignature platform for field execution and remote approvals.

Mobile signing enabled onsite acceptance.
Staff could process documents from mobile devices with secure storage and maintain compliance without repeated trips to the office.

Security and Compliance Essentials to Include

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

Authentication: Email link, SMS code, or SSO options

Audit Trail: Tamper-evident logs with timestamps

HIPAA BAA: BAA required for PHI handling

Certifications: SOC 2 Type II and ISO 27001 available

Data Residency: Controls for regional storage when required

Frequently Asked Questions About Execution and Validity

Practical answers to common concerns about e-signing, witnesses, notarization, retention, and amendments for this agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures are enforceable if the parties show intent to sign, consent to use electronic records, attribution to the signer, and the ability to retain and reproduce the record.
Are witnesses or notarization required?
Generally not for a standard property management or project management contract, but certain jurisdictions or related documents (deeds, powers of attorney) may require witnesses or notarization. Check state rules for the specific transaction.
How long should I retain the signed agreement?
Retain for the contract term plus at least three years; tax or real estate matters may require seven to ten years. Follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA 45 CFR §164.530(j) where applicable.
What if a signer claims they didn't sign?
Preserve the platform audit trail (timestamps, IP, authentication method) and any related communications. Stronger authentication (SMS, KBA, or advanced signer verification) reduces repudiation risk.
How do I amend the agreement after signing?
Use a written amendment signed by all parties with the same execution standards as the original. Record the effective date of the amendment and retain it with the original agreement.
Is an eSignature platform enough to meet HIPAA or other regulations?
An eSignature platform may meet security requirements, but for HIPAA-covered transactions you must sign a Business Associate Agreement and ensure the platform supports required administrative, technical, and physical safeguards.

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