Can this agreement be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, signer attribution, and reliable record retention to meet the legal validity test.

Is notarization required for enforceability?

Not typically for ordinary works agreements; notarization is usually optional unless state law or specific transaction types require it. Check state rules where the property is located or for documents that transfer title or create certain powers.

What authentication level is recommended for signers?

Use email plus SMS or knowledge-based verification for most contracts; use stronger identity proofing or remote online notarization when state rules or transaction value require higher assurance.

How should change orders be handled?

Require written, signed change orders that reference the original agreement, specify scope and price adjustments, and include revised schedules to prevent disputes and authorize payment.

What records must I retain and for how long?

Keep signed agreements for the active term plus at least three years; retain tax or financial documents per IRS rules (minimum three years) and healthcare records per HIPAA (six years) where applicable.

How do I fix a signing error or incorrect party name?

For minor errors, use an amendment or corrective addendum signed by all parties. For serious mismatches in legal entity names, obtain a signed ratification or redraft and re-execute to ensure enforceability.

Electronic Signature
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Property Management Works Agreement

Property Management Works Agreement

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

PROPERTY MANAGEMENT WORKS AGREEMENT

This Property Management Works Agreement ("Agreement") is made and entered into as of by and between Manager Name: and Owner / Client Name: .

Manager Address Client Address

RECITALS

WHEREAS, Manager represents that it is duly qualified and experienced to perform property management, maintenance coordination, repairs and related works for residential and/or commercial property located at the address(es) identified by the Client, and is authorized to engage contractors and vendors on behalf of the Client within the scope set forth herein; and

WHEREAS, Client owns or controls the property/properties described as: and desires to engage Manager to provide the services defined in this Agreement; and

WHEREAS, the parties wish to set forth their respective rights and obligations regarding the performance, compensation, and governance of property management works in a written agreement.

SCOPE OF WORK

Manager shall provide property management works including, without limitation, the coordination of repairs and maintenance, procurement and oversight of contractors, routine inspections, tenant communications (if applicable), project scheduling, and procurement of materials as authorized by Client. Manager shall perform such services in a workmanlike manner consistent with industry standards.

Detailed Scope (specify tasks, limits of authority, and deliverables)

PAYMENT TERMS

As consideration for the services rendered by Manager, Client shall pay Manager the compensation described below. Manager is authorized to incur reasonable costs and engage vendors on Client's behalf only as set out in the Detailed Scope or upon prior written approval by Client.

Total Compensation Payment Schedule Retainer or Advance (if any)

In the event of late payment, Client shall pay interest on overdue amounts at the rate of on the outstanding balance, calculated monthly from the date payment was due until paid. Manager may suspend services if Client fails to make payments within days after written notice of nonpayment.

TERM AND TERMINATION

This Agreement shall commence on and shall continue in full force and effect until unless earlier terminated in accordance with this Section.

Either party may terminate this Agreement for convenience upon days' prior written notice to the other party. Either party may terminate for material breach by the other party effective immediately upon written notice if the breach is not cured within a reasonable cure period of days.

Upon termination, Manager shall deliver to Client all work-in-progress, final invoices for services and third-party costs, and an accounting of funds advanced. Client shall pay all amounts due for services performed and obligated third-party costs incurred prior to the effective date of termination.

CONFIDENTIALITY

Each party agrees that it shall not disclose to any third party any confidential or proprietary information of the other party disclosed in connection with this Agreement, including but not limited to financial information, pricing, tenant lists, vendor terms, and non-public business processes ("Confidential Information"), except as required by law or with prior written consent. Confidential Information does not include information that is or becomes publicly available through no fault of the receiving party.

The receiving party shall protect Confidential Information with the same degree of care it uses to protect its own confidential information, but in no event less than reasonable care. Upon termination of this Agreement, each party shall return or destroy the other party's Confidential Information upon request.

INSURANCE, INDEMNIFICATION AND LIABILITY

Manager shall maintain, at its expense, commercial general liability insurance and, where required, workers' compensation and automobile liability insurance in amounts customary for the industry. Manager shall indemnify, defend and hold harmless Client from and against third-party claims arising from Manager's negligent performance of the Services or breach of this Agreement, except to the extent caused by Client's own negligence or willful misconduct.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles. The parties submit to the exclusive jurisdiction of the state and federal courts located in that State for any action arising out of or relating to this Agreement.

ENTIRE AGREEMENT

This Agreement, including any exhibits and written authorizations executed by the parties, constitutes the entire agreement between the parties concerning its subject matter and supersedes all prior and contemporaneous oral or written agreements, representations and understandings. No modification of this Agreement will be effective unless in writing and signed by both parties.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses set forth above or to such other address as either party may specify in writing. Notices shall be deemed given when delivered by hand, by nationally recognized overnight courier, or three (3) days after deposit in the U.S. mail, postage prepaid.

MISCELLANEOUS

If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect. Headings are for convenience only and do not affect interpretation. Neither party may assign this Agreement without the prior written consent of the other, except that Client may assign to an affiliate or purchaser of the property.

Manager (Printed Name):

By:

Date:

Client (Printed Name):

By:

Date:

What the Property Management Works Agreement Is

A Property Management Works Agreement is a written contract between a property owner and a manager or contractor that defines scope, responsibilities, timelines, payment terms, and dispute resolution for maintenance, repair, or capital work on residential or commercial property. It documents approved work, acceptance criteria, insurance and indemnity requirements, and procedures for change orders and payment. The agreement serves as the primary record for authorizing contractors, releasing payments, and resolving later disagreements about warranty, scope, or completion standards.

Why a Formal Works Agreement Matters

Using a clear Property Management Works Agreement reduces misunderstandings, sets enforceable performance standards, and protects both owner and manager with defined remedies, insurance obligations, and payment triggers. It also streamlines approvals and auditability for property portfolios and regulatory compliance.

Who Typically Prepares and Signs This Agreement

Property owners, property management firms, on-site facility managers, and licensed contractors commonly execute these agreements to govern repairs, renovations, and recurring maintenance projects.

Property owners and investors managing portfolios or single assets who need clear work authorization and payment terms for maintenance and capital projects.
Professional property management companies who oversee vendor selection, contract administration, and budget compliance across multiple properties.
Licensed contractors and vendors who require a defined scope, schedule, and payment process to manage risk and cash flow.

The document clarifies roles and reduces disputes by documenting approvals, change orders, retention amounts, and inspection/acceptance criteria before work begins.

Signers and Their Roles

Owner / Investor

An owner or authorized representative signs to accept contractual obligations, approve budgets, and certify funds. Ensure the signer has corporate authority or recorded power of attorney to bind the entity; otherwise, payments and enforceability may be contested.

Manager / Contractor

The property manager or contractor signs to accept the scope, schedule, and payment terms. Their signature typically acknowledges compliance with licensing, insurance, and warranty obligations and creates attribution for performance and liability.

Essential Data Fields Required

Parties: Full legal names

Property: Street address

Scope: Work description

Price: Payment terms

Schedule: Start / completion

Signatures: Names and dates

Core Elements to Include in Every Agreement

A professional Property Management Works Agreement should be specific and enforceable: it must define what will be done, when, who is responsible, how payments will be made, what insurance is required, and how disputes will be resolved.

Scope of Work

Detailed tasks, deliverables, materials, and measurable acceptance criteria so both parties understand exactly what constitutes completion and acceptable workmanship.

Schedule

Start and completion dates, milestones, and liquidated damages or remedies for missed deadlines to keep projects on track and budgeted.

Payment Terms

Fixed price or unit rates, retainage, progress payment schedule, and conditions for final payment including lien waivers and acceptance certificates.

Change Orders

A written change order process describing approvals, pricing for variations, and how schedule changes are handled to avoid disputes.

Insurance & Indemnity

Required insurance limits, certificate of insurance requirements, and indemnification clauses that allocate risk between the parties.

Termination & Remedies

Conditions for termination, cure periods, dispute resolution (mediation/arbitration), and recovery of costs to provide clarity on legal recourse.

How to Fill Out a Property Management Works Agreement

Follow a clear sequence to create a complete, enforceable agreement: identify parties, describe work, set schedule and price, specify insurance, add signature blocks, and attach exhibits such as plans or permits.

01

Identify Parties: Enter full legal names and contact details for each party.
02

Define Scope: Describe tasks, materials, and acceptance tests clearly.
03

Set Terms: Add schedule, milestones, payment schedule, and retainage.
04

Sign and Date: Ensure authorized signers sign, date, and if required add witness or notary.

Customizing the Agreement for Online Completion

When preparing this agreement for electronic completion, configure fields, conditional logic, and signer order to match your approval process and compliance needs.

Field	Configuration
Signature Field	Required for each signer; include date stamp
Conditional Sections	Show change-order block only when extra work selected
Attachment Fields	Allow upload of COIs, permits, or plans
Signer Authentication	Email link, SMS code, or stronger ID verification

Where to Send and How to Route the Agreement

Route the executed agreement to all parties, your accounting department, and the property file; retain a signed copy and ensure any attached exhibits are included.

Owner Records: Store signed original in owner portfolio or document management
Property Manager: Send a copy to on-site manager for execution
Contractor: Provide contractor with executed agreement and permits
Accounting: Forward final invoice and signed agreement for payment

Distribution and eSubmission Options

Agreements can be shared by email, secure link, or integrated workflow and signed electronically to reduce turnaround and improve traceability.

Email Link: Secure signing link to recipient email
Bulk Send: Send identical agreements to many signers
API Integration: Embed signing into property management systems

Choose the method that matches your audit and authentication needs; stronger signer authentication is recommended for high-value contracts or where state rules require notarization.

Key Timing Considerations and Deadlines

Time-sensitive items include the project start date, permit deadlines, inspection windows, retainage release periods, and any statutory notice periods for lien rights.

Project Start:

Confirm date in MM/DD/YYYY format before mobilization

Permit Approval:

Obtain permits prior to work commencing; timelines vary

Progress Payments:

Tie payments to milestones and inspection signoffs

Final Acceptance:

Schedule final inspection before final payment release

Lien Deadlines:

Serve required notices and waivers to preserve or release liens

Common Preparation Mistakes to Avoid

Vague scope language that omits measurable acceptance criteria and creates disputes over completion.
Missing authorization signatures or using signers who lack corporate authority, risking unenforceability or payment disputes.
Failing to attach or reference permits, plans, or insurance certificates that the contract makes contingent for payment.
Ignoring change order procedures and allowing verbal modifications without documented approvals and price adjustments.

Legal Risks When the Agreement Is Incorrect

Payment Delay: Invoices withheld

Liens: Risk of contractor liens

Contract Dispute: Litigation or arbitration costs

Insurance Gaps: Claims not covered

Invalid Signatures: Enforceability challenged

Regulatory Fines: Permit or code violations

Key Milestones from Request to Closeout

Track sequential milestones so approvals, permits, and payments occur in the correct order to avoid delays or compliance gaps.

01

Request & Scope Finalization

Owner or manager issues work order and confirms scope with contractor

02

Permits & Approvals

Obtain required permits and regulatory approvals before mobilization

03

Execution & Inspections

Contractor performs work, with interim inspections at milestones

04

Final Acceptance

Complete punchlist, sign acceptance, and process final payment

Real-World Examples of Agreement Use

These short case arcs show how management teams use works agreements to reduce dispute risk and speed payments.

Case Study 1

Tim Martin, Founder, Martin Properties

Needed remote execution of multiple repair contracts across buildings.
Using a standardized works agreement and digital signatures, the company reduced turnaround and maintained compliance across mobile crews and remote owners.

Case Study 2

Brian Fitzgibbons, COO, Optica Ventures LLC

Required clear change-order processes for capital projects.
Adding explicit change-order clauses and conditional payment fields avoided payment disputes and clarified acceptance criteria for subcontractors.

eSignature Vendor Comparison for Property Agreements

Compare common eSignature vendors on starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps to choose a platform that meets contract volume and compliance needs.

	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	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

Frequently Asked Questions

Answers to common questions about executing, validating, and storing Property Management Works Agreements, with practical references to U.S. legal frameworks.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, signer attribution, and reliable record retention to meet the legal validity test.
Is notarization required for enforceability?
Not typically for ordinary works agreements; notarization is usually optional unless state law or specific transaction types require it. Check state rules where the property is located or for documents that transfer title or create certain powers.
What authentication level is recommended for signers?
Use email plus SMS or knowledge-based verification for most contracts; use stronger identity proofing or remote online notarization when state rules or transaction value require higher assurance.
How should change orders be handled?
Require written, signed change orders that reference the original agreement, specify scope and price adjustments, and include revised schedules to prevent disputes and authorize payment.
What records must I retain and for how long?
Keep signed agreements for the active term plus at least three years; retain tax or financial documents per IRS rules (minimum three years) and healthcare records per HIPAA (six years) where applicable.
How do I fix a signing error or incorrect party name?
For minor errors, use an amendment or corrective addendum signed by all parties. For serious mismatches in legal entity names, obtain a signed ratification or redraft and re-execute to ensure enforceability.

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