Can this contract be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Exceptions exist for some testamentary or court-ordered documents; confirm the specific document type before relying on e-sign.

Is notarization required for recording or enforcement?

Notarization is commonly required for deeds or conveyance documents; management contracts themselves rarely require a notary unless state law or local recording rules call for it. Check the county recorder for recording requirements.

Who may sign on behalf of an entity?

An authorized officer or an individual with documented signing authority may sign. For corporations or LLCs, include title and attach a certificate of incumbency or board resolution if required to evidence authority.

How do I amend or replace a contract?

Execute a written amendment signed by all parties specifying the changes and effective date. Retain both the original and amendment together to preserve the contractual history and audit trail.

Can remote online notarization be used?

Many states permit RON under state law and with specific identity-proofing and recordkeeping requirements; verify the state's RON rules before relying on remote notarization for any notarized attachments.

How long should I keep the executed contract?

Retain the agreement for the contract term plus a minimum of three years; follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA's six-year retention where applicable (45 CFR §164.530(j)).

Electronic Signature
Templates
Real estate
Real Estate Management Contract

Real Estate Management Contract

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

REAL ESTATE MANAGEMENT CONTRACT

PARTIES AND PROPERTY

This Real Estate Management Contract (the "Agreement") is entered into by and between:

Owner Name: Owner Entity Type (select all that apply):

Individual Corporation Limited Liability Company (LLC) Partnership Other:

Owner Address: Manager Name (Property Manager): Manager Entity Type (select all that apply):

Individual Corporation Limited Liability Company (LLC) Other:

Manager Address:

PROPERTY IDENTIFICATION

Property Address: Parcel / APN Number: Legal Description:

TERM

Owner engages Manager and Manager accepts engagement to manage the Property for a term commencing on and continuing until terminated in accordance with this Agreement.

MANAGER AUTHORITY AND DUTIES

Manager shall perform property management services including, but not limited to, the following duties. Manager shall exercise reasonable skill, care and diligence and shall act in the best interests of Owner with respect to the Property.

Manager Duties (select applicable):

Rent collection and enforcement Marketing and tenant placement Lease negotiation and execution Maintenance coordination Initiate and manage eviction proceedings Contract and supervise vendors Accounting and financial reporting

Manager is authorized to execute leases, rental agreements, and renewals on Owner's behalf for terms not exceeding and to enter into contracts and expend funds for repairs and maintenance up to without prior written approval from Owner. Expenditures above that amount require Owner approval.

OWNER RESPONSIBILITIES

Owner shall maintain insurance as required below, fund reserves as agreed, timely approve required expenditures, and deliver possession of the Property and keys to Manager. Owner shall not interfere with Manager's performance under this Agreement.

Reserve Fund (working capital for operations):

COMPENSATION

In consideration for Manager's services, Owner shall pay Manager as follows:

Management Fee (monthly): Leasing / Tenant Placement Fee: Renewal Fee: Late Fee Retention (if applicable):

Manager shall deduct its fees, authorized expenditures and any outstanding charges prior to remittance of net rents to Owner in accordance with the reporting schedule set forth below.

ACCOUNTING AND REPORTS

Accounting Frequency: Bank Account for Receipts and Disbursements (if applicable):

Manager shall provide Owner with statements showing rents collected, disbursements, fees and reserves. Owner may, upon reasonable notice, inspect books and records relating to the Property.

MAINTENANCE, REPAIRS AND CAPITAL IMPROVEMENTS

Manager shall supervise maintenance and repair of the Property. Manager may approve emergency repairs necessary to prevent imminent damage or hazard up to the spending limit set forth above. For non-emergency capital improvements exceeding the Manager spending limit, Manager shall obtain Owner's prior written approval.

Emergency Repair Limit:

INSURANCE AND INDEMNIFICATION

Owner shall maintain insurance for the Property in commercially reasonable amounts, including property and liability insurance, and shall name Manager as additional insured or loss payee where required. Owner shall indemnify and hold Manager harmless from liabilities arising out of Owner's failure to maintain insurance or maintain the Property, except to the extent caused by Manager's gross negligence or willful misconduct.

Required Insurance Coverage (types and minimum amounts):

DISCLOSURES

Owner represents and warrants the following apply to the Property as indicated.

Lead-Based Paint Present? Yes No

Mold or Water Intrusion Known? Yes No

Prior Structural Damage or Major Repairs? Yes No

Outstanding Insurance Claims Affecting Property? Yes No

If any disclosures are marked Yes, provide explanation:

DEFAULT, TERMINATION AND REMEDIES

Either party may terminate this Agreement for material breach if the breaching party fails to cure such breach within days after written notice. Either party may terminate without cause upon days prior written notice. Upon termination, Manager shall render a final accounting and remit funds due to Owner after deduction of fees, expenses and authorized charges.

Remedies for breach include specific performance, damages, and any other remedies available at law or equity. Manager's liability for monetary damages shall be limited to proven direct damages caused by Manager's gross negligence or willful misconduct; in no event shall Manager be liable for consequential or punitive damages.

GOVERNING LAW; ENTIRE AGREEMENT

This Agreement shall be governed by and construed in accordance with the laws of the state of without regard to conflict of law principles. This Agreement, together with any written attachments executed by the parties, constitutes the entire agreement between Owner and Manager concerning the Property and supersedes all prior agreements, whether written or oral.

NOTICES

All notices required or permitted under this Agreement shall be in writing and delivered to the addresses below by personal delivery, certified mail (return receipt requested) or nationally recognized overnight courier.

Owner Notice Contact Name: Owner Notice Address: Manager Notice Contact Name: Manager Notice Address:

MISCELLANEOUS

The parties agree that Manager may engage qualified third-party vendors and subcontractors to perform services. Manager shall use commercially reasonable efforts to obtain competitive bids for significant repairs and improvements. If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Additional Provisions or Special Instructions:

Owner Name (Print):

By (Signature / Title):

Date:

Manager Name (Print):

By (Signature / Title):

Date:

What a Real Estate Management Contract is and when it applies

A Real Estate Management Contract is a legally binding agreement that appoints a manager to oversee one or more properties on behalf of an owner. It defines the manager's duties (leasing, rent collection, maintenance, vendor management), scope of authority, reporting and accounting, compensation, insurance requirements, and the term of engagement. The contract frames liability, indemnity, and termination mechanics so owners and managers understand obligations, financial flows, and dispute resolution procedures before services begin.

Why a clear management contract benefits owners and managers

A detailed contract reduces disputes, clarifies payment flows, and sets measurable performance expectations. It helps owners control risk, preserves tenant relationships, and provides managers with defined authority to act. Well-drafted terms also simplify audits and tax reporting by documenting responsibilities and accounting practices.

Essential sections every professional contract should include

Include clauses that allocate authority, detail services, specify payments, and set termination and dispute processes. Each section should be precise to avoid ambiguity during performance or audits.

Parties

Identify owner(s) and manager by full legal name and entity type; include contact and registered agent details to ensure proper service and legal notice delivery.

Property description

List each property by street address, unit identifiers, parcel number where applicable, and any exclusions; attach exhibits or plats for multi-parcel portfolios to avoid confusion.

Manager duties

Specify leasing authority, rent collection, tenant screening, maintenance scope, vendor selection, emergency spending limits, and whether manager may enter leases or sign checks.

Term and renewal

State the agreement start date, fixed term or month-to-month basis, automatic renewal conditions, and notice requirements for nonrenewal or early termination.

Compensation & accounting

Describe management fees (flat, percentage, or hybrid), reimbursement procedures, frequency of statements, reserve funds, and owner-approved expense thresholds.

Termination & dispute

Define termination for cause and convenience, cure periods, post-termination accounting, and dispute resolution method such as mediation or binding arbitration.

Quick step-by-step to complete and execute the contract

Follow these steps to prepare, verify, and finalize a Real Estate Management Contract for immediate use or secure e-signing.

01

Gather documents: Collect deeds, insurance, EINs, and entity paperwork.
02

Define scope: Draft explicit services, spending limits, and exclusions.
03

Set fees: Enter compensation model, billing and reimbursement terms.
04

Sign and store: Execute by authorized signers and retain final copy securely.

How electronic completion and routing typically works

An online workflow streamlines review, signature collection, authentication, and archival while capturing an audit trail for each action.

Upload document: Add the contract PDF or DOCX to the signing platform.
Place fields: Insert signature, date, and initial fields for each signer.
Invite signers: Send via email link, SMS code, or shared signing link.
Complete & archive: Collect signatures, capture audit records, and store securely.

Technical considerations for e-signing and integration

Choose a platform that supports required authentication, audit trails, and the file formats your team uses.

Integrations: Salesforce, NetSuite, Google Workspace
File formats: PDF, DOCX, HTML
Auth options: Email link, SMS code, KBA

Ensure the vendor can meet compliance needs (HIPAA, 21 CFR Part 11) and that signed copies are exportable for accounting and title records.

Who typically prepares or signs this contract

Multiple parties interact with a management contract; clarity about roles speeds execution and reduces downstream issues.

Property owners and investors who delegate day-to-day operations and expect periodic accounting and reporting.
Professional property management firms who need clear authority to lease, collect rent, and hire vendors within approved budgets.
Individual landlords and local managers responsible for single-property or small-portfolio administration and tenant relations.

Identifying the primary preparer and authorized signers early prevents signature delays and authority disputes during performance.

Representative users who complete or sign the contract

Tim Martin, Founder

Founder of a regional property management company; uses the contract to standardize leasing authority, invoicing cadence, and emergency spending limits across his portfolio to reduce vendor disputes and improve cash flow forecasting.

Brian Fitzgibbons, COO

COO of a small investment firm overseeing multiple residential assets; relies on the contract to set reporting frequency, owner distributions, and accounting practices that support quarterly investor statements.

Real-world examples of contract use and outcomes

These concise case notes show how different organizations apply the contract to solve operational challenges.

Martin Properties

Tim Martin centralized signature authority across 150 units to speed leasing and collections.

Manager authorized emergency repairs up to set thresholds.
The standardized contract reduced vendor disputes and improved monthly cash reconciliation, allowing faster distribution to owners and clearer audit trails.

Optica Ventures

Optica Ventures adopted a template to unify reporting across several asset classes.

Streamlined monthly statements and reserves.
The contract clarified expense reimbursement and reserve funding, improving investor transparency and reducing accounting queries each quarter.

Security and compliance controls to expect for signed copies

Encryption in transit: TLS 1.2/1.3 for data in transit

Encryption at rest: AES-256 encryption of stored data

Audit trail: Detailed timestamps, IP, and action log

HIPAA readiness: BAA available where required

Regulatory certs: SOC 2 Type II and ISO 27001

21 CFR support: 21 CFR Part 11 compliance options

Common risks and consequences of an incomplete or incorrect contract

Breach claims: Increased litigation risk

Fiduciary liability: Potential owner claims

Tenant disputes: Eviction or lease conflicts

Misapplied funds: Accounting discrepancies and loss

Regulatory fines: State or local penalties

Unenforceable terms: Ambiguity may void provisions

Key timing considerations and typical notice periods

Track the contract effective date, periodic reporting, termination notices, and tax reporting deadlines to avoid penalties or disputes.

Effective date:

Determines when obligations and remedy windows begin

Monthly reporting:

Managers commonly deliver statements within 30 days of month-end

Termination notice:

Contracts often require 30–90 days written notice

Security deposits:

State rules vary for timelines to return deposits

Contract amendments:

Amendments take effect on the agreed date once signed

Practical tips to reduce errors and speed processing

Adopt standardized templates, consistent accounting, and clear authority limits to reduce disputes and speed administrative tasks.

Use a standard template consistently

Maintain a single approved template for your portfolio and require legal review only for material changes; this reduces drafting errors and shortens turnaround for signature collection.

Document authority and signatory power

Record who can bind each entity, include certificate of incumbency if needed, and require proof of signing authority for corporate or trust signers to prevent voidable commitments.

Define accounting and reserves clearly

Specify accounting method, distribution timing, reserve funding, and audit access. Clear accounting rules prevent owner disputes and simplify tax reporting and investor statements.

Include insurance and indemnity terms

Require manager to maintain specified insurance limits, name owners as additional insureds where appropriate, and set indemnity language that allocates risk fairly between parties.

Typical eSignature plan and vendor considerations for executing this contract

Compare starting price, feature availability, and compliance characteristics across vendors; signNow is listed first for consistency in comparison.

	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

Frequently asked questions about using and validating the contract

Answers to common execution, validity, and storage questions for Real Estate Management Contracts in the United States.

Need help? Contact support

Can this contract be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states. Exceptions exist for some testamentary or court-ordered documents; confirm the specific document type before relying on e-sign.
Is notarization required for recording or enforcement?
Notarization is commonly required for deeds or conveyance documents; management contracts themselves rarely require a notary unless state law or local recording rules call for it. Check the county recorder for recording requirements.
Who may sign on behalf of an entity?
An authorized officer or an individual with documented signing authority may sign. For corporations or LLCs, include title and attach a certificate of incumbency or board resolution if required to evidence authority.
How do I amend or replace a contract?
Execute a written amendment signed by all parties specifying the changes and effective date. Retain both the original and amendment together to preserve the contractual history and audit trail.
Can remote online notarization be used?
Many states permit RON under state law and with specific identity-proofing and recordkeeping requirements; verify the state's RON rules before relying on remote notarization for any notarized attachments.
How long should I keep the executed contract?
Retain the agreement for the contract term plus a minimum of three years; follow IRS guidance (IRC §6501(a)) and industry-specific rules such as HIPAA's six-year retention where applicable (45 CFR §164.530(j)).

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