Can a PMA be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, electronic signatures are enforceable provided intent, consent, attribution and record retention requirements are met.

Is notarization required for a PMA?

Not generally required for every PMA, but some banks, lenders, or local laws may require notarization or a separate notarized bank authorization; verify jurisdictional or institutional requirements.

Can a manager open bank accounts with a PMA alone?

Banks commonly require a combination of a PMA, EIN or SSN for account setup, and a bank-specific authorization; banks may also require notarized signatures or corporate resolutions.

What happens if names don’t match?

Mismatched owner or manager names across documents can cause delays or rejections by banks or title companies; use exact legal names and provide formation or title documents when requested.

How do I amend a PMA after execution?

Amendments should be in writing, signed by all original parties, and reference the original PMA by date. For significant changes, consider counsel review to confirm authority and tax implications.

Are remote online notarizations (RON) acceptable?

Many states permit RON with identity proofing and audio/video recording, but requirements vary; confirm the notary statute in the governing state before relying on RON for a PMA.

Real Estate PMA Form

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

REAL ESTATE PROPERTY MANAGEMENT AGREEMENT (PMA)

Parties

This Property Management Agreement is entered into by and between Owner: and Manager:

Owner Contact Information Manager Contact Information

Property Identification

Property Address Parcel / APN Number Legal Description

Term

The term of this Agreement commences on and shall continue until unless earlier terminated in accordance with this Agreement.

Manager Authority and Responsibilities

Manager is authorized to operate, manage, lease, and maintain the Property on Owner's behalf. Manager's authority includes, without limitation, advertising and showing the Property, screening and selecting tenants, executing and renewing residential and commercial leases on behalf of Owner for terms and rents within the Manager's delegated authority, collecting rents, administering security deposits, arranging for repairs and maintenance, contracting with vendors, and initiating eviction actions where necessary.

Manager may enter into agreements and incur expenses on behalf of Owner up to the amount of per individual transaction without prior written approval. Transactions above that amount require Owner's prior written consent.

Services to Be Provided (check all that apply)

Rent collection & deposit Leasing, advertising and tenant placement Maintenance coordination & vendor management Eviction management

Property inspections Accounting and owner statements Capital expenditure management Other:

Compensation and Funds

Management Fee

Owner agrees to pay Manager a management fee equal to of monthly collected gross rents. Fee is payable .

Leasing and Placement Fees Security Deposit Handling

Manager shall hold security deposits in a separate trust or client account in accordance with applicable law. Security deposit account name or reference:

Reserve / Holding Account

Manager may maintain a maintenance reserve not to exceed the amount stated above for day-to-day repairs and emergencies. Expenditures from reserve above the manager_contract_limit require Owner's approval unless necessary to prevent property damage or tenant harm.

Maintenance, Repairs and Vendors

Manager shall coordinate routine maintenance and repairs and shall secure bids and approvals for capital or major repairs as required by Owner. Manager will use commercially reasonable efforts to obtain competitive bids and will not receive hidden markup from vendors. Manager may engage preferred vendors provided Manager discloses any material financial interest.

Insurance, Indemnity and Liability

Owner is responsible for maintaining property insurance naming Owner as insured. Manager shall maintain liability insurance covering its operations. Owner agrees to indemnify and hold Manager harmless from claims arising from the Property except where caused by Manager's gross negligence or willful misconduct. Manager shall promptly notify Owner of any claim or loss affecting the Property.

Accounting and Reports

Manager shall provide Owner with monthly statements detailing rents collected, fees, repairs, and other disbursements. Owner will receive an annual summary for tax purposes. Owner authorizes Manager to deduct management fees and approved disbursements from collected rents prior to remittance to Owner.

Owner Distribution Method

Termination and Default

Either party may terminate this Agreement upon written notice of days. In the event of a material default, non-breaching party may terminate after providing a reasonable cure period of days where permitted by law. Upon termination, Manager shall deliver final accounting, tenant security deposits, and remaining funds to Owner within a commercially reasonable period.

Notices

Owner Notice Address Manager Notice Address

Disclosures

Lead-based paint (if applicable): Yes No

Known mold or water intrusion history: Yes No

Prior material structural or fire damage repaired: Yes No

Default, Remedies and Limitation of Liability

Except as provided by applicable law, the parties' remedies for a breach will be limited to actual damages. Neither party will be liable for consequential, incidental, or punitive damages except in cases of willful misconduct or gross negligence. The prevailing party in any dispute shall be entitled to recover reasonable attorneys' fees and costs.

Governing Law and Entire Agreement

This Agreement shall be governed by the laws of the state of and constitutes the entire agreement between the parties with respect to the management of the Property. Any amendment must be in writing and signed by both parties.

Additional Terms or Special Instructions

Certifications

Each party represents and warrants that (a) it has full authority to enter into this Agreement, (b) the person signing on its behalf is duly authorized, and (c) there are no undisclosed material facts about the Property that would materially affect its operation or value other than as disclosed herein.

Owner

Printed Name:

By:

Date:

Manager

Printed Name:

By:

Date:

What the Real Estate PMA Form Is and when it’s used

The Real Estate PMA Form (Property Management Authorization or Property Management Agreement) is a contract that authorizes a manager or agent to act on behalf of a property owner for leasing, rent collection, maintenance, and other operational tasks. It records the parties, scope of authority, compensation, term, termination rights, insurance and indemnity terms, and dispute resolution mechanisms. The form is commonly used for residential and commercial property management and serves as the foundational document that defines duties, limits, reporting cadence, and how funds are handled on behalf of the owner.

Why a clear Real Estate PMA Form matters

A well-drafted PMA reduces disputes, clarifies fiduciary duties, and documents authority for banking, tenant interactions, and maintenance decisions. Clear terms protect owners and managers by setting expectations for fees, reporting, and termination.

Who typically completes and signs the Real Estate PMA Form

Common participants include property owners, property management companies, individual property managers, and authorized signatories for owner organizations.

Property owners who delegate day-to-day operations to a managing agent
Property management firms acting for multiple owners or portfolios
Owners’ legal or accounting representatives reviewing authority and fee structures

Each signer should confirm authority to bind the party they represent; corporate owners often require board or officer certification before execution.

Core components to include in a professional PMA

A complete Real Estate PMA Form should be explicit about scope, authority, compensation, reporting, insurance, and termination. Include appendices for property lists, fee schedules, insurance certificates, and delegated limits.

Scope of Services

Detailed duties (leasing, rent collection, maintenance) and exclusions; specify vendor procurement limits and emergency authority.

Authority

Whether manager can sign leases, enter properties, execute repairs, or bind owner to contracts and the monetary thresholds for such actions.

Compensation

Management fees, leasing commissions, reimbursement policy for expenses, and timing for fee calculation and payment.

Reporting & Records

Frequency of owner statements, year-end accounting, bank reconciliations, and access rights to supporting records.

Insurance & Indemnity

Required liability insurance, property insurance obligations, and indemnification scope between parties.

Term & Termination

Duration, renewal provisions, notice periods, and post-termination duties including final accounting and transfer of files.

Step-by-step: how to complete and execute the PMA

Follow these sequential steps to complete, review, and execute the PMA cleanly and consistently.

01

Gather documents: Collect title, insurance certificates, and entity formation papers before drafting.
02

Draft terms: Fill scope, fees, reporting, and authority fields based on property type and owner preferences.
03

Legal review: Have counsel review for state-specific requirements and fiduciary language.
04

Execute: Sign, date, and notarize if required; distribute fully executed copies to parties.

How to configure an online PMA workflow for eSigning

Set up a digital workflow that ensures correct field placement, signer order, and required authentication before sending the PMA for signature.

Field	Configuration
Signer Order	Owner signs after manager or in parallel depending on authority
Required Fields	Make Effective Date, Property Description, Fees, and Signature blocks mandatory
Authentication	Use email + SMS code or stronger methods for high-risk transactions
Audit Trail	Enable timestamping, IP capture, and certificate for record retention

Where to send or file the completed PMA

After execution, route the PMA to the appropriate parties and file copies with internal record systems and banking partners as needed.

Owner Records: Provide fully executed PDF to owner and their legal/accounting files
Manager Files: Manager retains original executed copy and related vendor authorizations
Banking & Vendors: Send to bank or vendors when required for account or payment setup
Regulatory Filing: File any required local registrations or licensing documents per jurisdiction

Digital delivery and eSignature considerations

Choose an eSignature platform that supports PDF/DOCX, audit trails, and required authentication for your jurisdiction.

File Formats: PDF and DOCX supported
Integrations: Connect to CRM and cloud storage for automated archiving
Authentication: Support for email, SMS, and advanced methods

Ensure chosen software can retain evidentiary audit trails and support notarization or RON if your state or lender requires it.

Key timing: execution deadlines and reporting cadence

Certain PMA obligations are time-bound: fee payment dates, periodic reporting, and notice periods for termination or renewal should be tracked carefully.

Effective Date:

Start date triggers management responsibilities and fee accrual

Monthly Reporting:

Most managers provide monthly statements and bank reconciliations

Annual Accounting:

Year-end summary and tax documents usually provided annually

Termination Notice:

Typical notice 30–90 days depending on contract terms

Lease Execution:

Manager may have limited authority timeframes to sign leases

Major milestones in a PMA lifecycle

Track these numbered stages from onboarding through termination to keep compliance and reporting on schedule.

01

Onboarding and Setup

Collect documents, set bank accounts, and establish reporting templates.

02

Active Management

Ongoing leasing, maintenance, collections, and monthly reporting.

03

Annual Review

Assess fees, performance, and insurance; renew or amend terms as needed.

04

Termination & Handover

Deliver final accounting, transfer files, and settle outstanding obligations.

Common mistakes to avoid when preparing a PMA

Vague authority language leaving repair or leasing decisions unclear
Failing to specify fee basis or reimbursements in writing
Missing signatures or signer authority documentation
Not retaining an auditable executed copy with timestamps

Potential risks and legal consequences of an incorrect PMA

Breach Disputes: Contractual liability and damages exposure

Fiduciary Risk: Claims for misapplied funds or conflicts of interest

Bank Rejection: Banks may refuse account changes without proper authorization

Vendor Claims: Unilateral vendor agreements can bind owners unexpectedly

Regulatory Fines: Licensing violations in certain jurisdictions

Tax Consequences: Incorrect reporting of management income or reimbursements

Required information fields and secure data points

Owner Identity: Legal name and entity type

Manager Identity: Company or individual name

Property Address: Full street address

Bank Details: Account for rent deposits

Insurance Info: Policy numbers and carriers

Contact Details: Phone and email for notices

Supporting documents and export options

Attach relevant exhibits and keep export copies in common formats for portability and recordkeeping.

Supporting Exhibits

Attach property lists, fee schedules, insurance certificates, and vendor authorizations as exhibits to the PMA.

Formats for Storage

Save executed PMAs as PDF/A for long-term preservation and as DOCX for editable master copies when appropriate.

Banking Addenda

Provide signed bank authorization forms or ACH addenda to enable rent deposit changes.

Audit Trail

Maintain an audit log showing timestamps, signer authentication method, and IP addresses for each signature event.

Comparison: eSignature platform pricing and key compliance points

This table summarizes starting price and a few common capability checks for mainstream eSignature vendors; signNow is listed first in accordance with vendor ordering rules.

	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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
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 about the Real Estate PMA Form

Answers to common execution, notarization, and modification questions for PMAs used in U.S. real estate transactions.

Need help? Contact support

Can a PMA be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, electronic signatures are enforceable provided intent, consent, attribution and record retention requirements are met.
Is notarization required for a PMA?
Not generally required for every PMA, but some banks, lenders, or local laws may require notarization or a separate notarized bank authorization; verify jurisdictional or institutional requirements.
Can a manager open bank accounts with a PMA alone?
Banks commonly require a combination of a PMA, EIN or SSN for account setup, and a bank-specific authorization; banks may also require notarized signatures or corporate resolutions.
What happens if names don’t match?
Mismatched owner or manager names across documents can cause delays or rejections by banks or title companies; use exact legal names and provide formation or title documents when requested.
How do I amend a PMA after execution?
Amendments should be in writing, signed by all original parties, and reference the original PMA by date. For significant changes, consider counsel review to confirm authority and tax implications.
Are remote online notarizations (RON) acceptable?
Many states permit RON with identity proofing and audio/video recording, but requirements vary; confirm the notary statute in the governing state before relying on RON for a PMA.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now