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Service Contract Sandhills Home Watch

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SERVICE CONTRACT

Post Office Box 4791 · Pinehurst, NC 28374 · (910) 528 – 2433, 32 · (910) 295 – 5717 (fax)

tricia@sandhillshomewatch.com · murray@sandhillshomewatch.com

www.sandhillshomewatch.com

Client contact & billing information

Client:

Address:

City, State, Zip:

Telephone (Primary): Secondary:

Cell # 1: Cell # 2:

Email: Fax #:

COVERED PROPERTY INFORMATION

Address:

City, State, Zip:

Telephone (local):

Alarm Company: Telephone:

Security System Settings: Pass Code(s):

Security System & Entry Instructions:

Type of heating:

Service Provider:

Telephone:

HVAC System:

Heating/Cooling Settings:

Light Timer Settings:

Inside:

Outside:

Irrigation Settings:

Additional Information & Instructions:

SERVICE PROVIDER CONTACT INFORMATION

Insurance Agent: Phone#:

Plumber: Phone#:

Electrician: Phone#:

Carpenter: Phone#:

Pest Control: Phone#:

Landscaper: Phone#:

Contractor: Phone#:

LOCAL CONTACT INFORMATION

(Person(s) with access to your home)

Name:

Telephone #:

Additional Information:

EMERGENCY NOTIFICATION

Should damage, illegal activity or general concern arise and the owner cannot be contacted, the following person(s) should be contacted for recommended action and/or authorization.

Contact:

Address:

Telephone Number(s):

FEE SCHEDULE

BASIC SERVICES INCLUDE:

Exterior Inspection list:

Ensure all entrances are secure; visual check for evidence of forced entry, vandalism, theft or damage; check outside faucets and hoses for leaks; removal of newspapers, flyers, packages, mail and other evidence of non occupancy; visual inspection of roof & gutters from the ground; visual inspection of yard/landscaping to assure regular maintenance; check that irrigation clock/system reflects accurate time.

Interior Inspection list:

Inspect for signs of theft, vandalism, damage or other disturbance; check that all windows and entryways are secure; check security system is set and working properly; check inside lighting timers set accordingly; visual inspection of all HVAC serviced areas for signs of pest or unusual insect activity; note any unusual odors; visual inspection of walls, ceilings, windows, tubs, showers for evidence of water damage, leakage, mold or mildew; check that thermostat is set at correct temperature; check that freezers, refrigerators & disposals are working; visual check of hot water heater & A/C pans; replace batteries in smoke detectors; check fuse box for tripped breakers or evidence of power surge; reset clocks & timers as needed.

Start Date: End Date:

ADDITIONAL SERVICES BY REQUEST:

Extended visits charged at $25/hour

Empty perishables from the refrigerator, empty and turn off icemaker, close blinds, set HVAC system to away settings, unplug electrical items, turn off water at house, unplug or turn off breaker to the water heater, shut off valves to toilets, unplug washer & dryer, bring in containers and check security of doors and windows.

Turn on electric breakers, turn on all water mains, turn on water heater and ice maker, plug in electrical items, adjust A/C, open blinds, freshen toilets. Contact cleaning service if requested.

If you would like Emergency Response Services, please notify your alarm company that Sandhills Home Watch, LLC is a key holder and not a security company. As such, we will respond to alarm notification in as timely a fashion as scheduling permits. Service call charges include property inspection after alarm notification and rearming system. Owner will be notified if there are any visible signs of intrusion or damage, and will be sent an email report.

Sandhills Home Watch, LLC will send out an alert email if there is a Tropical Storm or Hurricane Warning for the area. At your request we will check on your home pre-storm, ensure that all furniture is inside, all shutters are down and perform any special requests for your property. Post-storm, Sandhills Home Watch, LLC will inspect your property, look for visible signs of damage, take photos and send a detailed report to owner.

INSPECTION REPORTS: Sandhills Home Watch, LLC shall transmit Inspection Reports of property to client after each inspection with appropriate comments.

PURPOSE OF AGREEMENT: The purpose of this agreement is to state the duties and obligations of Sandhills Home Watch, LLC and the client as well as to specify the respective care and handling of the home and/or other services client desires. The referenced home information is fully described within the Contract and said information is necessary for service commitment.

SAVE HARMLESS AND INDEMNITY: The owner/homeowner hereby agrees to indemnify and hold harmless Sandhills Home Watch, LLC, it’s agents, representatives and employees from any and all liability that may result from all damage suits or claims in connection with the provision of the services described within this Agreement, and from all liability for injuries to persons or property suffered or sustained by any person whomsoever, and to carry adequate homeowner’s insurance to protect the interest of parties hereto.

DAMAGES OR MISSING ITEMS: Sandhills Home Watch, LLC will not be held responsible for any damage to the property or items missing, switched out, lost, damaged or stolen under any circumstances including but not limited to theft, vandalism, negligence of invited or uninvited individuals, or acts of nature.

TERMINATION: Either party may terminate this Service Contract with 30 (thirty) days written notice. Upon cancellation, Sandhills Home Watch, LLC shall return all keys, gate passes, codes, and openers to Client and Client shall submit all fees due and payable to Sandhills Home Watch, LLC within 10 (ten) days of receipt of termination notice.

GOVERNING LAW: In the event any claims and/or disputes arise from this transaction said dispute shall be governed by the laws of the State of North Carolina. The parties agree that if legal procedures are necessary to ensure the provisions of the Agreement, the prevailing party shall recover their reasonable legal fees.

AUTHORIZATION AND APPROVALS:

□ All parties confirm the Service Contract provided by Sandhills Home Watch, LLC and the information provided by the client is understood and agreed upon.

□ Inaccurate or incomplete information is the responsibility of the client and will void all responsibility of said services.

□ This document confirms the approval for limited access to the client’s property for the home monitoring services.

□ Any emergency will be handled as detailed in this form set with charges due upon per agreed conditions.

CONFIDENTIAL INFORMATION: We at Sandhills Home Watch, LLC respect our clients’ confidential information and privacy. The information collected on this form will only be used by representatives of Sandhills Home Watch, LLC on an as-needed basis and will NEVER be made available to, rented or sold to third parties.

ADDITIONAL INFORMATION

 Every effort will be made to oversee your home but Sandhills Home Watch, LLC cannot protect from break-in, vandalism or other acts of nature. We do not anticipate problems but we will do our best to immediately inform you of any instances should they occur.

 Should any unexpected home fees or costs be incurred, Sandhills Home Watch, LLC will cover said costs up to $25.00 without contacting the client. For fees or costs over and above $25.00, Sandhills Home Watch, LLC will contact client for approval. These costs will be shown as a separate line item on your invoice. We understand emergencies arise and we will be as accommodating as possible to meet such requests.

 Keys, passes, codes, openers are required at the signing of the Service Contract.

 Surcharges for lengthy travel times/distances will be added but these will be discussed with the client at the signing of the Service Contract.

SANDHILLS HOME WATCH. LLC REQUIRES A SERVICE CONTRACT FOR ALL WORK TO ENSURE A COMPLETE UNDERSTANDING OF ALL SERVICES EXPECTED. THIS CONTRACT MUST BE SIGNED BY THE CLIENT AND OR HOMEOWNER(S) BEFORE ANY WORK CAN BEGIN.

OUR BILLING IS DONE ON A QUARTERLY BASIS WITH PAYMENT EXPECTED NO LATER THAN TEN (10) DAYS FROM RECEIPT OF INVOICE. LATE PAYMENTS ARE SUBJECT TO A 3% LATE FEE AND $25.00 FEE FAR ALL RETURNED CHECKS.

I have read, signed and received a copy of this Service contract and understand and except its terms.

Date:

Client/Homeowner(s):

Sandhills Home Watch, LLC

Date:

By:

Murray Williamson/Tricia Williamson
Managing Members

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What the Service Contract Sandhills Home Watch Covers

The Service Contract Sandhills Home Watch is a written agreement between a homeowner and a home-watch provider that documents periodic property inspections, routine maintenance tasks, emergency response procedures, access arrangements, insurance and liability allocations, billing and payment terms, and termination rights. It defines the scope and frequency of visits (for example, weekly checks during seasonal vacancy), describes permitted on-site actions (shutting off water, securing doors, contacting trades), and records contact and keyholder details. When executed properly it creates an enforceable contract governing expectations and remedies for both parties.

Why a Written Service Contract Matters for Sandhills Home Watch

A clear service contract establishes duties, payment terms, and emergency procedures, reduces ambiguity that leads to disputes, and documents permissions needed for access and repairs. For homeowner and provider alike, a written agreement supports insurance claims, clarifies liability, and creates an auditable record suitable for electronic execution under U.S. e-signature law.

Why a Written Service Contract Matters for Sandhills Home Watch

Who Typically Uses the Sandhills Home Watch Service Contract

The contract is used by several distinct groups who manage or own seasonal and vacant properties in the Sandhills region.

  • Seasonal homeowners who leave their property vacant for extended periods and need scheduled inspections and emergency coverage.
  • Third-party property managers or home-watch businesses that accept responsibility for routine checks and coordinating repairs.
  • Real estate investors and short-term rental operators who require documented access, vendor authorization, and billing terms.

Each user group adapts terms for frequency of visits, emergency authority, and insurance requirements to match property type and occupancy patterns.

Representative Signer Profiles

Homeowner

A homeowner signs to grant access, acknowledge fees, and set limitations on repairs and expenses. The homeowner should confirm property address, emergency contact, insurance coverage, and preferred vendor contacts to avoid delays during incidents.

Provider Owner

The home-watch provider signs to accept defined duties, carry required insurance, and agree to response protocols. Providers should document qualifications, vehicle and employee identification, and acceptance of liability limits specified in the agreement.

Essential Elements to Include in the Service Contract

A professional Sandhills Home Watch service contract should be concise yet comprehensive, covering identity, scope, access, costs, risk allocation, and termination terms.

Parties & Recitals

Identify homeowner and provider by legal name and address, include property address and a short recital explaining the purpose of the agreement.

Scope of Services

List inspection tasks, frequency, checklists (interior/exterior), seasonal services, and whether vendor coordination or minor repairs are included.

Access and Keys

Describe how access is granted (key, lockbox, code), who retains keys, and procedures for emergency entry and evidence of entry.

Fees and Payment

Specify service fees, billing cycle, accepted payment methods, late fees, and policies for additional work or materials.

Liability and Insurance

Allocate responsibility for loss and require provider insurance limits; state whether provider must carry general liability and name homeowner as additional insured when required.

Term and Termination

Set contract duration, renewal mechanics, notice periods for cancellation, and obligations on termination such as final inspection and key return.

Required Data Elements for the Contract

Full Legal Names: Owner and provider names
Property Address: Street, city, state, ZIP
Contact Details: Phone and email for emergency use
Service Description: Inspection tasks and frequency
Payment Terms: Fee amounts and due dates
Signatures: Signed and dated by both parties

Step-by-Step: Completing the Service Contract

A straightforward sequence reduces omissions and improves enforceability when both parties sign.

  • 01
    Review Template: Read full agreement before filling fields.
  • 02
    Enter Party Details: Add legal names, addresses, and contacts.
  • 03
    Define Services: Specify tasks, schedule, and limits.
  • 04
    Sign and Date: Execute by all parties and store copies.

Configuring an Online Completion Workflow

Set up the digital workflow so signers receive the right fields and authentication for a compliant electronic signature process.

Field Configuration
Signature Method Email link with optional SMS 2FA
Authentication Email token, SMS code, or ID verification
Signer Order Sequential or parallel as required
Conditional Fields Show payment or key fields when selected

Where to Send and How the Executed Contract Is Routed

Typical routing ensures executed copies reach all stakeholders and are archived for compliance and claims.

  • Upload Document: Provider or homeowner uploads final contract.
  • Assign Signers: Add email addresses and signer roles.
  • Send for Signature: System sends secure signing link.
  • Distribute Copies: All parties receive signed PDF and audit log.

Digital Signing and Distribution Considerations

Choose a platform that supports common document formats, required signer authentication, and integration with your storage or property management systems.

  • Document Formats: PDF and DOCX supported
  • Integrations: Salesforce, Microsoft 365, NetSuite
  • Authentication: Email, SMS, KBA options

Ensure the chosen solution can produce an audit trail showing signer attribution and timestamps consistent with ESIGN and UETA requirements, and that it exports signed documents in an archival PDF/A-compatible format for long-term storage.

Key Dates and Notice Periods to Include

Define specific dates and notice periods to manage renewals, cancellations, inspections, and payments.

Effective Date:

Enter as MM/DD/YYYY; this is when services begin.

Renewal Notice:

Typically 30 days prior to contract end for nonautomatic renewals.

Cancellation Notice:

Commonly 30 days written notice for termination without cause.

First Inspection:

Schedule first visit within 7 days of Effective Date where feasible.

Payment Terms:

Specify due days (for example, Net 30) and late fee policy.

Common Mistakes to Avoid When Preparing the Contract

  • Vague scope language that omits whether minor repairs or vendor coordination are allowed, which leads to disputes over unpaid work.
  • Missing emergency contacts or local agent information, which delays response time and increases property damage risk.
  • Unclear payment timing or omitted extra-cost approval thresholds, causing invoicing disputes and late payments.
  • Failing to record key custody and return procedures, increasing theft and liability exposure after termination.

Potential Risks and Contractual Penalties

Liability Exposure: Provider may face claims for negligence
Insurance Gaps: Insufficient coverage increases homeowner risk
Cancellation Costs: Early termination fees may apply
Late Payments: Interest or suspension of services
Unauthorized Entry: Breach of privacy or trespass claims
Invalid Signature: Improper execution can affect enforceability

eSignature Pricing Comparison for Executing the Service Contract

Below is a concise vendor comparison focused on starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope cap. signNow is listed first per vendor comparison conventions.

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
Envelope Cap No cap 100 envelopes/user/year Varies Varies Varies

FAQs: Execution, Disputes, and Recordkeeping

Answers to commonly asked questions about execution methods, signature validity, cancellations, and storage of Sandhills Home Watch service contracts.


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