Is an electronic signature valid?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention to meet the four ESIGN validity tests.

Do I need a notary or witnesses?

Most management agreements do not require notarization, but state-specific real-estate filings or deeds may; verify local requirements and witness rules for related conveyances.

Who has authority to sign?

The authorized signatory should be designated by board resolution or the strata's governing documents; capture that resolution in the file to demonstrate authority if challenged.

Can the agreement be amended later?

Yes—amendments should follow the contract's amendment clause, be in writing, signed by authorized parties, and retained with the original agreement to ensure enforceability.

What if the manager breaches terms?

Follow termination, cure, and dispute-resolution procedures in the contract; preserve evidence and consult counsel for remedies, including damages or specific performance.

How long must records be kept?

Retain active agreements for the term plus at least 3 years; longer retention may apply for tax, HIPAA-related, or state-specific requirements—see IRS and HIPAA rules for guidance.

Electronic Signature
Templates
Real estate
Strata Management Agreement

Strata Management Agreement

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STRATA MANAGEMENT AGREEMENT

Parties and Property

This Strata Management Agreement (the "Agreement") is entered into between:

Strata Corporation Name: Strata Registration / Corporation Number: Manager (Company / Individual): Manager Business Address:

Property Identification

Property Address: Parcel / APN Number(s): Legal Description:

Appointment, Term and Renewal

The Strata Corporation appoints the Manager to provide strata management services for the Property commencing on and ending on , subject to earlier termination in accordance with this Agreement.

Renewal Option (if any):

Scope of Management Services

The Manager shall perform the following services on behalf of the Strata Corporation in a professional manner and in accordance with applicable law and the bylaws of the Strata Corporation:

Management Services — Description:

The Manager's authority includes, subject to the limits set out in this Agreement, collection of strata fees, supervision of maintenance and repairs, arranging insurance claims, preparation of financial statements, convening and attending meetings, and engaging contractors.

Contract Authorization Threshold:

The Manager may enter into contracts for goods and services up to the amount specified above without prior board approval. Contracts above that amount require prior written approval of the Strata Council unless an emergency repair is required.

Financial Management

Management Fee (percentage): Flat Monthly Fee (if applicable): Startup / Onboarding Fee: Reserve Fund Management:

The Manager shall maintain separate bank accounts for operating and trust funds, deposit receipts promptly, and provide monthly reconciliations to the Strata Council. Manager shall not commingle Strata funds with Manager's personal or business funds.

Bank Name for Strata Accounts: Account Name / Number (Operating):

Insurance, Maintenance and Repairs

The Strata Corporation retains responsibility for procuring and maintaining insurance for common property in accordance with applicable law and bylaws. The Manager shall assist in claims processing and shall not reduce or alter insurance coverage without Strata Council approval.

Routine Maintenance Responsibility: Emergency Repair Authorization Amount:

Records, Reporting and Meetings

The Manager shall keep accurate books and records, provide monthly financial reports, an annual statement, and attend scheduled Strata Council meetings and annual general meetings as requested.

Frequency of Financial Reports:

Disclosures and Representations

The Strata Corporation represents that, to the best of its knowledge, there are no undisclosed material defects, pending litigation affecting the common property, or unsettled insurance claims except as disclosed below.

Known Material Defects / Pending Claims (if any):

The Manager represents that it is properly licensed (if licensing applies), has the skill and experience to perform the services, and will comply with all applicable laws and professional standards.

Default, Termination and Remedies

Either party may terminate this Agreement for material breach by the other party if the breach is not remedied within days' written notice. The Strata Corporation may terminate without cause upon days' written notice, subject to payment of all accrued fees.

Upon termination, the Manager shall promptly deliver to the Strata Corporation all records, keys, and funds held on behalf of the Strata Corporation and shall provide reasonable assistance to effect a transition.

Indemnity and Liability

Each party shall indemnify and hold harmless the other party from and against claims, losses, liabilities and expenses arising from its negligence, willful misconduct, or breach of this Agreement. The Manager's liability for direct damages arising from negligence shall be limited to the greater of the Manager's annual fees under this Agreement or unless statutory law requires a different standard.

Confidentiality

The Manager shall keep confidential all non-public records and information of the Strata Corporation and shall not disclose such information except as required by law or as necessary to perform the services under this Agreement.

Governing Law and Entire Agreement

This Agreement shall be governed by and construed in accordance with the laws applicable to the jurisdiction where the Property is located. This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes all prior agreements and understandings, whether written or oral.

Notices

All notices under this Agreement shall be in writing and delivered by hand, courier, or certified mail to the addresses below or to such other address as either party may designate by notice.

Notices to Strata Corporation — Address: Notices to Manager — Address:

Additional Provisions

Key and Access Control: Records Retention Period (years): Insurance Requirements for Manager:

Disclosures / Condition Checkboxes

The parties acknowledge the following conditions and disclosures:

Lead-based paint or coatings present in common property

Asbestos-containing materials known or suspected

Significant mold or moisture damage affecting common property

Pending litigation or governmental orders affecting the Property

If any disclosure checked above, provide details:

Execution

By signing below, the parties acknowledge that they have read, understood, and agree to be bound by the terms and conditions of this Strata Management Agreement.

Strata Corporation — Printed Name:

By:

Date:

Manager — Printed Name:

By:

Date:

What a Strata Management Agreement Is

A Strata Management Agreement is a written contract between a strata corporation or condominium association and a professional manager or management firm that defines duties, authority, fees, insurance obligations, budget responsibilities, maintenance schedules and dispute-resolution processes. It assigns operational tasks—billing, vendor management, common-area maintenance, compliance with local condo laws—and establishes term, renewal, and termination mechanics. Properly executed agreements clarify financial controls and reporting, reduce liability exposure, and document expectations for owners, the strata council, and the manager while remaining compatible with e-signature laws such as the ESIGN Act and UETA.

Why a Clear Agreement Matters

A well-drafted Strata Management Agreement allocates responsibility, protects the strata corporation from operational and financial risk, clarifies fee structures, and provides a contractual basis for enforcement and dispute resolution under applicable state law and federal e-signature frameworks.

Who Typically Uses This Agreement

This agreement is used by the parties responsible for managing common-property communities and by third parties who rely on its terms.

Strata corporations and condo boards responsible for collective property oversight and budget approval
Professional property managers or management firms engaged to perform operations and vendor supervision
Developers, lenders, and insurance providers reviewing management authority and financial controls

Use this document when you need an explicit, enforceable allocation of management duties, fees, and reporting obligations.

Essential Elements to Include

A professional Strata Management Agreement should document responsibilities, financial controls, insurance, governance, and end-of-term processes to avoid later disputes and to ensure regulatory compliance.

Parties

Full legal names of the strata corporation and manager, including entity type and authority to contract, plus contact details and registered addresses.

Term

Start and end dates, automatic renewal terms, termination for cause or convenience, and notice periods for nonrenewal or early termination.

Scope

Detailed list of services provided (maintenance, accounting, collections, vendor management) and any excluded services requiring separate agreements.

Fees

Management fee structure, reimbursable expenses, invoicing cadence, late payment penalties, and procedures for budgeted special assessments.

Insurance

Manager insurance requirements, indemnification clauses, limits of liability, and requirements for naming the strata as an additional insured.

Termination

Post-termination deliverables, records transfer, final accounting, security deposit disposition, and dispute resolution method (mediation/arbitration).

Step-by-Step: Completing the Agreement

Follow this sequence to reduce errors and ensure all required approvals are captured before signature.

01

Gather documents: Collect bylaws, prior agreements, budgets, insurance certificates.
02

Draft terms: Define scope, fees, term, and termination conditions.
03

Board review: Present draft to strata council for edits and approval.
04

Finalize signatures: Execute with authorized signers and retain final copies.

Configuring an Online Signing Workflow

Set up a digital workflow that matches signatory order, authentication level, and retention requirements for corporate records.

Field	Configuration
Signer Order	Sequential or parallel signing based on board approvals
Authentication	Email link or SMS code; increase to KBA for higher assurance
Templates	Create reusable templates for recurring management contracts
Storage	Set secure cloud retention with versioning enabled

Typical Online Execution Flow

Digital execution streamlines review, signing, and archival while preserving an audit trail suitable for legal and tax records.

Upload: Add the agreement PDF or DOCX to the signing platform
Place fields: Insert signature, date, and initial fields for each signer
Send: Deliver secure signing links or email invites to authorized signers
Archive: Store final signed copy plus audit trail and timestamp

Technical Considerations for eSigning Platforms

Choose a platform that meets your authentication, integration, and records-retention needs without adding compliance risk.

Integrations: Connectors for Salesforce, NetSuite, Microsoft 365 and Google Workspace streamline recordkeeping
File formats: Support for PDF, DOCX, and exported audit logs is important
Authentication: Options for email, SMS, or stronger methods like KBA or SSO

Verify the vendor's security certifications and retention options; ensure the platform can produce a complete audit trail and export signed records in PDF/A or equivalent format for long-term storage.

Security and Compliance Checklist

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

Access Controls: Role-based permissions and SSO

Audit Trail: IP, timestamp, and action history

HIPAA Support: BAA available when required

Regulatory: ESIGN and UETA compliance

Certifications: SOC 2 Type II and ISO 27001

Key Risks of an Improper Agreement

Authority: Signed by unauthorized person

Ambiguity: Vague scope causing disputes

Noncompliance: Violates state condo statutes

Missing insurance: Liability exposure for owners

Faulty retention: Records unavailable for audit

Invalid signature: Improper e-sign processes

Common Preparation Mistakes to Avoid

Using informal templates that omit statutory compliance requirements or reserve powers for the board
Failing to verify the manager's insurance certificates and limits before execution of the agreement
Neglecting to specify the exact management fee formula, leading to disputes over reimbursements and pass-through costs
Not capturing signature authority in a board resolution or minutes, which can render the execution process ineffective

Timing and Notice Deadlines to Include

Specify measurable deadlines for notices, renewals, approvals, and financial deliverables to prevent operational gaps and legal exposure.

Effective Date:

Date when the manager's obligations begin; use MM/DD/YYYY format

Notice Periods:

Termination or nonrenewal notice, commonly 30–90 days

Budget Approval:

Annual budget submission and board approval deadlines

Insurance Updates:

Provide current certificates within specified days after renewal

Records Delivery:

Timeframe for final accounting and document transfer after termination

Key Milestones from Draft to Handover

Track milestone stages from initial draft through final records transfer to maintain continuity and accountability.

01

Drafting

Prepare initial agreement and attach bylaws and budgets

02

Board Review

Board reviews text and approves any changes

03

Execution

Authorized signers execute the agreement in final form

04

Handover

Manager delivers records, keys, and final accounting

eSignature Vendor Comparison for Agreement Execution

Comparison of common vendor features and starting prices; signNow is listed first per comparison conventions used in procurement tables.

	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 (no card)	Trial availability varies	Trial availability varies	Trial availability varies	Trial availability 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 envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Real-World Use Examples

Sample scenarios show how a Strata Management Agreement functions in different practical contexts.

Condominium Board

A board appoints a manager to collect fees and supervise repairs

Manager issues monthly statements and schedules vendors
Having a clear contract reduced billing disputes and improved reserve funding transparency for owners.

Developer Transition

A developer transitions control to the owner-run strata council

Manager provides final accounts and maintenance history
A documented handover clause ensured timely transfer of records and minimized litigation risk.

Practical Tips to Keep Agreements Enforceable

Adopt standardized clauses and digital workflows to keep execution consistent and defensible across renewals and audits.

Use clear definitions

Define terms like 'common property,' 'working day,' and 'reimbursable expense' to reduce later disputes.

Limit open-ended authority

Specify approval thresholds for spending and vendor selection to maintain board oversight.

Require insurance evidence

Attach certificates and require prompt replacement on renewal to manage liability exposure.

Record approvals

Document board resolutions authorizing signatories and attach minutes where appropriate.

Typical Signatories and Their Roles

Board President

Signs on behalf of the strata corporation after board resolution. Responsible for ensuring the board followed internal approval procedures and for authorizing financial commitments.

Manager CEO

Signs for the management firm or entity, confirming acceptance of scope, insurance, and payment terms; often provides evidence of authority and corporate registration.

Frequently Asked Questions

Answers to common legal and practical questions about executing and enforcing a Strata Management Agreement.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; ensure intent, consent, attribution, and retention to meet the four ESIGN validity tests.
Do I need a notary or witnesses?
Most management agreements do not require notarization, but state-specific real-estate filings or deeds may; verify local requirements and witness rules for related conveyances.
Who has authority to sign?
The authorized signatory should be designated by board resolution or the strata's governing documents; capture that resolution in the file to demonstrate authority if challenged.
Can the agreement be amended later?
Yes—amendments should follow the contract's amendment clause, be in writing, signed by authorized parties, and retained with the original agreement to ensure enforceability.
What if the manager breaches terms?
Follow termination, cure, and dispute-resolution procedures in the contract; preserve evidence and consult counsel for remedies, including damages or specific performance.
How long must records be kept?
Retain active agreements for the term plus at least 3 years; longer retention may apply for tax, HIPAA-related, or state-specific requirements—see IRS and HIPAA rules for guidance.

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