Can the form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA when signers show intent, consent, attribution, and records are retained. Some categories—like certain real estate filings—may have state-specific requirements.

Are notarization or witnesses required?

Most internal requests do not require notarization, but recordable instruments or certain bylaw actions may. Notarization rules vary by state; check your state notary commission for RON availability and witness rules.

What supporting documents should I attach?

Attach photos, invoices, contractor estimates, and any permits or inspection reports related to the request. Missing attachments commonly delay approvals and can increase dispute risk.

How do I correct an error after submission?

Submit an amended form indicating corrected fields and include a brief explanation. If signatures changed, the form may need re-execution by required parties.

Who is authorized to sign on behalf of the association?

Authorized signers are typically the property manager or board officers as defined in bylaws or resolutions. Confirm signer authority in association records prior to relying on the signature.

How long will processing take?

Processing varies by association and complexity; routine maintenance requests often see initial response in 3–7 business days while board actions may take a full meeting cycle.

Electronic Signature
Templates
Real estate
Strata Management Form

Strata Management Form

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

STRATA MANAGEMENT FORM

This Strata Management Form documents the appointment of a strata manager and the administrative, financial and operational authorities granted by the Strata Corporation to the Manager for the property identified below. Strata Corporation: Registration/Record Number:

Property Identification

Property Address Parcel / APN Number Legal Description

Parties and Contact Information

Strata Corporation - Primary Contact Strata Manager / Agent

Term of Appointment

The Strata Corporation hereby appoints the Manager to act as strata manager for the Property commencing on and terminating on , unless earlier terminated in accordance with this Form. Renewal: Automatic renewal unless notice given.

Scope of Services

The Manager shall provide the following mandatory services unless expressly excluded below:

Services (check all that apply)

Routine common-area maintenance and minor repairs

Common-area cleaning and janitorial services

Landscaping and grounds maintenance

Vendor procurement and contract administration

Financial management, levy collection and disbursements

Insurance claim liaison and administration

Emergency call-out response (24/7)

Other services / limitations

Financial Terms

Management Fee

Fee Frequency: Monthly Quarterly Annually

Initial Retainer / Trust Fund Invoice Terms Late Fee / Interest

Authority, Approvals and Payment Thresholds

The Manager is authorized to approve and contract for works and services on behalf of the Strata Corporation up to the following thresholds without prior strata council approval:

Approval Threshold (per individual transaction)

Transactions above this threshold require prior written approval of the Strata Council or a duly convened meeting.

Inspections, Records & Reporting

Inspection frequency: . Manager shall maintain complete records of contracts, invoices and correspondence and shall provide financial reports to the Strata Council at least: .

Right to Audit

The Strata Corporation reserves the right to audit the Manager's records relating to the Property upon reasonable notice; the Manager shall cooperate and produce records within business days.

Disclosures

Known property conditions and legal matters (check applicable responses and provide detail where required).

Known structural or material defects: Yes No

If yes, describe

Outstanding government or building orders: Yes No

If yes, describe

Insurance, Indemnity & Risk

The Strata Corporation shall maintain all required property and liability insurance. The Manager shall maintain professional liability insurance as required by applicable law and shall provide certificates on request. Each party shall indemnify and hold harmless the other for claims arising from its own negligent acts, omissions or willful misconduct.

Manager insurance policy reference / note

Default, Termination and Remedies

Either party may terminate the appointment for material breach if the breach is not remedied within days after written notice. The Strata Corporation may terminate without cause upon days' prior written notice; fees due for services performed up to termination and reasonable costs of transition shall be payable to the Manager.

Remedies: The parties' remedies for breach include specific performance, recovery of actual damages and costs of enforcement, and where applicable, termination and recovery of unpaid fees. Nothing in this Form limits any statutory rights.

Confidentiality, Records and Entire Agreement

The Manager shall keep confidential all personal data and strata records except as required by law or as required to perform duties under this Form. This document, together with any attachments executed contemporaneously, constitutes the entire agreement between the parties concerning strata management and supersedes prior agreements on the same subject.

Governing Law and Dispute Resolution

This Form is governed by the laws applicable to the jurisdiction where the Property is located. Parties agree to attempt good-faith mediation of disputes prior to initiating litigation; where mediation fails, disputes may be resolved by court proceedings or arbitration as agreed in writing.

Authorizations and Certifications

By signing below, the signatories certify they are duly authorized to bind their respective parties, confirm the accuracy of the information provided in this Form, and accept the authorities and obligations set out above.

Strata Corporation (Printed Name):

By:

Date:

Strata Manager / Agent (Printed Name):

By:

Date:

What the Strata Management Form Is and when it's used

A Strata Management Form documents administrative requests, owner information, assessments, maintenance orders, rule amendments, or board decisions for a condominium, cooperative, or homeowners association. It centralizes unit identifiers, owner contact data, the nature of the request or notice, dates, and required authorizations so management and the board can process routine and exceptional matters consistently. In many U.S. contexts the form supports recordkeeping, dispute resolution, budget tracking, and compliance with association bylaws; versions may be executed electronically under ESIGN or UETA when permitted.

Why a standardized Strata Management Form matters

A clear, consistent form reduces processing time, prevents missing information, and creates an auditable record for owners, managers, and the board. Properly completed forms reduce disputes, improve compliance with bylaws and notices, and make financial tracking and meeting preparation more reliable across properties.

Primary users and participants

Common participants in strata workflows and what they do with the form.

Property managers and strata administrators who intake requests, validate data, and schedule actions.
Unit owners and occupants who submit maintenance requests, payment authorizations, or voting proxies.
Board members and committee chairs who record decisions, approve assessments, and sign official notices.

The form supports role-based responsibilities and becomes official once signed by authorized parties.

Step-by-step: completing and submitting the form

Follow a simple, ordered process to reduce rework: confirm ownership, attach required documents, obtain authorizations, and route to the correct recipient.

01

Prepare details: Collect owner, unit, and supporting document data before starting.
02

Complete fields: Enter each required field using consistent formats to avoid rejection.
03

Sign and date: Authorized parties sign; use eSignature where allowed under ESIGN or UETA.
04

Route to manager: Send to the strata manager or board email and archive a copy.

Core components of a professional Strata Management Form

A complete form groups identification, request details, financial data, approvals, and evidentiary attachments to make decisions and retain records without ambiguity.

Owner Identification

Full legal name, unit/lot number, mailing and service addresses, contact phone and email to establish who has authority and where notices should be sent.

Request or Notice Details

Clear description of the issue, requested remedy, incident date(s), and any safety or urgency flags that affect priority and scheduling.

Financial Information

Assessment amounts, payment authorizations, invoice references, or special-assessment calculations with currency and due date fields for accounting reconciliation.

Supporting Documents

Spaces to attach photos, invoices, contractor quotes, or inspection reports; these become part of the association record for disputes and audits.

Board Decisions

Fields for motion text, vote tally, and dates so approvals and denials are recorded transparently for owners and regulators.

Signature and Authentication

Signature block for owner and manager, date fields, and a place to note witness or notarization if required by bylaws or state law.

Required data elements for legal and audit purposes

Unit Identifier: Lot or unit number on title

Owner Name: Exact legal name as on deed

Contact Address: Street, city, state, ZIP

Request Category: Maintenance, assessment, or notice

Signature Block: Signer name and date

Supporting Files: Photos, invoices, or permits

How to configure an online workflow for this form

Digital templates and routing rules speed processing and preserve an audit trail; set fields and authentication to match association policy.

Field	Configuration
Authentication Method	Email link and optional SMS code
Conditional Fields	Show fields for special assessments only when selected
Template Reuse	Save as reusable template for recurring requests
Storage Location	Encrypted cloud archive or association document system

Digital signing and platform requirements

Choose a platform that supports secure storage, audit trails, and formats used by your association.

File Formats: PDF and DOCX supported
Integrations: Salesforce, Microsoft 365, NetSuite, Google Workspace
Authentication: Email, SMS code, or stronger methods

Where to send the completed form and next steps

Submission destinations depend on the purpose: internal management, the board, vendor dispatch, or public filing. Each route should generate a receipt and an audit trail.

Management Portal: Upload to the association's property management system for intake and scheduling.
Board Distribution: Route approved or contested items to board members for vote and archival.
Vendor Dispatch: Send accepted maintenance requests to preapproved contractors for scheduling.
County Filing: Only recordable instruments (deeds/amendments) are submitted to county recorder offices.

Typical timelines, notice periods, and processing expectations

Timeframes vary by association bylaws and state law; include standard internal deadlines so owners know when to expect action.

Assessment Payment Due:

Due date per association billing cycle; late fees typically apply

Routine Maintenance Response:

Initial response often within 3–7 business days

Special Assessment Notice:

Notice period commonly 10–30 days depending on bylaws

Board Meeting Notice:

Provide owners the required advance notice specified in bylaws

Document Processing:

Allow 7–30 days for full review and board action

Common preparation errors to avoid

Submitting incomplete owner or unit identifiers that delay assignment and billing.
Using inconsistent name formats that cause signature or title mismatches during audits.
Failing to attach required supporting documents such as invoices or photos.
Omitting signature or date fields, which often requires re-execution and slows processing.

Consequences of incorrect or late forms

Late Assessment Fees: Association penalties and interest may be imposed

Invalid Notice: Incorrect service details can void a notice under bylaws

Disputed Charges: Incomplete evidence increases dispute risk and legal costs

Recordkeeping Gaps: Missing attachments weaken audit defense and compliance

Signature Defects: Noncompliant e-signatures may be challenged in court

Fines or Liens: Persistent nonpayment or code violations can lead to liens

Comparison: eSignature provider pricing and key limits

Basic pricing and capability comparisons are shown below to help choose a compliant eSignature platform for strata workflows; signNow is listed first per table 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 by vendor	Varies by vendor	Varies by vendor	Varies by vendor
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 Strata Management Form

Answers to common questions about acceptance, e-signatures, notarization, corrections, and processing expectations for strata-related forms.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act and UETA when signers show intent, consent, attribution, and records are retained. Some categories—like certain real estate filings—may have state-specific requirements.
Are notarization or witnesses required?
Most internal requests do not require notarization, but recordable instruments or certain bylaw actions may. Notarization rules vary by state; check your state notary commission for RON availability and witness rules.
What supporting documents should I attach?
Attach photos, invoices, contractor estimates, and any permits or inspection reports related to the request. Missing attachments commonly delay approvals and can increase dispute risk.
How do I correct an error after submission?
Submit an amended form indicating corrected fields and include a brief explanation. If signatures changed, the form may need re-execution by required parties.
Who is authorized to sign on behalf of the association?
Authorized signers are typically the property manager or board officers as defined in bylaws or resolutions. Confirm signer authority in association records prior to relying on the signature.
How long will processing take?
Processing varies by association and complexity; routine maintenance requests often see initial response in 3–7 business days while board actions may take a full meeting cycle.

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