Is an electronic signature valid?

Yes. Electronic signatures are legally binding in the U.S. under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is rarely required for management agreements but may be needed for related documents (deeds, powers of attorney). State rules and specific lender or county filing requirements determine necessity.

Can I use remote online notarization?

Many states permit RON with identity-proofing and recording; verify state notary commission rules because RON availability and requirements vary by jurisdiction.

What if a signer lacks authority?

If a signer lacks corporate authorization, the contract can be challenged. Obtain corporate resolutions or proof of signing authority before relying on executed agreements.

How should records be stored?

Store executed agreements with audit trails and backups. Retain tax and financial records for at least three years and longer where industry rules require it.

How do I revoke or amend the agreement?

Follow the agreement’s amendment and termination clauses. Revocation typically requires written notice and any required cure periods per the contract.

Electronic Signature
Templates
Real estate
Tenant Management Agreement

Tenant Management Agreement

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

TENANT MANAGEMENT AGREEMENT

This Tenant Management Agreement (the Agreement) is made effective as of by and between Owner Name: ("Owner") and Manager Name: ("Manager").

Property Identification

Property Address Parcel / APN Number Legal Description

Recitals and Appointment

Owner hereby appoints Manager as the exclusive agent to manage, operate, lease and rent the Property identified above, and Manager accepts such appointment subject to the terms and conditions of this Agreement. Manager is authorized to act on Owner's behalf only as expressly provided in this Agreement.

Term

Term Commencement Date: Term Expiration Date:

This Agreement shall continue for the term specified above and thereafter on a month-to-month basis until terminated pursuant to the terms of this Agreement.

Scope of Services and Manager Authority

Manager shall provide the following services (check applicable services; if not checked, service is excluded):

Rent collection and accounting
Tenant placement, lease negotiation and execution
Tenant screening and background checks
Maintenance coordination and contractor supervision
Pursuit of nonpayment and eviction proceedings
Regular property inspections

Manager Duties — Additional Details

Detailed Duties

Financial Terms

Management Fee Leasing / Tenant Placement Fee Late Fee Retention

All rents and other sums collected by Manager shall be deposited in Manager's trust account and disbursed monthly to Owner, less authorized fees, expenses, reserves and approved repairs. Manager shall provide monthly accounting statements to Owner setting forth all receipts, disbursements and expenses.

Security Deposits and Tenant Funds

Security deposits shall be held by: Manager Owner

Manager shall hold tenant funds in a segregated trust account and shall not commingle such funds with Manager's operating funds. Disposition of security deposits at lease termination shall be in accordance with applicable law and the executed lease.

Maintenance, Repairs and Contractor Engagement

Manager is authorized to order repairs and incur obligations for maintenance up to the amount of per occurrence without prior Owner approval. For repairs exceeding that amount, Manager shall obtain Owner's written approval except in cases of emergency where immediate action is required to prevent loss or injury.

Maintenance Instructions / Limits

Tenant Placement, Leasing and Screening

Manager shall screen prospective tenants in Manager's ordinary course of business. Manager shall execute leases on Owner's behalf subject to approval of lease form and rent amount by Owner. Standard lease term to be offered:

Screening Criteria Summary

Insurance and Liability

Owner shall maintain property and liability insurance in amounts reasonably adequate for the Property and shall name Manager as additional insured where reasonably required. Manager shall maintain liability insurance covering Manager's operations. Neither party shall be liable to the other except for willful misconduct, gross negligence, or breach of this Agreement.

Indemnification

Owner agrees to indemnify, defend and hold Manager harmless from and against all claims, liabilities, losses and expenses (including reasonable attorneys' fees) arising out of Owner's failure to perform Owner's obligations, the condition of the Property, or Owner's negligence. Manager agrees to indemnify Owner for Manager's grossly negligent acts or willful misconduct.

Termination

This Agreement may be terminated by either party by providing written notice to the other party at least days prior to the intended termination date. Upon termination, Manager shall deliver to Owner all records, funds and tenant security deposits and shall render a final accounting within 30 days of termination.

Default and Remedies

A material breach by either party that remains uncured for a period of 30 days after written notice shall constitute an event of default. The non-defaulting party may pursue any remedies available at law or in equity, including specific performance and recovery of damages and costs, including reasonable attorneys' fees.

Disclosures

Lead-Based Paint: Property contains lead-based paint? Yes No

If yes, provide details

Mold or water intrusion history? Yes No

If yes, provide details

Governing Law; Entire Agreement; Amendments

This Agreement shall be governed by and construed in accordance with the laws of the state where the Property is located. This Agreement contains the entire agreement between the parties concerning the subject matter hereof and supersedes all prior agreements. This Agreement may be amended only by a written instrument signed by both parties.

Notices

Owner Notice Address Manager Notice Address

Recordkeeping and Access

Manager shall maintain accurate books and records concerning the management of the Property and shall provide Owner with monthly statements, tenant ledgers, invoices for repairs and receipts upon request. Owner shall have the right to inspect records during normal business hours upon reasonable notice.

Miscellaneous Provisions

Severability: If any provision of this Agreement is held invalid, the remaining provisions shall remain in full force. Waiver: No waiver by either party of any breach shall be deemed a waiver of subsequent breaches. Assignment: Neither party may assign this Agreement without the prior written consent of the other, except that Owner may assign to a successor owner of the Property.

Owner (Printed Name):

By:

Date:

Manager (Printed Name):

By:

Date:

What the Tenant Management Agreement Is and When It Applies

A Tenant Management Agreement is a written contract that sets out the relationship between a property owner (or owner’s agent) and a party responsible for tenant intake, lease administration, rent collection, maintenance coordination, and related operational tasks. It defines duties, authority limits, compensation, performance expectations, indemnities, insurance requirements, and the contractual term. Typical uses include third-party property managers, on-site resident managers, and firms performing tenant screening or eviction coordination. The agreement helps allocate legal risk, document operational procedures, and provide an auditable record of delegated landlord responsibilities.

Why a Clear Tenant Management Agreement Matters

A well-structured agreement reduces disputes by clarifying roles, timelines, and financial flows; it preserves landlord rights and ensures compliance with housing laws and privacy obligations.

Who Typically Prepares and Signs This Agreement

Common parties involved in drafting and executing a Tenant Management Agreement include property owners, corporate asset managers, property management firms, and onsite managers.

Independent property managers: Manage leasing, maintenance, and vendor relationships on behalf of owners.
Landlords and asset managers: Retain control over policy, compliance, and major financial decisions.
Corporate housing teams: Use standardized agreements for multiple properties across jurisdictions.

Each signer should confirm signing authority and, where relevant, corporate authorization documents to avoid later challenges to signature validity.

How to Complete a Tenant Management Agreement, Step by Step

Follow these sequential steps to prepare, review, and execute the agreement consistently and with clear evidence of consent.

01

Draft: Populate parties, scope, and fees from template and gather supporting lease exhibits.
02

Review: Legal and insurance teams verify indemnities, insurance limits, and regulatory compliance.
03

Authorize: Confirm signatory authority and attach corporate resolution if required.
04

Execute: Obtain signatures, retain executed copies, and distribute to stakeholders.

Essential Clauses to Include in a Tenant Management Agreement

A comprehensive agreement balances operational flexibility with safeguards. Include clear clauses to govern authorization, performance, financial controls, compliance, and termination.

Authority

Define specific powers granted to the manager, including tenant screening, lease execution rights, and limits on capital expenditures without owner approval.

Compensation

Detail management fees, leasing commissions, late-fee handling, reimbursable expenses, and timing for invoicing and payment reconciliations.

Reporting

Specify frequency, format, and required content for financial reports, tenant ledgers, and maintenance logs to maintain an audit trail.

Indemnity and Insurance

Allocate liability and require insurance minimums (GL, E&O) and certificates naming the owner as additional insured where applicable.

Compliance

Require adherence to federal and state housing laws, fair housing rules, data privacy standards, and any industry-specific regulations.

Termination

State termination for cause and convenience, cure periods, wind-down responsibilities, and final accounting procedures.

Data and Security Considerations

Tenant Data Handling: Limit access and encrypt tenant PII in storage

HIPAA Considerations: Execute BAA for health-related tenant records

Audit Trail: Retain signed document logs and timestamps

Encryption Standards: Use TLS 1.2/1.3 in transit and AES-256 at rest

Access Controls: Implement role-based access and MFA

Regulatory Compliance: Follow ESIGN and UETA for e-signatures

Key Risks and Penalties from Errors or Omissions

Incorrect Tax Reporting: Backup withholding and penalties may apply

Unauthorized Actions: Manager exceeds authority — owner liable

Data Breach: HIPAA/CCPA exposure and civil fines

Late Filings: IRS penalties for incorrect information returns

Improper Termination: Wrongful eviction liability and damages

Invalid Signatures: Enforceability challenges under ESIGN/UETA

Common Mistakes to Avoid When Preparing the Agreement

Using vague authority language that fails to specify financial thresholds for contracting or repairs, which can lead to unauthorized spending and disputes.
Failing to require certificates of insurance and additional insured status for contractors, increasing the owner's exposure to claims and uninsured losses.
Neglecting to include data-handling and privacy provisions, especially when the manager accesses tenant medical or financial records, risking HIPAA or state privacy violations.
Omitting a clear termination and handover plan, resulting in disputed final accounting and interrupted services after contract end.

Typical Operational Workflow for a Tenant Management Agreement

This sequence shows how documents and actions typically flow between owner, manager, and tenants during the life of the agreement.

Onboarding: Upload leases and tenant records to a secure system
Daily Operations: Manager handles rent, maintenance, and tenant communications
Reporting: Monthly financial and operational reports to owner
Handover: Final accounting and transfer of records at termination

How to Configure an Online Tenant Management Workflow

Set up fields, routing, and authentication to match authority limits and auditing needs for tenant-related documents.

Field	Configuration
Signature Field	Assign to authorized signer with date stamp
Approval Routing	Sequential routing to manager then owner
Authentication	Use email or SMS code for signer ID
Retention Policy	Automatic archival after defined retention period

Technical Requirements for eSigning and eSubmission

Choose a platform that supports required file formats, signer authentication, audit trails, and integrations with property systems.

File Formats: PDF and DOCX compatibility
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS code, or advanced options

Ensure the chosen provider supports retention, audit logs, and any industry-specific compliance (for example HIPAA BAAs for healthcare-related tenant records).

Key Milestones from Agreement Draft to Handover

Track milestones to ensure timely execution, onboarding, and orderly contract conclusion with clear deliverables at each stage.

01

Draft Completion

Prepare executed draft with exhibits and insurance certificates

02

Execution

Obtain signatures and notarizations where required

03

Onboarding

Transfer tenant files, vendor contacts, and system access

04

Contract Closeout

Complete final accounting and return records at termination

eSignature Vendor Pricing and Feature Snapshot

Compare starting price and core capabilities relevant to Tenant Management Agreements. signNow appears first for reference; verify details directly with each vendor before purchasing.

	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	Verify	Verify	Verify	Verify
Bulk Send	Yes (Business Premium)	Verify	Verify	Verify	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Verify	Verify	Verify

Frequently Asked Questions About Tenant Management Agreements

Answers to common legal, execution, and recordkeeping questions related to Tenant Management Agreements and eSignature use.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally binding in the U.S. under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is rarely required for management agreements but may be needed for related documents (deeds, powers of attorney). State rules and specific lender or county filing requirements determine necessity.
Can I use remote online notarization?
Many states permit RON with identity-proofing and recording; verify state notary commission rules because RON availability and requirements vary by jurisdiction.
What if a signer lacks authority?
If a signer lacks corporate authorization, the contract can be challenged. Obtain corporate resolutions or proof of signing authority before relying on executed agreements.
How should records be stored?
Store executed agreements with audit trails and backups. Retain tax and financial records for at least three years and longer where industry rules require it.
How do I revoke or amend the agreement?
Follow the agreement’s amendment and termination clauses. Revocation typically requires written notice and any required cure periods per the contract.

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