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Free Printable Property Management Agreement Templates [PDF, Word]

    A written property management agreement is a legal document that outlines the responsibilities of those involved in managing a property. It also covers the costs involved, how and when payments will be made, how disputes will be resolved, maintenance costs, complaints, and mediation techniques, and any other situation relating to their management.

    Whilst you may have an idea in mind of what should make up your contract, there are regulations that you must abide by under the law. Therefore, without knowing these regulations your management agreement could become void and unenforceable.

    As well as outlining the obvious details such as the property owner’s name and contact details, also details about provisions for holidays such as who takes care of security or snow removal; or if the tenant has children living on the premises, who is responsible for hallways or play areas?

    In addition to this detail on the management of the building is any information on pets or smoking policies? The property management agreement needs to cover everything so that all parties know what to expect from one another and ultimately your property manager won’t be able to dispute the terms if they go against them in some way.

    Property Management Agreement Templates

    Managing properties can be a complex and time-consuming task. Simplify your property management process with our comprehensive collection of Property Management Agreement Templates. These free, printable templates provide a solid foundation for establishing clear and legally binding agreements between property owners and managers.

    With customizable sections covering responsibilities, fees, maintenance, and more, our templates ensure that all parties are on the same page and understand their roles and obligations. Whether you’re a property owner seeking professional management services or a property manager looking to streamline your operations, our Property Management Agreement Templates are designed to meet your needs. Download now and experience the peace of mind that comes with having a well-defined and organized property management agreement.

    When do you need a property management agreement?

    Property Management Agreement
    Property Management Agreement

    If you have properties that need to be managed, it is important to get a property management agreement. This will both protect the property owner and their interests as well as their relationship with the manager coming on board. Having a template for this is useful for any situation regarding property management.

    For example, say you are someone who wants to hire your own property manager – if you have a lease agreement form, you can use that to negotiate better terms with the manager and make sure they understand their responsibilities toward your properties. Even if you are somebody who is looking to lease out properties through an agency or site, like Airbnb or HomeAway; having the relevant documents in place allows these companies to focus on the work aspect of managing properties.

    What to Include in Your Property Management Agreement

    The property management agreement is a document that should be tailored to the specific needs of the property and the tenants. The PMA outlines everything from the contractors allowed on site to what type of treatments the complex will allow for their units. There are a few questions you should ask to determine what should be included in your contract:


    In the services section of your contract, you want to be sure the new property management company has all the rights and responsibilities laid out.

    Services Not Covered

    Unlike the services included in property management, there may also be others that aren’t covered. Again, it’s in your best interest to make sure these services are clearly stated before signing a contract with a property management company.


    The cost of property management fees depends on the location and state you are living in. You can review different fee structures from various property management companies online, and shortlist companies based on the fee structure (in conjunction with other factors explained above).

    Extra fees

    In many property management agreements, you might find a brief paragraph or two regarding additional charges. Usually, a clause like this would read something to the tune of “In addition to the contracted amount, there may be additional fees if an additional service is requested by the tenant.”

    This is a clause that can be easily left out of the contract; however, you do have the option of adding or removing it from your agreement as you see fit. There is a good chance that your property management company already has a standard fee for any extra services that may arise. Make sure to ask them about this up-front. In most cases, before any fees are added or subtracted from your overall cost, both you and your property manager will contact one another to discuss the specifics about the extra fees in question.

    Property Owner Responsibilities

    As a property owner, you are responsible for the safety and maintenance of your property. As such, there are some things you will have to take care of, like paying a certain percentage of tax levied on it each year. Your responsibility also extends to keeping your property insured. It doesn’t matter if you are just renting out the entire building or just a room within it, but you need to ensure that your tenant has adequate insurance coverage. You can have a clause in your rental agreement where you can mandate this to the tenant and make sure he ups his policy accordingly.

    Property Owner Limitations

    Property management contracts also list limitations on what you can do as a property owner. As a property owner, you’ll notice that there are limits to what tasks you can perform. Some of these limitations are entirely reasonable, but others may leave you wondering why they exist.

    Length of the agreement

    A standard agreement for property management services is often for a period of one year. Since the length of a land lease tenancy may be long-term, both the landlord and rental agent need to review their agreement annually to make sure that all critical issues are still relevant. Such a review often results in an update of the standard fee schedule and provision for new services.

    Termination Clause

    Every property management agreement should have a termination clause, just like it should have an escape clause. A termination clause protects both the landlord and the property manager in case either party has a change of heart about their contractual duties or terms. It allows for an amicable separation between parties in case the dissolution of the contract is beneficial to both parties.

    The termination clause also allows for penalties if either party violates the terms of their agreement before its ending date. It also ensures legal compliance and is one of the most important clauses in your property management contract. If a tenant stays beyond the lease term, there will be extra charges if you want them to vacate your premises. It goes without saying that when people own a property, they take a bigger risk than when they rent one.

    They want control over whether they can dispose of it when they feel like it or sell it at market value. You may not know this, but most people who run their properties as businesses do not like to see sub-lease agreements with any term longer than 3 months because that means lots of responsibility and commitment toward someone else’s asset. This can lead to lots of unprofitable situations


    The liability and indemnification clause defines the property management company’s responsibilities in handling personal injury claims or other legal liabilities that come with being a property management company.

    Compliance issues

    One of the biggest areas of concern that people have regarding property management websites is compliance issues. When someone finds a great property to rent or lease, they immediately become concerned about the type of living or working conditions that are involved. That’s one reason why property management websites have such a high conversion rate—to give potential tenants and renters peace of mind.


    An advance is a payment made by a property management company to cover expenses for repairs or maintenance that are needed due to emergencies such as failures of major systems such as elevators and roofs, or any other necessary expenses.

    The expenses must be reasonable, and the management company must have pre-approved the funds beforehand. Property owners have a responsibility to promptly act on repairs, maintain a minimum cash reserve for emergencies, and return the advance if it is not paid back within the timeframe given.


    What is a Property Management Agreement?

    A Property Management Agreement is a legal contract between a property owner and a property management company or manager. This agreement outlines the responsibilities and duties of the property manager or management company concerning the operation and maintenance of the property.

    Why is a Property Management Agreement important?

    This agreement is crucial as it defines the relationship between the property owner and the manager, clarifies the scope of work, and protects the interests of both parties. It also provides a legal framework for resolving any disputes that may arise.

    How can I terminate a Property Management Agreement?

    Termination procedures should be outlined in the agreement. Commonly, either party may terminate the agreement by providing written notice within the specified notice period. Some agreements may also specify grounds for termination.

    What should I look for in a Property Management Agreement?

    A: Look for clear definitions of responsibilities, terms of compensation, duration, and termination clauses. It’s also important to understand the liability and insurance provisions. Consult with a legal professional to ensure the agreement meets your needs and complies with local laws.

    Can I negotiate the terms of a Property Management Agreement?

    Yes, terms of a Property Management Agreement can often be negotiated before signing. It’s advisable to have clear discussions with the property management company and consult with legal counsel to ensure the agreement suits your needs.

    How are property managers typically compensated?

    Compensation structures may vary. Common methods include a fixed monthly fee, a percentage of the rental income, or a combination of both. Other fees might also apply for additional services.

    Is there a standard Property Management Agreement?

    There isn’t a one-size-fits-all agreement as the terms may vary based on the property type, location, and specific needs of the owner. However, many professional associations provide template agreements that can be customized.

    How long is a typical Property Management Agreement?

    The duration can vary. Common terms range from one to two years, but the agreement may also have renewal options.

    What happens if a property manager does not fulfill their duties?

    The agreement should outline remedies for failure to fulfill duties. This could range from a cure period, penalties, or termination of the agreement, depending on the severity of the breach.

    What are the typical terms included in a Property Management Agreement?

    Typical terms may include:

    • Services provided by the manager
    • Compensation and payment details
    • Duration of the agreement
    • Grounds for termination
    • Liability and insurance requirements
    • Maintenance and repair guidelines
    • Reporting and communication procedures
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    Betina Jessen

    Betina Jessen

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