Free Property Manager
Service Agreement
Stop compromising your authority as a Property Manager by trading your valuable time for the awkward, repetitive task of chasing delinquent owners and tenants.
Pro Contractor Tip
Your management agreement should clearly specify that Day 30 of non-payment triggers an automatic 'Service Suspension' clause, effectively pausing all non-emergency maintenance and administrative tasks until the account is brought current.
Why use a written agreement?
Handshake deals are risky. As a Property Manager, "scope creep" is your biggest enemy. A clear agreement ensures everyone agrees on the deliverables before money changes hands.
🛡️ What this template covers:
- ✓Deliverables List
- ✓Payment Terms
- ✓IP Rights
- ✓Revision Limits
- ✓Cancellation Policy
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Start building now →Statement of Work
REF: 2026-0011. Project Background
This Agreement is entered into by and between the Client and the Contractor. The Client wishes to engage the Contractor for professional Property Manager services.
2. Scope of Services
The Contractor shall provide the following deliverables:
- Subject: Quick Update: Invoice #[Invoice Number] for [Property Address] Hi [Client Name], I hope your week is going well. I’m sending a quick note as our records show that the management fee/invoice for [Property Address] is now three days past due. We understand things get busy, and this is likely just a simple oversight. Could you please confirm if the payment has been sent, or log into the owner portal to settle the balance at your earliest convenience? If you’ve already sent the payment, please disregard this message. Best regards, [Your Name] [Your Company]
- Subject: OVERDUE: Notice regarding [Property Address] - Invoice #[Invoice Number] Hi [Client Name], We have not yet received payment for invoice #[Invoice Number], which is now 15 days past due. As per the terms of our Management Agreement, a late fee of [Amount/Percentage] has now been applied to the outstanding balance. To maintain the current maintenance schedule and administrative support for your property, we require this account to be brought current immediately. Please settle the balance via the portal or contact our office today if there is a discrepancy we need to address. Regards, [Your Name] [Your Company]
- Subject: FINAL NOTICE: Suspension of Services for [Property Address] Hi [Client Name], This is a final notice regarding your outstanding balance of [Total Amount], which is now 30 days past due. Despite our previous attempts to resolve this, the account remains unpaid. Consequently, per our contract terms, all management services and non-emergency maintenance for [Property Address] will be suspended effective [Date] until the full balance is cleared. We value our professional relationship and would prefer to avoid further escalation. Please remit payment immediately to reactivate your account and avoid further collection actions. Sincerely, [Your Name] [Your Company]
3. Performance Standards
The Contractor agrees to perform the Property Manager services in a professional manner, using the degree of skill and care that is required by current industry standards.
TERMS & CONDITIONS (Summary):
1. Payment: 50% Deposit required.
2. Copyright: Rights transfer to Client upon full payment.
Disclaimer: This template is for educational purposes only and does not constitute legal advice.
Frequently Asked Questions
How can I avoid the 'guilt' of chasing long-term clients for money?
Emotional friction is the biggest barrier to cash flow. By using a digital Dunning Engine, you remove yourself from the process. The automated 'robot' handles the reminders based on logic and data, preserving your professional relationship by making the follow-up a standard system rather than a personal confrontation.
When is the right time to stop work if a client refuses to pay?
This should be a pre-defined trigger in your workflow. A Dunning Engine allows you to set a hard rule—for example, at Day 30, the system automatically flags the account for service suspension and sends a final demand. This ensures consistency across all properties without you having to make a manual 'judgment call' every time.
What is the most effective way to handle clients who promise to pay but never do?
Broken promises are best handled through high-frequency, automated touchpoints. A Dunning Engine can increase the frequency of reminders as the debt ages, ensuring your invoice stays at the top of their inbox. Automation ensures that 'the squeaky wheel gets the grease' without you having to manually type a single email.