Leases, Renewals and Vendor Contracts for Property Managers
Property managers sign more documents than almost any small business: leases, renewals, move-in inspections, pet addenda, vendor agreements and the management agreement with each owner. Every one of them used to mean coordinating a time, a place and a pen. Codec Document lets tenants, owners and vendors sign from wherever they are, with a record you can show to anyone who asks.
Vacancy days cost more than any software
Every day a unit sits empty while a lease waits for a signature costs a day of rent. Every renewal that goes unsigned until the last week creates a risk of an unplanned move-out. And every vendor who starts work without a signed agreement is a liability question waiting to happen. The work of property management is coordination, and signatures are where coordination most often stalls.
How it helps property managers
Leases signed by every tenant, wherever they are
Each roommate or co-signer gets their own link. The lease completes when the last one signs, and everyone receives the final copy.
Renewals sent early and tracked
Send renewal offers to tenants in bulk and see who has signed, so you can follow up well before notice deadlines.
Owner management agreements
Management fee, leasing fee, maintenance approval limits and reporting, signed by each owner and stored with the property file.
Vendor agreements before vendors start
Scope, insurance requirements and rates signed by every contractor who works on your properties, so liability is clear before the first job.
Consistency matters under fair housing law
The Fair Housing Act, 42 U.S.C. § 3604, prohibits discrimination in the rental of housing, and applying the same process and documents to every applicant is one of the simplest ways to demonstrate consistent treatment. Leases longer than one year generally must be in a signed writing under state statutes of frauds, and the ESIGN Act, 15 U.S.C. § 7001, together with state UETA laws, makes electronic signatures satisfy that requirement. For housing built before 1978, the lead-based paint disclosure required by 42 U.S.C. § 4852d must be provided and acknowledged before the lease is signed.
Four roommates, three states
A property manager in Boston rented a four-bedroom unit to graduate students who were still in three different states over the summer. The paper process would have meant mailing the lease back and forth for two weeks. Each student received a link, signed from their phone, and the parent guarantors signed the same day. The unit was leased within 24 hours of approval, and the manager had a single file with every signature and timestamp.
What to put in writing with owners and tenants
- In the management agreement: fees, leasing fees, the repair amount you may approve without asking and how often you report.
- In the lease: rent, due date, late fees, deposit and the state-required disclosures.
- Which party handles which repairs, and how tenants submit maintenance requests.
- Rules for pets, parking, smoking and alterations, as addenda signed with the lease.
- Renewal timelines and the notice either side must give to end the tenancy.
- For vendors: scope, rates, proof of insurance and lien waivers on payment.
Questions people ask about this
Can a guarantor sign separately from the tenant?
Yes. Add the guarantor as an additional signer; they receive their own link and the lease completes when every party has signed.
Can I include addenda like pet or parking agreements?
Yes. Addenda can be sent together with the lease or on their own when something changes mid-lease.
Do tenants need an account?
No. Tenants sign through a secure link in their browser, which is why leases get signed faster.
Can I brand documents with my management company logo?
Yes. Your logo and company details appear on every document you send.