Power of attorney for property management - with template

Property management is often about more than just day-to-day management. Owners are regularly faced with the challenge of delegating tasks to third parties - whether to represent them at owners' meetings or to communicate with tradespeople. A clear and legally compliant power of attorney for the condominium property manager is important in such cases. In this article, you will learn everything you need to know about the power of attorney for property managers, including practical tips and a template for direct use in your COA.

What is a power of attorney for property management?

A power of attorney is a legally valid document that transfers certain powers to a person in your homeowners' association. In the context of property management, this means that a condominium owner allows a third person - often the manager or an authorized person - to act on behalf of the condominium owners' association.

Such powers of attorney are particularly relevant in condominium management. This is because not all condominium owners can or want to regularly attend the owners' meeting. A power of attorney for the administrator creates clear conditions here.

Why do you need a power of attorney?

The power of attorney makes it possible to make legally binding decisions even in the absence of an owner. The following situations regularly arise, particularly in larger communities of owners:

• Absence at the owners' meeting
• Delegation of administrative tasks to the property manager
• Representation vis-à-vis tradespeople, service providers or authorities
• Conclusion of contracts on behalf of an owner
• Carrying out minor maintenance measures

In short, the power of attorney for property management gives you room to maneuver, speeds up processes and secures the management of the condominium.

The role of the authorized person in the everyday life of the WEG

An authorized person not only takes votes at the owners' meeting, but can also communicate with the property management, answer emails or commission tradespeople on behalf of the owner. This applies in particular if you as the owner live abroad or are unavailable for health reasons.

It is an advantage for your condominium management if there is a reliable and clearly named representative. This ensures communication with each other and speeds up decision-making processes in the interests of the community of owners.

Contents of a power of attorney

A valid power of attorney should be clearly formulated and recorded in writing. The following contents must be included in the document:

• Name and address of the person granting power of attorney (i.e. you as the owner)
• Name and address of the authorized person
• Object of the power of attorney (e.g. participation in meetings, dealing with authorities, concluding contracts)
• Scope of powers (individual power of attorney, general power of attorney, limited power of attorney)
• Validity period (one-off, limited, permanent)
• Place, date of issue
• Signature of the person granting power of attorney
• Indication of whether it is an original power of attorney or a copy

This clearly structured layout ensures legally compliant use and prevents misunderstandings later on.

Different forms of power of attorney

There are different forms of power of attorney depending on the application. You should pay attention to the scope and context.

1. power of attorney for representation at the owners' meeting

This option allows the representative to attend and vote at the meeting on behalf of the owner(s). It is particularly helpful in the event of absence, illness or vacation.

Important: Most WEGs only accept written powers of attorney. Some communities require the original to be presented.

2. authorization to carry out certain measures

Example: An owner instructs the property manager to have repair work carried out on his/her behalf.

3. general administrator authorization

This power of attorney enables the administrator to act comprehensively on behalf of the community - for example, when representing third parties or in emergencies.

Template & sample: Power of attorney for property management

To make it easy for you to create your power of attorney for property management, we provide you with a practical template here. Copy the following text and add your details:

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Tips for the safe use of the power of attorney

To ensure that your power of attorney is legally effective, you should note the following points:

• Hand over the original power of attorney - especially at meetings
• Send a copy in advance by e-mail to the property manager
• Keep a duplicate in your records
• Revoke the power of attorney in writing if it is no longer required
• State the specific period and functions to avoid misunderstandings

Special features of digital owners' meetings

More and more condominium owners' associations are using the option of digital or hybrid meetings. In these cases, it is particularly important that the power of attorney is also valid for digital participation and that the authorized person is technically able to participate in the online meeting.

Make sure that the following information is included in your power of attorney for property management:

• The e-mail address of the authorized person
• The note that digital participation and voting is also possible
• Technical requirements for participation (e.g. access to Zoom, Teams, etc.)

In this context, many property managers require advance notification of the power of attorney by email. Check the current regulations on your property manager's website or in the invitation letter to the meeting.

The importance of the power of attorney in the context of the administrator agreement

An important point in the cooperation with the condominium association manager is the management contract. In this document, your condominium owners' association and your manager regulate the duties, rights and powers relating to the management of the property. However, not all actions listed in the management agreement replace an individual power of attorney.

A separate power of attorney is required, particularly for activities that go beyond day-to-day management - such as concluding contracts with external service providers on behalf of individual owners. A clear regulation in the contract prevents later conflicts in the internal relationship between the administrator and the owner.

Important contents of the management contract:

• Duration and termination provisions
• Remuneration of the administrator
• Precise distribution of tasks
• Representation regulations and requirement for a power of attorney
• Dealing with resolutions of the WEG

Since you depend on the smooth management of your property, a clear contract in combination with a written power of attorney for property management is the ideal solution.

What to do if there are several owners?

In many cases, a property belongs to several people, for example spouses or communities of heirs. In this case, all owners must act jointly or appoint an authorized person to represent them.

Particularly in the context of a condominium owners' association, it is important that the condominium administrator knows exactly who is authorized to make binding decisions or to vote at the meeting. The power of attorney should therefore make it clear whether it covers all co-owners or just one individual.

Tip: Include the names of all the grantors of power of attorney in the power of attorney for administrator and have them sign separately. This will help you avoid formal errors.

Revoking a power of attorney

Granting a power of attorney does not mean that it has to remain valid permanently. If circumstances change - for example, if you sell your home or lose confidence in the authorized person - you can revoke the power of attorney at any time.

This is how you proceed:

• Create an informal letter with the subject "Revocation of power of attorney for property management"
• State the name, address and date of the original power of attorney document
• Send the letter to the authorized person(s) and the property manager
• Ask for written confirmation

The revocation becomes effective as soon as it is received by the administrator. Make sure it is delivered in good time before important dates, such as the owners' meeting.

Frequently asked questions about the power of attorney for property management

When is an administrator's power of attorney mandatory?

Whenever a third party acts on behalf of an owner at the owners' meeting or during contract negotiations.

Can I authorize more than one person?

Yes, but you should clearly regulate who can take on which tasks and when.

What happens without a power of attorney?

Without a valid power of attorney, no one may act or vote on your behalf. Your vote at the owners' meeting is lost and important decisions remain without influence.

Does the power of attorney have to be notarized?

No, this is not usually necessary - a simple written form is sufficient.

Does the power of attorney also apply to emergencies?

This depends on the scope. A general power of attorney can be useful for urgent repairs.

Conclusion: The power of attorney - a tool for smooth administration

In condominium management, the power of attorney is more than just a piece of paper. It ensures that processes run efficiently and with legal certainty even in your absence. Whether at the owners' meeting, when commissioning tradespeople or in ongoing administration - with a well thought-out power of attorney for the administrator, you ensure clarity and the ability to act.

Do you already know Ralph?

If you decide to grant us power of attorney for your property management, we guarantee you transparent, efficient and legally compliant handling of all management matters. Our digital processes ensure maximum traceability, while our personal service ensures that you are optimally informed and supported at all times.

Request a free and non-binding quote now! We look forward to hearing from you!

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