Property management often involves more than just day-to-day management. Owners are regularly faced with the challenge of delegating tasks to third parties – whether it's representing them at owners' meetings or communicating with tradespeople. A clear and legally secure power of attorney for the property manager is essential in such cases. This article will teach you everything you need to know about power of attorney for property managers, including practical tips and a template for immediate use in your property management association.
What is a power of attorney for property management?Link to this section
A power of attorney is a legally binding document that grants specific authority to a person in your homeowners association. In the context of property management, this specifically means that a homeowner authorizes a third party—often the property manager or an authorized representative—to act on behalf of the homeowners association.
Such powers of attorney are particularly relevant in the management of condominiums, because not all condominium owners can or want to regularly participate in the Owners' meeting participate. An administrative power of attorney creates clarity here.
Why do you need a power of attorney?Link to this section
A power of attorney allows decisions to be made legally even in the absence of an owner. The following situations frequently arise, especially in larger homeowners' associations:
Absence at the owners' meetingDelegation of administrative Tasks to the property managerRepresentation before tradesmen, service providers or authoritiesConclusion of contracts on behalf of an ownerImplementation of smaller Maintenance measures
In short: The power of attorney for property management gives you flexibility, accelerates processes, and secures the management of the property.
The role of the authorized person in the everyday life of the WEGLink to this section
An authorized representative not only takes over voting at the owners' meeting, but can also communicate with the property management, answer emails, or commission tradespeople on behalf of the owner. This is especially true if you, as the owner, live abroad or are unavailable for health reasons.
It's beneficial for your condominium management to have a reliable and clearly designated representative. This ensures communication and accelerates decision-making processes for your community.
Contents of a power of attorneyLink to this section
A valid power of attorney should be clearly worded and documented in writing. The following information must be included in the document:
Name and address of the person granting the power of attorney (i.e. you as the owner)Name and address of the authorized personSubject of the power of attorney (e.g. participation in a meeting, dealing with authorities, concluding contracts)Scope of powers (individual power of attorney, general power of attorney, limited power of attorney)Validity period (one-time, limited, permanent)Place, date of issueSignature of the principalIndication of whether it is an original power of attorney or a copy
This clearly structured layout ensures legally compliant use and prevents later misunderstandings.
Different forms of power of attorneyLink to this section
Depending on the specific application, there are different forms of power of attorney. 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 the meeting and vote on behalf of the owner. It is particularly helpful in the event of absence, illness, or vacation.
Important: Most condominium associations only accept powers of attorney issued in writing. Some associations require the original.
2. Authority to carry out certain measures
Example: A property owner instructs the property manager to carry out repair work on his/her behalf.
3. General administrative power of attorney
This power of attorney enables the administrator to act comprehensively on behalf of the community – for example, when representing it to third parties or in emergencies.
Template & Sample: Power of Attorney for Property ManagementLink to this section
To help you create your property management power of attorney easily, we've provided a handy template here. Copy the following text and fill in your details:
Tips for safe use of the power of attorneyLink to this section
To ensure that your power of attorney is legally effective, you should observe the following points:
Hand over the original power of attorney – especially at meetingsSend a copy in advance by email to the property managerKeep a duplicate for your recordsRevoke the power of attorney in writing if it is no longer requiredState the specific period and functions to avoid misunderstandings
Special features of digital owners' meetingsLink to this section
More and more homeowners' associations are taking advantage of digital or hybrid meetings. In these cases, it is particularly important that the proxy also covers digital participation and that the authorized representative has the technical capability to participate in the online meeting.
Make sure the following information is included in your property management power of attorney:
The email address of the authorized personThe note that digital participation and voting is also possibleTechnical requirements for participation (e.g. access to Zoom, Teams, etc.)
Many property managers require advance notification of the proxy via email. Check the current regulations on your property management company's website or in the meeting invitation letter.
The importance of the power of attorney in the context of the management contractLink to this section
An important point in the cooperation with the WEG administrator is the Management contract This document governs the duties, rights, and powers of your condominium association and your property manager regarding the management of the property. However, not all actions specified in the property management agreement replace an individual power of attorney.
Especially for activities that go beyond day-to-day management—such as concluding contracts with external service providers on behalf of individual owners—a separate power of attorney is required. Clear provisions in the contract prevent future conflicts within the internal relationship between the manager and the owner.
Important contents of the management contract:
Duration and termination regulationsRemuneration of the administratorPrecise distribution of tasksRepresentation regulations and requirement of a power of attorneyDealing with decisions of the WEG
Since you rely on smooth management of your property, a clear contract combined with a written power of attorney for property management offers the ideal solution.
What to do if there are multiple owners?Link to this section
In many cases, a property is owned by several people, such as spouses or heirs. In this case, all owners must act jointly or appoint an authorized representative to represent them.
Especially in a condominium association, it's important that the condominium administrator knows exactly who is authorized to make binding decisions or vote at the meeting. The power of attorney should therefore clearly state whether it covers all co-owners or only concerns one individual.
Tip: Include the names of all principals in the power of attorney and have them sign separately. This will help avoid formal errors.
Revoking a power of attorneyLink to this section
Granting a power of attorney does not mean it must remain valid forever. If circumstances change—for example, if you sell your home or lose trust in the authorized person—you can revoke the power of attorney at any time.
Here's how to proceed:
Create an informal letter with the subject “Revocation of the power of attorney for property management”State the name, address and date of the original power of attorneySend the letter to the authorized person and to the property managerAsk for written confirmation
The revocation becomes effective as soon as it is received by the property manager. Please ensure that it is delivered in a timely manner before important dates, such as the owners' meeting.
Frequently asked questions about power of attorney for property managementLink to this section
When is an administrative 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 multiple people?
Yes, but you should clearly regulate who is allowed to 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 will be lost, and important decisions will be without influence.
Does the power of attorney have to be notarized?
No, this is usually not necessary – a simple written form is sufficient.
Does the power of attorney also apply to emergencies?
It depends on the scope. For urgent repairs, a general power of attorney may be useful.
Conclusion: The power of attorney – a tool for smooth administrationLink to this section
In condominium management, a power of attorney is more than just a piece of paper. It ensures that processes run efficiently and legally, even in your absence. Whether at the owners' meeting, when commissioning tradespeople, or in ongoing administration – a well-thought-out power of attorney ensures clarity and effectiveness.
Do you already know Ralph?
If you choose to grant us authority to manage your property, we guarantee transparent, efficient, and legally compliant handling of all administrative matters. Our digital processes ensure maximum traceability, while our personalized service ensures you receive optimal information and support at all times.
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