Designation of Authorized Property Manager

Jurisdiction: Country: United States | Province or State: Pennsylvania

What is a Designation of Authorized Property Manager?

A Designation of Authorized Property Manager is a written authorization from a property owner that names a specific person or company to act on the owner’s behalf for property maintenance, code compliance, inspections, and related communications. In Pennsylvania, this form lets the Pennsylvania Bureau of Property Maintenance & Housing Inspections – Real Estate recognize your designated manager as your agent for day‑to‑day compliance tasks and official notices.

Think of it as a limited agency authorization. It does not transfer ownership. It also does not replace your management agreement. Instead, it tells the Bureau who can speak and act for you on maintenance, inspections, licensing, and violation matters for the listed property or properties. The Bureau will then send notices to your manager, allow your manager to schedule or attend inspections, and accept filings or payments from your manager as if submitted by you.

Who typically uses this form?

Residential landlords, commercial building owners, condominium associations, and entities that own rental or mixed‑use properties. Estate representatives, receivers, and lenders who control properties may also file it to ensure a responsible contact is on record. If you operate through an LLC, corporation, trust, or partnership, this form helps the Bureau connect with an individual or registered management company who can act promptly.

Why would you need this form?

You want to make sure you never miss an inspection notice or violation deadline. You may live out of the area or rely on a third‑party manager to handle repairs and compliance. You might need your manager to pull permits, request re‑inspections, respond to citations, or attend hearings. This form provides the Bureau with your clear, written authorization so your manager can handle those tasks without delay.

Typical usage scenarios

• You own a rental duplex and hire a local property manager to handle repairs and tenant issues. You want that manager to receive code notices and schedule inspections.
• Your company owns several small commercial properties. Your facilities manager needs authority to apply for permits, meet inspectors, and pay inspection fees.
• You live out of state. You need a Pennsylvania‑based agent to accept service of violation notices and resolve time‑sensitive issues on your behalf.
• You manage a condominium association. The board authorizes the management company to respond to maintenance citations for common areas.
• A property is in receivership or under estate administration. The court‑appointed or personal representative designates a manager to handle code compliance until disposition.

The form creates a direct line between you, your manager, and the Bureau. It reduces missed notices, speeds up approvals, and keeps your properties compliant.

When Would You Use a Designation of Authorized Property Manager?

Use this form when you want the Bureau to recognize someone other than you as the responsible contact and agent for inspections, maintenance enforcement, and related filings. This is common if you are unavailable during the workday, live far from the property, or rely on a company to manage repairs and licensing. It is also helpful when a property is part of a larger portfolio, and you need a consistent point of contact for each address.

If you are a landlord, you use this form when you hire a management company and want them to receive and act on violation notices, submit license renewals, and coordinate re‑inspections. If you are a tenant, you typically do not file this form because the legal responsibility for property maintenance compliance rests with the owner. If you are a business owner who owns your building, you use the form to authorize your facilities manager or outside maintenance firm to deal with inspectors and permit staff. If you are an HOA or condo association, you use the form to authorize the association’s managing agent to handle common‑area code issues.

You would also use the form during transitions. For example, after purchasing a rental property, you designate your manager immediately to avoid lapses in communication during onboarding. If you change management companies, you file a new designation and revoke the prior one, so notices go to the right place. If the property becomes vacant or is undergoing major renovations, you designate a site superintendent or project manager to coordinate permits, temporary occupancy arrangements, and safety compliance.

Finally, use the form when a local requirement calls for a resident agent or an in‑state contact for out‑of‑area owners. Having a designated manager with a reliable Pennsylvania address and 24/7 phone number helps ensure emergency access and timely abatement of hazards. If you have multiple properties across different municipalities, filing a designation for each property helps each local inspector know who to contact.

Legal Characteristics of the Designation of Authorized Property Manager

This designation is a legally binding authorization that creates an agency relationship for a defined purpose. It is binding because the property owner signs it, the manager accepts the role, and the Bureau relies on it to conduct official business related to inspections and code enforcement. The Bureau records the designation, treats your manager as your authorized agent within the stated scope, and directs notices accordingly.

The form is limited in scope. It does not transfer your ownership rights or obligations. You remain responsible for code compliance, fees, and any civil penalties. Your manager may receive and respond to notices, request inspections, and submit applications as authorized. However, the manager’s actions under this designation bind you only to the extent you grant authority in the form. If you want the manager to sign permit applications, attend hearings, request extensions, or pay fees, you must say so clearly in the scope section.

Enforceability depends on clear identification of the parties, a precise description of the properties covered, and a clear grant of authority. The form should include legal names, addresses for service, and contact information. The property list should include each address and, when available, parcel numbers or unit identifiers. The grant of authority should be specific. For example: authority to receive notices, schedule inspections, meet inspectors, file permit applications, correct violations, request re‑inspections, pay fees and fines, and file administrative appeals. You should also include a term, a method of revocation, and an acknowledgment that the manager consents to the role.

Execution requirements matter. Use ink signatures from both the owner and the manager. If the owner is an entity, the signer should state title (e.g., Managing Member, President) and have authority under the entity’s governance documents. If there are multiple owners of record, confirm signing authority or attach a resolution or consent. Many owners choose not to notarize signatures. Notarization strengthens evidentiary weight and reduces disputes over authenticity.

The designation does not replace your private management agreement. It operates alongside that agreement and applies only to the Bureau’s interactions with you and your manager. If there is a conflict, your private agreement governs your relationship with your manager, but the Bureau will follow the scope provided in the designation on file.

Revocation is effective when the Bureau receives your written notice. If you terminate a manager, send a revocation immediately and file a new designation if needed. Otherwise, your former manager may continue to receive notices or act on your properties. Prompt updates reduce risk of missed deadlines and unintended actions.

Privacy and access should be considered. By designating a manager, you authorize the Bureau to share property maintenance records, inspection notes, and violation histories with your manager. You can limit scope if needed, but limiting authority may delay compliance activities that require signatures or approvals. Align the scope with practical needs.

In urgent situations, the designation’s emergency contact authorization allows inspectors to contact your manager 24/7 for access or hazard abatement. If you grant limited consent to entry for inspections coordinated by your manager, state that clearly. Inspections still follow applicable law and policy, but clarity on access speeds resolution.

How to Fill Out a Designation of Authorized Property Manager

Follow these steps to complete the form accurately and avoid delays:

1) Gather key information

• Owner information: legal name, mailing address, Pennsylvania service address (if different), phone, and email.
• Entity details: if the owner is an LLC, corporation, partnership, trust, or association, gather the entity name, state of formation, and the name and title of the authorized signer. Have a copy of the operating agreement, bylaws, or a resolution authorizing the signer.
• Manager information: legal name of the individual or company, business address (preferably in Pennsylvania), 24/7 contact phone, and email. If the manager has any registration or license relevant to property management or code compliance, have that number available.
• Property list: each property’s street address, unit count, occupancy type (residential, commercial, mixed), and parcel/UPI number if known. If you have many properties, prepare an attachment or schedule.
• Supporting documents: proof of ownership (such as a recent tax bill or deed reference), any board or member resolution, and the manager’s acceptance letter if signed separately.
• Emergency contact: a 24/7 number authorized to make decisions and grant access.

2) Identify the parties

• In the Owner section, enter the full legal name exactly as shown on the deed or tax records. If the owner is an entity, include the entity type (e.g., “ABC Properties, LLC”) and state of formation.
• Provide the owner’s mailing address for official records. If the owner does not maintain a Pennsylvania address, still list the primary mailing address and ensure the manager’s Pennsylvania address appears in the Manager section for service and contact purposes.
• In the Manager section, enter the legal name of the individual or company you are designating if a company lists the company’s primary office address and a local office if different. Include phone and email monitored during business hours and a separate 24/7 line for emergencies.
• If you want notices sent primarily to the manager, check the box or include the statement directing the Bureau to send all correspondence to the manager as your agent.

3) Describe the properties covered

• List each property covered by the designation. Use separate lines for each address. Include unit numbers for multi‑unit buildings and any parcel identification numbers if available.
• If space is limited, reference an attached schedule (e.g., “See Schedule A – List of Properties”) and attach a clear spreadsheet with addresses, parcel numbers, and unit counts.
• Confirm that the owner’s name on the form matches the owner of record for each listed property. If ownership varies across properties, file separate forms by ownership entity to avoid confusion.

4) Define the scope of authority

• Grant the specific authority your manager needs. Typical authorities include:
• Receiving all property maintenance and housing inspection notices.
• Scheduling, attending, and coordinating inspections and re‑inspections.
• Signing inspection reports to acknowledge receipt.
• Coordinating and authorizing repairs, maintenance, and abatement of violations.
• Filing applications for permits, licenses, registrations, or certificates related to property maintenance, occupancy, or rental licensing.
• Paying fees, penalties, and associated charges from owner funds.
• Requesting extensions, variances, or administrative hearings/appeals.
• Requesting records, inspection histories, and compliance status.
• If you prefer limits, state them clearly. For example, you may authorize payment of fees up to a specific amount without further approval, or limit authority to scheduling and communications only. Keep in mind that narrow limits may slow compliance.
• Include consent for the Bureau to communicate directly with your manager as your agent and to share property files and inspection results.

5) Set the term and revocation conditions

• Enter an effective date. You may choose “upon filing” or a specific start date.
• Choose a duration. Options include a fixed term (e.g., one year), until a stated termination date, or “until revoked.”
• Include a clear revocation clause. For example: “Owner may revoke this designation at any time by written notice to the Bureau. Revocation is effective upon receipt.”
• If you are transitioning between managers, list an end date for the outgoing manager and an effective date for the new one to avoid overlap or gaps.

6) Address emergency access and after‑hours contact

• Provide a 24/7 emergency contact number for the manager. Confirm that the person answering can authorize entry, dispatch vendors, and make safety decisions.
• If you wish, include a limited consent to entry for scheduled inspections when coordinated by the manager. This helps inspectors access common areas or mechanical rooms as needed.

7) Acknowledge the owner’s responsibility and the manager’s acceptance

• Include the owner’s acknowledgment that the owner remains responsible for compliance, fees, and penalties, and that all statements in the form are true and correct to the best of the owner’s knowledge.
• Include the manager’s acceptance. The manager should agree to act within the granted scope, comply with applicable property maintenance requirements, and update contact information promptly if it changes.
• If you want the manager to maintain insurance or bonding, reference that in your management agreement. You do not need to detail insurance on the designation, unless the Bureau requests proof for specific activities.

8) Complete the signatures and notarization

• The owner signs and dates the form. If the owner is an entity, the authorized officer or manager signs and lists their title (e.g., “John Smith, Managing Member”).
• If there are multiple owners, follow the form’s instructions regarding who must sign. If only one owner signs on behalf of others, attach a power of attorney, consent, or resolution that grants authority.
• The manager signs and dates the acceptance section. If the manager is a company, an authorized officer signs and lists the title.
• Notarization: If the form includes a notary block, sign in front of a notary. Even if not required, notarization adds clarity and may speed processing by reducing identity questions.

9) Attach supporting schedules and documents

• Schedule A: List of properties, with addresses, unit counts, and parcel numbers.
• Schedule B: Owner’s authorizing resolution or consent, if the signer is not the sole owner.
• Schedule C: Manager’s information sheet, including emergency contacts and any relevant registration numbers.
• Include any additional documents requested by the Bureau for property registration or licensing alignment, if applicable.

10) Submission and confirmation

• Submit the completed form to the Pennsylvania Bureau of Property Maintenance & Housing Inspections – Real Estate by the accepted method (mail, in person, or via the Bureau’s intake process). If a fee applies, include payment as instructed on the form.
• Keep copies of everything you submit, including attachments and proof of delivery.
• Allow processing time. The designation is typically effective upon receipt and recording by the Bureau. If you have an imminent inspection or deadline, notify the Bureau when you submit and request expedited recognition if available.

11) Keep it current

• Update the designation promptly if your manager’s contact information changes. Best practice is to file updates within 10 business days.
• File a revocation immediately upon terminating a management relationship. Submit a new designation for any replacement manager without delay.
• Review your property list at least annually. Add new properties and remove any you no longer own, using an updated schedule.

12) Practical tips to avoid delays

• Use consistent legal names that match deed and tax records.
• Provide a reliable email and phone that your manager monitors daily.
• Be specific in the scope. Vague language can cause the Bureau to seek clarification.
• Keep your management agreement separate. The designation should reference authority, not private fee terms.
• If you have properties in different ownership entities, file separate forms. Do not mix properties with different owners on one designation.
• If inspections are already scheduled, notify the inspector of the new manager and confirm access arrangements.

Real‑world example: You own three small apartment buildings under “Maple Street Holdings, LLC.” You hire “Keystone Property Management, Inc.” to handle maintenance and compliance. On the designation, you list Maple Street Holdings, LLC as the owner, with your managing member signing. You list all three property addresses on Schedule A. You grant authority to receive notices, schedule inspections, file rental license renewals, sign inspection acknowledgments, request extensions, and pay fees. You set the term as “until revoked,” provide the manager’s 24/7 hotline, and notarize the signatures. You submit the form. The Bureau records the designation and directs future notices to your manager. When an inspection finds a handrail violation, your manager schedules a re‑inspection, completes the repair, pays the re‑inspection fee, and clears the violation within the deadline.

By completing the form carefully and keeping it current, you ensure faster communication, fewer missed deadlines, and smoother inspections across your Pennsylvania properties.

Legal Terms You Might Encounter

• Authorized property manager means the person or firm you officially appoint to act for you. You name this person on the form. They receive notices and handle day-to-day issues for the property.
• Owner of record means the person or entity listed on the deed or tax record. You must use the exact legal name here. If you own through an LLC or trust, list that name.
• Agent for service of notices means the person or office that receives official notices. The form often treats the manager as this agent. You must give a physical address and reliable contact details.
• Scope of authority explains what the manager can do for you. The form may include options or a description box. State whether they can accept notices, allow access, handle violations, or sign on your behalf.
• Effective date is when the designation starts. You choose a date or leave it as the filing date. Make sure it aligns with your management agreement.
• Termination or revocation is how you end the designation. The form usually allows you to revoke a prior appointment. You can file a new form or a revocation notice to end it.
• Property identification number refers to the parcel, tax account, or unit identifier. Use the number that appears on the deed or tax bill. It ensures the agency links the form to the right property.
• Multi-unit property means a building with more than one unit. The form may ask for the total units or a unit list. Include a schedule if the form requires more space.
• Certification and signature confirm that the information is true. You sign under penalty of false statements. The signer must have authority to bind the owner.
• Acknowledgment or notarization may appear on some versions. It proves identity and intent. If the form includes a notary block, complete it as instructed.

FAQs

Do you need this form if you manage your own property?

Yes, if the agency requires an owner or agent on file. You can designate yourself as the authorized manager. Use your legal name and a reliable contact address.

Do you have to use a licensed manager?

The form does not decide licensing. It only records who you authorize. If your manager performs tasks that require a license, they must follow licensing rules. Confirm this in your management agreement.

Can you name more than one manager?

Many forms allow one primary manager. You often can add an emergency contact as a backup. If you need multiple managers, list one as primary and add others on a separate attachment, if allowed.

How long does the designation last?

It stays in effect until you revoke it or replace it. Some agencies ask you to update the record after changes. Put a reminder on your calendar to review it each year.

What if your manager changes?

File a new designation or an amendment right away. Include the effective date for the new manager. Revoke the prior designation to avoid misdirected notices.

Do you need to attach your management agreement?

Usually, no. The form records the appointment, not the full contract. Keep your agreement on file in case the agency requests proof.

Do you need the tenant’s consent?

No. The designation is between you and your manager. It sets who receives official notices and who acts for the owner.

Do you need a separate form for each property?

Often, yes. File one form per property record. For multi-unit properties, the form may allow a single filing if it lists all units. Follow the form’s instructions on the property listing.

Checklist: Before, During, and After the Designation of Authorized Property Manager

Before signing

• Confirm the owner of record’s name from the deed or tax record.
• Decide who you will designate as manager.
• Gather the manager’s full legal name and business name, if any.
• Gather the manager’s physical address for service of notices.
• Confirm a direct phone line and monitored email for the manager.
• Set a 24/7 emergency contact number that reaches a live person.
• Collect the property street address and parcel or tax ID.
• List unit numbers for multi-unit properties, if required.
• Decide the effective date of the designation.
• Define the scope of authority the manager will hold.
• Verify the signer’s authority for entity owners (LLC, corporation, trust).
• Identify any required attachments or schedules (unit list, contact sheet).
• Check if the form requires a notary or witness.
• Confirm any filing fee and acceptable payment methods.

During signing

• Verify the property address matches the deed or tax bill.
• Check the parcel or account number for accuracy.
• Use the owner’s exact legal name and entity type.
• Make sure the manager’s address is a physical street address.
• Test the emergency phone number and ensure it is staffed.
• Confirm the email address is monitored daily.
• Review the scope of authority and mark the correct options.
• Enter a clear, effective date to avoid gaps.
• Review any revocation language if replacing a prior manager.
• Complete all required fields. Do not leave blanks.
• Sign where indicated by the correct signatory for the owner.
• If a notary block exists, sign in front of the notary.
• Initial any attachments and label them with the property details.
• Date every signature and initial, where requested.

After signing

• Make a clean, legible copy of the entire packet and attachments.
• File the form using the accepted method (online, mail, or in-person).
• Include any required fee and documentation.
• Obtain a receipt, confirmation number, or stamped copy.
• Share a copy with the manager and your internal team.
• Store the filed copy with your property compliance records.
• Update your tenant notices and building postings, if required.
• Update your contact sheet for inspectors and service vendors.
• Calendar the next review date and any renewal requirements.
• If you filed an amendment, keep both old and new versions.
• Track the agency’s acknowledgment and follow up if delayed.

Common Mistakes to Avoid Designation of Authorized Property Manager

• Using nicknames or trade names for the owner. Use the exact legal name. Consequence: The filing may not match the property record, causing delays or rejection.
• Listing a P.O. Box for the manager’s address. Provide a physical address for service of notices. Consequence: You may miss official notices or fail service requirements.
• Leaving the scope of authority unclear. Mark the correct boxes or describe the authority. Consequence: Your manager may lack the power to act during inspections or violations.
• Forgetting to revoke a prior designation. File a revocation or new designation when you change managers. Consequence: Notices may go to the old manager, risking missed deadlines.
• Entering the wrong parcel or unit information. Double-check numbers and unit lists. Consequence: The agency may link the appointment to the wrong property.

What to Do After Filling Out the Designation of Authorized Property Manager

1. File the form promptly. Use the accepted filing channel and include any fee. Keep proof of delivery or submission. If you mail it, use a trackable method. If you file online, save the confirmation page and number.
2. Notify your manager. Send them the final signed copy. Confirm they understand the scope and effective date. Ask them to add the property to their compliance calendar.
3. Update internal records. Add the designation to your property file. Include the parcel number, effective date, and manager contacts. Store a copy with your lease forms and vendor list.
4. Inform relevant contacts. Share the new contact details with tenants, vendors, and building staff. Post the manager’s contact information in common areas if required by local rules. Include the emergency number.
5. Prepare for inspections. Ensure your manager can access keys, entry codes, and service areas. Provide them with any prior violation notices and compliance plans.
6. Amend when details change. File an amendment or a new designation if the manager, address, phone, email, or scope changes. Do not rely on verbal updates. Use the official form.
7. Revoke when the relationship ends. File a revocation or replacement form if you end the agreement. Confirm the effective date. Notify tenants and vendors of the new contact.
8. Coordinate with your management agreement. Align the form’s effective date and scope with your contract. If the agreement limits authority, mirror that on the form. Avoid conflicts that confuse inspectors or staff.
9. Keep a compliance trail. Retain drafts, signed originals, mailing receipts, and confirmations. Note the date and method of filing. This helps during audits or disputes.
10. Review annually. Confirm the manager’s contact information, emergency number, and authority. Update postings and tenant notices. Renew the designation if the agency requires it.