A Home Watch agreement should make the working relationship predictable before the homeowner leaves town.
It should answer:
- What exactly will you do?
- How often will you do it?
- What is outside the service?
- How will you access the property?
- What happens if you find a problem?
- How much authority do you have in an emergency?
- What does the client pay and when?
- How can either party end the service?
Legal note: This guide is educational, not a universal contract template. Contract law and consumer/service rules vary by state. Have a qualified attorney review the agreement you actually use.
1. Identify the parties
Use the legal business name and the client's legal name.
Include:
- Home Watch company legal name
- DBA if applicable
- client name(s)
- service property address
- mailing/billing address if different
- contact information
If multiple owners need authority, identify who can give instructions.
2. Define the service
Avoid vague language such as:
“We will take care of your house while you're away.”
A better description is specific:
“Provider will perform scheduled visual Home Watch visits of the property using the agreed checklist and will document/report obvious conditions observed during those visits.”
Then attach or reference the scope/checklist.
3. Define frequency and scheduling
State whether service is:
- weekly
- twice monthly/biweekly
- monthly
- one-time
- custom
Clarify whether “weekly” means once in each calendar week or exactly every seven days.
Avoid promising an exact clock time unless that is part of the service.
4. Explain what the service is not
The agreement should not create unrealistic expectations.
Depending on your business and attorney's advice, exclusions may address:
- hidden/concealed defects
- technical home inspections
- engineering diagnosis
- security/guard services
- repair work not separately authorized
- mold testing/remediation
- pest-control treatment
- conditions arising between visits
- areas that are inaccessible or unsafe
Use language your attorney approves rather than copying a competitor's contract.
5. Set access rules
Document how you will enter:
- physical key
- lockbox
- smart lock
- garage keypad
- gate access
- building concierge/front desk
Define what happens if access fails and the visit cannot be completed.
Do not place sensitive codes in an insecure contract PDF if they can be stored more safely elsewhere.
6. Emergency contacts
Collect:
- primary homeowner
- secondary homeowner
- local emergency contact
- preferred plumber
- HVAC vendor
- electrician
- pool company
- HOA/community contacts where relevant
Clarify the order in which people should be contacted.
7. Emergency authorization
This deserves explicit language.
Examples of decisions to settle before the owner leaves:
- Can you shut off the main water if active leaking is observed and you can do so safely?
- Can you contact the owner's preferred plumber without waiting for a reply?
- Can you authorize emergency mitigation up to a dollar limit?
- Must every expenditure receive approval first?
- What happens when no listed contact responds?
Do not invent unlimited authority for yourself.
A simple operational matrix can sit behind the contract:
| Situation | Provider may act? | Spending limit | Contact first? |
|---|---|---|---|
| Active visible water leak | |||
| HVAC not cooling | |||
| Broken window | |||
| Alarm/forced entry evidence | |||
| Failed refrigerator/freezer |
Have the legal agreement and authorization process reviewed together.
8. Vendor coordination
If you meet vendors or provide access, define the role.
Questions:
- Who chooses the vendor?
- Can you hire one if the owner is unreachable?
- Are you supervising access only?
- Are you authorized to approve an invoice?
- Is vendor time billed separately?
- Are you guaranteeing the vendor's workmanship? Usually you should not casually create that obligation.
9. Fees and payment terms
Include:
- recurring service fee or per-visit rate
- setup/onboarding fee
- add-on hourly rate
- minimum callout
- emergency/after-hours rate if used
- mileage/out-of-area charges if used
- invoice frequency
- due date
- late/cancellation terms where lawful
Make the pricing understandable before service begins.
10. Client responsibilities
Possible responsibilities include:
- maintain homeowners/property insurance
- provide accurate access information
- keep utilities on as agreed
- disclose alarm and property-system changes
- provide current emergency contacts
- notify you of contractors/guests using the property
- disclose known hazards
- keep payment method/account current
11. Key/access custody
Reference your process for:
- receiving keys/remotes
- tagging/storing them
- returning them
- lost access devices
- employee use
Do not label a physical key with the client's full address.
12. Photos and reporting
State how reports are delivered and that photos may be taken for service documentation.
Avoid unnecessary photography of sensitive personal items.
13. Term and cancellation
Define:
- start date
- seasonal/end date or ongoing term
- notice required
- treatment of prepaid visits
- key return
- final invoice
14. Signatures
Use a documented signing process and preserve the executed copy.
If you use e-signatures, make sure the system captures a reliable audit trail and that your agreement/e-sign process complies with applicable law.
HomeWatchTools supports reusable client-contract templates and electronic signatures. The software does not decide whether your wording is legally sufficient; that remains the operator's responsibility.
Do not copy a competitor's contract
A competitor's agreement may:
- be written for another state
- contain outdated law
- have clauses negotiated around their own insurance
- include services you do not provide
- omit risks unique to your operation
- be copyrighted
Build your own agreement with legal review.
How to know this step is complete
Before accepting the first key, you should have:
- a reviewed service agreement,
- clear scope/exclusions,
- emergency authorization,
- vendor rules,
- access rules,
- fees,
- cancellation terms,
- and a reliable signed-copy storage process.
Next step
Build a client-onboarding process that captures the property correctly →
Sources
- NHWA industry definition/standards: https://www.nationalhomewatchassociation.org/about-us
- HomeWatchTools contract/e-sign feature overview: https://www.homewatchtools.com/
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