What is a property access authorization?
When you can't be home to let someone in — or even when you can — it helps to put the permission in writing. A property access authorization (sometimes called a permission to enter letter or letter of authority for access) says exactly who may enter, why, when, which parts of the property, and how they get in. It protects the owner or tenant, and it protects the person entering, who can show they were allowed to be there.
This template works for owners, owner-occupiers, tenants and people acting for an owner. It records the property, the person or company given access and any named individuals, the purpose, the date or date range, access times and the areas they may enter. You choose how they get in — someone will be there, a key or code will be provided, or they collect a key from a named person — and add anything they should know about pets, alarms or parking. The authorised party agrees to conduct rules (care for the property, no looking through belongings, leave it secure, report damage or hazards, confidentiality) and a photo rule, confirms it holds the insurance and licences its work needs, and accepts that permission can be withdrawn at any time. For tenants, it notes that they can only authorise access as far as their tenancy allows.
- Best for
- Homeowners, tenants, landlords' agents, property managers and executors
- Signed by
- The owner or occupant, and the authorised party
- Entry options
- Someone present, key or code provided, or key collected from a named person
- Length
- 2 pages
When to Use a property access authorization
- A surveyor or valuer visiting while you're at work
- A contractor, plumber or electrician needing access over several days
- A cleaner or handyman collecting a key from a neighbour or letting agent
- A real estate agent measuring and photographing a property for a listing
- An insurance assessor or inspector visiting after damage
What You Fill In
16 blanks, then the name and email of each person who signs: owner or occupant, authorized party.
1 The property
- Property address*
- Your full name*
- Owner, tenant or representative* owner · owner and occupant · tenant · authorised representative of the owner
- Your phone number*
2 Who gets access
- Person or company given access*
- Their phone number*
- Named people who will attend
3 Purpose and timing
- Purpose of access*
- Date (or first date)*
- Last date
- Access times*
- Areas they may enter*
4 Keys and entry
- How they get in* Someone will be there to let them in · A key or access code will be provided · They will collect a key from a named person
- Key holder, collection point or arrangements
- Pets, alarms or other things to know
- Photo rule* may take photos of the areas and items relevant to the purpose only · must not take photos or video
5 Who signs
- Owner or occupant signature and date · The owner, tenant or person authorised by the owner who gives permission to enter.
- Authorized party signature and date, job title · The contractor, surveyor, agent or other person given access — or someone signing for their company.
What the property access authorization Covers
- Purpose
- When and where
- Who may enter
- Keys and entry
- Conduct at the Property
- Responsibility
- Changing or withdrawing permission
- Contacts
Using the property access authorization, step by step
1 Describe the property and your role
Enter the address and choose whether you are the owner, owner and occupant, tenant or the owner's authorised representative. The wording adjusts — a tenant, for example, can only authorise access within their tenancy.
2 Say who, why and when
Name the person or company given access and, optionally, the individuals who will attend. Describe the purpose, then set the date or date range, access times (the default is 9:00 am to 5:00 pm) and the areas they may enter.
3 Set up entry
Choose how they get in and describe the key arrangements — but never write an alarm or door code on the form; give it to them separately. Add anything they should know, such as a cat that must stay indoors.
4 Send for countersignature
You sign as the owner or occupant, and the authorised party signs to accept the conditions. The signed copy is filed in Files in case anything goes wrong.
Tips Before You Send It
- Keep the purpose specific — "boiler service and gas safety check" is better than "maintenance".
- Ask for names of everyone attending if you're not going to be there, and expect them to show photo ID.
- Photograph valuables and the condition of the rooms involved before the visit.
- This is permission to enter, not a contract for the work. Use a service or renovation agreement for the job itself.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Property access authorization: frequently asked questions
Can a tenant sign this?
Yes, for access to the parts of the property they rent and within what their tenancy allows. The form says work that needs the landlord's consent, such as alterations, isn't authorised by it alone.
Can I cancel the permission?
Yes. You can change or withdraw it at any time by telling the authorised party. After that they must not enter and must return any key promptly.
Who is responsible if something is damaged?
The authorised party is responsible for its staff and subcontractors and for loss or damage they cause through negligence, and confirms it has the insurance its work reasonably requires.
Is an electronic signature valid?
Electronic signatures are generally valid for authorisations like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. Documents that transfer property, such as deeds, often need wet ink, witnesses or notarisation — this form doesn't transfer anything.