Signing example
Sign a student accommodation agreement online
Signing a student accommodation agreement online with a guarantor has to show two separate promises: the student's to the rules and the fees on every page, and the guarantor's to pay if the student does not. This seven page Victorian residence agreement has the student initial pages 1 to 6, the parent sign the guarantee on page 6, each behind an emailed code, and the residence manager sign last.
The document, with its fields
The pages as a signer sees them, with the signature, name, title and date fields placed where each party has to complete them.
Student Residence Agreement
This agreement is for a room in a student residence. It sets out the room, the dates, the fees, the rules of the residence, and a guarantee from a person who agrees to pay if the resident does not. The resident initials the foot of pages 1 to 6 and signs on page 7; the guarantor signs the guarantee on page 6; the residence manager signs last.
1. The parties
| Resident | Wren Takahara, born 3 February 2007, a student enrolled for the Summer trimester 2026 |
|---|---|
| Guarantor | Odile Takahara, the resident's mother, of 11 Wattle Rise, Warrnambool VIC 3280 |
| Residence | Harbourline Student Residence, operated by Harbourline Residences Pty Ltd, ACN 652 330 184, represented by the residence manager, Bartholomew Achebe |
2. The room
| Room | 4.17, a single studio on level 4 with its own bathroom and kitchenette |
|---|---|
| Furniture | Bed with mattress and protector, desk and chair, wardrobe, bookshelf, bar fridge, two burner cooktop, microwave |
| Shared areas | Level 1 common room and kitchen, study rooms, laundry, rooftop terrace, bicycle store |
| Keys | One electronic access card for the building and the room, and one letterbox key |
3. The dates
| Move in | From 10.00 am on Monday 2 November 2026 |
|---|---|
| Move out | By 10.00 am on Friday 18 December 2026 |
| Term | Seven weeks, the Summer trimester. The room is not available after the move out date |
4. Fees in brief
| Item | Amount |
|---|---|
| Weekly residence fee, studio | $315.00 |
| Residence fee for the term, 7 weeks | $2,205.00 |
| Security deposit, two weeks' fees, refundable | $630.00 |
Clause 5 on page 2 sets out when each amount is due and what the fee includes.
5. Fees and payment
| Payment | Due | Amount |
|---|---|---|
| Security deposit | Friday 23 October 2026 | $630.00 |
| Weeks 1 to 4 residence fee | Monday 2 November 2026 | $1,260.00 |
| Weeks 5 to 7 residence fee | Monday 30 November 2026 | $945.00 |
| Total paid over the term | $2,835.00 | |
Payments are made through the resident portal by card or bank transfer. A payment more than seven days late incurs a single late fee of $25.00. Before then, the residence contacts the resident, and then the guarantor, to agree a plan if there is a problem.
6. What the fee includes
- Electricity, water, heating and cooling in the room and shared areas.
- Wi-Fi throughout the building, with a fair use limit that covers study and streaming.
- Cleaning of shared areas five days a week. The resident cleans their own studio.
- Two weekly community events and access to the study rooms around the clock.
- Contents insurance is not included. Residents are encouraged to insure their own belongings.
7. The security deposit
The deposit is held by the residence in a separate account. It is refunded within 14 days after move out, less any amount for unpaid fees, damage beyond fair wear and tear, cleaning needed to return the studio to the condition in the entry report, or a lost access card at $40.00. Every deduction is listed in writing with a photo or invoice, and the resident may dispute it under clause 19.
8. Entry report
On move in day, the resident receives an entry report with photos of the studio. The resident has three days to add comments or photos of anything not shown. The signed entry report is compared with the studio's condition at move out.
9. Living in the residence
The residence is home to about 240 students. These rules exist so everyone can study, sleep and feel safe. They apply to the resident and to the resident's guests.
| Topic | Rule |
|---|---|
| Quiet hours | 10.00 pm to 8.00 am every night, and around the clock during the exam period in the last two weeks of the term |
| Guests | Signed in at reception, accompanied at all times, and out of the building by 11.00 pm unless an overnight stay is booked |
| Overnight guests | Up to three nights in any two weeks, booked through the portal at least a day ahead |
| Smoking and vaping | Not permitted anywhere in the building, on balconies or on the rooftop terrace |
| Alcohol | Permitted in studios for residents aged 18 and over, never in shared areas outside approved events |
| Pets | Not permitted, except an assistance animal agreed in writing |
| Cooking | In studios and the level 1 kitchen only. Never leave a cooktop unattended |
| Bicycles and scooters | Stored in the bicycle store. E-scooter batteries are never charged in studios |
10. Respect and safety
Harassment, discrimination, bullying, violence and threats are not tolerated. A resident who experiences or sees them can tell any staff member, the after hours resident assistant, or use the anonymous report form on the portal. Every report is followed up, and the resident who reports is supported throughout.
11. Breaches of the rules
A first minor breach leads to a conversation with a resident assistant. Repeated or serious breaches lead to a written warning, a meeting with the residence manager, and in the most serious cases ending this agreement under clause 16.
12. Entry to the studio
Staff respect the resident's privacy. They enter the studio only:
- for a routine inspection, once in the term, with at least 48 hours' notice by email;
- for a repair the resident has asked for, at the time agreed;
- for planned maintenance, with at least 48 hours' notice; or
- without notice in an emergency, such as a fire alarm, a flood, or a serious concern for the resident's safety.
Staff knock and announce themselves before entering, and a second staff member is present where the resident is not.
13. Maintenance and repairs
The resident reports any fault through the portal. Urgent faults, such as no power, no hot water, a water leak or a broken lock, are reported to reception or the after hours phone and attended within four hours. Other repairs are completed within five business days. The resident pays for damage they or their guests cause, other than fair wear and tear, at the cost shown on the repairer's invoice.
14. Fire safety
Each studio has a smoke alarm connected to the building's fire panel. Covering, disabling or tampering with an alarm or a sprinkler is a serious breach and may result in the agreement ending, because it puts every resident at risk. A false alarm caused by tampering, or by cooking with the studio door open, is charged at the fire brigade's call out fee. Fire drills are held once each term.
15. Security
Access cards are personal and are not lent to anyone. A lost card is reported straight away so it can be cancelled. CCTV covers entrances, lifts and shared areas, not studios or bathrooms, and footage is kept for 30 days.
Reception is staffed from 8.00 am to 8.00 pm every day, and a resident assistant is on call overnight. Parcels are held at reception for seven days and released only to the resident on showing their access card.
16. Ending the agreement early
By the resident. The resident may end this agreement with 14 days' written notice through the portal. Fees are payable to the end of the notice period, or until another student takes the room if that is sooner. If the resident withdraws from study for a reason outside their control, such as serious illness, the 14 days' notice is waived.
By the residence. The residence may end this agreement with 14 days' written notice for fees more than 21 days overdue with no plan agreed, or after a written warning for a serious breach of the rules. For violence, a serious threat, or tampering with fire safety equipment, the residence may end it with 48 hours' notice. Before any notice, the residence manager meets with the resident and tells the guarantor.
17. Moving out
- Book a move out inspection through the portal for a time before 10.00 am on Friday 18 December 2026.
- Leave the studio clean: fridge emptied and wiped, cooktop and microwave cleaned, bathroom cleaned, rubbish removed.
- Return the access card and letterbox key to reception.
- Belongings left behind are stored for 14 days and then disposed of, and the cost of removal is deducted.
18. Your rights
This is a residence agreement for a room in a student residence. Whether a particular renting law applies depends on how the residence is operated, and nothing in this agreement takes away a right the resident has under the Residential Tenancies Act 1997 (Vic), where it applies, or under the Australian Consumer Law.
19. Disputes
A disagreement is raised first with the residence manager, who replies in writing within five business days. If it is not resolved, the resident may contact Consumer Affairs Victoria for advice.
The residence keeps a written record of every dispute, the reply given and how it ended, and gives the resident a copy on request.
20. Guarantee
The guarantor, Odile Takahara, guarantees to Harbourline Residences Pty Ltd that the resident, Wren Takahara, will pay every amount due under this agreement. If the resident does not pay an amount within 14 days of the date it is due, the guarantor pays it within 14 days of a written request from the residence.
- The guarantee covers the residence fees, the late fee in clause 5, and the cost of damage the resident or their guests cause, up to a total of $3,500.00.
- It covers only this agreement, for the Summer trimester 2026, and ends when every amount under it has been paid or the deposit has been refunded.
- The residence asks the resident first and gives the guarantor a copy of every overdue notice it sends the resident.
- A change to this agreement that increases what the guarantor might pay does not bind the guarantor unless the guarantor agrees to it in writing.
The guarantor has had the chance to read this whole agreement and to get independent advice before signing, and signs in their own signing session, verified by a code sent to their own email address.
The guarantor's liability ends with this agreement. A new agreement for a later trimester needs a new guarantee.
21. Privacy
The residence collects the resident's and the guarantor's personal information to manage this agreement, keep the building safe and contact the guarantor about overdue amounts. It is kept securely, used only for those purposes, and shared with the resident's education provider only to confirm enrolment, or as the law requires.
22. Whole agreement
This agreement, the entry report and the residence handbook are the whole agreement. If the handbook and this agreement differ, this agreement applies. Notices are given through the resident portal or by email to the address used to sign.
23. Resident's declaration
I have read every page of this agreement and initialled pages 1 to 6. I accept room 4.17 for the Summer trimester 2026 on these terms, and I will follow the rules of the residence.
24. Residence's acceptance
The residence accepts this agreement once the resident and the guarantor have signed, and confirms room 4.17 for move in on Monday 2 November 2026.
25. Contacts
| For | Contact |
|---|---|
| Reception | 03 5221 0480, 8.00 am to 8.00 pm every day |
| After hours resident assistant | 0400 118 274 |
| Residence manager | Bartholomew Achebe, manager@harbourline.example |
| Fees and payments | accounts@harbourline.example |
Who signs what
- Wren Takahara, resident
- Initials on pages 1 to 6 · Signature and stamped date on page 7 · Verified by an emailed six digit code
- Odile Takahara, guarantor
- Name, signature and stamped date under the guarantee on page 6 · Verified by an emailed six digit code
- Bartholomew Achebe, residence manager, for Harbourline Student Residence
- Signature block on page 7: Name and a stamped Date · Email link
The signing journey
Step 1
Twelve fields across seven pages
Six initials and a signature with a date for Wren, a name, signature and date for Odile, and one block for the manager.
Step 2
The student first, with a code
Wren enters a six digit code from her own inbox, then one drawing fills all six initials and her signature.
Step 3
The guarantor second, with her own code
Odile's invitation is sent only after Wren signs. She enters a code from her own inbox and signs the guarantee on page 6.
Step 4
Three verification rows
The certificate lists three signers: two with Email link + emailed one-time code, and the manager with Email link.
Every field, and who fills it
Wren Takahara initials the box at the foot of pages 1 to 6 and signs page 7 with a stamped date. Odile Takahara's name prints in the guarantee section on page 6 from her recipient record, with her signature below and her date beside it. Bartholomew Achebe's block on page 7 prints FOR HARBOURLINE STUDENT RESIDENCE with his name and the date. The $315.00 weekly fee, the $630.00 deposit, the seven week term from 2 November to 18 December 2026 and the house rules are printed.
How to adapt this envelope
A student with no guarantor removes that recipient and clause 20. A residence that wants the guarantor to see the student's signature before agreeing keeps this order; one that wants the guarantee secured first can swap them. Two residents sharing an apartment can each have their own initials and signatures in one envelope, though each would usually have their own guarantee.
Why an electronic signature works here
Australian electronic transactions law accepts an electronic signature that identifies the person and shows their intention by a reliable method. The agreement does not decide which renting law applies; clause 18 says that depends on how the residence is operated, and preserves any right under the Residential Tenancies Act 1997 (Vic) or the Australian Consumer Law.
What makes this signing flow work
Six initials, one per page of terms
Fees, rules, entry, repairs and ending early are spread across six pages. An initial at the foot of each shows the student turned every page, so the quiet hours on page 3 or the 48 hour entry notice on page 4 cannot later be called a surprise.
The guarantee has its own signature
Clause 20 caps the guarantee at $3,500.00 and limits it to this trimester. Placing Odile's name, signature and date directly under those words, on the page that sets the limits, makes it clear what she agreed to and what she did not.
Two codes for two people who share a surname
A mother and daughter might use one laptop. An emailed one-time code for each, sent to two different addresses, is why the certificate can show two verified signers rather than one person signing twice.
Questions people ask
Does a guarantor have to sign in the same place as the student?
No. Odile receives her own link at her own email once Wren has signed, enters her own code and signs from wherever she is. Her signature lands on page 6 of the same document, so one certified PDF carries both promises.
Can a guarantor sign a student accommodation agreement remotely?
Yes. The guarantor needs only her own email address and a browser, with no account. The code check means the residence knows the guarantee came from someone who controls the guarantor's inbox, and the certificate records her IP address and signing time separately from the student's.
What if the guarantor does not sign before move in day?
The envelope stays open for 30 days from creation, a period the app does not let the residence change. Move in is Monday 2 November 2026, so the residence can resend the guarantor's invitation to the same address, or call her, well before then.
What happens if the guarantor declines?
The envelope moves to declined and the residence is emailed with the reason. The manager is never invited, no final PDF is produced, and the room is not confirmed. The residence can ask for another guarantor or a larger deposit and send a new agreement.
Why does the student initial six pages but not page 7?
Page 7 is where she signs in full, under the declaration that she has read every page and initialled pages 1 to 6. A full signature on that page does the job initials do elsewhere, so a seventh set would add nothing.
How much can the guarantor be asked to pay?
Clause 20 caps it at $3,500.00 for this agreement only, covering fees, the late fee and damage, and only after the student has not paid within 14 days of the due date. A later change that increases the amount needs the guarantor's written agreement.
Build your own in about a minute
The button below opens the generator with this use case already described. Change the wording to match your own, generate, then edit anything you like.
Make one like thisOther signing examples
Sign a school enrolment contract online
A school enrolment contract signed by separated parents has to show that each parent agreed to the fees personally, from their own inbox, and that the school signed only once both had. This six page Year 7 contract has each parent initial the 2027 fee table and sign behind their own emailed code, with the registrar's block last.
Sign a school device loan agreement online
Signing a school device loan agreement online has to tie three things together: the parent who pays if the laptop is damaged, the student who carries it every day, and the exact machine handed over. This two page Queensland agreement has the parent sign first, the Year 8 student second, and the IT coordinator type the serial number off the laptop and sign last.
Sign an apprenticeship training contract online
An apprenticeship training contract signed online needs four parties on one page when the apprentice is under 18: the apprentice, a parent who consents, the employer, and the registered training organisation. This six page South Australian contract for an electrician apprentice puts all four on page 6, with an emailed code protecting the two family signatures and the two company blocks last.
Want the steps in the builder? Read Add several signers to one envelope, then Send a PDF for e-signature. For everything this generator can do, see the signing flow maker.
Written and checked by the OneCraft team. Last checked .