Overview

A Special Power of Attorney (SPA) for property management is a written authorization (usually notarized) allowing another person (your attorney-in-fact or agent) to manage specific property matters for you—commonly collecting rent, signing leases, paying taxes and utilities, dealing with a condominium corporation/HOA, representing you before offices, maintaining the premises, hiring contractors, and similar tasks.

In Philippine law, an SPA for property management is typically treated as a form of agency under the Civil Code provisions on Agency. As a general rule, the principal (you) may revoke the authority at any time, but revocation must be handled correctly to be effective—especially against tenants, banks, brokers, buyers, contractors, and government offices who might still rely on the SPA.

This article explains (1) the legal basis, (2) the proper revocation process, (3) notice requirements, (4) practical steps to prevent misuse, (5) special situations, and (6) sample documents.

Key Concepts You Need to Know

1) Principal vs. Attorney-in-Fact (Agent)

Principal: the owner or person who granted the SPA.
Attorney-in-fact / Agent: the person authorized to act under the SPA (not necessarily a lawyer).

2) SPA vs. General Power of Attorney (GPA)

SPA: authority is specific (e.g., manage and lease Unit 10B, collect rent, pay dues).
GPA: broad authority (often discouraged for property because it can be abused).

3) “Property management” authority may still require “special powers” for certain acts

Even if an SPA is labeled “for property management,” acts like selling, mortgaging, donating, or creating real rights typically require express authority. Still, if your SPA contains broad clauses or is being misused, revocation is the correct protective step.

4) Revocation affects the agent—but may not automatically protect you against third persons

A crucial Civil Code principle: revocation is not effective against third persons who, in good faith, deal with the agent without notice of the revocation. That’s why notice is often as important as the deed of revocation itself.

When You Should Revoke an SPA (Common Scenarios)

You’re changing property managers or assigning someone else.
You suspect misuse: unexplained collections, unremitted rents, unauthorized repairs or contracts.
Your relationship with the agent has deteriorated (family disputes, separation, falling out).
The SPA is too broad and you want to tighten controls.
The SPA is old and still circulating with brokers/tenants.
The agent is leaving the country, incapacitated, or unavailable.
You want to personally manage the property again.

Legal Grounds and General Rules (Philippine Context)

General rule: revocation is allowed

Under the Civil Code on Agency, the principal generally may revoke an agency at will. Revocation can be:

Express (clear written revocation), or
Implied (acts inconsistent with the agency, like appointing a new agent for the same matter—though relying on implied revocation is risky for property transactions).

Important exceptions (where revocation may be limited)

Revocation can be legally problematic when the authority is:

“Coupled with an interest” (the agent has a recognized interest in the subject matter beyond earning a fee), or
Constituted for the benefit of a third person who has accepted it, or
Part of a binding contract that creates enforceable obligations (e.g., a management agreement with penalties for early termination).

Even in these cases, you can often still terminate the management arrangement, but you may need to address contractual consequences (fees, damages) separately.

Automatic termination events to remember

Even without revocation:

Death of principal or agent generally terminates agency (subject to special rules and good-faith third-party protections).
Insanity/incapacity can terminate or suspend authority.
Fulfillment of the purpose or expiration date ends authority if the SPA has a term.

Because real life is messy, a clean written revocation with notice is best.

The Proper Way to Revoke an SPA for Property Management (Step-by-Step)

Step 1: Review the SPA you want to revoke

Check:

Date and place notarized
Notary details and document number/page/book/series (if available)
Scope: leasing, collections, bank authority, dealing with government offices, authority to sell/mortgage, etc.
Any expiration clause
Any clause saying “irrevocable” (this is not automatically controlling, but it matters)

Make a list of who has relied on it:

Tenants
Condominium corp/HOA/property admin
Banks or remittance partners
Brokers/agents
Contractors and suppliers
LGU offices, assessor, treasurer
Utility providers

Step 2: Prepare a Deed of Revocation of Special Power of Attorney

Best practice: make the revocation in writing and notarize it, especially because the SPA was almost certainly notarized.

Your deed should:

Identify you (principal) and the agent
Identify the SPA being revoked (date, notary, and a copy reference)
State that all authority granted is revoked/withdrawn
Demand return of originals/copies and property documents
Direct third parties to stop recognizing the agent
State effectivity (often “upon receipt of notice,” plus immediate revocation as to the agent)

Step 3: Notarize the deed

If you are in the Philippines: notarize before a Philippine notary public.
If you are abroad: execute before the Philippine Embassy/Consulate or have it notarized locally and properly authenticated under applicable rules (commonly via apostille where accepted). For property matters, many institutions prefer consular notarization or clear authentication.

Step 4: Serve written notice to the agent (very important)

Deliver the revocation to your former agent through a method you can prove:

Personal service with signed acknowledgment
Registered mail with return card
Courier with delivery confirmation
Email plus separate hard copy (email alone may be disputed, but it helps)

Keep proof: tracking numbers, affidavits of service, screenshots of delivery confirmation.

Step 5: Notify all relevant third parties (this is what protects you)

Because third persons may still rely on the SPA in good faith, you should send written notice to:

Tenants

Inform them rent must be paid only to you or the new manager.
Give updated payment instructions and official receipt process.
If there is a lease, clarify where notices and payments go.

Condominium corporation / HOA / property admin

Revoke authority to represent you.
Update authorized signatories/representatives for billing, permits, gate passes, unit access.

Banks / payment channels

If the agent has any authority to open/manage accounts, request removal/stop.
If the agent was receiving rent into their account, redirect payments.
Ask the bank about internal requirements; they often want a notarized revocation and specimen signatures.

Brokers and real estate agents

Prevent unauthorized listing, leasing, or “authority to sell” confusion.

Contractors / suppliers

Prevent new repair contracts, purchase orders, or work authorizations.

LGU offices / government

City assessor/treasurer if the agent was paying taxes or representing you.
Barangay or city offices if there were permits or clearances.
Utilities if the agent was authorized to request disconnection/reconnection.

Step 6: Secure the property and documents

Practical safeguards often matter more than paper:

Retrieve keys, access cards, gate passes.
Change locks or access codes (coordinate with condo admin).
Collect original documents the agent might hold:
- Owner’s duplicate title (if ever handed over—avoid this in the future)
- Tax declarations
- Lease contracts
- Official receipts and ledgers
- SPA originals/copies
Inform guards/admin: agent is no longer authorized to access the unit or transact.

Step 7: Consider “public notice” measures for higher-risk situations

Not always required, but may be wise if there’s a risk of fraud:

Send revocation to likely counterparties (banks, brokers, tenants) widely.
Keep a file of all notices.
Where appropriate, consult the local Register of Deeds regarding recording/annotation options (practices vary). If the SPA had been presented or recorded in past transactions, recording the revocation can help put parties on notice.

Must You Register the Revocation with the Register of Deeds?

There is no single universal rule that “you must register it,” but recording/filing can be a strong practical protection in some cases, particularly when:

The SPA includes authority to sell, mortgage, or encumber real property, or
The SPA has been used in prior registrable transactions or shown to the RD, or
You want an additional layer of notice beyond private letters.

Because requirements and acceptance can depend on the local Register of Deeds’ procedures and the exact circumstance, many owners do the following:

Prepare notarized Deed of Revocation
Bring IDs and supporting documents
Ask the RD whether the revocation can be received/recorded or annotated in relation to the title or prior instruments

Even if an annotation is not available, formal filing and a receiving copy can help evidence diligence.

What If You Appoint a New Property Manager?

If you are appointing a replacement agent:

Issue a new SPA clearly naming the new agent and defining scope.
Inform all third parties in the same notice package that:
- the old SPA is revoked, and
- the new agent is the only authorized representative (if you choose to delegate again).

Avoid overlapping authority unless you truly intend it.

What If the Agent Refuses to Return the SPA or Documents?

Legally, the agent should stop acting once revoked and should return what was entrusted. Practically:

Send a written demand to return originals/copies and property documents.
Notify all third parties immediately to reduce the damage.
If there is suspected fraud, misappropriation, or falsification:
- Preserve evidence (messages, receipts, bank records, witness statements).
- Consider a lawyer for appropriate civil and/or criminal remedies depending on facts.

Effect of Revocation on Existing Leases and Contracts

A common confusion: revoking the SPA does not automatically void contracts already validly entered into by the agent within authority.

Examples

If the agent signed a lease within the authority of the SPA (and the lease is otherwise valid), the lease generally remains binding; but you can take over as landlord.
If the agent signed a contract outside authority (e.g., sold the property without proper authority), you may have stronger grounds to challenge it—subject to registration rules, good faith purchaser doctrines, and the specific facts.

If you suspect unauthorized contracts, treat it as urgent: notify counterparties and seek legal help quickly.

Special Situations and Pitfalls

1) “Irrevocable” wording in an SPA

Some SPAs say “irrevocable.” That phrase does not automatically make it truly irrevocable under law. What matters is whether the authority is coupled with an interest or otherwise falls under exceptions. Still, “irrevocable” language can trigger disputes—handle with careful documentation and, if needed, professional advice.

2) Multiple copies circulating

Even after revocation, a photocopy might be used. That’s why notices matter. Consider:

Sending a notice to known brokers/tenants/admins
Requiring verification before accepting any instructions from the former agent

3) Principal is abroad

Use a revocation executed through the embassy/consulate or properly authenticated. Institutions in the Philippines often require:

Original consularized/authenticated document
Valid IDs and specimen signatures
Clear reference to the SPA being revoked

4) Estate/Inheritance confusion

After the principal’s death, heirs sometimes discover old SPAs. Agency generally ends, but third-party issues can arise if transactions occurred around the time of death. Estate matters can become complex quickly.

5) Property is co-owned

If property is co-owned, authority and revocation issues may depend on:

who executed the SPA,
whether the agent was authorized by all co-owners, and
the scope of delegated authority for each share.

Practical Checklist (Quick but Comprehensive)

Document

Deed of Revocation (notarized)
Copies of the SPA and revocation
IDs and proof of ownership/authority

Notice

Serve agent with proof of receipt
Notify tenants (with new payment instructions)
Notify condo corp/HOA/admin office/security
Notify banks/remittance/payment channels
Notify brokers and leasing agents
Notify contractors/vendors
Notify LGU offices if agent transacted there
Notify utilities if necessary

Security

Retrieve keys/access cards
Change locks/access codes
Retrieve original documents and ledgers
Centralize rent collection and issuing receipts

Sample: Deed of Revocation of Special Power of Attorney (Template)

DEED OF REVOCATION OF SPECIAL POWER OF ATTORNEY

KNOW ALL MEN BY THESE PRESENTS:

I, [FULL NAME OF PRINCIPAL], of legal age, [civil status], [citizenship], and residing at [address], with [ID type/number], hereby state:

That on [date of SPA], I executed a Special Power of Attorney in favor of [FULL NAME OF AGENT], of legal age, [civil status], residing at [address], which SPA was notarized by [name of notary] as Doc. No. [__], Page No. [__], Book No. [__], Series of [year] (the “SPA”).

That the SPA authorized my said attorney-in-fact to [briefly describe: manage/lease/collect rent/pay dues for property located at…].

That I hereby REVOKE, WITHDRAW, and CANCEL the SPA and all authority granted thereunder, effective immediately as against my attorney-in-fact, and upon receipt of notice as against third persons.

I further DIRECT my former attorney-in-fact to CEASE AND DESIST from acting in my name and to RETURN to me all originals and copies of the SPA, all keys/access devices, documents, records, contracts, receipts, and any property-related papers in his/her possession or control.

All persons and entities are hereby NOTIFIED that my former attorney-in-fact no longer has authority to represent me or transact in my name regarding the above property.

IN WITNESS WHEREOF, I have hereunto set my hand this [day] of [month] [year] at [city], Philippines.

[SIGNATURE OF PRINCIPAL] [Printed Name]

SIGNED IN THE PRESENCE OF: [Witness 1] ____________________ [Witness 2] ____________________

ACKNOWLEDGMENT (Notarial acknowledgment to be completed by the Notary Public.)

Tip: Attach a photocopy of the SPA being revoked as an annex, and reference it in the revocation.

Sample: Notice to Tenant / Condo Admin (Short Template)

NOTICE OF REVOCATION OF AUTHORITY Date: [____]

To: [Tenant / Condo Admin / HOA / Security Office]

Please be informed that I, [Principal’s Name], owner of [property/unit/address], have revoked the authority previously granted to [Former Agent’s Name] under a Special Power of Attorney dated [date].

Effective immediately, [Former Agent’s Name] is no longer authorized to collect rent, receive payments, sign documents, request access, or transact in my name regarding the property.

Kindly direct all communications and payments to: [Your name / New manager] [Address] [Phone/Email] [Payment details, if any]

Thank you.

[Signature] [Principal’s Printed Name]

Best Practices to Prevent Future Problems

Use narrowly tailored SPAs (specific property, specific powers, clear limits).
Add controls: requirement for written approvals, spending caps, mandatory monthly accounting.
Never hand over the owner’s duplicate title to a manager unless absolutely necessary and protected by strong safeguards.
Require payments to go directly to an account you control.
Maintain a single official channel for receipts and ledgers.

Important Reminder

This is a general legal information article for the Philippine setting. If your SPA was used (or might be used) for sale, mortgage, or other high-stakes transfers, or if you suspect fraud, it’s smart to consult a Philippine lawyer promptly and bring copies of the SPA, title documents, and your notice trail.

If you want, paste the text (or key clauses) of your SPA here (remove personal IDs), and I can help you draft a tighter deed of revocation and a notice package tailored to the powers actually granted.