Rental property and landlord · RL-469 · Record

Property Key Handover Record

Free property key handover record — every key and fob issued, to whom and when, signed for, and the date each came back. PDF and fill-in-online versions.

Download Free · no sign-up

One page. The A4 and US Letter files are laid out identically, so neither is shrunk to fit.

Print it and write on it

A4 44 kB US Letter 44 kB

Fillable PDF type and save

A4 96 kB US Letter 96 kB

Or no download needed

Fill it in online

The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.

Fill it in online

The same sheet, on screen. Tick, type, add or remove rows, then print it or download the completed version as a PDF. Everything stays in your browser — your entries are kept in this browser's own storage on this device, nothing is uploaded, and there is no account.

Who this is for

Who has which key. Each line names a key or fob, says how many were issued and to whom, carries a signature for them, and has a column for the date they came back at the end of the tenancy.

Landlords handing over a property, agents holding keys for several addresses, and anyone who has ever had a set of keys returned one short.

What this helps you track

Every key, fob and card that exists for the property
How many of each were issued and to whom
The date each was handed over and a signature for it
What was returned, when, and what is still out
Where the spare set is kept and who else holds one

How to use it

Write the property, the tenancy and who is handing the keys over at the top.
List each key, fob, card or code device on its own line, with a short description that matches the label on the key itself.
Enter how many of each were issued and the name of the person taking them, and have them sign the row on the day.
Work through the handover checklist while you are both standing in the property, and tick what has actually been shown or handed over.
At the end of the tenancy, fill in the returned column line by line and count the sets back in before anything is signed off.
Note anything outstanding at the foot, and keep the sheet with the tenancy file rather than with the keys.

Formats

Printable PDF (A4 and US Letter)
Fillable PDF with form fields
Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Can I charge for a key that is not returned?

Whether you can, and what may come out of a deposit, is set by the rules where the property is and by your agreement. The sheet records what was issued and what came back; the deposit return checklist is where a deduction would be set out.

Should I record key codes or numbers stamped on the key?

Write a description that identifies the key without letting somebody cut a copy from your sheet. A cut code is worth keeping somewhere else, not on a page that travels with the tenancy file.

What about coded locks and app-based entry?

Give them a line each. Write the device or account rather than the code itself, and record the date access was given and the date it was withdrawn.

Do both parties need a copy?

It is worth handing one over or sending a photograph of the signed sheet. A key record that only one side has seen tends to be argued about later.