Access and visitor control · AS-02

Key Control Register

A free printable key control register — what keys and fobs exist, who has them, signed out and signed back in, with deposits, spare copies and lock changes.

Download Free · no sign-up

One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.

Print it and write on it

A4 44 kB US Letter 44 kB

Fill it in type and save

A4 95 kB US Letter 95 kB

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

What this sheet is for

Know at a glance which keys are out and with whom, and be able to say honestly how many copies of any of them exist.

Who it is for

Landlords, letting agents, site managers, workshops, clubs, halls, storage sites and anyone holding keys that belong to somebody else.

How to use it

Fill in the register at the top once, listing every key and fob and the door or area it opens.
Record spare copies honestly, including the ones in the safe and the ones a contractor still has.
Take a signature out and a signature in for every issue — the second one is the half that gets skipped.
Write the date in the lock changed column when a lock is changed; it retires every key listed above it.

What is on the sheet

One page, top to bottom:

Printed under the title: What keys and fobs exist, who has them now, and what came back. The register at the top is filled in once; the log beneath it takes a line every time something leaves the cabinet.

Sign it back in, or it is still out. A key register only works if a key is signed back in by the route it went out. Record spare copies honestly — a key called unique when three copies exist is worse than no register at all — and date the lock changes, because that line retires every key issued above it.

Write-on lines: Premises or site · Register held by · Sheet no.

Keys and fobs held — fill in once, then amend as things change

Table, 4 rows: Key / fob no. · Description — door or area · Spare copies · Where kept · Lock changed

Issued and returned

Table, 5 rows: Key / fob · Issued to · Out · Signature out · In · Signature in · Deposit · Notes

Questions

Why record how many spare copies exist?

Because a key described as unique when three copies are in circulation is worse than no register at all. The count is what tells you whether changing a lock is necessary when one goes missing.

What is the deposit column for?

For sites that take a deposit against a key or fob, so the register shows the money as well as the key. Whether you take one, how much, and how it is held is entirely yours to decide — the column simply records what happened.

A key has not come back. What does the register give me?

The date and time it went out, who signed for it, and what it opens. That is what turns a vague worry into a decision about whether the lock needs changing, and it is exactly what nobody can reconstruct from memory a fortnight later.