Property Key Register
Know how many keys exist and where they are, so you can tell whether a lock actually needs changing.
RP-12 1 page
Hotels and guest accommodation · HG-09
Guest Key Issue and Return Log
A free printable hotel key log sheet — every key or key card issued from the desk, to whom, by whom, when it came back and what was done about any that did not.
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
Fill it in type and save
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 which keys are out at the end of every shift, and have a line to point to when a key or card goes missing.
Who it is for
Reception staff and night porters in hotels, hostels and guest houses, and owners who hand keys out themselves.
How to use it
- Start a fresh sheet each shift with the date and who is on the desk.
- Write a line for every key or card that leaves the desk, guest or staff.
- Tick that identification was seen where your house asks for it.
- Fill in the return time and who took it back as keys come in.
- At the end of the shift, count what is still out and hand the sheet over.
What is on the sheet
One page, top to bottom:
Printed under the title: Every room key or key card that leaves the desk and every one that comes back — who had it, who issued it, when it was returned and what happened to the ones that were not.
Every key out has a line. A key that is not back by the time the room is released is written up on the line it went out on, not forgotten. What you do about a lost key — a recut, a reprogrammed card or a lock change — is your own procedure; record it here.
Write-on lines: Property · Date · Shift · Desk staff on
Keys and cards — guest keys and any staff or contractor keys issued from the desk
Table, 11 rows: Time out · Room · Key or card · Issued to · ID seen · Issued by · Time back · Taken in by · Not returned
Write-on lines: Keys out at end of shift · Cards cancelled today · Spares checked by · Handed over to
Questions
What happens when a key is not returned?
You write what you did on the line the key went out on — a recut, a card cancelled and reissued, a lock changed. What that procedure is belongs to your house; the sheet only makes sure it is recorded.
Is this the same as a key register?
No. A key register lists every key the property owns and where it lives. This is the day's traffic across the desk — issued and returned — and it pairs with a register rather than replacing it.
Related sheets
Key Control Log
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Guest Arrival and Departure Log
Know at any point in the day who is in, who is still expected and which rooms are back with housekeeping, without opening a booking system.
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Handover Notes Sheet
Hand a shift, a job or a role over properly, on the assumption that the person taking it does not yet know what they do not know.
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