Rental property · RP-12

Property Key Register

A free printable key register — every key cut, who holds it, what it opens and whether it came back.

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 111 kB US Letter 111 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 how many keys exist and where they are, so you can tell whether a lock actually needs changing.

Who it is for

Landlords, agents, holiday let owners and anyone managing a building other people hold keys to.

How to use it

List every key and fob that exists, including the ones you hold.
Have people sign for keys they are given.
Record the return date as keys come back.
Total up at the end of each tenancy: how many should exist, how many are accounted for.
Note what you did about anything missing.

What is on the sheet

One page, top to bottom:

Printed under the title: Which keys exist, who holds them, and whether they came back.

Count them out, count them in. Keys go missing quietly. A register turns 'I think the last tenant returned them all' into a question with an answer, and tells you when a lock genuinely needs changing.

Write-on lines: Property · Locks changed on · Register started

Table, 11 rows: Key or fob · What it opens · Cut or issued on · Issued to · Signed for · Returned on · Checked by

Write-on lines: Total keys that should exist · Accounted for · Missing

Ruled lines: Action taken on anything missing

Questions

When should locks be changed?

That is a judgement, and this sheet does not make it for you. What the register gives you is the information to judge with: how many keys exist and how many are unaccounted for.