Upkeep Papers

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.

First page of the Property Key Register — Know how many keys exist and where they are, so you can tell whether a lock actually needs changing.
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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 108 kB US Letter 108 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

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

What is on the sheet

The layout is fixed at a size that fits both A4 and US Letter, so the A4 and Letter files are visually identical and print at full size on either. Rows are set at a height that an adult can actually write a date and a few words into with a pen — most printable tables are built in a word processor and never tested with one.

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.

Related sheets

Tenant Information Record

Have the details you need in an emergency, rather than discovering the only phone number you hold is the one that is not answering.

RP-08 2 pages

Move-Out Condition Report

Compare like with like at the end of a tenancy, so any deduction rests on a documented difference rather than an impression.

RP-11 1 page

Rental Property Inspection Record

Record a property visit properly, with space for photograph references and both signatures, so the visit is evidenced.

RP-02 2 pages