Keys and access cards are easy to overlook until someone cannot enter the building. A simple key inventory helps an owner know what exists, who has it and when it was handed over. It also makes tenant changeovers clearer.
Make one list for each property
Record each key, card, remote or other access item separately. Note what it opens, such as the apartment door, mailbox, parking gate or shared entrance. Use a label that makes sense to the owner or manager, but do not write a full address or access code on a tag that could be lost in public.
Keep the list with the property inventory and update it when a new item is issued, returned or replaced. If a key is not returned, record that fact and follow the building or property process for deciding what action is needed.
Record every handover
When a tenant receives access items, note the date and quantity. Include the same details in the move-in or move-out record. Ask the tenant to check the count while the items are being handed over. If a card or remote does not work, record it and report the issue rather than assuming it will be fine later.
Keep codes and access instructions private
Store access codes separately from the key list and share them only with people who need them for an approved purpose. Do not place codes in a public note, listing photo or unsecured chat. When a code changes, update the authorised property record and remove outdated copies where possible.
If contractors need access, confirm the time, person and approved process with the tenant or building contact. Do not assume a visitor can enter because they have visited before. Keep a note of temporary access and close it when the work is complete.
Review the list after a change
Check the inventory when a tenant changes, a remote is replaced or building access procedures change. Remove lost or obsolete items from the active list and record what happened. Keep a clear separation between current and old information so no one relies on an outdated count.
Rental access checklist
- List every key, card and remote.
- Say what each item opens.
- Record the date and person receiving it.
- Keep access codes private and separate.
- Review the list at each handover.
A short, current record can prevent confusion for owners, managers and residents. Keep it with the property handover documents and share only the details needed for the next step.
Explore related official pages
Continue with verified information from the Friends Group of Companies website.
