🔑 Keys & Access Log

Comprehensive Key Management & Access Control Record

✓ Valid in All 50 States
50States
TrackAll Access
SmartLocks
2026Updated

⚖️ Legal Requirement: Many states require lock changes between tenants or within specified timeframes upon request. Proper key documentation protects against liability and proves compliance with state security laws.

🏠 Property Information

👤 Primary Tenant Information

👥 Authorized Key Holders

Document Everyone: Track ALL persons authorized to possess keys including co-tenants, family members, and emergency contacts.

Name Relationship Keys Held Phone

🗝️ Complete Key & Access Device Inventory

⚠️ Track Every Key: Accurate inventory is essential for security and liability protection. Count ALL keys including management copies, spares, and those issued to tenants.

Key/Device Type Total Tenant Mgmt Deposit $
🚪 ENTRY KEYS
Front Door Key
Back Door Key
Side/Other Entry Key
Deadbolt Key
Screen/Storm Door Key
🏢 BUILDING ACCESS
Building Entry Key/Fob
Elevator Key/Fob
Stairwell/Fire Door Key
📬 MAIL & STORAGE
Mailbox Key
Storage Unit Key
Basement/Attic Key
🚗 GARAGE & PARKING
Garage Door Remote
Garage Entry Door Key
Parking Gate Card/Remote
🏊 AMENITIES
Pool/Hot Tub Key
Fitness Center Key/Fob
Clubhouse/Common Room Key
Laundry Room Key
🚧 GATES & OUTDOOR
Community Gate Remote
Fence/Yard Gate Key
Shed/Outbuilding Key
🔧 UTILITY & INTERIOR
Utility Room Key
Window Lock Keys
➕ OTHER
Total Keys/Devices:0
With Tenant:0
With Management:0

📱 Electronic Access Codes & Smart Locks

Security Best Practice: Change ALL electronic codes between tenants. Never share master codes. Use temporary codes for contractors.

🔒 Lockbox / Key Safe

📤 Key Issuance – Move In

Initial Key Issuance

➕ Additional Key Issuance During Tenancy

Additional Issuance #1

Additional Issuance #2

📥 Key Return – Move Out

Move-Out Key Return

🔐 Lock Change & Re-Key History

Lock Change #1

Lock Change #2

🔧 Contractor & Temporary Access Log

⚠️ Retrieve Access Immediately: Document and retrieve temporary access promptly after work completion.

Temp Access #1

Temp Access #2

Temp Access #3

⚠️ Lost/Stolen Key Incidents

Incident Report

💰 Key Deposit & Fee Summary

Financial Summary

Key Deposit Collected:$0.00
Additional Fees:$0.00
Lost Key Fees:$0.00
Lock Change Costs:$0.00
Deductions:$0.00
Refunded:$0.00
BALANCE TO TENANT:$0.00

🏢 Landlord / Property Manager

✍️ Signatures

By signing: Tenant acknowledges receipt of keys, agrees to return all at move-out, accepts financial responsibility for lost/unreturned items, and agrees not to duplicate without permission.

Tenant

Landlord

Complete Guide to Key Management for Landlords

Proper key and access management is critical for property security and landlord liability protection. A comprehensive keys and access log documents compliance with state laws, tracks chain of custody, and provides essential records for disputes.

Why This Matters: Failure to change locks between tenants or properly track keys can expose landlords to significant liability if security incidents occur. Courts have held landlords responsible when former tenants with retained access commit crimes.

State-by-State Lock Requirements

StateLock RequirementsStateLock Requirements
AlabamaNo specific statuteMontanaMaintain security devices
AlaskaWorking locks requiredNebraskaNo specific statute
ArizonaWorking locks; re-key recommendedNevadaMaintain locks
ArkansasNo specific statuteNew HampshireWorking locks
CaliforniaDeadbolts requiredNew JerseyMaintain locks
ColoradoBest practice to re-keyNew MexicoMaintain security
ConnecticutAdequate locksNew YorkNYC specific rules
DelawareMaintain securityNorth CarolinaWorking locks
FloridaWorking locksNorth DakotaNo specific statute
GeorgiaNo specific statuteOhioMaintain locks
HawaiiDeadbolts on exteriorOklahomaWorking locks
IdahoNo specific statuteOregonDeadbolts required
IllinoisChicago: Re-key 48 hrsPennsylvaniaWorking locks
IndianaWorking locksRhode IslandAdequate security
IowaMaintain locksSouth CarolinaNo specific statute
KansasNo specific statuteSouth DakotaNo specific statute
KentuckyNo specific statuteTennesseeWorking locks
LouisianaNo specific statuteTexasRe-key within 7 days of request
MaineAdequate securityUtahMaintain locks
MarylandDeadbolts requiredVermontWorking locks
MassachusettsDeadbolts on main entryVirginiaMaintain locks
MichiganMaintain locksWashingtonSeattle: Change between tenants
MinnesotaMaintain in repairWest VirginiaNo specific statute
MississippiNo specific statuteWisconsinMaintain locks
MissouriNo specific statuteWyomingNo specific statute

💡 Best Practice: ALWAYS re-key locks between tenants regardless of state law. The cost ($50-150) is minimal compared to potential liability.

Key Management Best Practices

At Move-In

  1. Change/re-key ALL locks before new tenant moves in
  2. Change ALL electronic codes (gate, garage, alarm, smart locks)
  3. Document every key issued with written acknowledgment
  4. Test all keys before issuance
  5. Collect key deposit if permitted
  6. Provide written key policy

During Tenancy

  1. Track ALL additional keys issued
  2. Document every contractor access
  3. Handle lost keys immediately
  4. Keep spare keys secure and never labeled with address
  5. Use temporary smart lock codes for contractors

At Move-Out

  1. Collect ALL keys and devices at inspection
  2. Document everything returned with signature
  3. Deduct for unreturned items with proper itemization
  4. Re-key immediately, even if all keys returned
  5. Change ALL access codes before next tenant

Lost Key Protocol

  1. Assess security risk (key lost with identifying info?)
  2. Determine if re-keying necessary
  3. Document incident in writing
  4. File police report if stolen
  5. Re-key promptly if security concern
  6. Charge appropriate fees

⚖️ Legal Disclaimer

This form is for informational purposes only. Key management and lock requirements vary by state, city, and county. Local ordinances may impose additional requirements. Always verify current laws and consult with a local attorney for specific questions.