Templates
Key handover form: template and online generator
Record who gets which key, what for and until when — signed on screen or on paper.
Free · no sign-up · your details never leave your browser
Online generator
Key handover form: create it online
Your details never leave your browser: the PDF is made on your device; nothing is sent or stored.
How it works
The generator runs entirely in your browser. On the first click on “Create PDF” it loads the PDF tool and the font from log-key.de once — your entries, signatures and logo are not sent anywhere.
Nothing is saved, not even in your browser. Close or reload the page and everything is gone, so download the PDF before you leave.
Our visitor statistics (Matomo, without cookies) only learn that a document was created — never what it says.
Preview
Key handover record
Handed over by
Received by
Purpose
Keys
| Description / no. | Property / area | Locking system | Qty | Condition / note |
|---|---|---|---|---|
Agreed return
Agreement
The recipient confirms receipt of the keys listed above. They will not pass the keys on to third parties, will not have copies made and will keep the keys safe. Any loss will be reported to the issuing party without delay. The keys will be returned in full by the agreed date at the latest.
Return
A4 preview. The PDF may break pages differently.
Delete all entries, signatures and the logo?
Done — your record has been saved.
Next time without paper: Log+Key creates this receipt automatically at every handover — signed on the tablet, with a PDF for both sides.
Up to 10 objects free, for good.
In brief
A key handover form records who received which key from whom and when, what for and when it comes back. Both sides sign; on return, the same sheet confirms that everything is back.
What goes in
What a good record captures
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Reference number, place, date and time – so handover and return can be matched without doubt
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Handed over by – who released the key and can answer questions later
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Received by – who holds the key now, even without an account in your system
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Identity checked – records the check without storing ID details
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Purpose – explains later why the key was out
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Keys – so the return can be checked piece by piece
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Agreed return – makes overdue keys visible
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Agreement – settles passing on, copies and loss before anything happens
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Signatures – confirm handover and receipt
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Return – closes the matter on the same sheet
Tips from practice
What works in practice
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Always set a return date
A concrete date turns “some time” into a deadline. An overdue key then stands out the day after — not three weeks later.
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Document onward handovers
If a contractor passes the key on to a subcontractor, that step needs its own record too. Otherwise the contractor answers for what a third party did with the key.
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One sheet saves the phone call
The costly part is rarely the loss — it is the question “who has the key to flat 12?”. One record per handover answers it before the office turns into a switchboard.
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Return on the same sheet
Keep the return section. When the keys come back, two signatures close the matter — no second form needed.
From our “What we learned” series — lessons from alarm services, care, property management, facility services and the public sector. Read the key management guide
Downloads
Prefer paper?
Fill in the PDF on your computer or print it blank. For an overview of all keys, there is the key register as an Excel file.
Without paper
When one record becomes fifty
One sheet per handover works — until there are fifty a month and the folders fill up. In Log+Key, the record is created with every handover:
- Signature right on the screen — tablet, smartphone or terminal
- PDF receipt by email to whoever takes the key
- A complete history: who had which key when
- Return deadline with an automatic email reminder
Log+Key is free for up to 10 objects, for good.
A handover in Log+Key: checkout with a signature on screen
Screencast: a bunch of keys is opened in the object list and taken out; the checkout is confirmed with the signature “M. Muster” on screen, followed by the PIN prompt
FAQ
Questions about the key handover form
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Is a signature on screen valid?
A signature on screen is a simple electronic signature. It documents who handed over and who received the key. If your case requires the written form, or you simply prefer an original, leave the field empty and sign the printout by hand.
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Are my details stored?
No. The generator runs in your browser and the PDF is made on your device. Nothing is sent to us and nothing is stored, not even in the browser. Close the page and your entries are gone, so download the PDF first.
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May I adapt the template?
Yes. Change the standard wording right in the generator; you may use and share the fillable PDF within your organisation. The template is a sample without warranty and not legal advice; if every word matters, have the text checked.
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Why is there no field for an ID number?
Because the record works without it. Ticking “Identity checked” notes that you saw an ID. The number itself would be extra personal data you would have to keep and protect.
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How many keys fit on one record?
Up to 50 rows, and each row can hold several identical keys with their quantity. Long lists continue on the next page, with the table header repeated.
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Can I print a blank form?
Yes. Leave everything empty in the generator and click “Create PDF” or “Print” — empty fields turn into lines for filling in by hand. Or download the fillable PDF below.
Sample based on German practice. Not legal advice.