Templates
Key holding for alarm and home care services
Record which keys you take over from clients, what you use them for and where they are kept.
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Key holding agreement: create it online
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Preview
Key holding agreement – alarm service
Subscriber
Keys
| Type | Label / code on the key | Qty | Note |
|---|---|---|---|
Possible entries: Type – Front door, Flat door, Letterbox, Side entrance, Other
Storage
Taken over by
Purpose and consent
The subscriber hands the keys listed above to the alarm service for safekeeping. The keys will be used solely to gain access to the home in an emergency after the alarm has been raised. Every use is documented.
When the contract ends or on request, the keys will be returned in full and the return confirmed in writing. If locks are changed, the subscriber will inform the alarm service so that the keys held stay up to date.
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 holding agreement documents that an alarm or home care service takes over a client’s house keys, what it may use them for and where they are kept. When the contract ends, the return section confirms the keys are back.
What goes in
What a good record captures
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Reference number, place, date and time – who holds the keys and when they were taken over
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Subscriber – whose keys they are; the number links the record to the contract
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Authorised representative (optional) – in case someone other than the key owner signs
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Keys tested in the lock – shows the keys fitted when they were taken over
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Keys – type and code instead of an address: a lost key doesn’t reveal where it belongs
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Storage – where the keys are when an emergency comes
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Purpose and consent – limits use to the agreed purpose and settles the return
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Signatures – both sides confirm the handover and its purpose
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Return – documents the end of the contract when the keys go back
Tips from practice
What works in practice
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A code, not an address
Label held keys with a number or code only. If a key goes missing, it doesn’t reveal which home it opens.
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Plan for 3 a.m.
The process has to work when the experienced colleague is off and time is short. Note the storage place so that every shift can find it.
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Test the keys on handover
Try the keys while the client is there. Otherwise a wrong key only shows up in an emergency.
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Think of changed locks
Ask clients to tell you when locks are changed — the sentence is already in the standard text. An outdated key in the store helps no one.
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 key holding
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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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What does the alarm service / home care switch change?
Terms and purpose. With an alarm service, subscribers hand over keys for emergencies after an alarm; with home care, clients hand them over for the agreed services and emergencies. Fields and layout stay the same.
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What if a relative signs?
If someone other than the client signs, enter the authorised person and their relationship, for example “daughter”. Check any power of attorney as you normally would; the record notes who signed.
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Does a key safe code belong in the record?
No. If the client has a key safe, keep its code separately. A code on the same sheet as the address and keys would make the safe pointless.
Sample based on German practice. Not legal advice.