Templates
Key receipt for employees
Record which keys and fobs your staff receive, and confirm the full return when they leave or change roles.
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Online generator
Key receipt for employees: create it online
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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.
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Preview
Key receipt
Employee
Issued by
Keys and access media
| Description | Key / fob number | Access area | Qty |
|---|---|---|---|
Issue
Acknowledgement
I have received the keys listed above. I will not pass them on to third parties, will not have copies made and will report any loss to the issuing party without delay. When my employment ends, when I move to another area of work or on request, I will return the keys in full.
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 receipt confirms that an employee has received specific keys or fobs and records how they will handle them. When they leave or change roles, the return section shows that everything is back.
What goes in
What a good record captures
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Reference number, place, date and time – so issue and return clearly belong together
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Employee – who holds the keys; the staff number helps with identical names
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Issued by – who issued the keys and takes them back
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Keys and access media – key and fob numbers make every item unique
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Date of issue – the date from which responsibility applies
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Acknowledgement – the commitment on passing on, copies, loss and return
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Signatures – employee and issuer confirm the issue
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Return – proves on leaving that everything is back
Tips from practice
What works in practice
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Return on the last working day
Every departure is also a key return. Build it into the leaving process — not three weeks later when the locker is cleared.
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Also when moving within the organisation
Whoever moves to another department or site often keeps the old keys. The move is the trigger for the return, not just leaving.
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Keys belong to roles
Note the access area, not just the number. When a post is refilled, you see straight away what the successor needs.
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One receipt per person
Put all of one person’s keys and fobs on one sheet. On return, you see at a glance what is still missing.
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 receipt 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 receipt
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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 if a key gets lost?
The receipt records that a loss is reported straight away. It deliberately does not settle who pays: that belongs in the employment contract or a works agreement.
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Does the receipt cover fobs and access cards too?
Yes. Enter fobs, access cards or remotes in the table like keys, with their number in the “Key / fob number” column.
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Who gets which copy?
With the “Two copies” option you get two identical versions, labelled top right: one for the issuer, one for the employee.
Sample based on German practice. Not legal advice.