Templates
Key handover at move-in and move-out
Record which keys are handed over at move-in, and check at move-out whether they are all back.
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Tenancy key handover: create it online
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Preview
Key handover at move-in
Property
Tenants
Locking system
Keys
| Type | Key number (stamped) | Qty |
|---|---|---|
Possible entries: Type – Front door, Flat door, Letterbox, Cellar, Attic, Garage / car park, Fob / chip, Other
Confirmation
The tenant side confirms receipt of the keys listed above. If additional keys are cut, the tenant side informs the landlord side; they are returned at move-out as well.
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 tenancy key handover form lists every key with its type, stamped number and quantity at move-in. At move-out, the same layout shows whether all were returned and which are missing. Meter readings and defects belong in the full property handover report.
What goes in
What a good record captures
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Reference number, place, date and time – who hands over and when; the contact person answers questions later
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Property – address and location tie the keys to the right flat
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Tenants – everyone on the tenancy agreement signs for themselves
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Locking system – the system number helps with reorders and replacements
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Security card – where the card is belongs in the record, its number doesn’t
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Keys – type, stamped number and quantity; compared with the move-in count at move-out
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Additional details – keys the tenant had cut go back too
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Confirmation – confirms who received what
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Signatures – the landlord side and every tenant confirm
Tips from practice
What works in practice
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Stamped number and quantity per key
At move-out, every row is compared with move-in. If it only says “bunch of keys”, a shortfall can’t be shown — and it becomes one word against another.
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System number yes, card number no
Note the locking system number; it helps with reorders. The security card stays with the landlord; the record says where it is, not its number.
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Every tenant signs
If two people are on the tenancy agreement, both sign. Later, there is no debate about who received the keys.
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Ask about extra keys
The move-in text asks tenants to report extra keys they have cut; at move-out, the form asks for them. That way the copies come back too.
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 tenancy key handover
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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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Does this replace the property handover report?
No. It only covers the keys. Meter readings, defects and redecoration belong in the full property handover report.
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How does the form show missing keys?
In “Move-out” mode you enter, per row, the number at move-in and the number returned. The generator works out the difference and marks a shortfall in bold with a warning sign — not just in colour, so it shows in black-and-white prints too.
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Why is there no field for the security card number?
With the card number, keys can be reordered. So the record only says where the card is; the number stays with the landlord.
Sample based on German practice. Not legal advice.