How to Record Keys at Move-In and Move-Out
Keys are small but often cause disagreements at move-in or move-out. “All keys received” does not say how many there were, which doors they open or whether remotes and cards were included. A list made at handover gives both sides the same baseline and makes missing or replacement items visible.
List by type and location
Separate front-door keys, room keys, mailbox, storage, gate, bike lock, garage remotes, access cards and spares. Use simple codes such as K01 and K02 or describe the door, then record the quantity. Even identical keys should be counted separately. Describe a bent key or one that turns with difficulty. Do not photograph a secret code if that would reveal unnecessary access information.
Photograph and test with limits
Take a group photo showing the total, then detail photos of different types. Record the date and property. If permitted and safe, test a lock at a basic level; do not disassemble it or copy a key without authorization. Write “not checked” when testing is not possible. For a remote or card, record that it was received rather than claiming that it works without a test.
Repeat the list at return
The move-in record is the baseline. At move-out, use the same codes and table to mark returned, missing, damaged or to be handed over later. If the landlord asks for shipment, keep delivery evidence as agreed. If a lock changes during the tenancy, add the date, reason and holder of the new key; do not erase the old record.
Link the handover in RoomLedger
RoomLedger can place keys and access items in a property or room with photos, notes and a report. See RoomLedger. Combine the list with door photos, meter readings and inventory so the reader knows which property it belongs to. Export PDF for reading, CSV for filtering and ZIP for images according to your policy.
An app report does not prove that both parties agreed to every term. If signatures, handover time or a deposit have legal significance, use documents that match the lease and local rules. In a dispute, preserve originals, messages and the relevant timeline and ask an appropriate professional.
Note: RoomLedger does not replace a lease or legal advice about access, locks or deposits.