Key Handover: Secure Steps for Buyers, Sellers and Landlords

Answer

The key handover marks transfer of access and responsibility — whether at closing, lease start, or a tenant changeover. A careful, documented process protects both parties, prevents disputes, and preserves security.

Before handover, confirm timing and identity. For a sale, keys normally change hands at closing or when the deed records; for a rental, deliver keys on the lease start date or agreed move-in time. Ask for photo ID, check the closing statement or lease, and verify who is authorized to receive keys (buyer, property manager, tenant representative).

At handover, complete a short walkthrough and record condition. Note visible damage, meter reads, and working systems (locks, smoke alarms, HVAC basic function). Create an inventory of all items transferred: keys, garage remotes, gate fobs, alarm codes, mailbox keys, and smart-lock credentials. Agree who keeps copies and whether locks will be changed post-closing or between tenants.

Use a signed key receipt and save copies. A simple receipt should list the item, serial or code where applicable, date, property address, recipient name and signature, and the deliverer’s name. For rentals, keep a copy with the tenant’s file; for sales, include the receipt in closing documents or the settlement agent’s records.

Consider security and legal issues: changing locks after sale or move-out is common and sometimes required by HOA rules or lease terms. If a property uses smart locks, transfer admin access and change temporary PINs. When realtors or contractors need access before closing or between tenancies, use lockboxes or scheduled showings — always document permission and codes used.

Common checklist:

• Confirm authorized recipient and ID
• Schedule handover at closing or lease start time
• Do a brief condition walkthrough
• Inventory keys, remotes, codes and smart access
• Sign and keep a dated key receipt
• Decide on lock changes or rekeying and note costs
• Notify utilities, HOA, and insurers as needed

If a dispute arises, keep all records, photos and the signed receipt. For complex transactions, tenant-protected situations or unusual access arrangements, it’s advisable to consult a licensed attorney or your real estate agent. Clear communication, documentation and timely action make key handovers smooth and secure for everyone involved.