Key handling and lock changes

Why it matters

An untracked spare key can void a theft claim and undermines a tenant's confidence in the tenancy.

Legal requirements

• Tenants are entitled to quiet enjoyment, which limits landlord key use.
• Reasonable costs of replacing lost keys and cylinders can be recovered with evidence.
• Charges must reflect actual loss and be supported by an invoice.
• Security must be adequate to avoid a hazard under housing standards.

Common mistakes

• Handing over an unknown number of keys with no record.
• Keeping a spare set in an unsecured place or on a labelled fob with the address.
• Charging a flat key fee with no invoice.
• Never changing cylinders between tenancies.

Practical guidance

• Record the number and type of keys issued in the inventory, signed by the tenant.
• Change or rekey cylinders at every change of tenancy.
• Store spares in a locked cabinet with a code, never labelled with the address.
• Keep the invoice for any lock change you intend to recharge.

What to log

Every key, fob, window key, meter cupboard key and communal entry device, with quantities, issued to whom and on what date. Repeat the count at check out. If keys are missing, the claim is straightforward and evidenced. If you never counted, you cannot prove what was issued, and the deduction fails.

Deciding when to change a lock

Change at every tenancy change, after any loss of keys, after a break in, after a relationship breakdown where an excluded person may hold keys, and whenever a contractor set is unaccounted for. Modern euro cylinders cost little and take minutes. Weigh that against the cost of a declined insurance claim for entry with no sign of force.