What is a key handover receipt?
Keys go missing, fobs get lent out, and months later nobody remembers how many were handed over. A key handover receipt settles it: a signed, dated list of every key, fob, remote and access card that passed from one person to another. Landlords use it at move-in and move-out, property managers when a contractor needs access, and agents when a property changes hands.
This one-page template works in either direction — the person handing over signs as "Handed over by" and the person receiving signs as "Received by", whether that's a landlord giving keys to a new tenant or a tenant returning them. It records the date and optional time, each person's role, the reason for the handover, the property, an itemised list of keys and devices with the total count, and how they were tested. The receiver agrees to keep them secure, not copy or lend them, and report a loss promptly. You can set a return date for a contractor or temporary access and note any replacement cost. It says clearly that the receipt records the handover only — not the condition of the property or any deposit.
- Best for
- Move-ins, move-outs, contractor access and changes of agent or manager
- Signed by
- The person handing over and the person receiving
- Works both ways
- Issue keys to someone, or record keys returned to you
- Length
- 1 page
When to Use a key handover receipt
- Giving a new tenant their keys, mailbox key and building fob on move-in day
- Taking keys back from a tenant at the end of a tenancy
- Lending keys to a contractor, cleaner or surveyor with a return date
- Handing a property's keys from one letting agent or manager to another
- Issuing replacement or additional keys and fobs part-way through a tenancy
What You Fill In
14 blanks, then the name and email of each person who signs: handed over by, received by.
1 The handover
- Date of handover*
- Time (optional)
- Handed over by (name or company)*
- Role of the person handing over* landlord · letting agent · property manager · tenant · contractor · building manager · other
- Received by (name or company)*
- Role of the person receiving* tenant · contractor · landlord · letting agent · property manager · building manager · other
- Property address*
- Reason for the handover* the start of a tenancy · the end of a tenancy · access for work by a contractor · temporary access · replacement or additional keys · a change of property manager or agent
2 The keys
- Keys and devices handed over*
- Total number of items*
- Condition and testing (optional)
3 Keeping and returning them
- Keys must be returned by
- Cost if an item is lost (optional)
- Other notes (optional)
4 Who signs
- Handed over by signature and date · The person handing over the keys — for example the landlord or agent at move-in, or the tenant returning keys at move-out.
- Received by signature and date · The person receiving the keys — for example a new tenant, a contractor, or the landlord taking keys back.
What the key handover receipt Covers
- Items handed over
- Keeping the keys safe
Using the key handover receipt, step by step
1 Choose who hands over and who receives
Enter both names and their roles — landlord, agent, property manager, tenant, contractor or building manager — and the reason for the handover. If you're taking keys back, the tenant is the one handing over.
2 List every item
Put one item per line with enough detail to identify it later: which door it opens and any tag or fob number. Enter the total number of items, and note that keys were tested if you checked them.
3 Set return and replacement terms
For a contractor or temporary access, add a return-by date. For a tenancy, leave it empty — keys come back when the tenancy ends. Add a replacement cost only if the lease, contract and law allow it.
4 Sign at the handover
Both people can sign on a phone or tablet on the spot. The receipt is filed in Files and emailed to both, so there's no argument later about what was handed over.
Tips Before You Send It
- Count the items with the other person present and check the total matches the list.
- Never write the property address on a key tag — use a code or number instead.
- Use the receipt alongside a move-in or move-out condition report; it records keys, not condition.
- If a master key or building fob is lost, change or deactivate it promptly to keep the property secure.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Key handover receipt: frequently asked questions
Can I use this when a tenant returns the keys?
Yes. The tenant signs as the person handing over and the landlord or agent as the person receiving. Choose "the end of a tenancy" as the reason, and the receipt adds the tenant's confirmation that they have returned every key and device they held, including any copies.
Does signing for the keys mean the move-out is accepted?
No. The receipt says it records only the handover of the listed items and doesn't confirm the property's condition, change any lease or settle the deposit.
Can I charge for lost keys?
Only as far as the lease, contract and law allow. You can note the replacement cost on the receipt so it's agreed in advance.
Is an e-signed receipt valid?
Electronic signatures are generally valid for ordinary documents like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. VergeHR's audit trail records when each person signed.