Key log
Record each key, who has it and when it was returned.
Between tenants
- Rekey the unit.
- Change codes on keypads.
Shared entrances
- Give each entrance its own key.
- Keep a small set of spares securely.
Notice and rights
Follow the rules for entry and changing locks. This is not legal advice; check the rules that apply to you.
A simple timeline
Two weeks before move-out, remind the tenant what to return. On the last day, count keys, fobs and remotes and photograph the doors. Within a day, rekey the entry and secondary doors and check strike plates. On move-in day, hand over keys in person and record how many were issued.
Records that protect both sides
Keep a log showing the door, the key number, the holder and the dates issued and returned. If a key is missing, note it and decide whether to rekey. A short written record avoids arguments when a deposit is discussed.
Shared entrances and rights
Lobby doors, garage gates and storage lockers may belong to the building rather than the unit. Ask who controls them. Tenancy rules in Ontario limit changing locks without giving the tenant a key, so speak to a legal clinic or the tenant board if you are unsure. See the rekey guide.
Keeping the process quick
Rekeying between tenants takes a short visit when the doors are in good condition. Book the visit for the day after move-out so the unit is ready for showings. Keep a spare set for the property manager, and label each set with a number, not the address. After the new tenant moves in, record the number of keys they received and the date.
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