Key handover record for a lease — free in PDF and Word
Download the key handover record for a lease free, in PDF and Word: initial handover, final return, key table and ready-made signatures.
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Free template
The key handover in a lease is the moment when the landlord or the tenant confirms, in writing, that the keys and the other means of access to the property have changed hands — whether at the start of the contract or at its end. This key handover record notes the exact date and time, the number of keys, badges and remote controls handed over, the meter readings, and whether the handover was accompanied by an inspection of the property. It is a simple document, but one with real evidential value: without it, all that is left is one party's word against the other's about when — and what — was returned. Download the template free in PDF and Word, ready to fill in and be signed by both parties, or generate the document already filled in with the contract details in the Aluseg app, in a few seconds.
- Tick boxes to mark an initial handover or a final return
- Fields for the property, the contract, the landlord and the tenant
- Table of keys, badges and remote controls, with quantity and notes
- Fields for the electricity, gas and water meter readings
- Declaration of receipt and signatures of the person handing over and the person receiving, with date and time
What the key handover record is and when to use it
The key handover record is the document that records in writing the physical transfer of the keys and other means of access to the let property — front-door, building and garage keys, badges and remote controls. It can and should be used at two distinct moments of the same contract: at the initial handover, when the landlord makes the property available to the tenant at the start of the tenancy, and at the final return, when the tenant gives the property back to the landlord at the end of the contract. In either case, the document identifies the parties, the property and the contract, and records the exact date of handover.
What this key handover record template includes
- Tick boxes to mark whether it is an initial handover or a final return
- Fields for the property address, the contract reference and the identification of the landlord and the tenant
- Table of keys, badges and remote controls handed over, with space for quantity and notes
- Fields to record the electricity, gas and water meter readings
- Declaration of receipt and signature space for the person handing over and the person receiving, with date and time
How to fill in the key handover record step by step
- Tick whether this record refers to the initial handover or the final return of the keys.
- Fill in the property address, the contract reference and the names of the landlord and the tenant.
- Count the keys, badges and remote controls handed over and record them in the table, with notes if there are copies or missing keys.
- Record the electricity, gas and water meter readings, if applicable.
- Tick whether the handover is accompanied by an inspection of the property — recommended, especially on the final return.
- Both parties sign and date the document; keep one copy for each.
Legal value and deadlines: from key handover to return of the deposit
The date of the key handover is not an administrative detail. When there is a delay in returning the property after the contract ends, the law sets compensation equal to the rent, payable until the date the property is actually returned, and doubled in case of default (art. 1045 of the Civil Code) — so the date recorded in this document is the one that closes that period. When the contract ends, vacating and handing over the property become immediately due (art. 1081(1) of the Civil Code). The handover of the keys is also, in practice, the starting point of the process of returning the deposit — which the law limits to two months' rent (art. 1076(2) of the Civil Code), although it sets no specific deadline for its return, which depends on checking the condition of the property. That is why linking the handover to the inspection avoids disputes: without a document describing the condition of the property at the date of handover, the law presumes it was in good condition (art. 1043(2) of the Civil Code) — which, on return, makes it harder for the tenant to contest damage that the landlord attributes to the period after entry.
Mistakes to avoid when handing over or returning keys
- Not counting or itemising all the keys, badges and remote controls handed over
- Handing over or returning the keys without carrying out the corresponding inspection, especially on exit
- Not recording the exact date and time of the handover
- Assuming that handing over the keys replaces the formal notice ending the contract, when the latter is legally required
- Only one of the parties signing the document, or each party not keeping a copy
Frequently asked questions
What is the key handover record?
It is a document that records, with the date and the signature of both parties, the handover of the keys and other means of access to the let property — used both at the start of the contract and at its end.
Does handing over the keys automatically end the lease?
No. Handing over the keys documents the physical return of the property, but the end of the contract — by revocation, opposition to renewal, termination or expiry — is a separate legal act, which must be notified in the way the law requires.
Is an inspection compulsory when handing over or returning the keys?
It is not compulsory by law, but it is strongly recommended, especially on the final return. Without a document describing the condition of the property, the law presumes it was delivered in good condition, which can harm either party in a dispute.
How long do I have to return the deposit after the keys are handed over?
The law does not set a specific deadline. The return should take place within a reasonable time, after checking the condition of the property — ideally documented by the inspection carried out at the time of the key handover.
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