Rental turnover is where most key problems start. A small system, kept honestly, prevents most of them.
Why a log helps
If you can’t say who holds a key, you can’t say who has access. A written log turns a vague worry into a clear list.
What to record
- The address and the unit
- Each key: number, type, door(s) it opens
- Who received it and on what date
- When it was returned or lost
- Any rekey and the date
A spreadsheet or a printed page works.
At move-in
Give the tenant only the keys they need, and record each. Ask them not to copy keys. If your building uses restricted keys, copying is harder.
At move-out
Collect keys and tick them off. If any are missing, rekey before the next tenant arrives.
Shared entrances and side doors
Basement suites and shared laundry rooms are the common weak points. Give each entrance a different key so the previous tenant cannot use the main door.
Keypads for turnover
A keypad lock lets you change the code between tenants without cutting keys. Choose a model with a backup key.
Rules
Landlords have rules about entry and changing locks. Check your obligations under Ontario’s tenancy law and give proper notice before entering. This is not legal advice.
Budget
Rekeying between tenants is usually cheaper than dealing with a break-in or a dispute. Ask us for a price for several doors at once.
See the Brampton page for how we work.
A layout you can copy
Make a table with columns for unit, door, key number, holder, date issued and date returned. Add a column for notes. Keep it in a shared folder with limited access.
Using it
Update the log at every move-in and move-out. If a key is missing, note it and decide whether to rekey. Review the log once a year with your locksmith.
Questions about a lock or key problem? Apna Locksmith is a Brampton-based mobile locksmith serving Brampton, Vaughan, Caledon, Etobicoke and Halton Hills. Call (289) 406-1500 or see our service areas.