Do I need to re-key the locks when the tenant moves out? What are some tips for key control?
There are basic measures the landlord can take for tenant protections to adequately protect entry to rental units and common areas. Since a landlord has no way of knowing if a tenant has made duplicate keys of his rental unit, and whether those keys have been given to outside persons, the very best policy is to re-key every lock each time there is a change in tenants. A new lockset is substantially cheaper than pay an attorney thousands of dollars if a lawsuit is filed regarding the matter.
Keys to the rental unit should be given to the new tenant only after lease signing, receipt of all fees, deposits, and rent per terms of the lease agreement, and completion of the landlord-tenant move-in inspection and checklist. A landlord should document in the tenant’s file the type and number of keys given to the tenant, including entry keys, gate keys, garage doors keys and openers, laundry room keys, and any other keys to landlord provided amenities. The tenant should be required to return all keys at time of move-out because that n indication that the tenants gave up possession.
The cheapest way to eliminate risk is to spend $30 to $40 for each new required lockset or to spend somewhat less to take the locksets to a store which will rekey locks at a significantly even lower cost. Locksets are very easy for a landlord to install, avoiding locksmith services. Although a little more expensive initially, purchase of Kwikset Smart Key locks makes rekeying low cost, even no cost if a landlord avoids buying rekeying kits by accumulating a collection of keys.
Key control is a safety and security measure which restricts access to master and back-up keys and provides documentation of the use of those keys. Failure to take reasonable steps to secure back-up keys and control access to master keys may be considered negligence on the landlord’s part if there is an event where unauthorized access was obtained.
Master keys and back-up keys should be kept in a locked key box in a secure location. Access to keys should be limited to designated individuals. A key log should be maintained to document key use. The key log should contain entries for the date, time, reason for key access/use, and the identity of the individual requesting use. The return of the key should be documented to complete the log.
As a safety and security recommendation, keys should be coded in such a way that the tenant’s information (name, unit address, and building designation) is protected. A separate, secured document should be used to provide the key code assigned to the individual tenant. The tenant should be advised that such measures are taken as a precaution for their safety against potential criminal acts.
Key access to rental units for repairs and maintenance should be controlled and supervised by the landlord or his designated agent for safety and security purposes.