Key handover log
Although it may seem bureaucratic, sometimes annoyingly so, it is advisable to create a key handover log whenever keys are handed over. Although there is no legal obligation to do so, it can save you a lot of trouble at a later stage if you have produced such a key handover log.
What is a key handover log?
First of all, a key handover log clearly defines which keys are handed over from one party to another. In doing so, you must ensure that, firstly, it is clearly stated which party hands over the keys and which party receives them and, secondly, the keys handed over must be clearly named and include their number to create legal certainty.
When does a key handover log need to be produced?
As already mentioned at the beginning, a key handover log is generally required whenever keys are handed over. Everything is self-evident so far. But where are there always key handovers? The most obvious example is, of course, a rented flat or house. In this case, keys are handed over for an open-ended, yet cancellable period or for an agreed limited time and must be returned at the end of the rental contract.
But residential properties are not the only case where it makes sense to create a key handover log for a key handover. If we are talking about rented property, there are other types: garages, self-storage units and many other kinds. A key handover should also be documented in a log in these cases.
However, keys are not only handed over for rented property. Anyone joining a place of work, for example, will also receive a key for use on company premises. It is also advisable to create a key handover log in this case since this key will also need to be returned one day.
We have only talked about temporary key handover until now, but a key handover log makes sense even if it is for purchased property. For example, if you buy a flat, a record should be made of how many keys were handed over at the beginning just to be safe for both parties from a legal perspective.
What needs to be included in a key handover log?
As already stated, a key handover log needs to indicate both the parties and the keys precisely to prevent any misunderstandings. But this is not the only thing that must be included in a key handover log. Even if everything has been clearly stated, the question remains as to what the consequences of losing a key are.
In addition to financial aspects, such as the costs incurred due to a loss and the potential need to replace locks and keys as a result, the key handover log can also state that the key holder is obliged to report any loss of keys.
Key handover log also for digital locking media?
So far, we have only been talking about keys, but digital locking media such as smart cards or transponders are often used instead of keys, especially in the workplace. It is also advisable to create a key handover log for them bearing in mind the aforementioned aspects.
What is different in this case is the costs incurred in the event of a loss. If a digital locking medium is lost instead of a key, the loss is nowhere near as consequential as it is when cylinders and keys need replacing since the medium can simply be deactivated in the system. The only costs incurred here are those for the lost locking medium. The person receiving the locking medium is thus also likely to feel more comfortable when signing a key handover log.