Key Receipt
Receipt acknowledging delivery of keys, fobs, and access devices at lease signing or property handover.
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KEY / ACCESS DEVICE RECEIPT ═══════════════════════════════════════════════════════════════════════ Transaction: Lease move-in Property: 482 Elm Street, Apt 3B, Portland, OR 97214 Date: May 4, 2026 Delivered FROM: Riverside Holdings LLC (Landlord) Delivered TO: Jordan Alex Taylor (Tenant) ═══════════════════════════════════════════════════════════════════════ KEYS / ACCESS DEVICES DELIVERED Front door (unit) — 2 keys — labelled "FD-3B". Deadbolt (unit) — 2 keys — labelled "DB-3B". Mailbox — 1 key — labelled "MB-3B". Building lobby — 1 key fob — fob ID FOB-118432. Garage parking — 1 access card — card ID CARD-3B. Fitness room — 1 fob (same as lobby fob). Storage locker S-21 — 1 padlock + 2 keys. ═══════════════════════════════════════════════════════════════════════ REKEYING ► Locks were rekeyed before move-in ═══════════════════════════════════════════════════════════════════════ REPLACEMENT COSTS — LOST OR DAMAGED ITEMS Standard key (unit, mailbox): $25 per key. Key fob (lobby/fitness): $75 per fob. Garage access card: $50 per card. Lost-key rekeying (whole unit): $150-250 depending on lock complexity. Replacement of lost / damaged items will be deducted from security deposit at move-out, or invoiced if requested before move-out. ═══════════════════════════════════════════════════════════════════════ NOTES All items listed above delivered in working condition. No missing items. (For move-out: note any keys not returned — replacement charge will apply per the schedule above.) ═══════════════════════════════════════════════════════════════════════ ACKNOWLEDGEMENT The receiving party acknowledges receipt of all items listed above in the condition stated. Any missing or damaged item must be reported in writing within 48 hours of this date; otherwise, the items are deemed received in working condition. The receiving party agrees to: (a) Use the keys and access devices solely for the property described. (b) Not duplicate any key or fob without written permission of the delivering party. (c) Report any lost or stolen key or device immediately, in writing. (d) Return all items at lease end (or as otherwise required), in working condition. Receiving party: _______________________________ Date: May 4, 2026 Jordan Alex Taylor (Tenant) Delivering party: _______________________________ Date: May 4, 2026 Riverside Holdings LLC (Landlord)
About this template
A key receipt sounds trivial but resolves a surprisingly common dispute at lease end: "I returned all the keys" vs. "I never received that fob." A signed receipt at move-in establishes exactly what was delivered, in what condition, and at what replacement cost — and a parallel receipt at move-out establishes what was returned. In litigated security-deposit disputes, the absence of a key receipt is the single most common reason landlords lose deduction claims for lost keys or rekeying. The receipt should list each item by type, quantity, and unique identifier (fob ID, key code, card number). Replacement-cost language matters: stating prices on the receipt avoids "the landlord just made up that number" disputes later. Many states require landlords to rekey between tenancies — California Civil Code §1941.4 requires "an operating telephone jack" but not rekeying; Texas Property Code §92.156 specifically requires rekeying; many other states impose general "habitability" obligations that include lock function. Best practice: rekey, document with the receipt, and treat the rekeying invoice as a routine landlord cost rather than a tenant chargeback. For high-security properties (fobs, biometric access, gate codes), the receipt should also document who is in the system; deactivating fobs at move-out matters as much as collecting them.
When to use it
- Tenant move-in: landlord delivers keys, fobs, access devices.
- Tenant move-out: tenant returns same items.
- Sale closing: seller delivers all keys to buyer.
- Sublet handover.
- Mid-lease rekey or device replacement.
What to include
- Property address and transaction type.
- Delivering and receiving parties.
- Itemised list of each key/device with identifier.
- Rekeying status.
- Replacement costs for lost or damaged items.
- Signature lines for both parties.