Free template from SkillPass
Key handover form for employees, Word & PDF
Record which keys, transponders and access cards go to whom, with number, access area and signatures. Fill it in online or take the blank template as Word or PDF.
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Example
Key Handover Form
Your form
Fill in the key handover form
Record keys, transponders and access cards. The preview shows the finished document.
Review the document together and sign it at the handover.
Your entries stay in this browser. Word and PDF files are created on your device.
Three steps to your key handover form
Only add the keys and cards you actually hand over. Download Word or PDF afterwards.
Step 1
People and occasion
Enter names, date and occasion: issue, return or transfer.
Step 2
Keys and cards
List every key, transponder and card with number, access area, quantity and condition.
Step 3
Check and sign
Check together, download Word or PDF and have both sides sign.
What goes into a key handover form
| Field | Example |
|---|---|
| People, date, occasion | Office management to new employee, issued on the first day |
| Key or card | Office key, transponder, access card, mailbox key |
| Number and access area | S-014 for the second floor office, T-008 for the main entrance |
| Quantity and condition | 2, signs of use |
| Open items | Transponder missing, return promised by Friday |
Issue, return or transfer?
| Occasion | What to check |
|---|---|
| Issue | Record every number and the access area. For transponders, also note the access rights. |
| Return when leaving | Compare with the issue form. Clarify missing keys right away and deactivate transponders. |
| Transfer | Record the new holder and the current set, so the chain stays traceable. |
Three tips for key handovers
Record every key with its number, not just “office key”. In master key systems the number is usually on the key.
Deactivate or reassign transponders and cards in your access system after the return. Getting them back is not enough.
Keep one key register for the whole company, so you see immediately what has to come back when someone leaves.
Questions
Key handover form: common questions
What should a key handover form include?
Date, occasion (issue, return or transfer), the people involved, every key or transponder with number, access area and quantity, its condition, open items and both signatures.
Is a key handover form required?
Usually not by law. It is still the simplest proof of who holds which keys and helps when keys are lost, when someone leaves or when locks are changed.
What if an employee loses a key?
Record the loss as an open item with the date and check right away whether locks or the locking system are affected. Whether the employee is liable depends on the case and on local employment law.
Can I record keys together with other equipment?
Yes. For laptops, phones and accessories together with keys, use the work equipment handover template. This form is focused on keys and access cards.
Is my data stored?
Not by us. The draft stays in your browser, and Word and PDF are created on your device.
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