What to Do When You Don’t Have Keys to Your Rental Property

As a landlord, one of the basic necessities for managing your rental property is having a set of keys. However, situations can arise where you may find yourself without access to the property you own—perhaps due to lost keys, a tenant changing the locks without permission, or an inherited property where the keys were never provided. In this post, we’ll explore what steps you should take if you don’t have keys to your rental property, why it’s crucial to resolve this issue quickly, and how to prevent it from happening in the future.

Why It’s Important to Have Keys to Your Rental Property

1. Legal and Safety Responsibilities
As the property owner, you are legally responsible for ensuring that your rental is safe and well-maintained. If you don’t have keys to access the property, you can’t fulfill these obligations effectively. This could lead to potential legal issues, especially if an emergency arises and you’re unable to enter the property to address it.

2. Tenant Relations and Trust
Having keys is essential not just for your responsibilities as a landlord, but also for maintaining trust with your tenants. If a tenant knows you don’t have keys, they may question your ability to manage the property or be concerned about how emergencies will be handled. Ensuring you have access to the property is part of maintaining a professional relationship with your tenants.

3. Efficient Management of Repairs and Maintenance
Without keys, you’re at the mercy of the tenant’s schedule to grant access for necessary repairs and maintenance. This can lead to delays and complications, particularly if the tenant is uncooperative or unavailable. Having your own set of keys allows you to manage your property more efficiently and respond promptly to any issues.

Interestingly, some property management companies operate differently when it comes to key management. For instance, one of our competitors has a policy where they hand over all the keys to the tenant once the property is rented, leaving them without access. This practice can lead to significant challenges, especially in emergency situations or when urgent repairs are needed. It's crucial to ensure that your property manager retains a set of keys to maintain control and fulfill their responsibilities effectively.

Steps to Take If You Don’t Have Keys

1. Check Your Lease Agreement
The first step is to review your lease agreement. Most standard lease agreements include a clause stating that the landlord must retain a set of keys and that the tenant is not permitted to change locks without the landlord’s consent. If your tenant has changed the locks without your knowledge, they may be in violation of the lease, giving you grounds to request new keys or take further action.

2. Communicate with Your Tenant
If the keys are missing because the tenant changed the locks, start by having an open conversation with them. Explain why it’s important for you to have a set of keys and request that they provide you with a copy immediately. In many cases, tenants will comply once they understand the reasons behind your request.

3. Use a Locksmith
If you’ve lost your keys or the tenant is uncooperative, hiring a locksmith may be your best option. A locksmith can either create a new key if the locks haven’t been changed or replace the locks entirely. Before proceeding with this step, be sure to notify the tenant, especially if it will require entering the property when they’re not home.

4. Consider Legal Action If Necessary
In some cases, tenants may refuse to provide you with keys or deny access to the property altogether. If this happens, you may need to consider legal action. Consult with a lawyer who specializes in landlord-tenant law to understand your rights and the best course of action. This might involve sending a formal notice or even pursuing eviction if the tenant is violating the lease terms.

5. Document Everything
Throughout this process, it’s crucial to document all communications and actions taken. Keep records of your requests for keys, any responses from the tenant, and any steps you’ve taken to regain access. This documentation will be valuable if you need to take legal action or if disputes arise later.

Preventing Future Issues

1. Include Key Clauses in Your Lease
To prevent future issues, make sure your lease agreement clearly states that the landlord must retain a set of keys and that tenants are not allowed to change locks without permission. This clause should also outline the consequences for non-compliance, such as lease termination or lock replacement at the tenant’s expense.

2. Perform Regular Property Inspections
Regular property inspections not only help you keep track of the property’s condition but also ensure that you have the keys you need. Schedule inspections at least twice a year and use these opportunities to confirm that the locks haven’t been changed and that your keys work.

3. Use Keyless Entry Systems
Consider upgrading to a keyless entry system, such as a digital keypad or smart lock. These systems allow you to control access to the property remotely and eliminate the need for physical keys. They also make it easier to manage access for maintenance workers, real estate agents, and other authorized individuals.

Wrap Up

Not having keys to your own rental property can be a frustrating and potentially risky situation. By taking proactive steps to regain access, clearly communicating with your tenant, and preventing future issues through well-crafted lease agreements and regular inspections, you can ensure that you always have the access you need to manage your property effectively.