Rekeying Between Tenants: A Landlord Checklist

Rekey the locks every time a tenant moves out, before the next tenant gets keys. You cannot know how many copies the last renter made or who they handed them to. A rekey changes the lock so every old key stops working. The door hardware stays where it is. This checklist covers what to rekey, when to do it and how to keep turnover day on schedule.

Why Rekey Instead of Replacing the Locks?

Inside each lock cylinder is a row of small pins. A rekey sets those pins to fit a brand new key. The knob, the deadbolt and the finish all stay the same, so the unit looks the way it did before. Replacing a lock swaps out the whole unit.

For most turnovers, a rekey is all you need. Replace a lock only when it is worn out, broken or due for an upgrade. A common upgrade for rentals is a smart lock that opens with a keypad code. You can give each new tenant a fresh code on move-in day.

The Turnover Checklist

Work through these 7 steps for every unit, every time:

1. Collect every key. Count them against your records. Rekey anyway, even if the count matches. Copies are easy to make and hard to track.
2. List every lock in the unit. Front door, back door, side door, each deadbolt and the door from the garage into the house.
3. Add the outside locks. Garage side doors and shed doors are easy to forget.
4. Decide which doors share a key. Many landlords set all outside doors in a unit to 1 key. Fewer keys means fewer copies to track.
5. Time it right. Book the rekey after the cleaners and painters finish, if they needed keys, and before move-in day.
6. Test every key in every lock. Do this before you hand anything over.
7. Write it down. Record the date, how many keys the new tenant got, and get a signature.

When Else Should You Rekey?

Turnover is the big one, but it is not the only time. Plan a rekey in these 4 cases too:

• A tenant tells you a key was lost or stolen.
• A roommate moves out before the lease ends.
• Someone who once had a key is no longer welcome in the home.
• There has been a break-in at the unit or next door.

For an occupied unit, follow the entry rules in your lease and let the tenant know when the work will happen.

What About Smart Locks in Rentals?

A keypad smart lock makes turnover simpler. There is no key to collect, because you just erase the old code and set a new one. Still treat it like any other lock on turnover day. Check the batteries, test the backup key and make sure the old tenant’s code is gone from the lock’s list. If a rental has 2 or 3 outside doors, many owners put the smart lock on the main entry and rekey the side and back doors to a single new key.

Turning Over Several Units at Once?

Turnovers tend to bunch up at the same time of year. If you own more than one rental, plan the visit as one job. When you book, give the locksmith a count of units and doors. The technician can then load enough parts to finish in one trip.

Keep a simple log for each unit. Note the date of each rekey, the number of keys made and who holds them. If you manage several Greenville rental properties or units in other towns, that log saves a lot of guesswork the next time a key goes missing.

Keys for Staff and Vendors

Maintenance workers need to get in too. Have a small set of copies made for them and keep that set in a locked box. Label each key with a code, not the street address. A key tagged with an address is a gift to anyone who finds it.

When a staff member or vendor stops working with you, treat it like a tenant turnover. Get the keys back, and rekey if any are missing.

What Should You Tell the New Tenant?

Start the lease with clear rules about keys. A short talk on move-in day prevents most problems later. Tell the tenant these 3 things:

• The locks were rekeyed after the last renter left.
• How many keys they received, and that a lost key should be reported right away.
• They need your okay before they change or add a lock.

New homeowners face the same question from the other side. Our post on changing the locks when you move into a new home covers it.

Have a unit turning over soon? We are licensed and insured (NC Locksmith License #2554), and we take calls around the clock. We handle rekeys, lock repairs and smart lock installs for homes and rentals. Call (919) 901-3231 with your count of units and doors.