Tenants change. It’s the nature of rental property. Each change is a security transition point that deserves proper attention.
This checklist ensures you don’t miss critical steps when one tenant leaves and another arrives. For general moving guidance, see moving house security. Systematic process prevents problems.
The Pre-Departure Checklist
2-4 Weeks Before End of Tenancy
- Confirm departure date with outgoing tenant
- Review key register for property—how many keys should be returned?
- Schedule lock change appointment for void period
- Inform new tenant of key handover arrangements
1 Week Before Departure
- Remind tenant of key return requirements
- Confirm lock change booking
- Prepare handover documentation for new tenant
The Departure Day Checklist
Key Collection
- Count all keys returned against register
- Check each key works (quick test in lock)
- Document return with tenant signature if possible
- Note any discrepancy for deposit assessment
Lock Assessment
- Test each lock operation—smooth and complete?
- Inspect for damage from tenant’s occupation
- Check alignment—doors closing properly?
- Note any concerns for locksmith attention
Documentation
- Photo existing locks before any changes
- Record serial numbers if visible
- Note condition in checkout inventory
The Lock Change Checklist
Locks to Change
At minimum:
- Front door cylinder(s)
- Back door cylinder(s) if separate access
- Side/secondary entry points
- Any door the tenant had key access to
Consider also:
- Communal entry (if applicable to your building)
- Shed/outbuilding locks if separate keys
- Window locks if keys were issued
"The back door is forgotten in half of all changeovers. Burglars know this. Change every external access point, not just the obvious one.
Lock Quality Check
While changing, assess:
- Are locks insurance compliant? Check policy requirements
- Any mechanical issues to address now?
- Door alignment causing lock stress?
Service Request
When booking lock change:
| Information to Provide | Why It Matters |
|---|---|
| Number of doors | Ensures right parts are brought |
| Lock types if known | Speeds service |
| Key quantity needed | Usually 3-5 per door |
| Preferred timing | Fit around void schedule |
| Any security upgrades wanted | Plan comprehensively |
The New Tenant Handover Checklist
Key Preparation
- Label keys clearly for each door
- Count and record keys for new tenant
- Test each key before handover
- Prepare key receipt for signature
Documentation to Provide
- Number of keys issued
- Which key fits which door
- Any special operation instructions
- Emergency lockout procedures
- Key copying restrictions (if applicable)
Information to Communicate
Tell your new tenant:
- Lock type (so they know what spare keys to request)
- Your locksmith contact (for emergencies)
- Key return requirements at end of tenancy
- Unauthorized lock change policy
- Key control best practices
The Documentation File
What to Keep
For each changeover, maintain records of:
| Document | Purpose |
|---|---|
| Lock change receipt | Proof of work done |
| Key issue record | Tenant accountability |
| Returned key count | Deposit dispute evidence |
| Photos of locks | Condition at start/end |
Why Documentation Matters
In disputes:
- Proves locks were changed (standard of care)
- Shows key count at handover
- Supports deposit deductions for missing keys
For insurance:
- Demonstrates security maintenance
- Required for some claims
For portfolio management:
- Track when locks were last changed
- Know what lock types are installed
- Plan future maintenance
Common Mistakes to Avoid
Mistake 1: Not Changing Locks
The thinking: “Tenant returned all keys, it’s fine.”
The reality: You don’t know about copies. This isn’t paranoia—it’s basic security. Budget for lock changes at every changeover. See lost keys risk.
Mistake 2: Only Changing One Door
The thinking: “They only used the front door mainly.”
The reality: Back doors, side doors, and any access point with a key are vulnerable. Change them all.
Mistake 3: Poor Key Documentation
The thinking: “I gave them three keys, I think.”
The reality: Without records, you can’t dispute non-return. You may not even know if keys are missing.
Mistake 4: Rushing Handover
The thinking: “I need to minimize void, get them in fast.”
The reality: Lock changes take 15-30 minutes. Same-day service is usually available. Security shortcuts create long-term liability.
Special Situations
HMO Properties
- Each room lock may need attention
- Common area locks remain constant
- Individual room keys change with each occupant
- Consider restricted key systems for simplified management
Furnished Properties
- Assess any lockable furniture (cabinets, storage)
- Document all lock-related items in inventory
- Consider if furniture keys are included
Shared Access Properties
- Coordinate with other parties (communal buildings)
- Master key systems simplify changeover
- Fobs/codes may also need updating
Frequently Asked Questions
Do I legally have to change locks between tenants?
No UK law mandates lock changes between tenancies. However, it's strongly recommended for security and may be required by your insurance policy. It's also best practice for tenant protection.
Can I just get the locks re-keyed instead of replaced?
Yes, for quality lock cylinders. Re-keying creates new key combinations without changing the entire lock. It's often cheaper and equally effective for tenant changeover security.
Who pays for lock changes at tenant changeover?
Normally the landlord, as part of property maintenance. Some landlords include lock change costs in tenancy setup fees, but this varies. Check your standard tenancy agreement.
What about locks the outgoing tenant installed?
If a tenant installed their own lock, they generally should restore the original before leaving. If they've damaged the door or frame, that's a deposit deduction matter.
Should I change all locks or just the front door?
At minimum, all external entry points. If the property has internal locks on bedrooms (HMOs) or secure storage, assess each for changeover. Back doors are often neglected but equally important.
How quickly should I change locks after a tenant leaves?
Before the next tenant takes possession, ideally during the void period. Same-day service is usually available if turnaround is tight.
Should I provide more than one set of keys to new tenants?
Standard practice is 2-3 keys per external door. More may be needed for families or couples. Document exactly how many are issued and require all to be returned at end of tenancy.
What if a tenant reports losing keys during their tenancy?
Recommend immediate lock change at tenant's expense, or add to end-of-tenancy costs if they delay. lost keys risk mean unknown copies potentially in circulation—address promptly for all-party security.
The Bottom Line
Tenant changeover is a predictable, plannable event. There’s no excuse for ad-hoc security transitions.
Minimum standard: ✅ Change all external door locks ✅ Document everything ✅ Proper handover to new tenant
Time required: 1-2 hours total across the process Cost: £60-120 per door Protection: Comprehensive
This is one of the lowest-effort, highest-impact security measures available to landlords. Make it standard practice for every property, every changeover. For multi-property management, see key control management.