The basic principle: one unit, one set of residents
When a tenant moves out, they may leave behind more than furniture. They may have given keys to a partner, a family member, a friend, a cleaner or a dog walker. They may have cut spare keys at a hardware store. They may have lost a key and never told you. A deposit and a lease end do not make those copies disappear. Unless the lock is changed or rekeyed, every one of them still opens the door.
That is the case for rekeying between every tenant. It resets the key count to zero and starts the new tenancy with the keys you hand over. The new tenant can then be told truthfully that no one from the previous tenancy can enter. That is a promise worth being able to make, both as a matter of safety and as a matter of trust.
For landlords across Broward and Palm Beach, the case is practical as well as ethical. Rental turnover is frequent in South Florida, with seasonal leases, student housing, corporate relocations and short-term arrangements. A building with a busy turnover cycle can accumulate untracked keys quickly. A routine rekey is a small, repeatable step that removes the guesswork.
Why an old key is a liability for you
A landlord who does not rekey takes on a quiet risk. If a former tenant enters a unit after a new tenant moves in, whether out of malice, forgetfulness or a misunderstanding, the landlord may face a claim that the unit was not secure. If a burglary occurs in a unit where an old key was still active, questions about key control arise. Even without an incident, a new tenant who learns that the old tenant could still walk in may feel unsafe and may resent the landlord for not preventing it.
Many jurisdictions and many leases treat reasonable lock security as part of a landlord's duty. We do not give legal advice, and the rules vary, but a documented rekey at every turnover is a straightforward way to show that you took the step. If you are unsure of your obligations, talk to an attorney or a landlord association.
There is also an operational benefit. A property that rekeys at every turnover and records which key opens which unit has fewer lost-key surprises, fewer disputes about who held what and a cleaner handoff between maintenance staff, managers and contractors. Our page on key control for landlords goes deeper on the system behind this.
A simple turnover routine
A turnover routine works best when it is the same every time. A sequence that many managers use runs from the day the old tenant returns keys to the day the new tenant receives theirs. Adapt it to your property and your lease terms.
- Collect every key, fob, remote and card from the departing tenant and record the count against the number issued.
- Walk the unit and inspect every lock, latch and strike plate for wear or damage.
- Rekey or replace every exterior lock before the new tenant receives keys.
- Test each new key in each lock, with the door open and closed.
- Update the key log with the date, the unit, the technician and the number of keys cut.
- Hand the new tenant their keys, and have them sign a receipt that lists each key and fob.
- Deactivate old access cards and fobs and issue new ones for the new tenant.
Authorization and who may call the technician
Because the lock belongs to the landlord, the landlord or the landlord's property manager authorizes the work. A technician will want to confirm that the person requesting the rekey has the right to do so. For an owner, that typically means a photo ID and a document showing ownership, such as a deed or a tax bill. For a property manager, it means a management agreement or a written authorization from the owner, and the manager's own identification.
If you manage many units, a technician can keep a record of your authorization on file so that future requests move more quickly, though each visit is still confirmed. If you are an owner of a single rental and you live elsewhere, a trusted local agent can meet the technician, but you should send a written authorization that names the agent and the address. Our page on locksmith authorization for landlords and tenants explains what technicians generally accept.
Do not instruct a departing tenant to arrange the rekey themselves, since you may not control the result or the keys. Do not ask an incoming tenant to pay a technician directly for work that the lease assigns to the landlord unless the lease allows it. Keep control of the process so that the records are yours.
Inspect the lock, not only the key
Turnover is the best time to inspect hardware. A tenant has used each lock many times, and wear shows. Check that each deadbolt extends fully into the strike plate and retracts without resistance. Check that the handle and latch operate smoothly and that the door closes and latches without being slammed. Look for loose screws, a wobbling lock body, a worn keyway and signs of forced entry such as tool marks or a bent strike plate.
South Florida adds its own wear factors. Humidity swells doors and frames, salt air corrodes exterior hardware near the coast and strong afternoon sun degrades finishes and seals. A lock that works but is visibly corroded may fail in the next tenancy. Our page on salt air and lock corrosion explains what to look for.
If hardware is worn or low grade, a rekey may not be the best answer, and replacement may serve you better. Our guide on rekey versus replace offers a framework for deciding. In a larger building, consider standardizing on a hardware grade and keyway so that maintenance and future rekeys are simpler.
Documentation that protects you
A turnover rekey is only as useful as the records behind it. Keep a simple log for each unit. Record the date of each rekey, the name of the technician or company, the number of keys cut and who received them. Keep a signed key receipt from each tenant. Photograph the lock and the key set after the rekey, with the date visible.
If a dispute arises later, such as a tenant who claims they were never given a key or a former tenant who claims they were locked out of belongings, a clear record settles the question. If there is a break-in, the log shows that the unit was rekeyed before the tenancy began and that the number of keys is known.
Store records in a place that survives staff turnover, such as a shared digital folder with restricted access. Avoid labeling keys with the unit address, since a lost key with an address on it is a hazard. Use a numbered tag that maps to a private log instead. Our page on locksmith work documentation and receipts explains what a technician should provide.
Smart locks, keypads and fobs between tenants
More rentals now use keypad deadbolts, smart locks and fob systems. These offer a clear advantage at turnover: you can remove one tenant's PIN and add another's without cutting a key. But they do not remove the need for a turnover routine. Check that every old user is deleted, that the master or admin PIN is changed, that the lock's app account is still under your control and that batteries are fresh.
Many smart locks also have a mechanical key backup, and that key needs the same treatment as any other. Rekey the mechanical cylinder, or confirm that the previous tenant never received a key. For fob and card systems, deactivate the old credentials in the system and verify that they no longer open the door.
Do not let a tenant register their own account as the owner of a lock you provide, unless your lease sets out how the account will be transferred at the end of the tenancy. Our page on smart lock access and guest management goes through how to manage users safely.
Multi-unit buildings and master key systems
In an apartment building or a small complex, rekeying at each turnover is more complex because of master key systems. Many buildings use a system in which each unit has its own key and a master key opens all units for maintenance and emergencies. A rekey in such a system must be done within the system, so that the unit key changes while the master key still works. Rekeying a lock outside the system breaks the master arrangement and can cause problems for staff and emergency access.
If your building uses such a system, have a technician with experience in master key systems perform turnover rekeys, and keep records of the system's key bitting and who holds each master. Restricted keyways, which require authorization to cut keys, give stronger control. Our pages on master key systems and apartment complex turnover rekeying cover the details.
Limit the number of master keys and track them carefully. A lost master key is a far larger issue than a lost unit key, and a clear sign-out process for staff who hold one reduces the risk.
Handling common turnover problems
Real turnovers rarely run smoothly, and a routine helps most when something goes wrong. Consider a few common problems and how a clear process handles them.
A tenant returns fewer keys than were issued. Record the shortfall in writing at the time, and treat the missing key as live. This is exactly the case in which rekeying matters, because you cannot know who holds the missing key. Check the lease for how lost keys are handled, and do not assume the tenant gave it to a friend or lost it.
A tenant leaves without notice and keys are not returned. Follow the lease and local rules on abandoned units before entering, and involve the proper process rather than acting on your own. Once you lawfully regain possession, rekey before anyone else enters, since the former tenant's key may still be in circulation.
A tenant changed the lock without permission. This happens, particularly after a breakup or a security scare. Do not drill or remove the lock yourself on impulse. Ask the tenant for the key, check the lease and call a technician with your authorization to restore the lock to your key system. Document the condition of the lock before and after.
A new tenant arrives early and the rekey is not finished. Do not hand over old keys as a stopgap. A short delay in move-in is better than a new tenant moving in with a lock that other people can still open. Build a margin into your schedule so that early arrivals are rare.
A contractor or cleaner needs access during turnover. Issue them a temporary key from a controlled set, record who has it and collect it at the end of the job. Rekey after the work if the contractor held a unit key for more than a short visit. Our page on rekeying after a contractor job explains why.
Setting expectations with tenants
Tenants appreciate clarity, and a short statement in the lease or move-in packet can prevent misunderstandings. Say that locks are rekeyed between tenants. Say that tenants must not duplicate keys without permission, must not change or add locks without written consent and must report lost keys at once. Say what happens to keys at move-out and where they must be returned.
At move-in, show the tenant the keys they are receiving, and confirm that they work. Explain that the previous tenant's keys no longer open the unit. Tenants who understand that you control the keys are more likely to report problems early, and less likely to hand a key to someone without thinking.
At move-out, remind tenants of the return process well ahead of the date. Many problems arise because the tenant did not know where to leave the keys. If a tenant is locked out on the final day, our page on move-out day lockouts explains how the authorization steps work, and may help you set up your own procedures.
Scheduling and what to have ready
Plan the rekey between the old tenant's departure and the new tenant's arrival, with a margin for problems. Rekeying on the morning of move-in leaves no room for a failed lock or a missing key. If you have several units turning at once, schedule them together so the technician can work through them efficiently.
When you call, have the address, the number of locks and the type of each if you know it, the reason for the work and the number of keys you need. Have your photo ID and proof of authority to authorize the work. Tell us about any master key system, keypad or smart lock on the property.
Quotes are given only by phone, the service call charge is explained before dispatch and complicated jobs, such as a large building, may need an on-site visit before a final quote. When you are ready to set up a turnover routine, call, and we will talk through how to do it cleanly and consistently.
Questions people ask
Do I legally have to rekey between tenants?
Rules vary and we do not give legal advice. Many landlords rekey at every turnover as a standard security step, and it helps show reasonable care. If you are unsure about your obligations, ask an attorney or a landlord association familiar with local requirements.
Can the old tenant arrange the rekey before leaving?
It is better if the landlord controls the process. The lock belongs to the landlord, and keys and records should stay with you. A departing tenant arranging lock work can create confusion about who holds which key and may breach the lease.
Is replacing the lock better than rekeying at turnover?
Only if the hardware is worn, damaged or low grade. A sound lock can be rekeyed and keep working. Inspect each lock at turnover, and replace those that show wear or corrosion. A technician can advise based on the condition of each lock.
What about smart locks between tenants?
Delete the previous tenant's PINs, change the admin PIN, confirm the account is under your control and replace the batteries. Also rekey or account for the mechanical key backup, if the lock has one. Deactivate old fobs and cards in the system.
How do I handle master keys in an apartment building?
Rekey within the master key system so that the unit key changes while the master still works, and keep records of who holds each master. Rekeying outside the system can break emergency and maintenance access. Use a technician who understands master key work.
What proof does a locksmith need from a landlord?
A photo ID and a document showing ownership or authority, such as a deed, tax bill or management agreement. Property managers should have written authorization from the owner. Having these ready on your phone speeds up each visit.
Describe the situation by phone and we will tell you what the job involves. Quotes are given by phone. Jobs that cannot be quoted without seeing them need a technician on site, and the service call charge is explained on the phone before anyone is dispatched.