Apartment Turnover Rekeying

Why turnover is the right moment to rekey

A rental unit goes through a predictable cycle. A tenant moves in, uses the keys for a year or more, and eventually moves out. In that time, keys have been copied for a partner, a parent, a roommate, a dog walker or a friend. Some have been lost and found, some left under a mat and some lent out for a weekend. When the tenant leaves, you collect the keys you gave them, but you cannot know how many exist.

Turnover is the best time to fix that problem because the unit is empty and the cost of disruption is lowest. A rekey takes a short visit per unit and changes the pins in the existing locks so every old key stops working. The new tenant receives new keys, and the previous resident's keys, along with every copy of them, become useless pieces of metal.

There is also a duty-of-care angle. Landlords who rekey between tenants can reasonably say they took a simple, standard step to protect the incoming resident. Rules for landlords about locks and security differ between states and between local governments, and we are not lawyers. If you need to know what applies to your properties, ask your attorney or your association. What a locksmith can do is carry out the rekey cleanly, label the keys and give you a record that shows the work was done.

What gets rekeyed in a typical unit

The scope of a turnover rekey depends on the unit, but a typical list looks like this. Your own property may have more or fewer items.

• The main entry deadbolt and knob or lever lock on the unit's front door.
• Any secondary lock on the same door, such as a keyed handle set or a second deadbolt.
• A patio or balcony sliding door lock, where it has a key.
• Storage closet or utility closet locks that belong to the unit.
• Mailbox locks where the landlord controls them and the postal service permits the change.
• Garage or carport locks, gate locks or pool area locks that are assigned per unit.
• Any additional entry points, such as a rear door or a laundry room door.

Rekey, replace or leave alone

Not every lock needs the same treatment. A technician will assess each one at the start of the visit. In most units, the locks are in good condition and rekeying is the best option. In some, the locks are worn, loose or corroded and a replacement is wiser.

Rekeying works when the lock mechanism is sound. The cylinder is removed, the pins are changed and it is reassembled to work with a new key. The hardware, finish and look remain, which keeps the unit consistent and keeps your costs down. It is also quicker than replacement.

Replacement makes sense when the lock is damaged, the finish is failing, the deadbolt does not extend fully or the lock is a very low-grade model. In coastal Florida, corrosion is common on exterior hardware and can make a rekey pointless if the lock is already failing. Our rekey versus replace guide explains how to choose, and our rekeying page describes the process in more detail.

Whichever you choose, aim for consistency across the building. Using the same brand and keyway for units of the same type makes future work easier and lets you stock spare parts. A technician can help set a standard.

Batch rekeying for several units at once

If you manage more than one unit, turnovers rarely happen alone. Leases tend to end on the same few dates, and managers often face several units to turn within the same week. Batch scheduling saves everyone time.

The simplest approach is to tell the locksmith the list of units, the lock types and the preferred days. A technician can plan a route that covers several units in one visit, working through each one with a standard sequence: test the old key, remove the cylinder, rekey, test the new key, stamp and tag. With a checklist and access to the units, an experienced technician moves efficiently without cutting corners.

Plan the logistics. Make sure each unit is empty and accessible, or arrange for a manager to be on site. Provide the unit numbers and any gate or access instructions in advance. If some units are occupied, as in a building with staggered move-outs, let the technician know, so the work respects the residents' privacy and the notice rules that apply. Large buildings may justify a standing schedule so that a rekey is part of every turnover automatically.

Key tagging, numbering and records

Good records turn a pile of keys into a system. Every key you hand out should have a way to be identified without giving a thief the address. A numbered tag or a stamped number on the key bow, matched to a log, is the standard method. The key should never be labeled with the unit number and street address, since a lost key with that label is an open invitation.

A simple log records the unit, the date of the rekey, the key number and the person who received it. When a tenant moves out, the log shows which keys should be returned. When a key is lost, the log shows what needs to be changed. When a question comes up about who had access on a given date, you have a record.

A technician can tag the keys as part of the visit and leave you a clean list. Some property managers keep a master key control system, with a locked cabinet where spare keys are stored and signed in and out. This is especially useful in larger complexes. Our key control programs page and property manager lock service page describe how these systems are set up.

Master keys, maintenance keys and who holds them

A building usually has a few keys that open more than one door. A maintenance person may carry a key that opens every unit, a manager may have a master key, and an emergency access key may be stored with the fire department or a lockbox. These keys are powerful and need careful control.

A master key system lets each unit have its own key, while one or more higher-level keys open all of them. It is built into the cylinders when they are made or rekeyed, so planning matters. Done well, it means a tenant's key opens only their door, and a manager's key opens all of them. Done poorly, it can create gaps. Our master key systems page explains how they work.

Whatever system you use, keep the list of master key holders short and written down. Change the master level if someone leaves or loses a key. Do not let maintenance contractors keep a master key overnight unless you have a clear rule and a log. A single lost master key can put a whole building at risk, and rekeying a master system is a larger job than rekeying one unit.

Tenant rights and notice

Landlords and tenants have rights and duties around locks, and they vary by state and by lease. In general terms, a landlord is expected to provide secure entry to a unit and to follow proper procedures when entering or changing locks during a tenancy. Between tenants, when the unit is vacant, a landlord has more room to rekey. During a tenancy, changing the lock without notice can cause serious trouble.

A locksmith cannot give legal advice, and we do not decide what your lease allows. If a tenant asks you to rekey during their lease, for example after a lost key or a bad breakup, follow your lease and any local rules, and make sure the person asking has the authority. Our landlord lock responsibilities guide gives a general overview, but always check your own documents.

When a technician attends an occupied unit, they will ask for confirmation of who authorized the work, and may ask the tenant for identification. That protects the tenant and you. For an empty unit, the property manager or owner's authorization is enough. Clear communication, advance notice and written records prevent most disputes.

Smart locks and keypads in rentals

More landlords are using keypad and smart locks in rentals, in part to avoid the cost and delay of rekeying. With these locks, a change of access is a software step: remove the old user and create a new one. That can be efficient, especially for short-term or furnished rentals.

They are not a cure-all. Electronic locks need batteries, firmware updates and reliable settings. Tenants may share numbers, and a number that has been in use for months may be known to many people. At turnover, always clear the old numbers and set new ones, and confirm the lock still has a mechanical key as a backup. Check that each lock has been reset completely rather than assuming the manager's own number is enough.

A technician can help set up a smart lock system for a rental and train staff on how to reset it at each turnover. Our smart lock installation page and keypad lock installation page cover those options. If the unit uses a traditional lock, a rekey at turnover remains the simplest and most reliable method.

Salt air, humidity and wear on rental hardware

Rental locks are used hard. Tenants and guests turn keys many times a day, move furniture through doors and slam them in a hurry. In coastal Florida, humidity and salt air add corrosion to the mix. A lock that works smoothly in an inland market may be stiff within two years near the ocean.

At turnover, take a moment to test each lock before rekeying. Does the key go in smoothly? Does the deadbolt extend fully and retract without force? Does the latch hold the door tight in the frame? Is the strike plate secure? A lock that is stiff or loose may be a sign of wear or a door that has shifted. Fixing those problems at the same time as the rekey saves a separate call later.

Choose hardware made for the climate. Finishes designed for outdoor and marine use last longer, and stainless fasteners avoid rust stains around screws. If you manage several buildings, standardizing on a durable model makes replacements simpler and keeps your units looking consistent. Our salt air lock care guide has practical tips.

Planning a turnover rekey program

If you own or manage rentals, a small amount of planning makes turnover rekeying almost automatic. Start by deciding what your standard will be: which locks are rekeyed, which keys are made, how many copies each tenant receives, and how they are tagged. Write it down as a short checklist that your team follows each time.

Next, agree a process with your locksmith. When a tenant gives notice, the manager sends the unit number and move-out date. After the unit is cleared, the technician rekeys and tags the keys, and the manager signs for them. When the new tenant arrives, they receive their keys at a walkthrough, and the log is updated.

Review the program once or twice a year. Look at how many keys were lost or copied, whether any locks have failed more often than others, and whether a different lock model would suit the buildings better. A standing arrangement keeps response times short, because the technician already knows your buildings. Quotes are given only by phone, and a service call charge is explained before dispatch. For larger portfolios, an on-site visit may be needed first so the plan and the quote reflect what is actually there.

Preparing for the call

To get an accurate plan, have a few details ready. Tell us how many units need work, the street address or building name, and the lock types on each door. If the locks are the same across units, say so. If you have photos of a sample unit, send them. Mention whether units are empty or occupied and how access will be arranged.

Say what you want in terms of keys. How many per unit? Do you need a manager key? Do you want keys tagged and a record created? If the building has a mail room, storage closets or gates, include them. If the units use keypad or smart locks, tell us the brand.

Share your timetable. Move-out dates, move-in dates and any gaps matter. A technician can work around them and often fit a visit in the window between tenants. When you are ready, call, describe the property and a technician will help you set up a simple, repeatable turnover process.

A turnover example from start to finish

Picture a small building near the Intracoastal with six units, each with a deadbolt and a knob lock on the front door and a keyed patio slider. One tenant gives notice. The manager sends the unit number and the move-out date to the locksmith, along with a note that the unit has the standard hardware.

After the tenant leaves and the unit is cleared, the technician arrives, tests the old key on each lock and checks the condition of the hardware. The deadbolt is smooth, the knob lock is a little loose, and the slider lock is corroded at the keyway. The technician rekeys the deadbolt, tightens and rekeys the knob lock, and replaces the slider lock because the corrosion would make a rekey pointless.

Two new keys and one spare are cut, stamped with neutral numbers and tagged. The technician tests each key several times on each lock and hands the manager a short list of numbers and doors. The manager records the key numbers, and when the new tenant arrives, hands over two keys at the walkthrough and files the third. A month later, nobody has any reason to worry about who else holds a key, which is exactly the point of the exercise.

Questions people ask

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