Changing the locks after a tenant: when to do it and what to avoid
Changing the locks after a tenant makes sense once you have taken the flat back and signed the handover report, but before the next person gets the keys. A landlord usually has no idea how many copies the previous tenant made. Or who they lent them to (a sister, a colleague from work, a cleaner?). A new cylinder is the simplest way to get back control over who can enter the flat. Below I cover when to change the lock, whether a new cylinder alone is enough, how to list keys in the handover report, when a keypad lock is useful and in what situation changing the lock is simply prohibited.
When should you change the locks after a tenant?
Ideally in the window between the previous tenant returning the keys and the flat being handed over to the next one. There is one condition. The lease has expired or been terminated, the flat has been vacated and the handover report has been signed. Don’t put it off. Copied keys may be in circulation without your knowledge, and every day of delay is a risk for the next tenant. In practice, it’s easiest to book a locksmith for the same day you take the flat back. That way the new tenancy doesn’t start even an hour late.
Can you change the lock while the tenant still lives in the flat?
No. As long as the tenant has the right to occupy the flat, changing the lock is an unlawful obstruction of their use of it. Article 191 § 1a, which you can find in the consolidated text of the Criminal Code, says it plainly: using force in a way that significantly obstructs another person’s use of the residential premises they occupy is a criminal offence. And Article 690 of the current text of the Civil Code gives the tenant protection of possession, exactly like any other possessor.
Rent arrears? A dispute over the deposit? Neither changes anything. Changing the lock on your own solves nothing, it just shifts liability onto the landlord. If the tenant doesn’t return the keys after the lease ends, or the flat looks abandoned, talk to a lawyer first. Only then touch the door.
Replacing the cylinder in a rental flat or the whole lock?
A new cylinder is usually enough, because it decides which key opens the door. The cylinder (sometimes called the barrel) is a replaceable part with the coded mechanism that sits inside the lock. You remove it by undoing a single screw. It takes a few minutes. Fine, but when is a new cylinder alone not enough?
- Cylinder only: the lock works smoothly, there are no signs of tampering and you just want to cut off the old keys.
- The whole lock: the mechanism is damaged, the bolts stick, there are signs of an attempted break-in, or you are replacing the door anyway.
Oh, and don’t forget the other locks: a second lock on the door, the basement, the storage room, the mailbox, a gate or entrance, as long as you control them.
How many sets of keys for a tenant and how to list keys in the handover report?
You record the number and type of keys given to the tenant in the handover report. When you take the flat back, you check for exactly the same set, not a single key less. The list should include:
- the number of sets handed over,
- the type of each key, e.g. for the upper and lower lock,
- remotes and fobs for the gate or garage,
- keys to the mailbox and basement,
- a note that the landlord keeps a spare key.
We cover a template for this list and what to include in the report separately. I think it’s worth adding one sentence to the lease or the report: the tenant doesn’t make copies of the keys without consent and returns all copies when moving out. Also agree in advance who pays for a lost key. And a schedule that covers handing keys to a new tenant will help you manage the whole handover day.
A keypad lock in a rental flat: when it makes sense
With a keypad lock you don’t replace the cylinder between tenants. You set a new code and that’s it. A good option when tenants change often, though you need to keep an eye on the power supply and replace the batteries regularly. Most models have a mechanical backup key. Decide who holds it, because that one key bypasses the whole system. You change the code only after the tenancy ends, for the same legal reasons as with a regular lock. In the report, note that the code was set at handover and who is allowed to change it later.
Mistakes to avoid when changing the locks
Problems rarely come from the lock itself. More often they come from haste and missing paperwork. Landlords most often trip up on:
- changing the lock during the tenancy, while the tenant still has the right to the flat,
- no list of keys in the handover report, so it’s unclear what to ask for when the keys come back,
- forgetting the basement, storage room and mailbox,
- keeping a spare key without telling the tenant,
- no record of the lock change in the flat’s documents.
A paper trail also helps when it comes to discussing damage. So keep it together with the documents that your landlord insurance for a rental flat relies on.
Changing the locks after a tenant step by step on handover day
The order is simple: collect the keys, sign the report, replace the cylinder or code, and finally make a new key list for the next tenant. First, count the returned sets and compare them with the report from when you handed the keys over. Then you both sign the check-out report. A locksmith fits the new cylinder or you set a new code. It’s easier to plan the date in advance when Tenanto reminds you that a lease is ending, and the reports and documents attached to each unit are kept in one place.
Done properly, changing the locks after a tenant closes the previous tenancy and gives the next one a clean start. But only if it happens after the flat has been vacated. Not before.
Frequently asked questions
There is no such obligation. But if you don’t know how many copies of the keys were made during the tenancy, a new cylinder is a sensible and inexpensive safeguard. It protects both you and the next tenant.
No, not while the tenant has the right to the flat. Arrears are handled through legal channels: a demand for payment, terminating the lease in line with the law and, if necessary, court. Talk to a lawyer before taking any of these steps.
As many as there are people actually using the flat. Record each set in the report, together with remotes and keys to additional rooms. When the tenant moves out, you can see right away whether everything came back.
