Purpose
This procedure contains the instructions for the control and storage of keys.

Procedure

Key Movement 
•	Keys are only to leave the Agency with permission from:
o	Landlord 
o	Tenant
o	Property Manager.

Keys Prepared For Collection
•	Locate the correct key tag number for the required property.
•	Obtain the keys from the key cabinet with the corresponding key tag number.
•	Place the keys & your business card in an envelope.
•	Label envelope:
o	Name of the person collecting the keys
o	Date to be collected
o	Date to be returned, if known.
•	Place the envelope in the Agency "Collection" tray located at the front office. 
•	Update the Key Movement Register with all the correct collection details
•	Any staff member taking keys for inspections is also required to make an entry and sign the Key Movement Register. 
•	Staff members taking keys are to place them on a large key ring or key bag to ensure they are not lost, on the street or in the car.
•	Keys are not to be left in cars at any time. All keys are to stay on your person, even if they are not required for that property. 

Keys Returned To The Office
•	Update the Key Movement Register to reflect that: 
o	Keys have been returned
o	By whom
o	The person receiving them.
•	The staff member who gave out the keys is advised of their return via email.

Keys Returned To The Key Cabinet
•	The keys are carefully hung on the relevant numbered key hook in the Key Cabinet. 

Unreturned Keys - Followed up
•	Keys that are due for return, but are still outstanding are followed up. 
•	A phone call/email is made to the named person in possession of the keys to ascertain:
o	Why the keys have not been returned.
o	When they will be returned.
•	The Key Movement Register is updated with the amended due date.
•	The relevant staff member is advised of the delay via email.