Rekeying between tenants: a turnover routine for Halifax landlords

Why rekey at every turnover?

Because the keys that come back at move-out tell you almost nothing. Over a tenancy, keys get copied for partners, roommates, a friend who fed the cat, a cleaner and whoever fixed the furnace. In shared student rentals, where roommates change mid-lease, the count gets even fuzzier. Two keys on the counter at move-out don't mean two keys exist.

A rekey changes the pins inside the cylinder so the lock needs a new key. The lock stays on the door, every old copy stops working, and the job is quick. Where a lock is worn, damaged or badly corroded, replacing it is the better call. Exterior locks near the water take a beating from salt air, and turnover is a natural time to swap a sticky cylinder. Our guide to rekeying versus replacing locks helps you decide which applies.

When to book the rekey

Timing matters. The right order is:

1. The tenancy has ended and the old tenant has moved out.
2. The keys are back, so you know what was returned and what's missing.
3. The new tenant hasn't received keys yet. Ideally the rekey happens before move-in day.

Changing locks while a tenancy is still running is a different matter, and there are rules about it. Our post on lock changes for Nova Scotia landlords and tenants covers that. If a tenant has left without handing keys back or without clearly ending the tenancy, check with Nova Scotia's Residential Tenancies program before you treat the unit as vacant.

Turnovers tend to cluster at month-end, and in a university city late summer brings a wave of them. If several units change hands on the same day, book early so the rekey fits between the move-out and the move-in.

Keeping track of every key

A key log is one sheet or one spreadsheet tab per unit. It turns the next turnover from guesswork into a quick check.

A few habits that help:

• Tag keys with a code, not an address. A key labelled with the street and unit is an open door if it goes missing.
• Lock up the spares. A hook by the office door is not storage.
• Count the small locks too. Mailbox, storage and shed keys go astray more often than unit keys, and they cause the most tenant calls.

Managing several units or buildings

Once you look after more than a handful of doors, a master key system starts to pay off. Each tenant's key opens only their own unit, while your key opens them all. Restricted keyways go a step further and limit who can cut copies. It's a bigger project than a turnover rekey, but worth a conversation if you're juggling a heavy ring of keys across several buildings.

Remotes, codes, fobs and smart locks

Anything that opens a door is a key. At each turnover:

• Collect every garage remote, clear the opener's memory and re-pair the ones you're keeping. Missing remotes stop working once the memory is cleared.
• Change the garage keypad code. An old code often opens the garage and, through it, the house.
• Remove old users from any smart lock or app, and reset its codes.
• Deactivate building fobs that weren't returned, if your entry system allows it.

What to hand the new tenant

A counted, signed-for set and clear instructions.

1. One key per adult on the lease for each lock they need.
2. A signature on the key log for every key, fob and remote.
3. A note that lock changes go through you, so nobody swaps a lock without telling you.
4. Who to call for a lockout, so a tenant locked out at night doesn't end up with a damaged door and a dispute about who pays.

Can one locksmith handle your turnovers?

Yes. If you'd like turnover rekeys, tenant lockouts and lock repairs booked in one place, with paperwork done the way you want it, see our page for landlords and property managers. If you also lease commercial space, our guide to commercial door lock types may help.

The short version

• Rekey after the tenancy ends and before the next tenant gets keys.
• Keep a key log for each unit, with signatures.
• Reset remotes, keypad codes, fobs and smart lock users.
• Hand over a counted set and tell tenants who to call when they're locked out.