Key-related problems in rental properties — lockouts, lost keys, broken locks — are among the most common and urgent management issues. This guide explains how to handle key troubles, who bears the costs, and best practices from a property management perspective.
Common Key Trouble Scenarios
- Lockout (鍵の紛失・締め出し): Tenant locked out or key lost
- Broken lock cylinder: Key won't turn, lock is damaged
- Security concern after breakin: Someone may have a copy of the key
- Key handover issues at move-in/out: Wrong number of keys, missing spare keys
Who Bears the Cost?
Tenant's Responsibility
- Lost or damaged key due to negligence: Tenant pays for key replacement and often for a cylinder re-key (¥10,000–¥30,000+)
- Lockout due to tenant error: Tenant pays for emergency locksmith call-out
Landlord's Responsibility
- Key cylinder failure due to age/manufacturing defect
- Security upgrade requested by management (e.g., after building security incident)
Best Practice: Key Management Protocol
- Maintain a key register (number of keys issued, who holds them)
- Use a key management system or lockbox for spare keys
- Change cylinders between tenancies as standard practice
- Document all key handovers in writing at move-in and move-out
INA&Associates Approach
INA&Associates implements standardized key management protocols across all managed properties, ensuring clear documentation and prompt response to key trouble incidents.
FAQ
Q. Should the cylinder always be changed between tenants?
Yes — changing the cylinder between tenancies is a security best practice that protects new tenants and limits landlord liability. Many management companies do this as standard.
Q. What is a smart lock and is it worth installing?
Smart locks allow keyless entry via smartphone. They eliminate lockout risk and can log entry/exit times. Installation cost is ¥20,000–¥80,000+ per unit but may justify the investment in higher-end properties.
