When you’re moving out of an office space, the last thing on your mind might be where all the keys and access cards ended up. But failing to return them can lead to more than just a small fee — it can delay deposit returns, create security issues, or even result in legal complications.
In this article, we’ll walk you through how to properly handle key and credential returns, what to document, and how United Local Movers helps businesses wrap up their move with professionalism and care — so you leave on good terms and avoid surprises later.
Why Returning Office Keys Is More Than Just a Detail
It’s easy to overlook — but most commercial leases require full return of all issued access tools. Failing to do so could mean:
- Lost deposit: Landlords often withhold part of your deposit for missing or unreturned items.
- Replacement costs: Some access cards or fobs cost hundreds to replace or reprogram.
- Security concerns: Unreturned keys pose risks to both future tenants and building management.
- Legal responsibility: If someone uses a lost badge or keycard for unauthorized entry, your business could be held liable.
This step isn’t just about being polite — it’s about protecting your company from unnecessary fees and disputes.
What Access Items Need to Be Returned?
Make sure to collect everything related to building access, including:
- Keys: For doors, cabinets, storage units, or server rooms
- Fobs or access cards: Used for secure door systems or elevators
- Garage or gate remotes: Especially important if they control parking or loading docks
- Alarm codes or digital credentials: Make sure these are deactivated or handed over
If you’re not sure what was issued during your lease, check with your property manager ahead of time.
How to Stay Organized During Key Return
The best way to make sure nothing gets missed is by creating a clear process. Here’s how to do it right:
- Assign a point person: Have one team member oversee collection and return.
- Gather early: Request returns from employees at least a week before moving day.
- Label everything: Use tags like “Main Entry – Anna,” “Storage Room – Blue Fob,” etc.
- Test before returning: Make sure each key or card still works before handing them off.
- Pack them safely: Place all items in a sealed envelope or box labeled with your company name and return date.
- Where and when to return keys (leasing office, mail drop, in-person handoff)
- If a checklist or receipt will be provided after return
- Whether a walkthrough or inspection is needed before you’re fully cleared
- Any fees for damaged or missing items
- Take photos: Snap a few shots of all returned items before handing them over.
- Get a signature: Ask for written confirmation that everything was received as agreed.
- Keep records: Store digital copies of lists, receipts, and communication for at least 30 days post-move.
- Reminders about key return deadlines
- Coordination with property managers for smooth handoffs
- Help transporting sensitive items like keys or equipment
- Scheduling moves around inspections or access requirements
- Flexible temporary storage if you need extra time before unpacking
- Maintaining a master list of all issued keys and fobs
- Using color-coded labels or tags for better organization
- Updating digital credentials before vacating the space
- Hand-delivering high-security items instead of mailing them
Confirm Return Details With Building Management
Before your final day, reach out to your landlord or property manager to confirm:
Knowing this ahead of time helps prevent confusion and keeps things professional.
Document Every Step
Don’t just rely on trust — protect yourself with proof:
We Help You Finish Strong
At United Local Movers, we help companies stay organized throughout their entire relocation — including the final steps. We offer:
We treat every detail with care — because we know how much your reputation matters.
Need Extra Time Before Moving In?
If your new office isn’t quite ready yet — or you’d like to take a short break before diving into setup — we’ve got your back.
We offer best-rate temporary storage so you can move at your own pace. No rush, no pressure — just secure space while you finalize plans and make sure your documents and access tools are in order.
Smart Tips for Key Management
To make future moves easier, try:
Final Thoughts
Returning keys and access cards may seem minor compared to the rest of your office move — but it’s a crucial step in closing the chapter cleanly. Do it right, and you’ll avoid unnecessary costs, maintain good relationships with landlords, and set the stage for your next move to go even smoother.
Let United Local Movers help you finish strong — and start fresh in your next location without any loose ends.
And if you’re not quite ready to step into your new office? We’ll store your belongings securely until you are.
