Why a suite should be rekeyed at turnover
A tenant who occupies an office for a few years usually hands keys to many people. Employees, partners, family members, cleaners, a bookkeeper and a courier may all have had a copy at some point. Some were returned and some were not. When the tenant leaves, the landlord might get back only the keys the tenant remembers.
The old keys do not stop working when the lease ends. Anyone who still holds one can walk into the suite, and the next tenant may unknowingly move computers, files and equipment into a space that others can enter. This is not a rare problem, and it is the reason rekeying at turnover is a standard practice in well-run buildings.
Rekeying changes the pins inside the lock cylinder so that the old keys no longer turn it. The lock hardware stays in place. That makes it a modest and quick job compared with replacing the lock, and it gives the incoming tenant a clean start. It also protects the landlord from questions later about who could have entered the space.
- Old keys remain in circulation after a lease ends.
- Rekeying makes old keys useless without replacing hardware.
- It protects both the new tenant and the landlord.
- It is usually a quick job once the locks are accessible.
Who has the authority to order the work
The right party to approve rekeying depends on who controls the door. In most buildings, the landlord or property manager owns the building and controls the suite entrance hardware, even if the tenant has been using it. In others, the lease allows the tenant to change locks at their own cost as long as the landlord receives a key. The lease usually says which.
A locksmith will want to confirm that you are the person who can authorize the change. If you are a property manager, bring an authorization from the owner or the management agreement. If you are a tenant, a copy of the lease page that covers locks and alterations is helpful. If you are the new tenant who has just signed a lease, a letter from the landlord confirming your right to rekey avoids delays.
Do not assume authority you do not have. A tenant who changes locks without the landlord's agreement may break a lease term, and a locksmith who works without confirmed authority may refuse the job. The page on property owner versus tenant, who decides covers this question for different property types.
Coordinating with building access and the master key
Many office buildings use a master key system, in which a single master key opens every suite while each tenant has a key that opens only their own. If your suite is part of such a system, rekeying must be done in a way that preserves the master key's access, or the landlord will lose the ability to enter for maintenance and emergencies.
A technician who works in a master keyed building will want to know the system's details. That might include the lock brand, the keyway and the key records held by the landlord. Without that information, rekeying could break the master relationship, and a landlord may need to be involved to approve the new key cuts. The page on master key systems for business explains how these systems are structured.
In some buildings, the suite lock is a separate matter from the building's entrance doors, stairwell doors and elevator access. Those may be on an electronic system controlled by the property manager. Rekeying the suite door does not change them, so the incoming tenant may also need new cards or fobs from the building office.
Planning the timing of the rekey
The best time to rekey is after the old tenant has moved out and before the new tenant moves in. A rekey done too early may lock out cleaners or contractors who still need to finish work. A rekey done too late leaves a gap in which old keys still work.
If the move-out and move-in dates are close, coordinate with all parties. Tell the technician which day the suite will be empty, who will be there to meet them and where the keys should be delivered. If the old tenant is still in the space, the technician should not change the lock until the tenant has left or the landlord has authorized it in writing.
Think about whether any other work is scheduled. Painters, carpet installers and cleaners may need access during the turnover. A common approach is to rekey first and then issue temporary keys to those workers, with a record of who has them. After the work is finished, collect the keys or rekey again if needed. The page on move-out and move-in lock checklist offers a related list for residences that can be adapted.
What the rekey involves, step by step
On arrival, the technician confirms identity, checks authority and looks at the lock. They note the brand and the type, and they find out how many locks are to be changed. A suite may have a main entrance and one or more interior doors, such as a server room or a private office.
The technician removes each cylinder, replaces the internal pins and springs so they match a new key, and reinstalls the cylinder. They test the new key several times and confirm that the old key no longer works. If the system is master keyed, they also test the master key and any control key that the landlord uses.
After the work, the technician hands over the new keys and can cut additional copies if the lease allows. They will note how many keys were issued and to whom. Ask for a record of the work and keep it with the lease file. If the technician sees a worn lock or a damaged strike, they may suggest repair, but that is a separate decision. Quotes are given by phone, and complicated jobs may need an on-site look first.
- Confirm who is authorized and which doors are included.
- Identify the lock brand and whether a master key system is in place.
- Rekey each cylinder to a new key.
- Test the new keys and confirm the old keys no longer work.
- Hand over the keys and record how many were issued.
Rekey or replace the lock
Rekeying is the usual choice when the lock is in good condition. It is quicker than replacement and keeps the existing hardware, which can matter in a building that wants a uniform appearance on all suite doors.
Replacement may be the better answer when the lock is damaged, worn out or of a type that is hard to rekey. It may also make sense when the building wants to upgrade to a higher security grade or move to an electronic system. A technician can tell you after looking at the lock which choice fits.
If you are unsure, the guide on rekey or replace, which is right explains the trade-offs in plain language, and the page on commercial rekey service describes the typical process for businesses of all sizes.
Records the landlord should keep
Rekeying is only as useful as the records behind it. After each turnover, the landlord or property manager should keep a record of the date, the lock rekeyed, who authorized the work, the number of keys cut and who received them. This helps answer later questions about who had access during which period.
If a key is lost, the record shows how many copies exist and whether rekeying is worth considering. If there is a dispute about a break-in, the record shows that the lock was changed at turnover and that keys were accounted for.
Keep the key codes or the key bitting information, if the technician provides it, in a secure place. Do not leave such records in a shared document that many people can see. A key code can be used to cut a key, so treat it as sensitive.
- Record the date, the lock and the person who authorized the work.
- Record the number of keys cut and who received them.
- Store key codes securely, not in open shared files.
- Review the record when a key goes missing.
What the new tenant should receive and ask
A new tenant should receive new keys for the suite and a clear statement of what has been done. Ask whether the suite was rekeyed, when and by whom. Ask how many keys exist and who else may have access, such as the landlord, the property manager and the cleaning contractor.
Ask what the process is for copies. Some buildings restrict duplication and require a request through the property manager. Others allow the tenant to cut copies at their own expense. Knowing the rule at the start avoids a conflict later.
If the suite has other locks, such as an interior office, a supply closet or a server room, ask whether they were rekeyed too. A single rekeyed door does not make the whole suite secure. The guide on commercial lock audit explains how a walkthrough can list every lock and its status.
Other doors inside a suite
Many suites contain more than the main door. A reception area may have a glass door with a floor lock or a rim lock. A back office may have a keyed knob. A server or records room may have a higher security lock, a keypad or a card reader. Medical, legal and financial offices often need stronger control over files and records.
During turnover, think about each of these doors. Some may be on their own key, some on the suite key. Decide which should be rekeyed, which should be replaced and which can stay as they are. If a door has a combination or a keypad, change the code at turnover as well.
Do not forget filing cabinets, desk drawers and any safe left behind. These often carry small keys that nobody remembers. The page on filing cabinet and desk locks explains how these locks work and how they can be rekeyed or replaced.
A short example of a turnover gone right
Picture a small accounting office on the second floor of a mid-rise building near Brickell. The tenant has been there for several years and is moving to a larger space. The property manager schedules a walkthrough, collects the keys the tenant can find, and asks how many were ever cut. The tenant honestly is not sure, because two former employees and a bookkeeper once held copies.
The manager books a rekey for the day after move-out. The technician confirms the building uses a master key system, rekeys the suite entrance and the interior records room, and tests the master key and the new tenant key on both. The manager records the number of keys cut, hands two to the incoming tenant and keeps one in the key cabinet with a log entry.
Nothing about this is dramatic, and that is the point. The incoming tenant moves in knowing the old copies no longer work, the landlord's access is intact, and the record shows what happened. A turnover that takes an hour of planning prevents a conversation months later that nobody wants to have.
Getting the work scheduled
When you are ready to plan a turnover rekey, call and tell the dispatcher the address, the suite number and how many doors are involved. Say whether the building uses a master key system and whether the landlord must approve the work. Explain the dates when the suite will be empty.
The dispatcher will explain the service call charge before anyone is sent, and quotes are given by phone. If the project involves several doors, a master key system or unfamiliar hardware, the technician may need to see the doors in person to give a firm quote.
Have your authorization ready, whether it is a letter from the owner, a lease page or a management agreement, and make sure someone with authority will be present or reachable on the day. With that ready, a turnover rekey is typically an orderly, short visit, and the incoming tenant receives a suite whose keys are known.
Questions people ask
Why rekey a suite when the old tenant returned their keys?
Returned keys do not prove that no copies exist. Tenants often make copies for employees, family members and vendors, and not all are returned. Rekeying makes every old key useless, so the next tenant starts with a known set. It is a modest step compared with the risk of unknown keys.
Who pays for rekeying at turnover?
That depends on the lease and the building's practice. Some landlords rekey at their own expense as part of turnover, and others require the new tenant to do it. Check the lease or ask the property manager. A locksmith will explain the service call charge by phone, and quotes are given only by phone.
Will rekeying break the building's master key system?
It can if it is done without the system details. A technician needs to preserve the master relationship so the landlord's master key still opens the suite. Tell the dispatcher that the building uses a master key system and have the landlord's information available. In some cases the landlord must approve the new cuts.
Can a new tenant rekey without telling the landlord?
Many leases require the tenant to give the landlord a key or to get approval before changing locks. Changing locks without that agreement may break the lease, and a locksmith may decline the job without confirmed authority. Check the lease first and ask the landlord when in doubt.
How long does a suite rekey take?
It depends on the number of doors and the type of lock. A single standard cylinder is a short job, and several doors or a master key system take longer. Do not rely on any specific time estimate. Ask the dispatcher what to expect for your doors, and note that arrival times are not promised.
Do I need to rekey interior office doors too?
Consider it. Interior doors for server rooms, records rooms and private offices may protect sensitive items. If those locks use the same key as the suite or a key held by past employees, rekeying them is reasonable. A walkthrough with a technician can help list which doors matter most.
Describe the situation by phone and we will tell you what the job involves. Quotes are given by phone. Jobs that cannot be quoted without seeing them need a technician on site, and the service call charge is explained on the phone before anyone is dispatched.
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Written by Claude (AI) (AI) for 24 Hour Locksmith Miami.