Commercial Cleaning Key and Access Agreement
A handover record for the keys, fobs, cards and building access a cleaning crew receives on a commercial contract. It lists every key issued, who may enter and when, how the alarm is handled, what happens if one is lost, and how everything is returned. Lock, liability and insurance rules vary by state and lease, so check yours before relying on the wording.
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What’s in this template
Commercial Cleaning Key and Access Agreement
Template notice. This is a general-purpose handover record. Lock, key, liability and insurance rules vary by state and by lease. Check with a lawyer or your insurance agent before relying on the wording. Do not write alarm or door codes on this sheet.
1. Parties and Site
- Cleaning company: Cleaning Company
- Company contact: Company Contact and Phone
- Client (business or building owner): Business or Building Owner
- Building contact: Building Contact and Phone
- Site address: Site Address
- Date of agreement: Date of Agreement
2. Who May Enter and When
- Days of entry: Days of Entry
- Hours of entry: Hours of Entry
- Entry method: Entry Method
- After-hours building contact: After-Hours Building Contact
People authorized to enter and use the items in section 3:
People Authorized to Enter
3. Keys, Fobs and Cards Issued
List each item the client gives Cleaning Company. Use the tag number or label on the item, and do not write a code.
| Item (key, fob, card) | Tag or label no. | Opens | Issued to | Date issued |
|---|---|---|---|---|
8 blank rows on the printed form
4. Alarm and Locking Up
Alarm handling: Alarm Handling
- The crew lead locks every door and window that was locked on arrival, or that the client has asked to be locked.
- The crew lead sets the alarm on departure, if the building has one.
- The crew tells the after-hours contact in section 2 about any door that will not lock or an alarm that will not set.
5. Care of Keys and Cards
- Cleaning Company will keep the items in section 3 in a secure place and will not lend them to anyone not named in section 2.
- Cleaning Company will not copy a key or a card unless the client agrees in writing.
- Items stay on the client's premises or with a named crew member. They are not left in a vehicle, in a bag or at a crew member's home overnight unless the client agrees.
- Each crew member who receives an item signs the log in section 7.
6. Lost, Stolen or Damaged Items
Cleaning Company will tell the client the same day if a key, fob or card is lost, stolen or damaged, or if a person holding one leaves the crew without returning it. The two sides will agree in writing who arranges and who pays for re-keying or replacement. The charge for a lost item is: Re-keying or Replacement Charge.
7. Key Log
Record each hand-off. Add a row when an item changes hands, and fill in the return date when it comes back.
| Tag or label no. | Held by | Date out | Signature | Date returned | Received by |
|---|---|---|---|---|---|
10 blank rows on the printed form
8. Return at the End of the Contract
When the contract ends or the client asks, Cleaning Company returns every item in section 3 and the client signs the log to confirm. The client may change locks, codes or cards at any time, and Cleaning Company will turn in anything it is asked to turn in.
9. Notes
Notes
10. Signatures
Both sides confirm that the items in section 3 were handed over as listed and agree to the terms above. This is a record of access. It does not change the scope or price in the cleaning contract.
Client or building manager signature line
Cleaning company signature line
Cleaning key and access agreement questions, answered
What is a key and access agreement for a cleaning company?
A short signed record between the cleaning company and the building owner or manager. It lists each key, fob or access card handed to the crew, names the people allowed to use them, sets the days and hours of entry, and says how the alarm is handled and what happens if something is lost. It is the paperwork behind the sentence "we will give you a key."
Who should hold the keys, the owner or each cleaner?
That is a decision for the cleaning company and the client. Many contractors keep one set with the crew lead or the business owner and sign out a key per shift, because it keeps the number of people holding a copy small. The log in the form works either way: it records who has each key, when it was issued and when it came back.
What happens if a key or access card is lost?
The form says the cleaner tells the client the same day and that the two sides agree in writing who pays for re-keying or a replacement card. Who bears that cost is negotiable and depends on the lease and the building, so the form has a blank for the amount instead of a fixed figure. Check with your own insurance agent and a lawyer if the amount is large.
Should alarm codes go on the agreement?
No. Write down who arms and disarms the alarm and who gives the crew the code, but keep the code itself off a sheet that can be photographed, emailed or left in a truck. The form leaves no space for a code on purpose.
Do I need an account to use this form?
No. Download the blank form and print it, or fill in the header details online and download a PDF. Neither needs an account.
Related
Keep the key log with the contract
In EosLog you can attach a form like this to the client, have the building contact sign it on their phone, and keep the key log with the job it belongs to.