Returning keys and building fobs is a common step when a tenant moves out, and doing it correctly helps avoid disputes and unexpected charges. In Ontario, tenants should prepare by checking the lease for key clauses, documenting how many keys and fobs they received, and giving the landlord clear notice of move-out arrangements. Keep dated photos, a short inventory, and copies of any messages about handover to make it easier to prove you returned everything. If locks need changing or a fob is lost, know what costs are allowed and how to question unreasonable charges. This guide explains practical steps, forms to check, and where to get official help so tenants can finish a tenancy with confidence.
What to do before you return keys and fobs
Follow these practical steps to reduce risk and make handover straightforward.
- Arrange a clear time and place to hand over keys and fobs and confirm whether the landlord will inspect the unit at that time.
- Make a dated inventory and take photos showing each key, fob, and any identifying marks so you can prove what you returned.
- Review your lease for clauses about keys, fobs, and lock changes so you understand any contractual obligations.
- Ask for a written receipt when you hand keys or fobs back; a receipt helps prevent later disputes about charges.
- If you agree the landlord may change locks after you leave, request an itemized invoice showing actual replacement costs.
Official forms to check before moving out
There are no special "key return" forms, but you should review available tenancy forms and guidance on the Landlord and Tenant Board site[3] and know the rights and duties set out in the Residential Tenancies Act, 2006[1].
- Tenant's Notice to End Tenancy (when you are the tenant giving notice): use a written notice to show your move-out date and delivery method; for example, send an email and keep a copy and delivery receipt.
- Application to the Landlord and Tenant Board (if there is a dispute): if the landlord charges for locks or fobs and you believe the cost is unreasonable, you can apply to the Board for a decision; include your inventory and receipt photos as evidence.
How landlords may charge for lost keys or changed locks
Under Ontario rules, landlords can seek compensation for reasonable costs directly caused by the tenant, such as replacing keys or changing locks. What counts as reasonable depends on the actual cost of parts and labour and whether the landlord followed the lease and gave proper documentation. If a landlord deducts replacement costs from a security deposit or last-month rent, ensure that any deduction is supported by invoices and that it follows rules in the Residential Tenancies Act, 2006[1]. If you disagree, you can contact the Landlord and Tenant Board for information or file an application[2].
FAQ
- Do I have to return keys and fobs when I move out?
- Yes — unless your lease states otherwise, returning all keys and any building or unit fobs is part of leaving the unit in an orderly way; get a written receipt when you hand them over to avoid future disputes.
- What happens if I lose a fob?
- If you lose a fob, report it to the landlord promptly. The landlord may charge a reasonable replacement cost or require a lock change; keep receipts and question any charge you believe is excessive by asking for invoices or applying to the Landlord and Tenant Board.
- How can I prove I returned everything?
- Take dated photos, create an inventory, be present for a final inspection if possible, and always request a signed receipt from the landlord when you hand over keys and fobs.
How-To
Simple steps to return keys and fobs without surprises.
- Give written notice of your move-out date to the landlord and confirm how they want keys and fobs returned.
- Make a dated inventory and photograph each key and fob before leaving the unit.
- Attend or request a final inspection and ask the landlord to note the handover on the inspection record.
- Hand over keys and fobs in person when possible and request a written receipt signed by the landlord or their agent.
- If charged for replacement or lock changes, ask for itemized invoices and keep copies for any dispute.
- If you cannot resolve a concern, contact the Landlord and Tenant Board for information or to file an application.
Key Takeaways
- Document keys and fobs with dated photos and an inventory so you can prove handover.
- Request a written receipt when you return items to prevent later disputes.
- If you disagree with charges, the Landlord and Tenant Board can review the evidence and decide.
Help and Support / Resources
- Landlord and Tenant Board (Tribunals Ontario)
- Residential Tenancies Act, 2006 (e-Laws)
- Landlord and Tenant Board forms and information
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