Lost mail box key

[Jon A.]

We recently had our first tenant turn over. The previous tenant didn't give us back the mail box key. The new tenant left a voice message today stating that the Post office wants $50 for a new key. How is this my problem or responsibility? It's a sfh with one of those cluster mail boxes for the whole block. Anyone have experience with this issue?

[Steve Babiak]

You need a "key receipt" (for move in) and a "key return" (for move out) form to track keys issued to tenants and the return of said keys.

Sample below. Sorry that it doesn't copy and paste so nicely into the forums, but you should get the general idea.

Originally posted by Steve Babiak's key receipt form:

KEY RECEIPT
MOVE IN and/or MOVE OUT

Please print all information except for where a signature is requested.

Date: ___________________________________________________

Premises: ___________________________________________________________________________________________

Tenant(s):___________________________________________________________________________________________

Make a check mark to tell whether this is Move-In or Move-out.

______ Move-In:
I / we acknowledge I have received the key(s) to the premises and now take possession and responsibility for the property as agreed in my / our rental agreement.

Quantity of keys given out: ________________________________________________________________________

Keys given to Tenant by: _____________________________________________________________________________

Keys accepted for Tenant by:__________________________________________________________________________

______ Move-Out:
I / we have vacated my / our residence at _________________________________________________________________. This key receipt is my / our acknowledgment that I / we have returned the keys and possession of the premises. I /we understand that I / we shall no longer have access to my / our former residence. If I / we have returned fewer keys than the quantity originally given out, I / we agree that I / we are responsible for the cost of replacing the keys and that the Landlord is to bill me / us for the replacement of missing keys.

Date: ___________________________________________________

Quantity of keys being returned: ________________________________________________________________________

Keys received from Tenant by:_________________________________________________________________________

Keys returned for Tenant by:__________________________________________________________________________

Signed and dated by Tenant: ___________________________________________________________________________

Signed and dated by Landlord: _________________________________________________________________________