Key Request Form Template
Streamline Your Key Management with Our Template
Managing key requests can be a headache, especially when trying to track who has access to what. This Key Request Form Template is designed for schools, universities, and businesses looking to simplify their key distribution process. With this template, you can effortlessly manage requests, maintain a clear record of key issuance, and ensure accountability among users, all while keeping the process organized. Plus, our WCAG-aligned labels ensure accessibility for all users. Explore this live template and see how it can transform your key management.
When to use this form
Use this form when an employee, tenant, contractor, or student needs physical access to a room, building, cabinet, mailbox, or vehicle. It fits new hires, department moves, facility projects, or replacements after a lost key. For short-term needs, pair the request with the Key checkout form to set a clear return date. If the request follows a property transfer, attach proof using the Change of ownership form. To document acceptance and reduce risk, record handover with the Key receipt acknowledgement form. Your team gets one clean record of who has which key, why, and for how long, so you can issue, track, and recover keys with confidence.
Must Ask Key Request Questions
- Which rooms, doors, or assets do you need access to?
Exact locations (building, floor, room or door numbers, cabinet IDs, vehicle plate) help you issue the correct key and avoid over-permission. Clear scope reduces re-cuts and speeds approval.
- Why are you requesting this key?
Reason codes (new hire, role change, replacement, contractor access) let you prioritize and route the request. If it is due to loss or theft, you can trigger incident and rekey steps to protect spaces.
- Is the access permanent or temporary? Include start and end dates.
Duration sets pickup timing and auto-expiry to prevent lingering access. It also supports audits and reminders to collect keys on time.
- Who is your authorizing manager or property contact?
Named approver and contact details create an audit trail and confirm consent. This reduces back-and-forth and blocks unauthorized issuance.
- How will you return the key and acknowledge responsibility?
Stating the return method and acceptance of fees or penalties sets clear expectations. For end-of-project returns, pair with the Document handover form to capture final sign-off.
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