Key sign-out sheet
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A log for keys to vehicles, machines and buildings: which key went out, to whom, when, for what, and when it came back.
A missing key stops a truck as surely as a flat tire. A sign-out sheet kept at the key box shows who has each key right now and who had it last, and it makes people bring keys back.
Number each key tag and keep a master list of what each number opens. Write the number on the sheet, not the vehicle, so the sheet can stay out in view without giving much away.
Key sign-out log
Fields: Location of key box · Responsible person · Month
Log columns: Key no. · Vehicle / machine / area · Name · Date and time out · Purpose / job · Date and time in · Initials
Fill it in the right way
- Number every key tag and keep a master list of what each opens.
- Keep the sheet at the key box.
- Each person writes the key number, their name, the time and the purpose when they take a key.
- They write the return time and initial when it comes back.
- The responsible person checks the sheet at the end of each day for keys still out.
Tips
- Lock the key box; the sheet doesn't help if anyone can take a key unseen.
- Chase keys that are still out at the end of the shift.
- Keep spare keys somewhere else, with their own list.
- Look for the same keys going missing; it usually points to a habit worth fixing.
Do it in FleetZap
- Each vehicle's record in FleetZap shows its pre-use checks with who did them and when.
- Drivers do the pre-use check by scanning the vehicle's QR label; a failed item opens a repair.
- FleetZap Rentals tracks which machine is out, with whom and until when.
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What is a key sign-out sheet?
A log of who took which key, when and why, and when it was returned.
What should a key log include?
Key number, what it opens, the person's name, date and time out, purpose, date and time in, and initials.
How do I keep keys secure?
Lock the key box, number the tags instead of labeling vehicles, keep a master list separately, and check the log daily.
Should I use this for rental equipment?
It works for keys, but for rentals a checkout form with condition and meter readings protects you better.