Property managers deal with the same handful of lock problems over and over: tenant lockouts, move-outs with unreturned keys, worn entrance hardware and contractors who need access. The managers who handle these smoothly aren't the ones with the most expensive locks; they're the ones with clear procedures, good records and a locksmith who already knows their buildings. These tips focus on the day-to-day side of running locks across a portfolio.

Need a hand with a building today? Call (613) 707-4884.

1. Set Up an Authorization List

A reputable locksmith will not open a unit or change a lock on a tenant's say-so alone. Give your locksmith a written list of who can authorize work at each property (you, an assistant manager, the superintendent) and how they can be reached after hours. This avoids delays at 11 p.m. when a tenant is locked out and nobody can confirm they live there.

2. Decide Your Lockout Policy in Advance

  • Will the superintendent let tenants in during set hours, and is a locksmith called outside them?
  • What ID or proof of tenancy is required before anyone opens a door?
  • Who pays for an after-hours callout, and is that written in your tenant communications?

Writing this down once saves arguments later.

3. Make Turnover a Checklist, Not a Scramble

  1. Collect all keys, fobs and mailbox keys at move-out and compare them against your key register.
  2. Rekey the unit entry cylinder before the new tenant moves in.
  3. Rekey or replace the mailbox cylinder if its key wasn't returned.
  4. Cancel any electronic credentials for the outgoing tenant.
  5. Record the new key numbers and who received them.

For how unit, common and master keys fit together across a building, see lock solutions for multi-family properties.

4. Respect Tenant Entry Rules

Lock work inside an occupied unit is still entry into that unit. Ontario's rental housing offences page lists entering a unit without the required notice, and changing locks without giving the tenant a new key, among the offences under the Residential Tenancies Act. Our article on landlord and tenant lock rules in Ontario covers the details, so schedule lock work with proper notice unless an exception applies.

5. Control Master and Contractor Keys

  • Keep master and spare keys in a locked key cabinet, not on a hook or in a desk drawer.
  • Sign contractor keys out and back in the same day, with names and times.
  • Use restricted keyways so keys can't be duplicated without your authorization.
  • If a master key goes missing, treat it as urgent: every door it opens is exposed until the system is rekeyed.

6. Do Preventive Maintenance

Most emergency calls at rental buildings start as small problems that were ignored. Walk your entrances seasonally and check for:

  • Door closers that slam or fail to latch the door, especially as temperatures drop.
  • Strike plates and latches that are out of alignment, forcing tenants to pull or push to lock.
  • Stiff cylinders; a graphite or lock-specific dry lubricant helps, while oil attracts grit.
  • Damaged or loose exit hardware. Repairs or changes to exit doors must meet the Ontario Building and Fire Codes, so confirm with the City of Ottawa building official, fire prevention staff or a design professional before changing that hardware.

7. Understand What Drives Lock Costs

Rather than fixed prices, budget around the factors that change cost: after-hours versus scheduled visits, the number of cylinders done in one trip, standard versus restricted or high-security keys, and whether a lock can be rekeyed or must be replaced. Batching turnover work and common-area maintenance into planned visits is usually the most economical approach.

Next Step

If you're managing several Ottawa properties and want a consistent approach to keys, turnovers and repairs, see our property management locksmith service, or call (613) 707-4884 to set up your buildings.