Can this be signed electronically?

Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are met. Consumer-facing records may require a disclosure of the right to paper under 15 U.S.C. §7001(c).

Is notarization required?

Notarization is not universally required for a lock disclosure itself, but deeds and some transfer documents typically require notarized acknowledgements for recording. Check county recorder and state law when the disclosure is attached to recordable instruments.

How do I update after closing?

Execute an amendment signed by the parties that reflects the change, or issue a corrected disclosure. Retain both original and amendment; document effective dates to support any later liability or warranty questions.

Who must be notified of code changes?

Notify tenants, property managers, insurers, and service vendors promptly when alarm or keypad codes change. Maintain a secure log of changes and the reason for modification to support audits or claims.

How long should records be kept?

Retain for the active term plus at least three years; real estate or tax-related records may require longer retention. IRS guidance (IRC §6501(a)) and state rules can extend retention obligations.

What if a signer disputes access later?

Preserve the original signed disclosure, audit trail, and any supporting invoices or vendor statements. Electronic solutions that capture timestamps, IP addresses, and signer authentication help resolve disputes about who had access or authority.

Electronic Signature
Templates
Miscellaneous
Miscellaneous Lock Disclosures

Miscellaneous Lock Disclosures

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

MISCELLANEOUS LOCK DISCLOSURES AND SERVICES AGREEMENT

This Miscellaneous Lock Disclosures and Services Agreement (the Agreement) is entered into on the Effective Date set forth below by and between:

Lock Service Provider: Provider Notice Address: Client Name: Client Notice Address:

Effective Date:

WHEREAS

WHEREAS, Lock Service Provider is engaged in the business of providing lock, key, and access control services and has the skill, personnel and equipment necessary to perform the services described in this Agreement; and

WHEREAS, Client is the owner or authorized agent of the premises located at: and desires to retain Provider to perform lock services and to make disclosures regarding existing keys, master-key systems and access arrangements; and

WHEREAS, the parties intend that this Agreement set forth the scope of work, payment terms, disclosures, and the respective responsibilities and liabilities of the parties with respect to locks, keys and access control.

SCOPE OF WORK

Detailed Scope of Work:

The parties agree that the Scope of Work includes, without limitation, the following lock items and quantities (check applicable and specify quantity where requested):

Lock Inventory and Options: Deadbolt — Quantity: Knob/Lever Lock — Quantity: Rim/Cylinder Change — Quantity: Padlock — Quantity: Electronic/Keypad/Smart Lock — Model/Details: Master-Key System Present Lockbox/Exterior Box Present — Location/Code:

LOCK DISCLOSURES

1. Existing Keys and Master Keys: Client discloses that the following keys are in existence and under the control of the following persons or entities. List all current key holders and relation to premises:

2. Rekeying and Master Control: Client acknowledges and agrees whether rekeying of locks, elimination of master key access, or creation of new master keys is desired or required. Rekey required: If checked, provide details:

3. Electronic Access and Codes: If electronic locks or keypads are present, Client shall disclose existing access codes and the parties will agree whether Provider will erase, reprogram, or retain codes. Electronic codes disclosed:

4. Third-Party Access: Client represents whether any third party (property manager, alarm company, vendor) maintains key or code access. Third-party access details:

5. Key Quantity and Delivery: Number of new keys to be supplied to Client upon completion: . Client instructions for delivery/retention of keys (e.g. provide to manager, leave with tenant):

6. Liability for Damage: Provider will exercise reasonable care in performing services. Client acknowledges that repair or replacement of doors, frames, thresholds or other non-lock hardware damaged as a result of service will be the responsibility of:

PAYMENT TERMS

Total Agreed Price: Payment Schedule and Method: Deposit Amount (if any):

Late Payment Fee: If any amount due hereunder is not paid within days of invoice, a late fee of % per month (or maximum permitted by law) will accrue on unpaid balances.

TERM AND TERMINATION

Term Commencement Date: . Anticipated Completion Date:

Either party may terminate this Agreement for convenience upon days' prior written notice. Termination for cause may be immediate if a party materially breaches its obligations and fails to cure within days after written notice.

CONFIDENTIALITY

Each party shall treat as confidential and shall not disclose to third parties any non-public information obtained under this Agreement, including key codes, master key structures, or methods used to gain entry, except as required by law or to perform the services. Confidential information does not include information that is publicly available through no fault of the receiving party.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of: without regard to conflict of law principles.

ENTIRE AGREEMENT

This Agreement, together with any attached schedules and written change orders signed by both parties, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, representations and understandings, whether written or oral. No amendment or modification will be effective unless in writing signed by both parties.

CERTIFICATION AND ACKNOWLEDGEMENTS

By signing below, Client certifies that the disclosures provided in this Agreement regarding existing keys, master key systems, third-party access, electronic codes, and other access arrangements are true and complete to the best of Client's knowledge and that Client has authority to authorize the Provider to perform the services at the described premises.

Client hereby acknowledges and certifies the foregoing disclosures are accurate.

NOTICES

All notices, requests, consents and communications required or permitted under this Agreement shall be in writing and delivered to the notice addresses provided above or to such other address as either party may designate in writing.

Lock Service Provider:

Printed Name:

By:

Date:

Client:

Printed Name:

By:

Date:

What Miscellaneous Lock Disclosures Cover

A Miscellaneous Lock Disclosures form documents the physical and electronic locking devices, keys, codes, and access arrangements for a property. It records who holds keys, the type and location of locks, any alarm or access-control systems, recent rekeying or replacement dates, and special instructions for emergency access. In real estate and property management contexts this disclosure helps buyers, tenants, and service providers understand security arrangements and reduces post-closing disputes about access or lost keys.

Why a Clear Lock Disclosure Matters

A concise lock disclosure reduces liability, documents agreed access, and protects parties from disputes after transfer or tenancy begins. It supports insurance claims, clarifies responsibility for replacements, and helps closing teams verify security compliance before possession changes hands.

Who Typically Completes or Signs This Disclosure

Several stakeholders are commonly involved in creating and accepting lock disclosures depending on the transaction type.

Sellers and listing agents who must disclose existing locks, keys, and alarm access details to prospective buyers and closing agents.
Buyers, buyer agents, and inspectors who review lock status before closing and may request rekeying or replacements.
Property managers and landlords who must record keyholders, access codes, and entry exceptions before tenant move-in.

Documenting these details at listing, lease signing, or closing reduces ambiguity and creates a clear record of access rights and responsibilities.

Core Elements to Include in a Professional Disclosure

A complete disclosure organizes security details so they are easy to verify and reference at closing or handoff. Include physical, electronic, and procedural items plus signature acknowledgment and amendment procedures.

Lock Inventory

List every lock by location and type (deadbolt, knob, smart lock) and include serial/model numbers where available for tracking and warranty purposes.

Key Count

State how many keys exist for each lock, which parties possess them, and any keyed-alike groupings to document control and duplication risks.

Access Codes

Record keypad or alarm codes, the scope of each code, expiration rules, and whether vendor or master codes are retained by third parties.

Alarm & Systems

Describe alarm panel type, monitoring service details, account numbers (redacted where necessary), and contact info for system vendors or installers.

Rekey/Replace History

Note the last rekey or lock replacement date and whether vendor keys or master keys exist; include receipts or vendor statements when available.

Special Access

Record any unique arrangements (garage opener sharing, gate remotes, service keys) and instructions for emergency entry and contractor access.

Required Fields at a Glance

Full Legal Name: Party identity

Property Address: Street, city, state, ZIP

Lock Type: Deadbolt, smart, etc.

Key Count: Number of keys

Access Codes: Redact partial codes

Rekey Date: MM/DD/YYYY

Step-by-Step: Completing the Disclosure

Follow these steps in order to reduce mistakes and produce a document suitable for closing or onboarding a tenant.

01

1. Gather details: Collect keys, serials, vendor contacts.
02

2. Complete inventory: List locks, codes, keyholders accurately.
03

3. Attach proof: Include receipts or vendor invoices when applicable.
04

4. Sign and date: All parties must sign with dates.

How to Customize and Complete Online

Configure the digital workflow to validate fields, capture consent, and preserve an audit trail for closing or tenant onboarding.

Field	Configuration
Upload Template	Use PDF or DOCX; convert to fillable form.
Magic Fields	Enable auto-detect for names and dates.
Conditional Fields	Show lock details only when applicable.
Signer Authentication	Require email or SMS code verification.

Distribution and eSubmission Options

Choose delivery and signing methods that preserve the record and authenticate signers for future disputes or insurance purposes.

File Formats: PDF | DOCX
Integrations: CRM and cloud storage
Authentication: Email, SMS, KBA

Use an eSignature platform that supports audit trails, secure storage, and integrations with MLS, property management systems, or closing platforms to reduce manual handling and ensure consistent recordkeeping.

Where to Send or File the Completed Form

Proper routing depends on transaction type; maintain a copy with closing records and share certified copies with parties who require official access.

Buyer / Agent: Deliver with inspection and closing documents.
Listing Broker: Retain for seller file and disclosures.
Property Manager: Store in tenant onboarding records.
Closing Agent: Include as exhibit to closing package.

Timing: When To Provide and Update the Disclosure

Follow standard transaction milestones to ensure parties have security information before possession changes or tenancy begins.

At Listing:

Provide initial disclosure to prospective buyers and agents.

Before Offer Acceptance:

Buyer review may prompt rekeying or repairs requests.

At Closing:

Include final signed disclosure in closing package.

Before Move-In:

Landlords should confirm keys and codes with new tenants.

After Rekeying:

Deliver updated disclosure within a reasonable timeframe.

Common Risks and Consequences of Incomplete Disclosures

Civil Liability: Claims for breach of contract

Security Exposure: Unauthorized access risks

Insurance Issues: Coverage disputes on claims

Regulatory Fines: Local code violations possible

Tenant Disputes: Lease breach and relocation costs

Closing Delays: Title or escrow holdbacks

Practical Tips for Accurate and Efficient Completion

Adopt these practices to minimize corrections, support closing timelines, and preserve an auditable record of access arrangements.

Verify key counts and serials

Before completing the form physically inspect each lock and count spare keys. Record serial or model numbers when available and note any nonstandard or proprietary keys so replacement or rekeying decisions are informed.

Use eSignature with audit trail

When permitted, sign electronically to capture timestamp, signer attribution, and IP address. Ensure the chosen eSignature provider meets ESIGN/UETA requirements and supports document retention for audit or closing purposes.

Record code change history

Maintain a dated log of access code changes and vendor service calls. Include who requested changes and the reason to support security investigations and tenant inquiries.

Coordinate with insurers and managers

Notify property insurers and management companies of major security changes. Confirm whether policy terms require professional installation, alarm monitoring, or documented key control procedures.

Real-world Examples of How Disclosures Are Used

These concise examples show how parties apply lock disclosures in listings, property management, and closings to reduce friction and document responsibility.

Martin Properties — Founder

When closing remote rentals we include a lock disclosure as part of the packet to avoid surprise access issues.

This shortened process replaces multiple follow-up calls and vendor visits.
"I can process and execute all of these documents online with 100% compliance and built-in security," says Tim Martin; keeping records digital reduced turnaround time and field work.

Optica Ventures — COO

For portfolio turnovers we attach lock inventories to each asset to ensure property managers get vendor contacts quickly.

The inventory clarifies responsibility for master keys and alarms.
Brian Fitzgibbons notes the interface is easy for teams and customers, which reduces reconciliation time at handoff and lowers operational disputes.

eSignature Pricing and Feature Comparison for Lock Disclosures

Select an eSignature provider that supports secure storage, audit trails, and authentication. The table compares signNow with common alternatives on core pricing and capabilities.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs About Miscellaneous Lock Disclosures

Answers to common questions about electronic signing, notarization, updates, and recordkeeping for lock disclosures.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures satisfy the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention are met. Consumer-facing records may require a disclosure of the right to paper under 15 U.S.C. §7001(c).
Is notarization required?
Notarization is not universally required for a lock disclosure itself, but deeds and some transfer documents typically require notarized acknowledgements for recording. Check county recorder and state law when the disclosure is attached to recordable instruments.
How do I update after closing?
Execute an amendment signed by the parties that reflects the change, or issue a corrected disclosure. Retain both original and amendment; document effective dates to support any later liability or warranty questions.
Who must be notified of code changes?
Notify tenants, property managers, insurers, and service vendors promptly when alarm or keypad codes change. Maintain a secure log of changes and the reason for modification to support audits or claims.
How long should records be kept?
Retain for the active term plus at least three years; real estate or tax-related records may require longer retention. IRS guidance (IRC §6501(a)) and state rules can extend retention obligations.
What if a signer disputes access later?
Preserve the original signed disclosure, audit trail, and any supporting invoices or vendor statements. Electronic solutions that capture timestamps, IP addresses, and signer authentication help resolve disputes about who had access or authority.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now