PMC›✅ Handover & Closeout›Keys Handover Form

Keys Handover Form

form
PMC-HND-FRM-001·v1.0-beta·⚠ Beta — review before use

This form is used to officially record the transfer of all keys for a completed area, building, or the entire project from the contractor to the client/PMC. It's a simple but crucial step (chaabi handover ka record) to ensure all access points are accounted for and handed over securely before the client takes possession.

ReferencesFIDIC Sub-clause 10.1 (Taking Over of the Works and Sections)CPWD Manual Vol II (Completion Procedures)General Conditions of Contract (GCC) - Handover ClauseIS 2209:1976 (Specification for Mortice Locks)
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📍 When to use this template
  • At the time of sectional or final handover of a building, floor, or specific area.
  • Triggered upon completion of all lock and key installations, just before the client takes possession and the Taking-Over Certificate is issued.
  • Filled by the Contractor's site engineer/manager and countersigned by the PMC/Client's representative receiving the keys.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Document Number (e.g., KHF-001)
_____________
Date of Handover
_____________
Prepared By (Contractor)
_____________
Approved By (PMC/Client)
_____________
2Handover Details5 fields
Handover From (Contractor's Name & Designation)
_____________
Handover To (Client/PMC's Name & Designation)
_____________
Area / Building / Floor Handed Over
_____________
Reference to Taking-Over Certificate No.
_____________
Total Number of Key Sets Handed Over
_____________
3Key Inventory List9 fields
Sr. No.
_____________
Door / Lock ID No. (as per Door Schedule)
_____________
Location / Room Name / Flat No.
_____________
Key Type (e.g., Master, Sub-Master, Individual, Padlock)
_____________
Make & Model of Lock (e.g., Godrej, Dorset)
_____________
No. of Original Keys Provided
_____________
No. of Duplicate Keys Provided
_____________
Key Tag / Label Details
_____________
Remarks (e.g., Part of Master Key Group MK-1)
_____________
4Master Key Details (if applicable)6 fields
Master Key ID / Code
_____________
Areas Covered by Master Key
_____________
No. of Master Keys Provided
_____________
Grand Master Key ID / Code (if any)
_____________
No. of Grand Master Keys Provided
_____________
Handed Over To (Specific Person for high-security keys)
_____________
5Confirmation & Acknowledgement8 fields
Contractor's Representative Name
_____________
Contractor's Signature & Stamp
_____________
Date
_____________
Receiving Party (PMC/Client) Name
_____________
Receiving Party Signature & Stamp
_____________
Date
_____________
Witness 1 (Name & Signature)
_____________
Witness 2 (Name & Signature)
_____________
💡 Sample filled excerpt
Sr. No: 12 | Door ID: TF-ER-01 | Location: Tower-A, 5th Floor Electrical Room | Key Type: Sub-Master Key (SMK-A5) | No. of Originals: 3 | Remarks: Access to all electrical shafts on 5th floor. Handed over to Mr. Sharma (Facility Manager).
⚖ Compliance notes
  • Fulfills the contractual requirement of handing over the 'Works' as per FIDIC Sub-clause 10.1 (Taking Over of the Works and Sections).
  • Provides a clear audit trail for security and access control, essential for facility management handover and insurance purposes.
  • Acts as a formal record preventing future disputes about missing keys or unauthorized access post-handover.
  • Often a mandatory submission for final bill clearance and release of retention money in both private and CPWD/PWD contracts.
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