Identify the authorised handover contact
Confirm who will release the keys and who has authorised that person to do so. Share the collector's name only through the agreed channel and ask what identification or written permission is needed. The appointment should include the exact address, date, time and a working telephone number for changes.
A coordination service does not decide access rights. Any uncertainty or dispute must be resolved by the landlord, agent or another party with authority over the property.
Define what should be received
List the expected apartment keys, building keys, mailbox keys, storage keys and electronic fobs. Ask whether there are spare sets and whether any key remains with a cleaner, manager or contractor. A simple count at handover prevents later uncertainty and helps plan who can access the home next.
Create a handover record
Record the date, time, person providing the keys and number of items received. Photograph keys without exposing sensitive access codes or information that should remain private. Send a concise confirmation to the client and authorised contact so everyone has the same practical record.
Plan storage and permitted use
Confirm how long keys will be held, which agreed tasks require access and who may receive them afterwards. Do not assume that permission to collect keys automatically authorises cleaners, suppliers or other visitors. Access for each task should be clear before appointments are made.
Connect access to the preparation sequence
Schedule the first visual check after collection if current condition needs to be recorded. Arrange cleaning after unfinished property work, then groceries or deliveries when storage and access are ready. Leave enough time between appointments for delays and for any question that needs client approval.
Prepare the final handover
Decide whether keys will be handed to the client at the home, through an authorised contact or as part of arrival-day support. Confirm the meeting point, telephone contact and any building entry instructions. At the final handover, recount the keys and mention any set still held by another authorised party.
Turn the guidance into a working plan
A useful written authority should identify the property, the person releasing the keys, the person collecting them and the limited purpose of collection. The relevant parties decide what form of permission they accept. Confirm this before arranging cleaners or deliveries, since an unapproved handover can stop every later task.
After collection, keep a short custody log showing the date, sets received, accessories included and each authorised transfer. Do not label keys with a full address. Plan the final handover at the same time as collection so keys are not left in an undefined arrangement after the preparation work is complete.
Keep decisions and responsibilities clear
Use dates and named responsibilities in every working note. Distinguish a confirmed appointment from a requested one, and a visible observation from a professional conclusion. When another party controls access, approval or timing, record that dependency beside the task. This small discipline prevents duplicated messages and gives you a reliable final view of what is complete, what is waiting and what still requires your decision before travel.
Where Ready Home Lisbon can help
Ready Home Lisbon can coordinate collection from an authorised contact, record the key count and use access for the preparation tasks agreed in writing. Long-term storage, emergency locksmith work and legal access disputes are outside the standard scope.
Ready Home Lisbon does not provide real estate, visa, legal, tax, NIF or bank account consulting or application handling. Our services are limited to pre-arrival home preparation and local coordination.
Related guides
After access is settled, use the checklist and first-day guide to sequence the remaining work.