Key Agreement Form Template – Fill Out and Use This PDF

Updated: Nov 10, 2026

A Key Agreement form is a document primarily used by organizations to keep a record of keys issued to employees, stipulating the terms of use, responsibility, and the protocol for lost or returned keys. Designed to ensure both parties understand the significance of handling company property with care, this form outlines important details such as key numbers, assigned rooms or entrances, and any fees associated with lost keys. To ensure your responsibilities are clear and agreed upon, fill out and sign the Key Agreement form by clicking the button below.

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Key Agreement Form Template PDF Details

When employees at the College of Design need access to specific areas, they enter into an agreement that is both straightforward and important—the Key Agreement Form. This document, requiring detailed information such as the employee's name, contact details, and the specific key numbers issued, serves as a foundational tool for managing building security and access. The form makes it clear that the responsibility for the keys issued falls squarely on the shoulders of the employee, emphasizing that keys cannot be lent out to others. In cases where a key is lost or stolen, the form outlines a procedure involving a $40 administrative fee per key to address the costs associated with re-keying and restocking. This fee highlights the financial implications of negligence or carelessness. Moreover, the agreement specifies the process for returning keys, including the requirement for employees to bring all keys assigned to them to a designated location and to formally acknowledge the return. This act of returning the keys signals the end of the employee’s responsibility for them. For those ending their tenure at the college, the agreement notes an invoicing process for the $40 fee per unreturned key, reinforcing the importance of adhering to the policy from both a procedural and financial perspective. Implemented on July 1, 2009, this agreement serves as a testament to the College’s commitment to security and proper access management, ensuring that each party understands their roles and responsibilities in the safeguarding of the premises.

Question	Answer
Form Name	Key Agreement Form Template
Form Length	1 pages
Fillable?	No
Fillable fields	0
Avg. time to fill out	15 sec
Other names	employee key agreement form, key policy for employees template, key check out form, key sign out form

How to Fill Out CoD Employee Key Agreement Form

CoD Employee Key Agreement Form at a glance

What it is: CoD Employee Key Agreement Form. Key check-out. Please print the Date.

Who signs: You acknowledge that you are aware of and understand the College of Design key policy, and sign as Employee Signature.

A filled-in CoD Employee Key Agreement Form example: an employee checks out one key

CoD Employee Key Agreement Form example filled out, example: an employee checks out one key — Dana Sample, a College of Design employee, completes the Key Agreement Form. She is checking out a key, so Key Return Date and the other key return boxes stay empty, and Office Personnel Initials is left for office personnel. The picture shows page 1, and all its values are invented.

How to fill out CoD Employee Key Agreement Form, box by box

Date, Last and First, Phone and E-mail Address

Key check-out. Please print the Date.

Print your Last and First.

Enter your Phone and E-mail Address.

Employee ID#, Supervisor, Room#/Entrance, Building and Key#

Enter your Employee ID# and your Supervisor.

Enter the Room#/Entrance, the Building and the Key#.

Acknowledgement, signature and Office Personnel Initials

Key(s) issued is responsibility of employee, and not subject for loan to a third party.

The Office Personnel Initials box is for office personnel to fill in, not the employee.

Key return, Key Return Date and the administrative fee

Employee is required to return all keys in their name to 117 Pence Hall and sign key return portion of agreement form prior to leaving College.

A $40 per key administrative fee will be assessed for any lost or stolen keys to cover re-keying/re-stocking expense. Fee is payable to University of Kentucky. (checked November 10, 2026)

Employees leaving the College will be invoiced the $40 per key administrative fee for keys not returned. (checked November 10, 2026)

Enter the Key Return Date and sign as Employee Signature.

Room#/Entrance, Building and Key #.

Office Personnel Initials.

Sources

[1] CoD Employee Key Agreement Form, College of Design, University of Kentucky (7/1/2009) (the Official source link on this page).