An NRI owner may know who manages the property without knowing who can open its door. Over time, a spare key can move from a relative to a caretaker, then to a contractor. A building access card may remain with someone whose role has ended. A practical access plan makes these arrangements visible and easier to control from overseas.
1. Count the keys and access devices
Make an inventory of main-door keys, gates, internal locked rooms, parking remotes and building cards. Give each set a neutral reference such as “Set A” and record which doors it opens. Ask every current holder to confirm what they possess. An inventory shows known copies; it cannot prove that no extra copies exist.
Keep the address-to-key reference in a secure record, rather than writing the full address on a key tag. Avoid circulating close-up photographs of key cuts, access codes or lockbox locations in a family group.
2. Choose a primary custodian and a backup
Select a reliable local person who can store the keys securely and follow instructions. Confirm their availability, contact details and arrangements during travel. Name a backup whose role is activated through an agreed process. A backup should not become an unrecorded chain of people passing keys between themselves.
Do not assume a service provider offers key storage. Ask whether custody is available, where keys would be held, who could retrieve them and how loss or staff changes would be handled.
3. Record every issue and return
A short handover record should identify:
- the key-set reference and number of keys, cards or remotes;
- the names of the person releasing and receiving them;
- the purpose, issue date and agreed return date;
- any restrictions on copying or onward transfer; and
- confirmation of return, missing items and the next custodian.
Both people should acknowledge the handover. Record failed or partial returns immediately instead of leaving the inventory marked “complete.” Where longer-term occupation or authority is involved, obtain appropriate professional advice on the separate arrangement.
4. Approve each visit clearly
For a technician, inspection or delivery, specify the visitor, purpose, time window and rooms that may be accessed. Decide who will meet the visitor and remain present. Confirm building entry arrangements in advance. If someone lives in the home, agree access with the resident and respect their privacy.
The custodian should verify unexpected requests through a known contact channel. A forwarded message, unfamiliar caller or claim that “the owner has approved” should trigger a check before a key is released.
5. Close the visit before closing the task
Ask for a brief entry-and-exit log: arrival time, people present, work area, departure time and key return. The person supervising should check that agreed doors and windows are secured and note any concern. Keep evidence proportionate; photographs of personal belongings or residents are rarely needed merely to confirm a lock was secured.
6. Prepare for missing keys and access problems
If a set is missing, establish who last held it, when it was noticed and whether the property address could be identified. Notify the owner and assess the situation with a competent local locksmith or security professional. Consider replacement or access revocation as appropriate rather than assuming a returned key removes every risk.
For electronic access, keep administrative accounts under owner control. Where the system supports individual temporary codes, review their expiry and revoke them after use. Confirm a practical fallback for power, connectivity or device failure.
7. Review access when people or roles change
Reconcile the inventory after a contractor finishes, a custodian changes or the owner returns to India. Check that outdated cards and permissions are withdrawn and update the backup contact. In immediate danger, contact official responders; do not let an access plan delay emergency help or encourage unauthorised entry.
NRI Solutions 360’s Property Management support may assist with agreed visit and access coordination, subject to location, consent and scope. Use the enquiry page to discuss the property and confirm what support is available.