{"id":7507,"date":"2026-09-20T08:00:00","date_gmt":"2026-09-20T06:00:00","guid":{"rendered":"https:\/\/www.sellox.nl\/?p=7507"},"modified":"2026-08-10T14:52:02","modified_gmt":"2026-08-10T12:52:02","slug":"how-do-you-arrange-access-to-rented-business-premises","status":"publish","type":"post","link":"https:\/\/www.sellox.nl\/en\/hoe-regel-je-toegang-tot-gehuurde-bedrijfspanden\/","title":{"rendered":"How do you arrange access to rented business premises?"},"content":{"rendered":"<p>Access to a leased commercial property is arranged by making clear agreements between landlord and tenant regarding key management, access rights, and security responsibilities. The tenant holds the right of use and determines who may enter the premises, while the landlord retains a limited right of access for inspections and maintenance. In this article, we answer the most frequently asked questions about <a href=\"https:\/\/www.sellox.nl\/en\/access-control\/\">access control<\/a> for leased commercial properties, from key management to what to do in the event of a security incident. Do you have an immediate question? <a href=\"https:\/\/www.sellox.nl\/en\/contact\/\">Feel free to contact us<\/a> with Sellox.<\/p>\n<h2>Who has the right of access to a rented business premises?<\/h2>\n<p>The tenant has the exclusive right of use of the leased business premises and determines who is granted access. The landlord may only enter the premises with prior notice and a valid reason, such as inspection or maintenance. This right is legally enshrined in tenancy law and also applies if the owner wishes to sell the property or organize viewings.<\/p>\n<p>In practice, this means that the tenant is fully responsible for managing who enters the premises. Employees, suppliers, cleaning staff, and visitors all fall under the responsibility of the tenant. The landlord generally only has access in emergency situations or by written agreement, unless the lease contains other arrangements.<\/p>\n<p>It is important to clearly establish this distinction. In practice, lack of clarity regarding access rights leads to conflicts, especially when there are multiple tenants in a single multi-tenant office building. In such cases, additional rules often apply to common areas such as corridors, parking lots, and stairwells.<\/p>\n<h2>What are the obligations of landlord and tenant regarding key management?<\/h2>\n<p>The landlord is obliged to hand over all keys and means of access necessary for normal use of the property at the commencement of the tenancy. The tenant is subsequently responsible for the management of those keys during the tenancy period and must return them in full at the end of the tenancy.<\/p>\n<p>Both parties have specific obligations:<\/p>\n<ul>\n <li><strong>Landlord:<\/strong> hands over all original keys, provides information about existing security systems, and ensures that the lock is in good working order at the start of the rental.<\/li>\n <li><strong>Tenant:<\/strong> manages keys carefully, does not make extra copies without permission (unless the contract allows this), and reports loss immediately to the landlord.<\/li>\n<\/ul>\n<p>Many rental agreements also contain a clause regarding having duplicate keys made. In many cases, the tenant is not permitted to simply do this without the landlord&#039;s explicit permission. Clear agreements regarding key management prevent disputes at the end of the lease and reduce the risk of unauthorized access.<\/p>\n<h2>Which access control systems are suitable for a rental property?<\/h2>\n<p>For rented commercial premises, access control systems that are flexible, scalable, and easy to remove or transfer upon departure are most suitable. Consider electronic locks with cards or PIN codes, keyless systems based on smartphones, or a combination of both. Mechanical cylinder locks are a simpler option for smaller premises.<\/p>\n<h3>Electronic access control systems<\/h3>\n<p>Electronic systems offer the most flexibility. Access rights can be set, modified, or revoked per person without the need to replace locks. This is particularly valuable when employees leave or when you wish to grant temporary access. Systems based on RFID cards or mobile apps are popular in business environments.<\/p>\n<h3>Mechanical key systems with a master key<\/h3>\n<p>A mechanical system with a hierarchical key structure (master key, sub-keys) is a reliable and affordable choice for smaller businesses. The disadvantage is that the cylinders must be replaced if a key is lost. Always consult with the landlord before modifying the lock cylinder system, as the property belongs to the landlord.<\/p>\n<h2>How do you arrange access for temporary employees or visitors?<\/h2>\n<p>Temporary access for employees or visitors is most easily arranged via an electronic access control system where you assign time-based rights. For buildings with a mechanical lock system, you can use visitor registration at the reception and assistance by a dedicated employee.<\/p>\n<p>Practical measures for temporary access are:<\/p>\n<ol>\n <li>Register every visitor upon entry with name, time, and purpose of the visit.<\/li>\n <li>Give temporary employees an access card with a set expiration date.<\/li>\n <li>Ensure that temporary access rights are revoked immediately upon completion of the assignment or visit.<\/li>\n <li>Inform visitors about the house rules and emergency exits upon entry.<\/li>\n <li>Store registration data in accordance with GDPR guidelines.<\/li>\n<\/ol>\n<p>For larger commercial premises with multiple zones, it is advisable to define access levels. Not every visitor or temporary worker needs access to all areas. Zoning access rights significantly increases security without hindering business operations.<\/p>\n<h2>What should the rental agreement state regarding access and keys?<\/h2>\n<p>A good rental agreement contains at least agreements regarding the number of keys to be handed over, the conditions for making duplicate keys, the landlord&#039;s right of access, and the procedure in the event of loss or theft of keys. Without these provisions, ambiguities arise in the event of conflicts or incidents that are difficult to resolve.<\/p>\n<p>The following points belong in the rental agreement:<\/p>\n<ul>\n <li>The exact number of keys and access passes handed over at the start.<\/li>\n <li>Whether the tenant is allowed to have duplicate keys made and, if so, under what conditions.<\/li>\n <li>The notice period and notification obligation for the landlord regarding access for inspection or maintenance.<\/li>\n <li>Who bears the costs for lost keys or replacement of locks.<\/li>\n <li>Agreements regarding changes to the security system (such as installing a new lock).<\/li>\n <li>The obligation to return all keys at the end of the lease agreement.<\/li>\n<\/ul>\n<p>Tenants who wish to install an access control system themselves would be wise to have this explicitly included in the contract, including who becomes the owner of the system upon departure.<\/p>\n<h2>What do you do in case of lost keys or a security incident?<\/h2>\n<p>In the event of lost keys, inform the landlord immediately and discuss replacing the locks. Act quickly, because as long as the keys are missing, the security of the property is not guaranteed. In the event of a security incident such as burglary or unauthorized access, always file a report with the police and inform the landlord as soon as possible.<\/p>\n<p>A step-by-step plan for lost keys or an incident:<\/p>\n<ol>\n <li>Immediately determine which keys or means of access are missing and who had access to them.<\/li>\n <li>Inform the landlord in writing about the loss or incident.<\/li>\n <li>If in doubt about misuse, have the locks replaced immediately or the cards blocked.<\/li>\n <li>File a report with the police if there is a theft or burglary.<\/li>\n <li>Inform employees and adjust internal access procedures where necessary.<\/li>\n <li>Evaluate the current security system and consider additional measures.<\/li>\n<\/ol>\n<p>In most cases, the costs of replacing locks are the responsibility of the tenant if the loss is attributable to the tenant. Check your lease agreement and any business insurance regarding this point. An electronic system offers a major advantage here: access cards or codes can be blocked immediately without the physical replacement of locks.<\/p>\n<p>Effective access management for rented business premises requires clear contractual agreements, a suitable security system, and clear procedures for employees and visitors. Do you want to know which system best suits your situation? <a href=\"https:\/\/www.sellox.nl\/en\/contact\/\">Contact us<\/a> with Sellox for personal advice.<\/p>\n<div class=\"wp-block-seoaic-faq-block\">\n    <h2 class=\"seoaic-faq-section-title\">Frequently Asked Questions<\/h2>\n            <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                Is a tenant allowed to replace the lock of a commercial property themselves without the landlord&#039;s permission?            <\/h3>\n            <p class=\"seoaic-answer\">\n                In most cases, a tenant may not simply replace the lock without the landlord&#039;s written permission, as the property remains the landlord&#039;s ownership. If you still wish to install a different lock or a new access control system, submit this to the landlord first and record the agreements in writing in the lease agreement or a supplementary agreement. Do not forget to restore the original lock at the end of the lease period or make clear arrangements regarding the transfer of the system.            <\/p>\n        <\/div>\n                <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                What are the best practices for access management when multiple tenants share a single multi-tenant building?            <\/h3>\n            <p class=\"seoaic-answer\">\n                In a multi-tenant office building, it is essential to make a clear distinction between private zones (per tenant) and common areas such as corridors, restrooms, and parking spaces. Make concrete agreements regarding this with the landlord and, where applicable, the Homeowners Association (VvE) or building management. In practice, a layered electronic access control system where each tenant manages their own zone but common access is centrally controlled is the most effective solution.            <\/p>\n        <\/div>\n                <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                How do I ensure that my access management complies with GDPR legislation?            <\/h3>\n            <p class=\"seoaic-answer\">\n                When you maintain visitor or access records, you process personal data and are required to comply with the GDPR. This means that you must inform visitors about what data you collect and why, how long you retain it, and who has access to it. Do not retain registration data longer than necessary, secure it adequately, and document your processing policy in a privacy statement or internal register of processing activities.            <\/p>\n        <\/div>\n                <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                What common mistakes should I avoid when setting up access control for my business premises?            <\/h3>\n            <p class=\"seoaic-answer\">\n                One of the most common mistakes is distributing access credentials without maintaining a central overview of who received what, meaning that in the event of an incident or an employee&#039;s departure, you do not know which passes or keys are still in circulation. Other common mistakes include failing to revoke access rights in a timely manner upon termination of employment, the lack of clear contractual agreements with the landlord, and choosing a system that is not scalable with the growth of your organization. Always ensure you have an up-to-date access register and evaluate your security procedures at least once a year.            <\/p>\n        <\/div>\n                <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                What are the advantages of an electronic access control system compared to traditional keys for a rental property?            <\/h3>\n            <p class=\"seoaic-answer\">\n                Electronic systems offer significantly more flexibility and control: access rights can be revoked or adjusted immediately and remotely without the need to physically replace locks, which is a major practical advantage when employees leave or at the end of the lease period. Furthermore, they provide a digital audit trail, allowing you to always see who entered the premises and when, which is valuable in the event of incidents. At the end of the lease, the system is easier to transfer or remove than a mechanical locking system.            <\/p>\n        <\/div>\n                <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                How do I manage access control if my employees need to be able to enter the building outside office hours?            <\/h3>\n            <p class=\"seoaic-answer\">\n                For access outside office hours, an electronic system with configurable time windows per employee is the most practical solution: you can set exactly which days and times access is permitted per card or account. Additionally, ensure that your lease agreement clarifies any restrictions the landlord imposes on use outside regular hours, such as mandatory notifications or additional security requirements. Also, link access outside office hours to additional measures such as CCTV or an alarm system for optimal security.            <\/p>\n        <\/div>\n                <div class=\"seoaic-faq-item\">\n            <h3 class=\"seoaic-question\">\n                What should I do if I am leaving the business premises and the lease expires?            <\/h3>\n            <p class=\"seoaic-answer\">\n                At the end of the lease agreement, you are obliged to return all keys, access cards, and other means of access to the landlord in their entirety, including any duplicate copies. If you have installed an electronic access control system yourself, make clear agreements in advance regarding whether you will take the system with you, transfer it to the landlord or new tenant, or restore it to its original state. Also ensure that you have revoked all access rights of (former) employees in a timely manner and that the system is fully reset upon transfer to prevent unauthorized access afterwards.            <\/p>\n        <\/div>\n        <\/div>","protected":false},"excerpt":{"rendered":"<p>Who has access to your leased business premises? Discover smart rules for key management and access control.<\/p>","protected":false},"author":3,"featured_media":7748,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":"","rank_math_focus_keyword":"toegangsbeheer","rank_math_seo_score":0,"rank_math_title":"","rank_math_description":"Toegangsbeheer gehuurde bedrijfspanden: leer wie toegang heeft, wat in het huurcontract moet en hoe je sleutelverlies aanpakt.","rank_math_canonical_url":"","rank_math_robots":"","rank_math_pillar_content":""},"categories":[1],"tags":[],"class_list":["post-7507","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-uncategorized"],"_links":{"self":[{"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/posts\/7507","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/comments?post=7507"}],"version-history":[{"count":1,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/posts\/7507\/revisions"}],"predecessor-version":[{"id":7639,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/posts\/7507\/revisions\/7639"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/media\/7748"}],"wp:attachment":[{"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/media?parent=7507"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/categories?post=7507"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.sellox.nl\/en\/wp-json\/wp\/v2\/tags?post=7507"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}