Settlement day is exciting for a buyer, but what happens if you cannot get to the real estate agent’s office to collect the keys?

Perhaps you:

• Live interstate
• Are working
• Are travelling
• Are overseas
• Cannot get to the agent before they close
• Have arranged for someone else to help you move

A common question is:

“Can someone else pick up the keys for me?”

In many circumstances, the answer is yes, but the arrangements should be confirmed with the real estate agent before settlement.

Who Usually Holds the Keys?

The real estate agent generally holds the keys to the property after the property has been sold and is responsible for arranging their release in accordance with the settlement arrangements.

The exact arrangements can vary between properties and agents.

If you are buying a property, ask the selling agent:

• Where the keys will be held
• When they can be collected
• What identification is required
• Whether someone else can collect them on your behalf
• Whether the agent requires written authority

Can Someone Else Pick Up My Keys?

Usually, you can arrange for another person to collect the keys on your behalf, subject to the agent’s requirements.

For example, you may ask:

• A family member
• Your partner
• A friend
• Your removalist
• Your property manager
• Another authorised person

to collect the keys for you.

However, the real estate agent may require confirmation from you before releasing the keys to someone other than the buyer.

Does the Agent Need Written Authority?

The agent may require written authority before releasing the keys to another person.

There is no single procedure used by every real estate agency.

The agent may ask you to provide:

• The authorised person’s full name
• Your written authority
• Your contact details
• Identification details
• Confirmation that settlement has occurred

Some agents may have their own key collection form or procedure.

It is best to ask the agent before settlement day rather than assuming someone else can simply walk into the office and collect the keys.

When Can the Keys Be Released?

The keys should generally only be released once the property settlement has been completed and the agent has received confirmation that settlement has occurred.

This is important because:

Settlement has to happen before the buyer is entitled to possession of the property under the Contract of Sale, unless an earlier possession arrangement has been agreed.

Your conveyancer will confirm when settlement has been completed.

The agent may then receive confirmation from the seller’s conveyancer, the buyer’s conveyancer or another appropriate source before releasing the keys.

Can I Collect the Keys Before Settlement?

Generally, a buyer should not assume they can obtain the keys before settlement.

If you want access to the property before settlement, this is a separate issue and should be specifically agreed with the seller.

For example, the parties may agree to early possession or another form of early access.

However, early access can have important legal and practical consequences.

It should not simply be arranged informally between the buyer and the seller.

If you are considering accessing the property before settlement, speak with your conveyancer first.

What If the Seller Lets Me Move In Early?

Early possession or early access is different from simply collecting keys after settlement.

If the seller agrees to let you occupy the property before settlement, there may be questions about:

• Insurance
• Risk
• Damage to the property
• Utilities
• Responsibility for repairs
• Occupation conditions
• Access arrangements
• What happens if settlement is delayed or does not occur

Any early possession arrangement should be properly documented and considered by the conveyancers or lawyers acting for the parties.

For more information, see our article:

What Happens After Settlement in Victoria? A Buyer’s Checklist

What If Settlement Is Delayed?

If settlement does not occur on the scheduled day, you should not assume that you can collect the keys.

The right to possession is generally connected with settlement and the terms of the Contract of Sale.

If settlement is delayed because of:

• Finance issues
• Missing documents
• A lender not being ready
• Settlement figures not being agreed
• A title issue
• A technical problem
• Another issue affecting settlement

your conveyancer will communicate with the other parties and advise you what happens next.

If the keys are being collected by someone else, make sure they know not to collect them until settlement has been confirmed.

What If I Am Buying From Interstate?

Electronic conveyancing makes it possible for many buyers to complete their property transaction without being physically present in Victoria.

You may therefore need someone else to collect your keys.

For example, an interstate buyer may arrange for a family member, friend or property manager to collect them.

The important thing is to organise this with the selling agent before settlement.

Your conveyancer can also help coordinate the settlement confirmation.

What If I Am Buying From Overseas?

The same principle applies to overseas buyers.

If you cannot attend the agent’s office, you may arrange for an authorised person to collect the keys after settlement.

Make sure the agent knows:

• Who is collecting the keys
• Their contact details
• When they expect to attend
• What identification they will provide
• Whether written authority is required

Do this before settlement day.

Can My Removalist Collect the Keys?

This may be possible, but you should confirm the arrangement with the agent first.

If your removalist is collecting the keys, make sure the agent knows the removalist’s:

• Name
• Contact details
• Business name, if applicable
• Expected collection time

The agent may require written authority from you.

It is also important to remember that the removalist should not collect the keys until settlement has been confirmed.

Can My Property Manager Collect the Keys?

If you are buying an investment property, you may want your property manager to collect the keys.

This can often be arranged with the selling agent.

Tell the agent in advance who will be collecting the keys and provide any required authority.

Your property manager may then be able to arrange access for tradespeople, inspections or preparation of the property after settlement, subject to your instructions.

What If the Agent Refuses to Give the Keys to My Representative?

If the agent is unwilling to release the keys to someone else, ask what identification or authority they require.

The agent may have internal procedures designed to prevent keys being released to an unauthorised person.

Do not assume that the agent is required to release the keys simply because you have told your friend or family member to collect them.

The safest approach is to arrange the authority with the agent beforehand.

Can I Ask the Agent to Leave the Keys Somewhere?

You should not assume that the agent will leave keys:

• Under a doormat
• In a letterbox
• With a neighbour
• In an unlocked location
• In a lockbox without prior arrangement

Key security is the agent’s responsibility until the keys are properly released.

If you cannot attend the office, ask the agent what alternative arrangements are available.

What If There Are Multiple Sets of Keys?

A property may have multiple keys or access devices, including:

• Front and rear door keys
• Garage remotes
• Security keys
• Mailbox keys
• Access fobs
• Swipe cards
• Alarm controls
• Gate remotes

Ask the agent what keys and access devices are available for collection.

However, the exact items provided can depend on what is included in the transaction and what the seller has provided to the agent.

Does Settlement Mean I Automatically Get Every Key?

Not necessarily.

The Contract of Sale determines what the seller is required to provide.

The agent may hold keys and other access devices provided by the seller, but the buyer should not assume that every key ever issued for the property will necessarily be available.

If there is a specific access device or item you expect to receive, raise it with your conveyancer or the agent.

What If the Property Is Tenanted?

If you are purchasing an investment property with a tenant in possession, the key and possession arrangements can be different.

The tenant may remain in the property after settlement under the terms of the tenancy arrangement.

In that situation, the buyer may not simply take vacant possession of the property.

Your conveyancer should explain the relevant arrangements before settlement.

What If I Am Buying With Someone Else?

If multiple buyers are purchasing the property, you can decide between yourselves who will collect the keys.

The agent may still require confirmation or authority from the buyers.

It is best to nominate one person and tell the agent in advance to avoid confusion on settlement day.

What Should I Do Before Settlement Day?

If someone else is collecting your keys, contact the selling agent before settlement and confirm:

☐ Who will collect the keys
☐ The person’s full name
☐ Their contact details
☐ Whether written authority is required
☐ What identification they need
☐ Where the keys will be collected
☐ The agent’s opening hours
☐ Whether the agent needs settlement confirmation
☐ What keys and access devices are available

This can save you a lot of stress on settlement day.

A Simple Example

Imagine you are buying a property in Melbourne but live in Brisbane.

Your settlement is scheduled for 2:00 pm, but you cannot travel to Melbourne.

You arrange for your sister to collect the keys.

Before settlement, you contact the selling agent and provide your sister’s details and any written authority the agent requires.

Your conveyancer confirms that settlement has completed.

The agent then releases the keys to your authorised representative.

You can now arrange for your sister, removalist or property manager to access the property in accordance with your instructions.

The important point is that the key collection arrangement should be organised in advance and should not be treated as a substitute for settlement.

Frequently Asked Questions

Can someone else collect my property keys after settlement?

Usually, yes, provided the selling agent is satisfied that the person is authorised to collect them.

Do I need to give written authority?

The agent may require written authority. Ask the agent what their key-release procedure is before settlement.

Can my family member collect the keys?

Yes, this can often be arranged. Provide the agent with the person’s details and any required authority.

Can my removalist collect the keys?

This may be possible, but confirm the arrangement with the agent beforehand.

Can I collect the keys before settlement?

Generally, buyers should not assume that they can obtain possession before settlement. Any early access or possession arrangement should be agreed and documented before the buyer enters the property.

What happens if settlement is delayed?

The buyer should not assume they can collect or use the keys until settlement has occurred, unless a separate arrangement applies.

Do I need to attend settlement to get the keys?

No. Settlement is generally handled electronically by the conveyancers, lawyers and financial institutions. You can arrange for someone else to collect the keys after settlement.

Can an interstate buyer arrange for someone else to collect the keys?

Yes, this can generally be arranged with the selling agent before settlement.

How Prox Conveyancing Can Help

At Prox Conveyancing, we understand that settlement day does not always fit neatly into everyone’s schedule.

If you live interstate, work during the day or cannot attend the agent’s office, we can help you understand what needs to happen before and after settlement.

We coordinate the conveyancing process and confirm when settlement has occurred so you can then arrange key collection with the selling agent.

If someone else will be collecting your keys, we recommend organising the arrangement with the agent before settlement day.

About the Author

Meet Sally

Sally Kwok is a Licensed Conveyancer and the Director of Prox Conveyancing. With more than 16 years of experience in the conveyancing industry, she is committed to helping buyers and sellers navigate Victorian property transactions with confidence. Sally is passionate about providing clear communication, practical guidance and personalised service throughout every stage of the conveyancing process.

👉 Learn more about Sally on our About page.

About Prox Conveyancing

Prox Conveyancing is a Victorian conveyancing practice providing professional conveyancing services for residential property transactions across Victoria. We assist buyers, sellers, investors and families with a wide range of conveyancing matters, delivering personalised service, transparent communication and professional support from contract through to settlement.

👉 Learn more about Prox Conveyancing on our About page.

This article provides general information only and is not legal advice. Key release procedures can vary between real estate agents and property transactions. Early possession or access to a property can have additional legal and practical consequences. If you have questions about possession, key collection or early access, please contact a qualified legal professional or licensed conveyancer.