Choosing a Reliable Keyholder in Spain: 7 Questions to Ask in Advance
Intro
Your property in Spain represents value — not only financially, but primarily in terms of peace of mind. A good keyholder (key manager) manages access, inspections, and communication efficiently, especially when you are not present. But how do you identify a reliable party in a market with abundant supply and varying quality? With these 7 key questions, you can make an informed choice and avoid issues later on. This guide is written from practical experience in Costa Blanca South (Vega Baja), with examples from Formentera del Segura and surrounding areas such as Benijófar, Rojales (Ciudad Quesada), and Guardamar del Segura.
Question 1: how Do You Store My Keys and who Has Access?
Why this is important.
Keys literally provide access to your home. Professional key management begins with secure storage and strict procedures.
What you want to hear
- Certified key safe; keys labeled with a code, not traceable to your address.
- Key logbook with issue/return, date/time, and reason for access.
- Access exclusively for authorized employees; preferably a four-eyes principle for key issuance.
- Alarm and access codes stored encrypted; never kept on paper.
Pitfall
“The keys are in a locked cabinet.” Not necessarily unsafe, but without a safe and registration, it’s not professional enough.
Question 2: What Does your Communication and Reporting Look like?
Why this is important
You rely on remote updates. Clear communication prevents assumptions and stress.
What you want to hear
- Dedicated communication channel (WhatsApp or email) and clear response times (e.g., within 24 hours).
- Photo report after periodic checks (6–12 photos with a brief explanation).
- For irregularities: first notification and price estimate, then action.
- Dedicated point of contact; replacement arranged for leave/absence.
Pitfall
Only “it’s arranged” without proof. Ask for examples of photo reports.
Question 3: What is Included/not Included in the Subscription?
Why this is important
Transparency prevents discussion. You want to know in advance what you are paying for.
What you want to hear
- Clear packages (e.g., Basic/Plus/Premium) with specific components: key management, periodic check, photo report, ventilation, flushing, storm check, minor tasks, priority.
- Clear rates for extras: check-in/check-out, cleaning, linen, garden/pool coordination, mail scanning/forwarding, shopping service.
- Conditions: materials and external suppliers on receipt; any travel time/zone policy clearly defined.
Pitfall
“We’ll see then.” Ask for a price list or example invoice.
Question 4: how Do You Handle Severe Weather, Damage, and Emergencies?
Why this is important
Precisely then misunderstandings arise. An agreement is an agreement.
What you want to hear
- Extra storm/severe weather check possible (fixed rate).
- Clear protocol: in case of damage, first photos + proposal, then execution.
- Network of reliable partners (plumber, electrician, glazier) with transparent rates.
- Emergency service based on availability; surcharge communicated in advance.
Pitfall
Fixing everything “immediately” without prior agreement. Convenient, but risky for your finances.
Question 5: how Do You Ensure Continuity and Reliability?
Why this is important
You do not want a one-man show without backup or administration.
What you want to hear
- Documented processes: key register, access lists, checklists per property.
- Backup arranged: who replaces whom, and how is access secured in case of absence?
- Business details visible (Chamber of Commerce/VAT/insurance/contracts).
- References or case studies; demonstrate working methods if there are few reviews.
Pitfall
No written agreements. Always ask for a contract with a notice period and service description.
Question 5: Do You Know the Region?
Why this is important
Regional knowledge and network partly determine speed (and quality).
What you want to hear
- Clearly defined service area (e.g., Costa Blanca South / Vega Baja; list of locations).
- Language: Dutch/English/Spanish sufficient for suppliers and authorities.
- Familiar with local issues: moisture/legionella, storm damage (gota fría), seasonal peak periods.
- Availability adjusted to peak periods (summer, holidays).
Pitfall
Parties that cover “all of Spain” without a local team: travel times and waiting times increase.
Question 6: What is Included/not Included in the Subscription?
Why this is important
Transparency prevents discussion. You want to know in advance what you are paying for.
What you want to hear
- Clear packages (e.g., Basic/Plus/Premium) with specific components: key management, periodic check, photo report, ventilation, flushing, storm check, minor tasks, priority.
- Clear rates for extras: check-in/check-out, cleaning, linen, garden/pool coordination, mail scanning/forwarding, shopping service.
- Conditions: materials and external suppliers on receipt; any travel time/zone policy clearly defined.
Pitfall
“We’ll see then.” Ask for a price list or quote.
Question 7: how are Payment and Cancellation Arranged?
Why this is important
Transparency in financial matters is crucial for trust.
What you want to hear
- Subscription monthly in advance; extras billed afterwards with specification.
- Clear contract duration (e.g., 12 months), thereafter cancellable monthly.
- Payment options and invoices with full company details.
- No hidden costs; surcharges (evening/night/weekend) explicitly stated.
Pitfall
Cash payments without an invoice or unclear surcharges afterwards.
Practical Checklist for your Initial Meeting
- Who is my dedicated contact person and what is the standard response time?
- Which package suits your needs? What’s included, what’s not? Price list for extras?
- Protocol for damage/severe weather?
- Contract + notice period and example invoice?
How VB Keycare Approaches It
- Secure: safe; keys by code; every issue/return logged.
- Transparent: fixed packages with clear components; extras with starting prices.
- Feedback: photo report and WhatsApp update; for irregularities, first agreement, then action.
- Local: Formentera del Segura and surroundings (Costa Blanca South / Vega Baja): including Benijófar, Rojales (Ciudad Quesada), Algorfa, San Fulgencio (La Marina), Guardamar del Segura, Los Montesinos, Daya Nueva, and Daya Vieja.
- Peace of Mind: you arrange remote access; we execute diligently and demonstrate our work.
Conclusion
You do not choose a reliable keyholder based on intuition alone. With the questions above, you can verify safety, communication, transparency, and local effectiveness. If you receive clear answers on all these points, you are in good hands. This way, you can enjoy your property in Spain with peace of mind, even when you are not there.
Questions about key management or our service area? We usually respond within 24 hours.
