Lost and found policy generator
A lost and found policy is a short written procedure that sets out how your team logs found items, how long you keep them, how an owner proves an item is theirs, how returns work and what happens to anything unclaimed. Choose your options below and this generator writes a complete policy you can edit, copy or download for free.
It takes about two minutes. There is no sign-up, and nothing you type leaves your browser.
[Venue name] Lost and Found Policy
1. Purpose
This policy explains how [Venue name] records, stores, returns and disposes of property found on our premises. It exists so that owners can recover their belongings quickly, and so that every item handed in is accounted for from the moment it is found until it is returned or disposed of.
2. Scope and responsibility
This policy applies to everyone who works at [Venue name], including employees, contractors and volunteers. It covers property found in guest rooms, public areas, restaurants, bars, the spa, the pool and car parks. The Front Office Manager is responsible for the lost and found process and for keeping this policy up to date.
3. Handing in and logging found property
- Anyone who finds property hands it to the lost and found point during the same shift. Items are never kept by the finder or left at an unattended desk.
- Each item is logged straight away with a unique reference number, the date and time it was found, where it was found, who found it, a short description and where it is stored.
- Where practical, the item is photographed when it is logged. Photographs that show personal details are seen by staff only.
- Cash, jewellery, phones, wallets and other valuables are logged in the presence of a second member of staff where possible, and cash is counted and recorded.
4. Storage
Found property is kept in a secure area that only authorised staff can open. Valuables, cash and identity documents are stored separately in a locked safe or cabinet, with a record of who has access. Every stored item is labelled with its reference number so it can be matched to the log.
5. Holding periods
- Everyday items such as clothing, umbrellas, bottles, chargers and books are held for 30 days from the date they are found.
- Valuables such as phones, laptops, wallets, bags with contents, jewellery and cameras are held for 90 days from the date they are found.
- Passports, driving licences and other identity documents that have not been collected are returned to the issuing authority or handed to the police within 7 days of being found.
- Bank and payment cards are not stored. They are destroyed securely within 24 hours or returned to the issuing bank.
- Perishable items such as food, drink and opened toiletries are not kept and are disposed of at the end of the day they are found.
- Items that may be dangerous or illegal are not stored and are handed to the police immediately.
6. How owners can look for their item
Guests can search our found items online and submit a claim at any time, or contact us at [contact email or phone]. Found items are described in general terms only, and we never publish details that could help someone make a false claim.
7. Proving ownership
Before an item is released, the person claiming it must describe it in enough detail to show that it is theirs, for example its contents, distinguishing marks, the lock screen image, or where and when it was lost. Photo ID is required before valuables, cash or identity documents are released. Someone collecting on the owner’s behalf needs the owner’s written permission and their own photo ID.
If a claim cannot be verified, the item is not released and the claim is noted in the log. For every release, staff record the name of the person who collected the item, the date and the staff member who released it.
8. Returns
Owners can collect their item in person or ask for it to be sent to them. Items are only posted after ownership has been verified and the owner has agreed to pay postage and packaging in advance. We use a tracked service and share the tracking details with the owner.
9. Unclaimed items
When the holding period ends, unclaimed items in good condition are donated to charity, and anything unsuitable for donation is recycled or disposed of securely. Phones, laptops, tablets and storage devices are never donated or sold with data on them: they are wiped with a full factory reset or destroyed by a certified disposal provider. Unclaimed cash is handled in line with local law and our finance procedures. The date and method of disposal are recorded against each item.
10. Records and review
The lost and found log is kept for at least one year after an item is returned or disposed of, and is available to managers for audits and enquiries. The Front Office Manager reviews this policy at least once a year and after any incident or complaint.
11. Contact
Questions about lost property can be sent to [contact email or phone].
This template is a starting point, not legal advice. Rules on found property differ between countries, states and venue types, so check local law before you publish it.
What a good lost and found policy covers
A policy only helps if it answers the questions staff actually face on a busy shift: who takes the item, where it goes, how long it stays and what to do when someone turns up asking for it. The strongest policies are short, specific and written in plain language.
- Handing in and logging: every item gets a reference, a description, where it was found and where it is stored.
- Secure storage, with valuables, cash and identity documents kept separately.
- Holding periods that differ for everyday items, valuables and documents.
- Ownership checks that rely on details only the owner would know.
- Returns, including whether you post items and who pays.
- What happens to unclaimed items, including safe handling of phones and laptops that hold personal data.
- Records, responsibilities and an annual review.
How long should you keep lost property?
There is no single rule. Holding periods depend on local law, the type of item and your own venue’s policy. Many venues set a shorter period for everyday items and a longer one for valuables, and pass identity documents and bank cards to the issuing authority, the bank or the police instead of storing them.
Check the rules for your country, state or city before you publish a policy, especially for cash, identity documents and high value items. The generator gives you sensible starting options that you can change at any time.
Verification protects owners and your team
The most common lost and found mistake is handing an item to the wrong person. A good policy asks the claimant for details that were never made public, such as the contents of a bag, a mark on a case or the lock screen image, and asks for photo ID before valuables are released. Recording who collected each item, and which staff member released it, protects your team if a dispute comes up later.
Putting the policy into practice
A written policy is only as good as the routine behind it. vFound turns these steps into the way your team already works: every item is logged with where it was found and where it is stored, your holding period is tracked and expiring items are flagged, guests search your own lost and found website and claim with private details, and every release is recorded with who did what.
Frequently asked questions
Is this lost and found policy template free to use?+
Yes. Generate, edit, copy and download it as often as you like. No account, email address or payment is needed, and the text is yours to adapt.
Is the generated policy legal advice?+
No. It is a practical starting point written in plain language. Rules on found property, holding periods, cash and identity documents differ between countries, states and venue types, so check local law and have the final version reviewed if you are unsure.
What should we do with unclaimed phones and laptops?+
Never donate or sell a device that still holds someone’s data. Wipe it with a full factory reset or have it destroyed by a certified disposal provider, and record the date and method against the item.
What happens to passports, driving licences and bank cards?+
Most venues do not keep them for long. Identity documents usually go back to the issuing authority or to the police, and bank cards are destroyed or returned to the bank. The generator lets you choose how quickly identity documents are passed on.
Can guests look for their item without calling us?+
Yes, if you publish found items online. Venues using vFound get their own lost and found website where people search found items and submit a private claim with details only the owner would know.
Make the policy run itself.
vFound logs every item, tracks your holding periods and records every return, with your own lost and found website for guests. Start a 14-day trial, no card required.