1Start with a report that someone can act on
A note that says “bugs in 204” gives the team little to check. Ask where the pest was seen, when, and whether the person has a photo or a sample, then log the report even when the species is unclear. Bites alone cannot confirm bed bugs, while a large roach from outside may need a different plan from German roaches breeding indoors.
Give residents one way to report pests and tell them what happens next, including whether they should leave suspect items in place until the team sets a plan. For bed bugs, use the separate preparation resource once an inspection sets the scope; telling everyone to empty a unit can move bugs and make the search harder.
This checklist covers pest work, not legal advice. Use the property agreement and local rules when you arrange entry or tell residents about the work.
2Inspect the building, then set the action
UC IPM advises a full property check when a pest plan begins, then regular checks of units and shared areas. Mark each report on a building map. Check the reported room, refuse and service areas, and nearby units if the pest or layout calls for it. A photo of a gap helps more when the work order names the unit, wall, and pipe.
Look for food, water, hiding places, and entry gaps, then put a leaky pipe on a repair order. Give each sticky trap a number and log what it catches. Have a suspected bed bug confirmed before setting a plan for the rooms that need checking; a calendar of sprays cannot replace what the team finds.
- Ant trail: note the route, likely entry gap, food or water, and any plants or wet soil at that wall. Wipe a trail with soapy water after recording it. A wipe does not treat the nest.
- Roach report: name the species if possible. Look for droppings, egg cases, or live insects, and mark sticky traps by place. Traps show where roaches are active; they do not end an infestation.
- Bed bug concern: take a photo or save a sample, then check seams near the bed and joints in the frame. Let the findings guide which linked units need a check.
- Rodent sign: record droppings, gnaw marks, or an entry gap. Do not dry sweep or vacuum waste. Use CDC cleanup guidance, and have an active entry checked before closing it so animals are not trapped inside.
Do not tell staff or residents to use foggers or home mixtures. Ask the pest company for the product label rules and the steps residents need before and after treatment.
3Coordinate access and repairs as one job
Name who takes reports, who sets up entry, and who closes repair orders. Give the pest company the full report and any access limits before its visit. Once the crew sets the scope, tell residents which rooms or items need to be ready. If no one could enter a unit, log that gap and make a new plan. Do not mark an unchecked room clear.
Keep repairs and pest work in the same case log. A crew may find a gap by a pipe; staff can plan the repair once active rodent use has been checked. Fixing a leak may help with silverfish but leave insects hidden nearby. The follow-up must look at both the pest signs and the building fault.
4Keep a record that shows what happened
UC IPM advises one way to collect pest reports and one building log for checks, findings, and actions. Keep product safety records there when a spray or bait is used. A shared log helps the next staff member see if a report is new, a repeat, or tied to an open repair.
The fields below are an example you can adapt. They are not a required form or a record of a past job. Keep only the personal details your team needs for access and updates.
- Report: date, building, unit or shared area, room, exact spot, contact route, pest sign, and photo or sample.
- Check: date, person or crew, areas seen and missed, pest name if known, signs found, trap number and catch, and other areas to check.
- Action: note to the resident, repair order and owner, repair done, pest company’s plan, treatment record, and product details if used.
- Follow-up: next check date, what the same spot showed, resident update, open repairs or access gaps, and the person who closed the case.
5Use follow-up to change the plan
At follow-up, check the same places in the same way. Look at the numbered roach trap, the ant entry gap, or the bed bug hiding places in the first report. A resident saying “I have not seen one” helps, but a check where signs were found adds more evidence.
If pests remain, ask what was missed: a unit the team could not enter, a water source, an open repair, or the wrong pest name. Close the case when planned checks and work are done, and keep the log for the next report. A unit turnover or remodel is a good time to fix gaps and leaks before someone moves in.