Pest Infestation Evidence Checklist for Tenants and Housing Teams
To document a pest problem in rented accommodation, record what you see, when and where, back it up with dated photographs and a paper trail, and note anything about the building that may be letting pests in or feeding them. Good evidence helps a landlord, housing officer or pest controller act faster and more accurately.
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1. Record dates, rooms and observed signs
Keep a simple running log, written at the time rather than reconstructed later. For each entry note the date and time, the room or area, and exactly what you saw, heard or smelled: droppings, gnaw marks, scratching in walls or ceilings, grease marks along skirting, live or dead insects, bites, nesting material, or unusual smells.
Say how many, and whether the sign is new or a repeat. Note when the problem first appeared, and whether it is worse at certain times of day or after particular events such as bin collection or building work. A pattern across dates and rooms tells an inspector far more than a single report that pests are "everywhere".
2. Photograph, and keep specimens only where it is safe
Take dated photographs of every sign, with one wide shot to show the room and one close-up to show detail. Include an object for scale, such as a coin or ruler, beside droppings or damage. Keep the original files rather than screenshots, because the metadata shows when they were taken, and back them up somewhere other than the phone.
Short videos can help with noises or movement, and with pests seen at night
Specimens are optional, and safety comes first. A dead insect sealed in a labelled bag or container, with the date and location, can help identification. Do not handle droppings, carcasses or nesting material with bare hands, and do not collect anything from a rodent-affected area without gloves and good hygiene.
If in doubt, photograph it and leave it for the inspector.
3. Note repair defects, entry points, leaks and waste
Pests need a way in, food, water and shelter, so record the conditions that supply them. Photograph and log gaps around pipes and cables, damaged airbricks, missing or broken door seals, holes in floors, ceilings or boxing-in, cracked or open drains, and gaps under external doors.
Note leaks, damp patches and standing water, which attract insects and rodents alike. Record waste issues too: overflowing or poorly managed bins, accumulated rubbish in communal areas, and food storage problems. State what you saw, not who you think caused it.
4. Keep a paper trail of reports, access and treatments
File every report you have made, with the date, method (email, portal, phone, in person), who you spoke to and any reference number. Keep copies of replies, and write up phone calls straight afterwards.
Record each access attempt, whether a contractor attended, was refused entry, or failed to turn up, and note the date and what was said.
Keep invoices, service reports and advice sheets from any treatment, including DIY products you have used, with product names, because earlier treatments affect what an inspector can find and what they will recommend next.
Housing teams should log the same details on their side, including repair job numbers and the dates of follow-up visits.
5. Check whether adjoining properties or shared spaces may be involved
Pests rarely respect party walls. Note whether neighbours have seen the same signs, whether the problem is on a shared wall, floor or ceiling, and whether it appears near communal bin stores, stairwells, risers, loft spaces, gardens or shared drains. Record any building work, void properties or empty units nearby.
Housing teams should check for reports from neighbouring addresses and for patterns across a block or street
If tenants raise the issue with neighbours, keep it factual: a shared problem usually needs a coordinated response, and one household treating alone can push pests next door.
6. Know when a qualified pest inspection is needed
Your own evidence is a starting point, not a diagnosis. Ask for a professional pest inspection when you cannot identify the pest, when signs keep returning after treatment, when there are signs of rodents, bed bugs, cockroaches or wasp and hornet nests, or when children, older people or anyone with health vulnerabilities live in the home.
Request one too when the problem spans several flats or shared areas, or when structural defects may be involved. A qualified technician can identify the species, judge the scale, find entry points and food sources, and set out a treatment and proofing plan.
Look for a technician from a recognised body such as BPCA, and keep the written report. Find a pest controller near you, search the British Pest Control Association membership database for trusted pest control companies.
If you are a tenant or a landlord facing a pest problem in Herefordshire or Worcestershire, PGM Pest Control Services can inspect the property, identify the pest and the conditions behind it, and agree a treatment and proofing plan. We provide written reports that record what was found and what was done, which gives tenants, landlords and housing teams a clear, dated record to work from.
To arrange an inspection or talk through your situation, get in touch with our team. or call 01981 540088 to speak with a pest control expert for help, support and guidance. PGM provide professional property management pest control services for property managers, letting agents, estate managers and housing providers across every location throughout Herefordshire and Worcestershire.
Who is responsible, and why the evidence matters now
This checklist does not say who is legally liable for a given infestation. Responsibility depends on the cause, the terms and type of the tenancy or licence, and any defects in the property, so the same signs can lead to different answers in different homes.
Tenants who are unsure should seek advice from their local council's environmental health team or an independent housing advice service
The policy backdrop is moving. The government is consulting on extending Awaab's Law to private rented tenancies and to licences, including temporary accommodation. BPCA reports that phase 2 of Awaab's Law, which covers pests for social tenants, is due to start on 30 November 2026. Clear, dated evidence will help tenants and landlords whichever rules apply.
Download the Pest Problem Evidence Checklist
To help you keep an accurate record, PGM Pest Control has produced a one-page evidence checklist for tenants, landlords and housing teams. It provides a log for dates, rooms and observed signs, together with a checklist of the steps set out above. Download the pest problem evidence checklist below to print and complete as the situation develops.
