Multifamily Pest Reference · Free tool

Pest Response Log

One line per pest report, from the day the property learned of it to the inspection that closed it.

Prepared by Trenton S. Frazer, M.S., Board Certified Entomologist (BCE #B3413) · Version 1.0, October 13, 2026 · Not legal advice

Spreadsheet (.xlsx)Printable PDF

The columns follow the records that published court opinions, HUD's NSPIRE correction standard and federal auditors have looked for. Why each one is there: Pest Records That Hold Up.

The columns

Column	What goes in it
Log #	Number each report in order. Never reuse or delete a number.
Date and time received	When the property first learned of it.
Source	Resident, staff, pest provider, neighboring unit, agency inspection.
Building / unit or area
Pest reported	As described by the reporter.
Pest identified (species)	By whom; specimen or photo.
Inspected (date, by)
Response	No pest found / treated / referred for repair / other.
Treatment dates and applicator license no.	One entry per treatment; the full application record is kept separately (in Utah, R68-7-11(11)).
Resident prep: instructions given / help requested / help arranged	Dates and a neutral description.
Adjacent units checked (units, dates, results)	Units sharing walls, floors or ceilings.
Building conditions reported (and closed)	Door gap, pipe gap, leak, sanitation; date closed.
Follow-up inspections (dates, results)
Closure criterion met (date, by, basis)	From the IPM plan. Response time is not closure.
Agency finding / program note	NSPIRE deficiency, code notice, LIHTC finding; the written response.

Three rules

1. Write entries as things happen. Do not rewrite an earlier entry; add a dated correction on a new line.
2. Keep the pest provider's application records and service reports with the log.
3. A report stays open until the closure criterion in the IPM plan is met on a follow-up inspection.