Bed bugs are a challenge for both landlords and tenants. A single infestation can easily spread between apartments, disrupting residents and damaging a property’s value and reputation. One of the best ways landlords can minimize their risk is by establishing a clear bed bug policy for their tenants.
A good policy should do more than simply explain what happens when bed bugs are discovered. It should clearly define expectations for prevention, reporting, inspections, treatment and tenant cooperation. When everyone understands their responsibilities from the outset, problems can be more easily identified and remedied.
Explain What Bed Bugs Are
A tenant policy should begin with basic information about bed bugs. It should explain that bed bugs are small, parasitic insects that typically hide in mattress seams, bed frames, furniture, and other protected locations. They can enter homes via luggage, clothing, used furniture, bags and other personal belongings.
It’s also important to state that bed bugs are not an indication of poor housekeeping. Clean homes can, and do, have bed bugs. But clutter does tend to make inspection and treatment more difficult, though it is not necessarily the cause of infestations.
Establish a Reporting Requirement
Prompt reporting is one of the most important things to stress in a bed bug tenant policy. Renters should be instructed to notify landlords or management as soon as they suspect bed bugs. Your policy should provide examples of warning signs, such as live insects, shed skins, small dark fecal stains, eggs, or unexplained bites.
Your policy should make it clear that tenants shouldn’t delay reporting. Early notification gives you a better opportunity to inspect the unit and decide on a course of action.
Make the reporting process as easy as possible. Provide contact information for the property manager, including a designated email or phone number.
Outline the Inspection Process
Tenants need to know what happens after they report an issue. Your policy should explain that you will arrange for a qualified pest management professional to inspect the apartment. Depending on the property and circumstances, adjacent units may also need to be inspected.
Make it clear that tenants are expected to cooperate with your pest control team. They may need to provide access to bedrooms, closets, and other areas where bed bugs may be hiding.
Your policy should also explain that inspections are not the same as treatments. A professional must first determine the appropriate response based on their findings. Treatments for removal will come later.
Define Tenant Responsibilities
A good bed bug policy clearly identifies what tenants must do if bed bugs are suspected and/or confirmed.
Responsibilities may include:
- Reporting bed bugs promptly.
- Providing access for inspections and treatments.
- Following preparation instructions provided by management and the pest control professionals.
- Avoiding moving infested furniture or other belongings to other rooms or apartments.
- Following instructions regarding laundry, clothing, bedding, and other personal possessions.
- Avoiding DIY treatments that could interfere with professional pest control.
- Informing management if signs of bed bugs continue after treatment.
These expectations should be written in clear, easy to follow, language. You want your tenants to be able to understand what their responsibilities are without having to interpret complicated legalese.
Define Landlord and Management Responsibilities
Your renter’s policy should explain what management’s responsibilities are. For example, landlords may state that reported infestations will be evaluated and appropriate measures will be arranged as necessary with treatment decisions being based on inspection findings and professional recommendations.
Avoid specifying any treatment methods. Beyond inspections, bed bug control can involve monitoring, heat, steam, pesticides or any combination thereof. Every infestation is different, and each requires its own tailored response.
Finally, your policy should clearly explain how management will communicate with tenants regarding preparation, treatment schedules, follow-up inspections, and any other pertinent information.
Tenant Preparation
Bed bug treatments require the cooperation of, and coordination with, tenants. Your written policy should explain that all tenants will receive preparation instructions before treatment. It is important to emphasize that tenants should follow all instructions especially in regards to any do-it-yourself remedies. Improper use of pesticides or unnecessarily moving furniture and other belongings can seriously complicate treatments and exacerbate an infestation.
What Happens After Treatment
Tenants should understand that one treatment does not always resolve the problem. Follow-up inspections and additional treatments are often needed to fully eradicate an infestation. Clear post-treatment instructions can help prevent tenants from accidentally undermining the pest control process.
Include Lease and Legal Considerations
Your bed bug policy should be consistent with the property’s lease, local housing requirements, and any applicable state and federal laws. Rules concerning liability for treatment costs, tenant conduct, disclosure, and lease enforcement vary by location so you should have your policy reviewed by an appropriate housing professional or attorney.
Provide a copy of your bed bug policy to all tenants and ask for written acknowledgment that they have received a copy.
Prevention Begins with Clarity
A well written bed bug policy gives landlords and tenants a common plan for dealing with potential infestations. The policy should cover prevention, reporting, inspections, treatment and follow-up procedures. Putting these expectations in writing can help landlords and their tenants address possible infestations before they become larger, and more costly, problems.
Published by Scott Palatnik
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