Tenant pest reporting template: how to document and report pests to your BC landlord

Why the report letter matters

The written pest report is the foundation of your RTB claim if the dispute escalates. RTB arbitrators start with the date the landlord received written notice of the pest issue — that's when the clock on the landlord's response obligation begins. A verbal report, a passing mention in the hallway, or an assumed awareness from a visit does not start that clock. The written report must be specific (which pest, where observed, when), must cite the landlord's obligation, and must request a defined action. The templates below are formatted to meet that standard.

Documentation checklist before you write

• Photos with EXIF date timestamps: live pests if visible, droppings (with a coin for scale), gnaw marks, damaged food packaging, bites on skin if applicable.
• Written log: date, location, what you observed, how many (one mouse dropping vs trail of droppings matters for describing severity).
• Your tenancy address, unit number, and the landlord's contact email or text number.
• A specific description of the pest: 'mouse droppings' not 'rodent evidence'; 'German cockroaches' not 'bugs'; 'bed bug casings and live insects' not 'something bit me'.
• Date of first sighting and frequency since.

Initial report template

Subject: Pest Control Request — [Your Unit Address] — RTA Section 32 Dear [Landlord Name], I am writing to report a pest issue in my rental unit at [full address, unit number]. On [date], I observed [specific pest description — e.g., 'mouse droppings in the kitchen along the baseboard near the stove' / 'live cockroaches in the kitchen cabinet under the sink' / 'bed bug evidence including dark spotting on the mattress seam and live insects']. I have attached [number] photographs with date and location stamps. Pest infestations in rental properties are a landlord obligation under BC Residential Tenancy Act Section 32, which requires landlords to maintain the property in a state that complies with health and safety standards. I am requesting that you arrange a professional pest control inspection and treatment of my unit within 7 days of this notice. Please confirm receipt of this request and advise on the inspection schedule. Sincerely, [Your Name] [Unit Address] [Date] [Your phone number]

7-day follow-up template (no response received)

Subject: Follow-Up: Pest Control Request — [Your Unit Address] — 7 Days No Response Dear [Landlord Name], I sent a pest control request on [date of original email] regarding [pest type] in my unit at [address]. I have not received a response or confirmation of inspection scheduling as of today. I am following up to request that you arrange an inspection within the next 7 days. If I do not receive a response confirming an inspection is scheduled by [date — 7 days from today], I will file a Notice of Dispute with the BC Residential Tenancy Branch requesting an order requiring treatment. This is a formal maintenance request under RTA Section 32. Failure to respond may result in RTB-ordered rent reduction from the date of my original report. Please respond in writing. Sincerely, [Your Name]

What to attach to your report

• The best 3–5 photos you have: clear, well-lit, showing date and location.
• A brief description of the observations (you've included this in the letter).
• Do NOT attach every photo you have — keep it focused. More than 10 photos can dilute the impact; save additional documentation for the RTB hearing package if needed.
• If you have a pest professional's inspection report from a prior visit, include it.
• If a neighbour has reported the same issue in writing (showing building-wide source), mention it in your letter.

RTB dispute filing: what's in your package

If you reach the RTB filing stage, your package should include: the original report email with date stamp; any landlord responses (or documentation of no response); the follow-up email with date stamp; photos organized by date and location; a timeline document you create: 'Date X — first report; Date X+7 — follow-up; Date X+14 — RTB filing'; a pest professional inspection report if one has been done; and an itemized list of any property damage with cost estimates and photos. This package is the case. Present it organized and chronological — RTB arbitrators work through a high volume of cases and appreciate structured exhibits.