Recordkeeping, Business Practices, and Customer Communication
What a service record must contain
A defensible record ties the product to the site and the person. Typical required elements include the product name and EPA registration number, the amount applied and the dilution or rate, the date and time, the location or site treated, the target pest, the application method, the applicator's name and certification number, and often weather conditions. Many states also require records of equipment calibration and termite-specific documentation such as diagrams and treatment specifications. Retention periods vary by state and by pesticide type, so know the local rule - do not assume a single national number.
Business and liability basics
Use written contracts and service agreements that state the scope, the frequency of service, the customer's responsibilities (sanitation, access, preparing the site), the warranty and limitation of liability, and the payment terms. Carry appropriate insurance and keep certifications current. Documentation is your defense: inspection findings, monitoring data, product records, and follow-up notes show that you acted as a reasonable professional.
Communicating with customers
Explain what was found, why the treatment was chosen, what the customer must do, and what results to expect and when. Set realistic expectations - no product eliminates a pest population instantly, and baiting takes time. Disclose reentry intervals and any notification requirements, and identify vulnerable occupants such as infants, pregnant individuals, or people with respiratory conditions. Listen for complaints and log them.
Traps in questions
Records that omit the EPA registration number or the amount applied, verbal agreements with no written scope, and promising total eradication.
Rule of thumb
If it is not written down, it did not happen. Complete the service record before leaving the site, and make sure a colleague could reconstruct exactly what was done from the file alone.