A pest-sighting log should do more than note that a cockroach, rodent sign or fly was seen. A useful record shows where and when activity happened, what conditions were nearby, what the outlet did straight away, who was told and whether the corrective action was completed.
KleanSG made this free two-page template for restaurants, cafés, central kitchens and other food premises. Page one records the sighting and immediate response. Page two follows the same reference number through the provider’s response, the assigned action, verification and closure. It is an internal record, not a replacement for licence conditions, site procedures, professional assessment or instructions from Singapore authorities.
Quick answer: use the editable Word version if your team needs to change the fields, or the PDF if you want to print straight away. Both files have the same two-page A4 landscape layout. No email address or sign-up is needed.
The template
Download the editable Word template (DOCX) or the print-ready PDF, or copy these fields into your own form or spreadsheet. Review and adapt them to your premises and current operating requirements. Give every incident a reference number and do not mark it closed until the assigned action has been checked.
Page 1: sighting and immediate action
| Field | Entry |
|---|---|
| Reference number | |
| Date and time | |
| Pest or sign observed | |
| Exact zone, room or equipment | |
| Number or extent | |
| Nearby sanitation, moisture, waste, storage or structural condition | |
| Immediate action taken | |
| Person notified and notification time |
Page 2: corrective action and closure
| Field | Entry |
|---|---|
| Reference number (same as page 1) | |
| Provider or manager response, and response date | |
| Corrective action required | |
| Responsible owner and due date | |
| Completion date | |
| Verified by (person and date) | |
| Record closed (yes or no) | |
| Photo or service-report reference |
Keeping the two pages separate makes the difference between reporting a sighting and actually fixing the cause easy to see.
How to fill in each field
| Field | What a useful entry looks like |
|---|---|
| Reference number | A unique outlet code and running number, such as CS-2026-014. Use the same reference on both pages. |
| Date and time | The actual time of the observation, not when the form was filed. |
| Pest or sign | The live pest or evidence. Do not guess if you are unsure what it is. |
| Exact zone | The precise floor trap, rack, preparation station, storeroom corner, bin area or equipment. |
| Number or extent | An approximate count or the scale of the evidence. |
| Nearby condition | Water, grease, waste, damaged packaging, open doors, gaps, clutter or anything else relevant. |
| Immediate action | Food protection, isolation, cleaning, disposal, manager notification or other action the outlet procedure allows. |
| Follow-up owner | A named role or person for cleaning, repair, proofing, storage or provider follow-up. |
| Verification | Confirmation the action was done, and whether activity came back. |
| Evidence reference | A safe photo or the relevant pest-control service report. |
“Pest found” or “action taken” on its own is not enough: it does not show where the issue was or whether the cause was fixed.
When to make an entry
Make an entry whenever staff see a live pest, suspected evidence or repeated unexplained activity: droppings, egg cases, gnaw marks, smear marks, larvae, repeated adult flies, unusual movement or a live sighting. Do not wait for the next scheduled pest-control visit. The location, time and nearby conditions help the manager and provider find a recurring route or source.
Describe what was seen without naming a species you cannot identify. “Possible cockroach activity near floor trap 2” is more useful than an unsupported identification.
Right after a sighting
Follow the outlet’s food-safety and escalation procedure. Depending on the situation:
- protect or isolate exposed food and food-contact items
- stop work in the affected area if needed
- clean the spill or remove accessible waste
- inform the outlet manager
- take a safe photo of the location or evidence
- contact the pest-control provider under the agreed process
- record any urgent repair, drainage, proofing or storage problem
Do not move, open or interfere with professional monitoring or bait devices unless the service plan allows it. Pesticides and regulated vector-control work belong with trained or authorised personnel.
Photos should be taken safely and must not capture customer data, payment screens, staff records or other confidential information. The written record should still stand on its own.
Match the log to the service report
The outlet’s log and the provider’s service report should tell one connected story. When the provider attends, give the technician the recent reference numbers and exact locations. After the visit, check the report against the log:
- Was the reported hotspot inspected?
- Was activity, or its absence, recorded clearly?
- What control work was done?
- What sanitation, repair, proofing or storage action was recommended?
- Who owns each follow-up, and when is it due?
- Has the item been verified and closed?
If staff logged repeated activity but the report says only “no activity”, raise the mismatch rather than filing the two separately.
For an example of what KleanSG supplies after a visit, see our sample service report (PDF, one page, a privacy-safe sample reconstructed from a genuine February 2026 F&B report) and the F&B pest control page.
Review the log every week
Weekly is a working suggestion, not a legal frequency; active or higher-risk situations need faster review. The outlet manager should check for:
- repeated activity in the same zone
- overdue corrective actions
- open records without an owner
- recurring sanitation, moisture, waste, delivery or structural conditions
- photos or report references that do not match the incident
- closed items that did not stay resolved
Several incidents in one place mean more as a pattern than as separate forms. For wider opening, closing and premises checks, use the F&B pest control checklist.
What the template does not prove
Using the template does not prove that a premises meets every requirement, guarantee an inspection result or stop pest activity. The form supports recording and follow-up. Results still depend on daily operating controls, the actual condition of the premises, staff action, suitable professional service and current regulatory requirements.
Common questions
Is this pest-sighting log free?
Yes. The Word and PDF versions are free to download and use. No email address or sign-up is needed.
Can I adapt it for several outlets?
Yes. The Word version is the easiest to edit. Add outlet codes, internal escalation contacts or fields your food-safety system needs, but keep the core incident and closure fields so records stay comparable across outlets.
Should staff photograph every sighting?
A photo can help show the evidence and its exact location, but take it safely and keep customer data, payment screens, staff records and other confidential information out of the frame. The written record should still stand on its own.
How long should records be kept?
Follow the retention period set by your licence conditions, food-safety system, contract and current authority instructions. This guide does not set a universal period.
Does the log replace pest control?
No. It records observations and follow-up. Using it does not prove compliance, guarantee an inspection result or prevent pest activity. Where vector-control work is required, engage an NEA-registered VCO and review its reports.
Help with repeated pest activity
If sightings keep returning to the same drain, storage zone, delivery route, refuse area or equipment line, the issue needs more than another blank form. Our F&B pest control team can review the recorded pattern, inspect the agreed areas and provide a service report with findings and recommendations under the contracted scope. To arrange an assessment, contact us or call +65 8032 6112.
KleanSG is an NEA-registered Vector Control Operator, registration VCO20220007. Registration is not a quality endorsement or an SFA approval.
Official sources
Check current requirements directly with the relevant authority. Reviewed by Marc, Project Manager. Sources checked 28 July 2026:
