HPD Bedbug Report Reminder – Here’s What You Need To Know

If we own or manage residential property in New York City, the HPD bedbug report isn’t optional, it’s required by law. Every year, owners must report bedbug activity to the NYC Department of Housing Preservation and Development (HPD) and share that information with tenants.

Missing this annual HPD bedbug filing, or doing it incorrectly, can lead to violations, fines, and extra scrutiny from the City. The good news: once we understand what HPD wants, the process is straightforward and manageable.

In this guide, we’ll walk through who must file, the exact deadlines, what information we need to collect, how to submit the report step-by-step, and practical best practices for keeping bedbugs under control in our buildings.

What The HPD Bedbug Filing Requirement Is

New York City’s bedbug reporting requirement comes from Local Law 69 of 2017, administered by HPD. In short, it requires residential building owners to:

1. File an annual bedbug report with HPD describing bedbug activity and remediation in the building for the prior year.
2. Post and/or distribute a bedbug filing receipt/notice to tenants so they know the building’s recent bedbug history.

The law is separate from the basic legal obligation to keep apartments free from pests. Under the NYC Housing Maintenance Code and the state’s warranty of habitability, we must provide apartments that are safe and free from conditions like bedbug infestations. The annual report is how HPD monitors compliance across the city.

HPD’s own guidance on bedbugs and owner responsibilities is available on the NYC HPD bedbug information page, which we should keep bookmarked.

At a high level, the annual HPD bedbug report asks us to disclose:

• How many units had bedbugs reported or found.
• How many units were inspected and treated.
• Whether there are still active infestations.
• What we did to remediate and prevent further spread.

Everything is reported for a fixed 12‑month period (more on that in the deadlines section below).

Who Must File The HPD Bedbug Report

The HPD bedbug reporting rule applies broadly to most multi‑family buildings in NYC, but there are a few important nuances.

Covered Buildings And Exemptions

In general, owners of residential buildings with at least one dwelling unit must comply, unless the building is specifically exempt. Practically, this means:

• Most rental apartment buildings, regardless of size, must file.
• Co‑op and condo buildings must file if they contain residential units and are subject to HPD jurisdiction.
• One- and two‑family homes occupied by the owner and not used as rentals are typically not subject to the reporting rule.

HPD’s enforcement authority is tied to the Housing Maintenance Code, which primarily covers Class A and Class B multiple dwellings. If we’re unsure whether a particular property is covered, checking its registration and classification through HPD or using tools like the NYC Building Information System can help.

How The Requirement Applies To Small Versus Large Owners

The rule doesn’t distinguish between “mom‑and‑pop” owners and large portfolios, the same core obligation to report annually applies.

Where the difference shows up is in how we organize and track information:

• Small owners (1–2 small buildings, few units)

We can often track bedbug activity using a simple spreadsheet or a notebook, as long as we record: which apartment reported, date of complaint, date inspected, and treatment details.

• Larger owners and managers (multiple buildings, 20+ units each)

For us, a more structured system is essential. Many owners use property management software or shared tracking sheets so superintendents, property managers, and outside exterminators can all log bedbug visits and treatments.

Regardless of size, HPD expects accurate, honest reporting. If HPD later inspects and finds evidence of unreported activity, we can quickly end up with violations. That’s where monitoring tools like Violation Watch and its NYC violation lookup search can be useful, letting us regularly check our buildings for open HPD issues and make sure the paperwork matches reality.

Key Deadlines And Reporting Periods

Timing is one of the biggest points of confusion with the HPD bedbug report. The law sets a specific 12‑month reporting period and a firm annual deadline.

Annual Reporting Timeline

As of current HPD rules:

• The reporting period runs from November 1 through October 31 of the following year.

(Example: For the 2024 filing, we report bedbug activity from November 1, 2023 to October 31, 2024.)

• The filing deadline is typically December 31 following the end of the reporting period.

That means we usually have about two months after the reporting period ends to compile our data and file.

Because HPD can update guidance over time, we should always confirm the exact dates on the HPD Annual Bedbug Filing instructions before each filing season.

A practical way to stay on schedule:

• Set recurring reminders in our calendar for November 1 (start assembling data) and December 1 (target to file early).
• If we use a compliance tool or management software, add annual HPD bedbug reporting to our required task checklist.

What Happens If You Miss The Deadline

If we fail to submit the annual bedbug report on time, HPD can:

• Issue an HPD violation for failure to file.
• Potentially escalate enforcement if there are also open bedbug or pest violations in the building.

Once a violation is issued, it may become visible in public databases and on tools like the Violation Watch lookup, where tenants, advocates, and even lenders can see a history of non‑compliance.

Plus to reputational damage, repeat or willful non‑compliance can expose us to civil penalties and further inspections. Getting the report filed, even late, is far better than not filing at all.

Information You Need To Collect Before Filing

The key to an easy HPD bedbug filing is collecting the right data throughout the year, not scrambling in December.

Required Bedbug Infestation And Treatment Data

HPD’s online form asks us to disclose, for the reporting period:

• Total number of residential units in the building.
• Number of units where:
• Tenants reported bedbugs.
• We or our exterminator confirmed bedbugs after inspection.
• Bedbug treatments were performed.
• Whether there were any unfinished treatments or ongoing infestations at the end of the reporting period.
• Whether a licensed pest management professional performed the work.

To answer these accurately, we should have records that show, for each unit with activity:

• Date of complaint or report.
• Date of inspection and who performed it.
• Inspection results (evidence found or not found).
• Types and dates of treatments (initial and follow‑ups).

The NYC Department of Health & Mental Hygiene’s bed bug guidance strongly recommends using integrated pest management (IPM) and thorough follow‑up inspections. Those same practices make our reporting much easier because we’re documenting each step.

How To Track Tenant Complaints And Inspections

A consistent tracking method helps us avoid under‑ or over‑reporting. Options include:

• Central log or spreadsheet shared with supers and managers.
• A ticketing or work order system in our property management software.
• A dedicated “Pest/Bedbug” folder (digital or physical) where we file exterminator invoices and reports.

Whatever system we use, it should allow us to quickly answer:

• How many unique apartments had bedbug issues this year.
• How many times each unit was inspected and treated.
• Which cases were fully resolved versus still in progress.

We can also periodically check our building’s public history for pest‑related violations using Violation Watch or other HPD search tools. If we see open violations that don’t match our internal records, that’s a signal to investigate before filing season.

Step-By-Step: How To File Your HPD Bedbug Report

Once we have our numbers and documentation, the HPD bedbug report itself usually takes just a few minutes.

Using The Online Portal And Filling Out Each Section

1. Register or log in to HPD Online

• Go to HPD’s website and access the Owner Portal for registrations and filings. Ensure our building registration is current.

1. Select the Bedbug Annual Filing option

• From the menu, choose the link for Annual Bedbug Reporting for the relevant year.

1. Confirm building information

• Verify the building address, block and lot, and number of units. If something is off, correct our underlying building registration first.

1. Enter infestation and treatment data

• Input the totals for:
• Number of units with tenant bedbug complaints.
• Number of units where bedbugs were found.
• Number of units treated.
• Answer the yes/no questions about ongoing infestations and whether licensed professionals were used.

1. Review and certify

• Carefully review every field.
• Certify that the information is true and accurate to the best of our knowledge.
• Submit the filing.

1. Save the confirmation/receipt

• Download or print the confirmation page or filing receipt. We’ll need this for posting and our records.

For the most up‑to‑date screenshots and instructions, HPD provides a step guide within its bedbug filing FAQs, and we can cross‑check that with independent references like the U.S. Environmental Protection Agency’s bed bug resources for best practices on handling infestations.

Common Filing Mistakes To Avoid

We see the same errors over and over:

• Guessing instead of counting.

HPD expects that we can show how we arrived at our numbers. Always base answers on logs or exterminator reports.

• Reporting zero activity even though prior violations.

If our building recently had bedbug violations on record (visible on the NYC violation search tools), a “zero activity” report can raise red flags.

• Mixing up the reporting period.

Only include activity that occurred within the November 1–October 31 timeframe.

• Failing to save proof of filing.

If HPD later claims we didn’t file, a saved confirmation receipt can protect us.

• Not coordinating with our exterminator.

Often our pest company has better data on treatment counts than we do. Compare numbers before submitting.

Posting And Disclosure Requirements To Tenants

Filing with HPD is only half of the requirement. We also have to inform tenants of the building’s recent bedbug history.

Where And How Long To Post The Bedbug Notice

After submitting our annual report, HPD makes a filing receipt/notice available. We must either:

• Post the notice in a conspicuous location in the building (for example, near the lobby mailboxes or by the main entrance), or
• Distribute it to each tenant (by hand delivery, mail, or other HPD‑approved method).

While the law doesn’t require posting year‑round in every scenario, best practice is to keep the notice posted or available until the next annual cycle so tenants and inspectors can easily see it.

HPD may issue violations if the posting or distribution requirement isn’t met, even when the bedbug data itself was filed on time.

Providing Bedbug History To New Tenants

New York City also requires that we give prospective tenants specific information about bedbugs before they sign a lease. This typically includes:

• The building’s bedbug infestation history for the past year.
• A HPD‑approved bedbug disclosure form outlining recent bedbug activity and steps taken.

This disclosure duty is reinforced by broader guidance from organizations like the Centers for Disease Control and Prevention and NYC DOHMH, which emphasize that honest communication is critical to controlling infestations.

Embedding this step into our lease‑up workflow, right alongside lead paint and window guard notices, helps ensure we don’t miss it.

Penalties, Violations, And How To Stay Compliant

HPD treats both pest control and accurate reporting as core health and safety issues. Non‑compliance can quickly show up as visible violations.

Potential Fines And Enforcement Actions

If we don’t file the annual bedbug report, don’t correct bedbug conditions, or don’t post the required notices, HPD can:

• Issue Housing Maintenance Code violations.
• Order corrective action, including more frequent inspections.
• Seek civil penalties in Housing Court, especially for repeat offenders or buildings with widespread pest issues.

These violations become part of our building’s public record. Anyone, from tenants to reporters, can see them by using HPD databases or third‑party tools like Violation Watch’s NYC building lookup.

Correcting Violations And Maintaining Records

If we receive a violation related to bedbugs or failure to file:

1. Address the underlying issue immediately.

• If it’s an infestation, contact a licensed pest management professional and start treatment.
• If it’s a filing or posting issue, complete the missing step as soon as possible.

1. Follow HPD’s instructions to certify correction.

• This can usually be done online by submitting proof that the condition was corrected (often with exterminator documentation).

1. Keep detailed records.

• Save inspection reports, treatment invoices, tenant notices, photos of posted notices, and filing confirmations.

1. Monitor our building’s record.

• Periodically search our property on the NYC violation lookup tool to confirm that violations show as corrected and no new issues have appeared.

By closing the loop, fixing the condition, updating tenants, and verifying that HPD’s record matches reality, we reduce the risk of repeat penalties and show good‑faith compliance.

Best Practices For Preventing And Managing Bedbugs

The annual report only works in our favor if we’re actually controlling bedbugs on the ground. Prevention and quick response save money, time, and headaches.

Working With Licensed Pest Management Professionals

Bedbugs are notoriously difficult to eliminate with DIY methods. The NYC Health Department and the EPA both stress the importance of using licensed pest control companies that understand bedbug biology and integrated pest management (IPM).

Best practices when hiring and working with pros:

• Verify licensing and experience.

Ask how many bedbug cases their technicians handle each month and what methods they use.

• Use integrated pest management (IPM).

That means combining inspection, vacuuming, encasements, sealing cracks, and targeted use of pesticides, not just spraying.

• Require detailed reports.

Ask for written documentation of every inspection and treatment, including unit numbers and dates. These reports become our backbone for HPD filings.

• Plan for follow‑ups.

Bedbugs rarely disappear after a single visit. Budget and schedule at least two to three follow‑up inspections for any confirmed case.

Educating Tenants And Responding Quickly To Reports

Tenants are our early warning system. If they don’t know what to look for, or are afraid to report, we find out about infestations too late.

Effective communication and response can include:

• Move‑in education.

Provide a one‑page sheet with photos of bedbugs and signs of infestation, prep instructions for treatment, and a clear contact number to report suspected activity.

• No‑blame policy.

Make it clear that tenants won’t be punished for reporting bedbugs. Fear of blame or charges often leads to delay, which only makes infestations worse (and more expensive for us).

• Fast inspection response.

Aim to have a suspected bedbug complaint inspected within a few days, ideally by our pest professional.

• Building‑wide strategy.

Bedbugs spread between units. When one apartment has a confirmed infestation, inspect adjacent units (above, below, and on both sides) instead of treating a single unit in isolation.

Following the science‑based recommendations from public health authorities, like those from the NYC Health Department and CDC, not only protects tenants, it also makes our HPD reporting more favorable over time because we’re reducing the scale and frequency of infestations.

Conclusion

The HPD bedbug report isn’t just another bureaucratic box to check, it’s a snapshot of how well we’re preventing, detecting, and managing one of the most frustrating pests in New York City housing.

If we:

• Keep clean records of complaints, inspections, and treatments,
• File accurately and on time every year,
• Post and share the required tenant notices, and
• Work proactively with licensed pest professionals while educating residents,

then the annual filing becomes simple, and our risk of costly infestations and enforcement actions drops dramatically.

We should treat this as a recurring, high‑priority compliance task, on the same level as registration renewals and boiler inspections. A quick periodic check of our buildings on tools like Violation Watch and HPD’s databases keeps us honest and ahead of problems.

Handled correctly, HPD bedbug reporting gives us more than a receipt: it gives us a structure for protecting our residents, our buildings, and our bottom line year after year.

HPD Bedbug Report – Frequently Asked Questions

What is the HPD bedbug report and who is required to file it in NYC?

The HPD bedbug report is an annual filing required by Local Law 69 of 2017. Most NYC residential building owners—rental buildings, co‑ops, and condos under HPD jurisdiction—must report bedbug activity and remediation for the prior year. Owner‑occupied one‑ and two‑family homes not used as rentals are generally exempt.

When is the HPD bedbug report due each year and what period does it cover?

The HPD bedbug report covers activity from November 1 through October 31 of the following year. The filing deadline is typically December 31 after the reporting period ends, giving owners about two months to compile data. Always confirm dates on HPD’s current Annual Bedbug Filing instructions.

What information do I need to complete my HPD bedbug filing?

You’ll need the total number of residential units and, for the reporting period, how many units had tenant bedbug complaints, confirmed infestations, and treatments. HPD also asks if infestations remain active, whether treatments were completed, and if a licensed pest management professional performed the work. Supporting logs and exterminator reports are essential.

What happens if I don’t file the HPD bedbug report or post the notice for tenants?

If you fail to file the HPD bedbug report or skip the posting/distribution of the notice, HPD can issue Housing Maintenance Code violations, order corrective action, and seek civil penalties, especially for repeat non‑compliance. These violations become part of the building’s public record, visible to tenants, advocates, lenders, and the media.

How can NYC landlords prevent bedbug infestations and reduce future HPD bedbug report issues?

Landlords should use licensed pest management professionals who follow integrated pest management (IPM), including inspections, encasements, sealing cracks, and targeted treatments with follow‑ups. Educate tenants at move‑in, respond quickly to complaints, inspect adjacent units when one is infested, and keep detailed records all year to simplify future HPD bedbug filings.

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