The short answer
Keep a dated file with photos, moisture source and repair records, the remediator license and insurance, a written scope and invoices, and a clearance report from an independent assessor if you need proof. Whether a business can stay open depends on containment and the size of the job, so ask for it in the written scope.
The file
What to document
- Tenant or occupant report: date, unit, photos.
- Your inspection notes, moisture readings and the water source.
- The repair that fixed the source, with invoice and date.
- The remediator name, license number and insurance certificate. See checking a license.
- The written scope of work and price. See protocol and scope.
- Photos before, during and after.
- An independent clearance report if a lender, insurer or tenant needs one. See PRV.
- All messages with tenants, in writing.
Staying open
Occupied space
Whether people can stay depends on the size, the location and containment. Ask the remediator in writing: which areas are sealed, how air is handled, how long the work lasts and when rooms are usable again. Do not run an HVAC system you suspect is contaminated (EPA). Residents with asthma, allergies or weak immune systems may need to move out for a time, so involve their doctor.
Florida rules
Landlords
Section 83.51 sets landlord duties. See mold in a rental property. For a commercial lease, read the lease and talk to your attorney.
Intake
Capture the report
- Date, time and method of report (portal, email, phone, in person)
- Tenant name, unit, contact information
- Description in the tenant’s own words
- Photos or videos supplied
- Any health concerns mentioned, recorded as stated
- Whether water is actively leaking
- Who received the report and who it was assigned to
Inspection
Site visit record
- Visit date, time and who attended
- Location and approximate size of visible growth
- Moisture readings and the tool used
- Suspected source: roof, plumbing, AC, window, drainage or humidity
- Photos with dated filenames
- Whether the AC and bathroom fans operate
- Immediate steps taken to stop water
Vendors
Verify before you hire
- Florida license number checked on the state lookup, with a screenshot saved
- General liability insurance and workers’ compensation certificates on file
- Written scope and price
- Whether the vendor is a remediator or an assessor; the same company should not be both on one job within 12 months (section 468.8419)
- Start and end dates
- Warranty terms
Communication
Tenant and owner updates
- Date and content of each update to the tenant
- Entry notices given under section 83.53 and the lease
- Owner approvals of scope and cost
- Insurance carrier contact and claim number if applicable
- Any tenant requests for relocation, rent adjustments or lease changes, and the response
Closeout
Finishing the file
- Post-work inspection with photos and moisture readings
- Independent clearance report if the job was substantial
- Final invoice and proof of payment
- Warranty and maintenance recommendations
- Rebuild work completed and approved
- Closing message to the tenant
- Prevention steps added to the unit’s maintenance schedule
Keep the file for the length of the tenancy plus whatever period your attorney or insurer recommends.
Use it
How to apply the checklist
Print it or copy it into your management software, and attach it to the work order for every moisture or mold report. Consistency matters more than detail: a short file with dates and photos beats a long memory. If you want a second pair of eyes on a building, call (352) 668-9909 or send photos.
Mistakes
Gaps we see in files
- Photos with no date or location
- A phone call with no written follow-up
- Vendor license never verified
- Scope without the moisture source
- No clearance record for a large job
- Tenant health concerns recorded as medical conclusions instead of the tenant’s words
- No closing message, so the tenant does not know the work is complete
A good file answers four questions: what happened, when, what was done and who verified it.
Templates
Fields for your work order
Add fields to your work-order form for source of moisture, size of area, vendor license number, scope approval date, owner approval, clearance required (yes or no) and closeout date. A short drop-down for cause lets you spot patterns across buildings, such as repeated AC drain problems in one complex. Patterns are where prevention money should go.
Portfolio view
Using the data across properties
Once a few months of reports are in one format, review them quarterly. Look for repeated sources, such as clogged AC drains in one building, roof flashing on one block or ground-floor units with slab moisture. Group preventive visits by pattern, schedule AC drain maintenance before summer and check roofs after each named storm. Share a one-page summary with owners so they see what was spent, what was prevented and what remains open.
Training also helps. Give maintenance staff a short checklist for what to photograph and what to note, so every first report is complete.
More questions
More questions, answered
How long should we keep mold records
Keep them at least through the tenancy and any claim or limitation period. Ask your attorney or insurer for a specific number of years.
Should the checklist be shared with owners
Yes. Owners usually need the scope, cost and clearance report for approvals and insurance.
Does this checklist replace legal advice
No. It is an organizational tool. Ask a Florida landlord-tenant attorney about notices, deposits and disputes.
Questions
Common questions
Do I need an assessor for an apartment building?
Not always, but independent assessment and clearance help if there is a dispute. See assessor vs. remediator.
How long should I keep records?
Ask your attorney and insurer. Keep them at least through any warranty and claim period.
Sources
Sources and review
- Florida Statutes 83.51
- U.S. EPA, Mold Remediation in Schools and Commercial Buildings Guide
- DBPR license lookup
Last updated November 8, 2026.
This page is general information, not legal advice. For your situation, talk to a Florida attorney or a legal aid office.
Keep reading
Related guides
- Commercial and multifamilyOur service page.
- Mold in a rental propertyDuties and steps.
- How to read a quoteCompare bids.
Get a quote
Get a written quote for your Gainesville mold problem
Send a few photos and a short description, and PureGuard Restoration will come back with a written scope of work and price. We will get back to you as soon as we can.
- Call(352) 668-9909
- Text photos(352) 668-9909
- Or use the formName, phone, ZIP code, and what happened.
Ask for the license number when someone calls you back. You can check it on the state lookup.
About us: PureGuard Restoration is a mold remediation company serving Gainesville and Alachua County. We do not test for mold.
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What helps most in the first message
- Where the mold is and roughly how big it looks. A coin, a hand or a sheet of paper next to it helps.
- Where you think the water came from, and whether it’s fixed.
- When you first noticed it, and whether there was a leak, storm or AC problem before that.
- Whether you own, rent or manage the property, and whether you plan to involve insurance.