Use locations people can find
Write the room or shared area, the nearby feature and the date. “Under the kitchen sink” gives more context than “everywhere.” Record what you actually saw rather than assuming that every mark or sound has the same cause.
Share the relevant details
Tell the building contact about repeated sightings and access needs. Keep private information about other residents out of general messages. A professional assessment can establish what additional spaces need checking; residents should not investigate restricted utility rooms themselves.
Keep the follow-up together
Store the agreed preparation instructions, appointment details and later observations in one place. If a concern remains unresolved, NYC311 provides information on residential pest complaints. That public process is separate from arranging private pest-control service.