Avoid Using the Word “Mold” Prematurely

[Lakita Woodson]

Mold concerns can quickly turn into costly repairs and legal issues if not handled properly. For landlords, understanding how to respond to suspected mold and how to educate tenants about prevention is essential to protecting both your investment and your reputation.

Avoid Using the Word “Mold” Prematurely

When a tenant reports dark spots or moisture issues, it’s important not to refer to the substance as “mold” unless it has been professionally tested and confirmed by a certified mold inspector or remediator.

Until testing is complete, landlords should refer to the issue as “black stains,” “discoloration,” or “moisture-related staining.” Using the word “mold” too soon can create unnecessary alarm and potential liability if the stain turns out to be mildew or another harmless substance.

Once confirmed, landlords should hire a licensed mold remediation specialist to properly clean and document the repair. Avoid having maintenance staff clean visible stains without testing, as improper cleaning can spread spores or mask the issue.

Preventive Education at Lease Signing

Prevention starts with communication. During lease signing, take a few minutes to educate tenants on how they can help prevent moisture buildup in their unit. You can say something like:

• “Always use bathroom and kitchen exhaust fans when cooking or showering.”

• “Report any plumbing leaks, roof leaks, or window condensation immediately.”

• “Avoid blocking air vents or shutting off HVAC systems for long periods.”

• “Do not let wet clothing or towels sit for long periods — they can cause black stains on walls or ceilings.”

Have tenants sign a Mold Addendum acknowledging that they understand their role in preventing moisture issues and will notify management promptly if they see any black stains or experience leaks.

Landlord Responsibilities

• Address leaks, water intrusion, or condensation issues immediately — prevention is key.

• Hire licensed contractors for roof, HVAC, or plumbing repairs.

• Keep documentation and photos of all tenant complaints and maintenance actions.

• Maintain proper ventilation and dehumidifiers in basements or areas prone to moisture.

• If mold is confirmed, notify tenants in writing about the remediation process and timeline.

Tenant Responsibilities

• Report leaks or water damage as soon as possible.

• Use ventilation fans during and after showers or cooking.

• Maintain reasonable cleanliness and avoid over-humidifying the space.

• Follow the instructions in the Mold Addendum and cooperate with access for repairs.

Final Note

Mold prevention is a shared responsibility between the landlord and tenant. Handling moisture concerns promptly, using the correct terminology, and maintaining professional documentation will protect your property, your tenants, and your peace of mind.