i

U Marketing and

Regulatory

Programs

Agricultural

Marketing

Service

Specialty

Crops

Program

Specialty 

Crops 

Inspection

Division

AIM 

Inspection

Series

General Market Manual

February 2020
ii

“SCI moving forward in the 21st Century using technology, innovation, and old fashioned hard work”

Non-Discrimination Policy: In accordance with Federal civil rights law and U.S. Department 

of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and 

employees, and institutions participating in or administering USDA programs are prohibited 

from discriminating based on race, color, national origin, religion, sex, gender identity (including 

gender expression), sexual orientation, disability, age, marital status, family/parental status, 

income derived from a public assistance program, political beliefs, or reprisal or retaliation for 

prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases 

apply to all programs). Remedies and complaint filing deadlines vary by program or incident.

Persons with disabilities who require alternative means of communication for program 

information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact 

the responsible Agency or USDA's TARGET Center at (202) 720-2600 (voice and TTY) or 

contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program 

information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination 

Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint

and at any USDA office or write a letter addressed to USDA and provide in the letter all of the 

information requested in the form. To request a copy of the complaint form, call (866) 632-

9992. Submit your completed form or letter to USDA by: (1) mail: U.S. Department of 

Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, 

Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: program.intake@usda.gov.

USDA is an equal opportunity provider, employer, and lender.
iii

General Market Manual

Table of Contents

INTRODUCTION .......................................................................................................................... 1

GUIDE FOR ELECTRONIC USAGE........................................................................................... 1

AUTHORITY ................................................................................................................................. 2

SCI Division Mission Statement..................................................................................................... 2

Authority for the SCI Division Inspection Service......................................................................... 2

Inspectors Have No Regulatory Authority ..................................................................................... 2

Authority to Inspect Imported/Interstate Shipments....................................................................... 2

RELATIONSHIP WITH INDUSTRY ........................................................................................... 3

Rules of Conduct for Inspectors ..................................................................................................... 3

PROHIBITED ACTIVITIES.......................................................................................................... 4

Bribery ............................................................................................................................................ 4

Making False Use of Official Certificates, Marks, or Other Identification.................................... 5

REQUESTING INSPECTIONS..................................................................................................... 5

Who May Apply for an Inspection ................................................................................................. 5

Application for Inspection (SC-237) .............................................................................................. 5

Completing the SC-237............................................................................................................. 6

Filling the SC-237..................................................................................................................... 8

Declining an Inspection Request .................................................................................................... 8

Priority of Requested Inspections................................................................................................... 8

Daily Desk Log............................................................................................................................... 9

INSPECTION EQUIPMENT....................................................................................................... 10

Inspector Grading Equipment Inventory Sheet............................................................................. 11

Scales ............................................................................................................................................ 11

Thermometers............................................................................................................................... 11

Minimum Specifications for Digital Thermometers............................................................... 12

Recalibration........................................................................................................................... 12

Lighting......................................................................................................................................... 13

CARRIER, LOAD, LOT .............................................................................................................. 13

Carrier Access............................................................................................................................... 13

Outside Temperatures................................................................................................................... 13

Type of Carrier.............................................................................................................................. 13

Trailer Identification ............................................................................................................... 14

Identification of “Piggy-back” Trailers, Vans, or Boxes on Railroad Flat Cars..................... 14

Railcar Identification .............................................................................................................. 14

Ship or Airplane Identification ............................................................................................... 14

Lot Identification .................................................................................................................... 14

Loading Status and Condition of Loads........................................................................................ 14
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Terms Describing Conveyance ............................................................................................... 15

Terms Describing Loading and Bracing................................................................................. 18

Condition of Containers.......................................................................................................... 28

Shifted Loads.......................................................................................................................... 29

Marking Carriers........................................................................................................................... 30

Marks of a Previous Inspection............................................................................................... 30

Shipping Point Marks ............................................................................................................. 30

Marking Carriers After an Inspection..................................................................................... 30

Restrictions ................................................................................................................................... 31

Accessibility............................................................................................................................ 31

Restrictions to Parts of a Load................................................................................................ 32

DETERMINING TYPE OF INSPECTION ................................................................................. 33

PERFORMING THE INSPECTION............................................................................................ 33

Sanitary Practices.......................................................................................................................... 33

Representative Samples................................................................................................................ 33

Use of Manifest Records............................................................................................................... 34

Deceptive Loading........................................................................................................................ 34

Number of Samples....................................................................................................................... 34

Additional Samples....................................................................................................................... 35

Examine Specimens from Various Places in Containers.............................................................. 35

Sample Size................................................................................................................................... 36

Containers Not Marked to a Net Weight ................................................................................ 36

Consumer Packages...................................................................................................................... 36

Individually Wrapped Specimens................................................................................................. 37

Recording Sample Results............................................................................................................ 37

Calculating Percentages................................................................................................................ 37

Cutting Specimens........................................................................................................................ 37

Commodities with Defined Cutting Plans.............................................................................. 38

Commodities without Defined Cutting Plans......................................................................... 38

Recouping Loads and Packages.................................................................................................... 39

Furnishing Information on Shipping Point Inspections................................................................ 39

Inspectors Notes............................................................................................................................ 39

Symbols Suggested for Use on Notesheets................................................................................... 39

General Quantity Terms................................................................................................................ 39

Complements of Most Quantity Terms Necessary ................................................................. 40

Occasional............................................................................................................................... 41

Generally................................................................................................................................. 41

Shipping Point Factors.................................................................................................................. 41

Lot in Grade at Shipping Point, Out of Grade at Market Account Condition ........................ 41

Inspections for Factors Not Covered by Shipping Point Certificate....................................... 42

Reporting Unusual Conditions to Shipping Point Supervisors............................................... 42

Inspections That Must Be Unrestricted......................................................................................... 43

Canadian Import Requirements .............................................................................................. 43

Certification under The Export Apple Act.............................................................................. 43

Federal Marketing Orders or Agreements and Government Commodity Purchases ............. 43
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U.S. Import Requirements under Section 8e of the Agricultural Marketing Agreement Act of 

1937.............................................................................................................................. 43

Appeal Inspections.................................................................................................................. 43

Separating Lots ............................................................................................................................. 43

Growers Marks, Packers Codes, and Other Markings............................................................ 44

Product .......................................................................................................................................... 44

Variety, Type, or Description ................................................................................................. 45

Mixed Commodities................................................................................................................ 46

Types of Containers................................................................................................................ 46

Container Markings ................................................................................................................ 47

Quantity Inspected ........................................................................................................................ 49

Pack............................................................................................................................................... 50

Tightness or Fill ...................................................................................................................... 51

In Bulk or Sacks...................................................................................................................... 52

Cell and Tray Packs................................................................................................................ 52

“Cellophane,” “Pliofilm,” and Similar Terms ........................................................................ 52

Arrangement in Layers ........................................................................................................... 52

Pack Ice and Top Ice............................................................................................................... 53

Temperatures................................................................................................................................. 53

Size................................................................................................................................................ 54

Unless Otherwise Specified (UOS) ........................................................................................ 55

No Size Limitation Specified in the Grade ............................................................................. 55

Commodities with Established Size Classifications............................................................... 56

Size Marks Required on Containers by Standards.................................................................. 56

Offsize..................................................................................................................................... 56

Size Range and a “Mostly” Statement.................................................................................... 57

Reporting Offsize Within Tolerance....................................................................................... 57

Size Marked on Containers..................................................................................................... 57

When Offsize Specimens Also Show Defects of Grade......................................................... 58

Reporting Counts.................................................................................................................... 58

Standard Pack.......................................................................................................................... 58

Defects .......................................................................................................................................... 59

General Policy on Describing Defects.................................................................................... 59

Show Amount, Type, and Severity of Defects ....................................................................... 59

Scoring Specimens Affected by a Combination of Defects.................................................... 59

Bunched Products ................................................................................................................... 60

Quality and Condition................................................................................................................... 60

General Meaning of Quality and Condition............................................................................ 60

Restricting Inspections to a Single (Individual) Quality or Condition Factor........................ 61

Reporting Quality or Condition Factors That Affect Grade ................................................... 61

Reporting Quality or Condition Factors That Do Not Affect Grade ...................................... 63

If Quality or Condition Varies Depending on Location in Carrier......................................... 63

If Quality or Condition Differs According to Package Type or Package Markings............... 63

If Quality and Condition Affect the Same Specimen ............................................................. 64

Quality Defects ....................................................................................................................... 65

Condition Defects ................................................................................................................... 67

Decay68
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Allowances.................................................................................................................................... 71

Application of Tolerances............................................................................................................. 71

MISCELLANEOUS INSPECTIONS & PROCEDURES ........................................................... 72

Federal Marketing Orders and Section 8e Import Requirements ................................................. 72

Federal Marketing Orders and Agreements............................................................................ 72

Section 8e Import Requirements............................................................................................. 72

Commodity Procurement Program (CPP) .................................................................................... 72

Timing..................................................................................................................................... 73

Truck Seals.............................................................................................................................. 73

Multiple Drops........................................................................................................................ 74

Certification ............................................................................................................................ 74

Copies ..................................................................................................................................... 75

Bulk Loads.................................................................................................................................... 75

Dumping Certification .................................................................................................................. 75

Freezing......................................................................................................................................... 76

Reporting Freezing and Freezing Injury when a Pattern Exists ............................................. 77

Carrier Freezing ...................................................................................................................... 77

Package and Top Ice Freezing ................................................................................................ 78

Reporting Different Types and Extents of Freezing Injury .................................................... 78

Examples of Freezing Statements........................................................................................... 78

Chilling Injury......................................................................................................................... 80

Net Weight.................................................................................................................................... 81

Weighing Procedures.............................................................................................................. 81

Determine an Exact Average (to 100ths)................................................................................ 82

Reporting Procedures.............................................................................................................. 82

Lots Meeting Average Weight and Reasonable Shortage Limit ............................................ 83

Certifying Weight of Products in Bulk Bins........................................................................... 85

No Established U.S. Grade (NOG)............................................................................................... 85

Pressure Testing............................................................................................................................ 85

Equipment............................................................................................................................... 86

Procedure ................................................................................................................................ 86

Remarks on the Certificate...................................................................................................... 86

Soluble Solids (Brix)..................................................................................................................... 87

Equipment............................................................................................................................... 87

Procedure ................................................................................................................................ 87

Remarks on the Certificate...................................................................................................... 88

Digital Imaging ............................................................................................................................. 88

Equipment............................................................................................................................... 88

Benefits................................................................................................................................... 88

Requests for Digital Imaging.................................................................................................. 89

Capturing Images.................................................................................................................... 89

Image Background.................................................................................................................. 90

Image Lighting........................................................................................................................ 90

Image Staging ......................................................................................................................... 90

Skin Glare ............................................................................................................................... 90

Image Framing........................................................................................................................ 90
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Processing ............................................................................................................................... 91

Image Descriptions ................................................................................................................. 91

Certificate Remarks ................................................................................................................ 91

Fee 92

CERTIFICATE............................................................................................................................. 92

Care in Recording Data................................................................................................................. 92

Preliminary Verbal Reports .......................................................................................................... 92

Inspection Certificate .................................................................................................................... 92

What the Certificate Covers.................................................................................................... 93

Prima Facie Evidence ............................................................................................................. 93

Preparation and Distribution of Certificates........................................................................... 94

Percentages ............................................................................................................................. 94

Reporting Grade...................................................................................................................... 96

Certificates Review Prior to Issuance ..................................................................................... 99

Releasing the Certificate ......................................................................................................... 99

Shipper Copies........................................................................................................................ 99

FEES ........................................................................................................................................... 100

Determining Lot Quantities ........................................................................................................ 100

Lot Quantities of 50 Packages or Less........................................................................................ 101

Bulk Bins .................................................................................................................................... 101

Weight, Freezing, Count, Size, or Temperature Inspections...................................................... 101

Dockside Inspections.................................................................................................................. 101

Contract Inspections.................................................................................................................... 102

Inspection for Products under Canadian Import Requirements.................................................. 102

All Other Types of Inspections Performed ................................................................................. 102

Premium Time (Overtime).......................................................................................................... 102

Request for Additional Certificate Copies.................................................................................. 103

Waiting Time Charges................................................................................................................ 103

Travel Charges............................................................................................................................ 104

Mixed Loads ............................................................................................................................... 104

Lots in Excess of a Full Lot (i.e., Railcars or Brake Bulk unloaded from a ship)...................... 104

Charges for Restricted Inspections ............................................................................................. 104

Appeal Inspections...................................................................................................................... 105

Responsibility for Payment of Fees............................................................................................ 105

REINSPECTIONS AND APPEALS.......................................................................................... 105

New Certificate after Resorting or Reassembling Load ............................................................. 105

Reinspections.............................................................................................................................. 105

Dump Inspections ................................................................................................................. 106

Lots with PLI Markings........................................................................................................ 106

Marked Carriers.................................................................................................................... 107

Requesting a Reinspection.................................................................................................... 107

Appeal Inspections...................................................................................................................... 107

Requesting an Appeal Inspection.......................................................................................... 108

Cancelling an Appeal Inspection Request ............................................................................ 108
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Who May Perform an Appeal Inspection?............................................................................ 109

Performing the Appeal.......................................................................................................... 109

Submitting Results for Ruling .............................................................................................. 111

Rulings.................................................................................................................................. 112

Appeals on Imported Products.............................................................................................. 114

Appeals of Carriers Inspected at Other Receiving Markets.................................................. 115

Certification .......................................................................................................................... 115

Appeal Inspection Notes....................................................................................................... 116

Fees 116

Formal Review............................................................................................................................ 117

PACA.......................................................................................................................................... 117

Misbranding Under PACA ......................................................................................................... 117

Give Priority to Requested Inspections under PACA................................................................. 117

PACA Inquiries........................................................................................................................... 118

REFERENCE LINKS................................................................................................................. 119

APPENDIX I – TERMINAL MARKET OFFICE NUMBERS................................................. 121

APPENDIX II – SCHEDULE OF USER FEES......................................................................... 123

APPENDIX III – METRIC CONVERSIONS............................................................................ 124

APPENDIX IV – TABLE OF CARLOT EQUIVALENTS....................................................... 126

APPENDIX V – APPEAL INSPECTION REPORT................................................................. 133

APPENDIX VI – INSPECTOR GRADING EQUIPMENT INVENTORY SHEET ................ 134

APPENDIX VII – FREEZING PATTERN REPORTING GUIDE........................................... 135
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 1 of 135

INTRODUCTION

This is a general instructional guide for receiving market inspectors. For specific instructions on 

the certification of fresh products, please refer to the specific commodity inspection standards,

inspection instructions, and visual aids located on the Agricultural Marketing Service (AMS)

website for Fruit, Vegetable, Nut, and Specialty Crop Grade Standards and Other Resources. If 

you need help on a topic not covered by these instructions, please contact your immediate 

supervisor, Regional Branch Chief, Federal Program Manager or HQ Inspection Operations staff

in Washington, DC.

The AMS Specialty Crops Inspection (SCI) Division developed these instructions to help 

authorized personnel inspect agricultural commodities.

These instructions do not establish any substantial rule not legally authorized by the official 

grade standards. These instructions replace General Market Inspection Instructions dated April

1988 and include, but not limited to, all previous correspondence, memos, inspection 

instructions, or procedures.

GUIDE FOR ELECTRONIC USAGE 

The AIM system of instructional manuals is available electronically in Adobe Acrobat Portable 

Document Format (PDF) at the following intranet address: 

https://usdagcc.sharepoint.com/sites/ams/AMS-SCI/SitePages/Home.aspx. 

When accessed electronically, AIM materials have hyperlinks and hypertext (visible as 

underlined blue text) available to the PDF user. Clicking on a hyperlink takes the reader to a 

web site with information relating to the subject. Hypertext links the reader to a different page 

within the current manual, or a different manual, with information relating to the subject. For 

example, the hypertext in the Table of Contents allows a reader to go directly to the section of 

interest in the manual by clicking on the section title. 

PDF offers a variety of tools depending on the Adobe version the reader has. The newer the 

version, the more tools available. PDF documents are easily searchable for content within a 

document or within multiple documents. To learn about the variety of PDF search options: 

• Click on the “Help” tab on the top of any page in Adobe Acrobat, 

• Then click on the “Adobe Acrobat Help” bar, 

• Type the word “Search” in the “Search” box, and click on the “Search” button, 

• A series of options will become available, 

• Click on the “Access Search Features” link and follow the instructions for the type of 

search you are interested in.
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 2 of 135

AUTHORITY

SCI Division Mission Statement

Support the global specialty crops market by collaborating with the agricultural community to 

provide trusted, impartial, prompt, and accurate quality assurance and food safety verification 

services.

Authority for the SCI Division Inspection Service

The Agricultural Marketing Act of 1946 (7 U.S.C. §1622 (h)(1)), as amended, states:

“To inspect, certify, and identify the class, quality, quantity, and condition of agricultural 

products when shipped or received in interstate commerce, under such rules and regulations as 

the Secretary of Agriculture may prescribe, including assessment and collection of such fees as 

will be reasonable and as nearly as may be to cover the cost of the service rendered, to the end 

that agricultural products may be marketed to the best advantage, that trading may be facilitated, 

and that consumers may be able to obtain the quality product which they desire, except that no 

person shall be required to use the service authorized by this subsection.”

Inspectors Have No Regulatory Authority 

Federal and Federal-State inspectors do not have regulatory authority. They are authorized to 

serve the fresh fruit and vegetable industry by certifying the quality and condition of products

they are asked to inspect. The use of our services by financially interested parties is optional and 

must be requested. AMS is responsible for enforcing the Export Apple Act and Export Grape 

Act. Inspectors issue an Export Form Certificate when the inspection shows that a shipment 

meets the requirements of the Acts. AMS also enforces the Perishable Agricultural Commodities 

Act of 1930, as amended, (PACA), which includes some authority for the inspection of fresh 

fruits and vegetables. Under the PACA, inspectors report misbranding.

Authority to Inspect Imported/Interstate Shipments

Federal inspectors and Federal-State market licensees are authorized to perform inspections on

all fresh products for which they are trained and authorized to inspect from any state or country, 

with the following exceptions:

• Bulk loads, bulk bins, or any other packed containers that are not marked with a point of 

origin may be inspected by a Federal-State Shipping Point Licensee (SPL). A shipping 

point certificate can only be issued when a thorough check has determined that the 

product was not previously inspected. 

• Products being imported at designated border inspection points require Federal inspectors

or Federal-State market licensees authorized to perform inspections on the particular 

commodity that are properly trained and licensed. All imported inspections performed 

under Section 8e of the Agricultural Marketing Agreement Act of 1937, as amended, 

receiving market work and will be charged according to the Schedule of Fees and 
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 3 of 135

Charges at Destination Markets as referenced in 7 CFR Part 51. 

• Inspections being performed for repackers. Repacking operators often request both an 

incoming receiving market inspection and an outgoing inspection at the time of shipment. 

Incoming shipments from another state or country require a Federal inspector or market 

licensee, unless the shipments fall under one of the categories above. The type of 

inspector required for outgoing shipments depends on the circumstances. If the repacker 

requests an inspection, the containers have not been repacked, and markings show the 

product is from another state or country, a Federal inspector or market licensee is 

required unless the shipment falls under the second category above. If the product has 

been repacked and the containers do not show the original state or country of origin, or if 

the inspector is certain whether the product has been repacked and another state or 

country of origin is shown on the container, an SPL may perform the inspection and issue 

a shipping point certificate. 

• Use of market licensees on interstate shipments of table stock product or products 

destined for processing. If the shipment was inspected at shipping point, a Federal 

inspector or market licensee must perform any subsequent re-inspection. If the shipment

was not inspected at shipping point, an SPL may perform the inspection and issue a 

shipping point certificate.

RELATIONSHIP WITH INDUSTRY

Inspectors must:

• Maintain cordial but professional relations with members of industry, and 

• Maintain confidentiality in discussions of operations with other industry officials.

Inspectors must not:

• Accept favors or gifts from industry members, 

• Engage in gambling games, such as poker, with industry,

• Assume responsibility for any packing or receiving market operations, or 

• Criticize industry officials, other inspectors, or the policies and procedures of the 

inspection service. 

Rules of Conduct for Inspectors

Inspectors may not:

• Have any direct or indirect financial interest in the products they sample and inspect,

• Consume alcoholic beverages while on duty, 

• Perform their duties in a manner that demonstrates disregard for written and/or oral 

instructions, 

• Falsify expense vouchers or time sheets, 

• Accept money or gifts from industry,
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 4 of 135

• Borrow money or accept other favors or gifts from industry members, or 

• Solicit or accept a bribe. 

Violations of these rules of conduct are cause for disciplinary action.

PROHIBITED ACTIVITIES

Bribery

Each inspector must carry an OIG-USDA Report Bribery/Assault, Fraud, Waste and Misconduct 

Hotline card at all times.

Any AMS employee or licensee who believes that a bribe was offered, solicited, or accepted by 

another employee or licensee must immediately report that information directly to the USDA 

Office of Inspector General (OIG) by the OIG hotline web page at: 

http://www.usda.gov/oig/hotline.htm or by telephone at 800-424-9121. Report situations where 

a forthright offer is made, or if you suspect you are being “felt out” or that an offer of a bribe 

could reasonably be implied. Follow OIG’s instructions to avoid jeopardizing any subsequent 

investigation. 

AMS has confidence in the honesty and integrity of its employees. However, we are obliged to 

inform all employees and licensees involved with sampling or inspection of product of the 

consequences of bribes, bribery attempts, and acceptance or solicitation of bribes. The United 

States Code of Laws, Title 18 of the U.S. Code Section 201, Crimes and Criminal Procedures, 

states in part:

“Whoever...being a public official or person selected to be a public official, directly or 

indirectly, corruptly demands, seeks, receives, accepts, or agrees to receive or accept anything of 

value personally or for any other person or entity, in return for:

• being influenced in the performance of any official act;

• being influenced to commit or aid in committing, or to collude in, or allow, any fraud, or 

make any opportunity for the commission of any fraud, on the United States; or

• being induced to do or omit to do any act in violation of the official duty of such official 

or person...shall be fined under this title or not more than three times the monetary 

equivalent of the thing of value, whichever is greater, or imprisoned for not more than 

fifteen years, or both, and may be disqualified from holding any office of honor, trust, or 

profit under the United States.”

If you believe that you have been offered a bribe, or suspect you were being felt out for a bribe 

or a bribe offer could be reasonably inferred, or that another employee or licensee was offered or 

has solicited or accepted a bribe:

• Do not take the bribe.

• Immediately report the incident to the USDA/OIG Bribery Hotline at 800-424-9121. 

Contact information is also on the OIG hotline web page at: 
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 5 of 135

http://www.usda.gov/oig/hotline.htm.

• Do not discuss the incident with anyone, including your supervisor(s), unless instructed 

to do so by OIG. 

Making False Use of Official Certificates, Marks, or Other Identification

The Agricultural Marketing Act of 1946 (7 U.S.C. §1622 (h)(4)), as amended, states: 

“Whoever knowingly shall falsely make, issue, alter, forge, or counterfeit any official certificate, 

memorandum, mark, or other identification, with respect to inspection, class, grade, quality, size, 

quantity, or condition, issued or authorized under this section or knowingly cause or procure or 

aid, assist in, or be party to, such false marking, issuing, altering, forging, or counterfeiting, or 

whoever, knowingly shall possess without promptly notifying the Secretary of Agriculture or his 

representative, utter, publish, or use as true, or cause to be uttered, published, or used as true, any 

such falsely made, altered, forged, or counterfeited official certificate, memorandum, mark, 

identification, or device, or whoever knowingly represents that an agricultural product has been 

officially inspected or graded (by authorized inspector or grader) under the authority of this 

section when such commodity has in fact not been so graded or inspected shall be fined not more 

than $1,000 or imprisoned not more than one year, or both.”

REQUESTING INSPECTIONS

Who May Apply for an Inspection

Any financially interested person or authorized agent may apply for inspection (Section 51.5 of 

the Regulations Governing Inspection). This includes shippers, packers, receivers, dealers, 

commission merchants, carriers, and brokers. A broker is financially interested to the extent of 

the brokerage and expenses incidental to the sale of product. Those who are merely negotiating 

for a purchase are not yet “financially interested.” The applicant must pay the fee and make 

settlement with other financially interested parties. The certificate is issued to the party making 

the application for inspection, whether this party is a shipper, receiver, broker, grower, carrier, or 

Government agency. Do not accept inspection requests in the name of another financially 

interested party unless the requestor can supply documentation showing they are authorized to 

make such requests. File a copy of the authorization to secure the inspection for another party 

(e.g., a fax, e-mail, or letter) with the inspection office that confirms the application.

Application for Inspection (SC-237)

All requests for services are required to be documented by completing a SC-237, there are no 

exceptions from this requirement for one-person markets or contract warehouses. 

The Application for Inspection (Form SC-237) is the only form that may be used to officially 

request services. Requests may be made in writing, orally, or by telephone, e-mail or fax, and 

must include all pertinent information related to the inspection. A SC-237 must be completed, in 

its entirety, for each request for service. The SCI Division uses this form to record requests for 

inspection; the AMS PACA Division uses information on this form to settle claims. These forms 

must be filed in the local offices.
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Completing the SC-237

Complete the form in its entirety. “Location of Product(s)” will provide the location of the 

product to be inspected. This may be a physical address, store location or building designation 

within the geographical coverage area of the market office. “Car Number or License Number”

may refer to other means of identifying a lot, such as license number of a trailer, storage lot 

number, stencil marks, or waybill numbers. Always record the quantity to be inspected, as this is 

generally the basis for assessing fees. Record the particular purpose of each inspection, such as: 

• quality and condition, 

• condition only,

• size,

• net weight, or 

• other specifications in the contract, without which the inspection and certificate would be 

incomplete. 

You may need to explain to the applicant the different types of inspections that are available to 

ensure that the application includes the factors the applicant wants covered by the certificate. 

Getting detailed and accurate information can avoid the necessity of a second inspection. If the 

applicant does not know what type of inspection they want, provide a Quality and Condition

inspection, and base the inspection on the U.S.No.1 grade unless containers are marked to some 

other grade. 

Changes to the inspection request must be noted on the original SC-237, including the name of 

the person requesting the change. If the original SC-237 is not available these notations should 

be made in the “Remarks” section of the inspection certificate.

A. Date and Time

The date and time listed on the SC-237 in the “Date” and “Time” blocks are the date and 

time the service is being requested to begin, known as the “requested for” date and time. 

It is not the date and time the SC-237 was received, known as the “request received” date 

and time. The “request received” date and time is the date and time the request was 

retrieved from the fax machine, from the office voicemail, from an email inbox or taken 

verbally over the phone or in person. It is not the date/time stamp on received fax 

requests, the date/time the applicant listed on a submitted SC-237 or the time stamp 

recorded on office voicemail messages. 

• When requests are made via telephone during normal office hours the current date 

and time will be the “request received” date and time. 

• When requests are made via fax, voicemail or email the date and time of when 

these requests were retrieved will be the “request received” date and time.

o When requests are made via voicemail or email the date and time when 

the message was timestamped or listed in the email inbox will be noted 

under Remarks on the SC-237. If requested by the applicant this date and 

time will be listed on the inspection certificate.
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• Inaccurate dates and times listed on applicant submitted SC-237’s will be lined 

out with initials and correct dates and times will be listed. 

• If the “request received” date and time is the same as the “requested for” date and 

time, only the “requested for” date and time will be listed on the SC-237.

o Thus when only one date and time is listed on a SC-237 it is considered to 

be both the “request received” and “requested for” date and time.

• If the “request received” date and time is not the same as the “requested for” date 

and time the “request received” date and time will be noted under Remarks on the 

SC-237. If requested by the applicant this “request received” date and time will 

be listed on the inspection certificate.

Examples if normal office hours are 7:00am to 3:30pm:

• The applicant calls Tuesday at 7:10am for an inspection to begin ASAP, enter 

Tuesday’s date and 7:10am as Date and Time on the SC-237.

• The applicant calls Tuesday at 7:10am for an inspection to begin at 10:00am, 

enter Tuesday’s date and 10:00am as Date and Time and “Request received

(Tuesday’s date) @ 7:10am” under Remarks on the SC-237.

• The applicant calls on Friday at 2:00pm for an inspection to begin Monday at 

8:00am, enter Monday's date and 8:00 AM as Date and Time and “Request 

received (Friday’s date) @ 2:00pm” under Remarks on the SC-237.

• The applicant faxes a completed SC-237 to the office early Tuesday morning. 

The applicant entered 3:00am as Time. The SC-237 is retrieved off the fax 

machine at 7:00am. Line out and initial 3:00am and list 7:00am as the Time.

• The applicant leaves a request for inspection via voicemail Wednesday morning

for an inspection to begin ASAP. The voicemail timestamp indicates the message 

was recorded at 10:10am. The message was retrieved that day at 11:45am. Enter 

Wednesday’s date and 11:45am as Date and Time and “Voicemail timestamped 

(Wednesday’s date) @ 10:10 am” under Remarks on the SC-237.

This is important information for proceedings under the Perishable Agricultural 

Commodities Act (PACA). 

B. Recording Completed Certificate Number

For completed inspection requests the issued certificate number(s) will be recorded on the 

SC-237.

C. Cancelled Inspections

If a service request is cancelled by the applicant write “Cancelled By” and the name of 

the person cancelling the request across the body of the SC-237. Each office must 

maintain a file and accounting of cancelled SC-237s.
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Filling the SC-237

SC-237s will be kept in a file separate from corresponding completed certificates. The file will 

be established by date and month within the fiscal year. 

Declining an Inspection Request

You may decline inspection requests in certain instances. If you encounter any of the following 

situations, notify your supervisor immediately for guidance; the supervisor will contact the 

applicant:

• The applicant objects to the inspector cutting an adequate number of specimens to 

determine internal quality or condition;

• There is evidence of fraud or misrepresentation; 

• The applicant or its employees interfere with the inspector;

• Performing the inspection would jeopardize the safety of the inspector;

• The applicant refuses to pay for previous inspections; 

• It appears that performing the inspection would not be in the best interest of the 

Government (7 CFR §51.9, 51.10, 51.16, 51.27, 51.46 and 51.54-59) or

• If the product is under seizure or in the process of being put under seizure by the U.S.

Food and Drug Administration (FDA) or U.S. Customs Service (Customs). In this 

instance, only FDA or Customs may release the product.

In cases that require immediate action, except for refusal to pay for previous unpaid inspections, 

you may be able to refuse the inspection services to an applicant for a period of time. However, 

the applicant is entitled to a hearing before a permanent debarment of the service can be made 

effective. If the inspections are made at a Federal-State cooperative market, procedures must 

also be taken up with the proper official of the cooperating state and their Federal Program 

Managers must be notified.

Priority of Requested Inspections

The following types of inspections will be assigned and completed as a priority above other 

requested services:

1. Appeal Inspection 

2. Section 8e import

3. Commodity Procurement

4. Tomato Suspension Agreement

5. PACA misbranding

6. Freezing only 

7. Chilling injury 

8. Lots with unusually high or low temperatures being reported

9. Loaded lots at the discretion of the local supervisor or Inspector-in-Charge
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Daily Desk Log

All Specialty Crops Inspection (SCI) Division offices and inspection points providing terminal 

market inspection services must maintain a daily assignment log of service requests documented 

via a SC-237 or SC-237a. This information can serve many uses, including to ensure that all 

certificates have been submitted.

The log must include:

• Date and time the service is requested or requested for.

• Date and time the service was assigned to be performed.

• Applicant name.

• Assigned inspector name.

• Commodity inspected.

• Number of lots requested.

• Lot identification such as PO or Bill of Lading number.

• Issued certificate number.

To further assist in efficient operation of the office or inspection point the log may include:

• Estimated fee as listed on the issuing certificate.

• Location of product.

• Hours of overtime charged/claimed.

• Leave activity.

• Vehicle usage.

• Import or contract warehouse related information.

The log will be used to verify that service requests are assigned, completed or cancelled in a 

timely manner. It allows for quick access to information regarding inspector locations and 

workload. This information is useful when determining new assignments or responding to 

applicant inquiries. It can also be utilized for quick reference in researching issued certificate 

numbers.

In an effort to keep information uniform and consistent a standardized electronic format will be 

used. A designated template to download for local use is available via SharePoint. Once 

downloaded, the template will be saved and accessed locally via each office or inspection point’s 

shared folder on the SCI shared drive. This electronic format allows for quick editing and 

completion while being easily accessed and shared among staff and supervisory chain of 

command.

• A single log will be kept by each office or inspection point for each fiscal year.

• On the log each tab is a month of the year. All service requests for a given month will be 

logged within that month’s tab.

• Within a particular month, all service requests for a given day will be logged by Request 

Date and Time from top down within that month’s tab. The Request Date and Time is the 

date and time the applicant has requested the service to begin. If no date and time are 
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requested for the service to begin, the date and time when the service request was 

received by the office or inspection point will be the Request Date and Time.

• Cancelled service requests will have “Cancelled” entered in the Certificate field.

• All services listed within a day, but not completed that day, will be carried down to the 

next business day and will have “C/O” entered in the Certificate field with text being 

changed from black to red.

• All services carried over will be copied down to the next business day with text being 

changed from red to black.

• Remarks may be used to list any pertinent information associated with the request.

• All appeal service requests will have “appeal” listed in the Remarks in red ink.

• For inspectors issuing paper certificates the issued paper certificate number will be 

recorded, not the associated Fresh Electronic Inspection Reporting/Resource (FEIRS) 

billing certificate number.

• All inspection services will list the completed certificate number, “Cancelled”, or “C/O” 

by the end of two business days from the Request Date. Audit services will list the date 

when the daily on-site portion of the audit was completed. 

INSPECTION EQUIPMENT

The SCI Division furnishes each inspector with the necessary inspection equipment to perform 

inspection duties. Each inspector must take care of this equipment and keep it in good working 

order. These tools are the property of USDA and/or the State agency responsible for inspections,

and are accountable in the same manner as all other public property. Each inspector is issued, or 

has access to, at a minimum the following equipment:

• Bucket

• Crate Opener

• Scales (4, 6, and 25 or 30 pound)

• Knife 

• Thermometers (two digital)

• Ring Sizers (USDA tomato, Florida tomato, general fruit and vegetable, potato and 

onion, California cherry, and Washington cherry and grape, as appropriate)

• Caliper

• Calculator

• Clipboard

• Writing Instruments
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• Certificates

• Compilation of Grade Standards*

• Commodity Inspection Instructions*

• Refractometer *

• Pressure Tester *

• Digital Camera and Case

• Coring Knife * 

• Garlic Press *

• Platform Scale (75 pound) *

• “Triner” Scale *

• Electronic Scale (70-ounce or 5-pound)

* This equipment may be retained in the office rather than maintained by the inspector.

Inspector Grading Equipment Inventory Sheet

The Terminal Market Inspector Grading Equipment Inventory Sheet (see Appendix VI) is 

completed when inventoried equipment is issued and returned or transferred. Inspectors are 

expected to maintain equipment in suitable condition, with consideration for wear under normal 

use. Inspectors may be held responsible for replacement costs for lost or damaged equipment. 

Items described as “if applicable” may not be required for each individual inspector. Additional 

equipment not listed may be required in certain offices and should be listed in the blank spaces 

provided. Digital cameras, laptops and wireless network aircards should be listed on the office 

equipment inventory sheet and not on the Inspector Grading Equipment Inventory sheet. 

Scales

Before using a barrel scale, be sure that the cylinder works freely within the barrel and that the 

scale is held by the ring when the reading is made. Otherwise, it may not be in a perpendicular 

position and friction will cause an error in reading. 

Test scales periodically to confirm they are working properly. Twenty-five (25) and 30-pound 

scales are graduated to read to a quarter pound and are used to accurately determine weights as 

small as a quarter pound. 

Each office has a “Triner” or electronic digital scale. The Triner scale is used to weigh 

borderline specimens when determining percentages above or below a certain weight, such as 

size for count/size potatoes. Periodically zero out scales and verify their accuracy using check 

weights.

Thermometers

Before recording temperatures, pre-cool the thermometer by inserting it into a specimen and 

allowing enough time to stabilize the reading. Then place the thermometer into another 

specimen to record the temperature. Thermometers require careful handling. Do not attempt to

insert a thermometer into hard or frozen specimens without first making an opening with a sharp 

pointed instrument. 
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Check approved digital thermometers at least twice each week by using an approved digital 

calibration device (Tel-Tru) or by following the ice and water bath procedure below:

1. Fill an appropriate size beaker with ice and then water. 

2. Stir for 2 minutes and then immerse the thermometer for 2 minutes in the center of the 

mixture. Do not permit the thermometer bulb to rest against the side of the container. The 

thermometer may be held vertically by fitting it through a perforated piece of cardboard 

positioned across the top of the beaker. 

3. The thermometer should read within ± 2° of +32°F (0°C).

Record results on the Thermometer Check log. Digital thermometers are battery powered and

should be monitored accordingly for battery life. Approved digital thermometers show 

temperature readings in tenths of degrees. Record all temperatures on the notesheet and 

certificate to the nearest whole degree.

Round readings ending in .5 or higher to the next higher degree and those ending in .4 or lower

to the next lower degree. Always carry two digital thermometers.

Minimum Specifications for Digital Thermometers

Range: 0 to 120 °F 

Accuracy: ±2 °F (within the 0 to 120 °F range)

Resolution: 1 °F

Thermometers that do not meet these minimum specifications are not approved for official SCI 

Division inspections and must be recalibrated or disposed of. 

Recalibration

Digital thermometers that have a bead type thermistor sensor seldom require recalibration. The 

reason for this is the long-term stability of the thermistor sensor. Nevertheless, if it is necessary 

to calibrate to a specific control temperature, turn the calibration screw on the dial to the left to 

decrease the temperature reading or to the right to increase the reading. 

The following procedure is recommended if recalibrating at 32°F (0°C).

1. Fill a container with crushed or chipped ice.

2. Add water slowly until it overflows.

3. Add more ice until it is packed tightly to the bottom of the container, allowing excess to 

overflow.

4. Insert the stem of the thermometer at least 2” into the container and allow it to stabilize 

for 5 minutes. Note: It is important that the tip of the thermometer not touch the bottom 

of the container.

5. If the temperature reading is 32°F, the thermometer is accurately calibrated. If necessary 

to adjust the thermometer, do so by small amounts and allow it to stabilize before making 

any additional adjustments.

Approved digital thermometers may be procured from the SCI Division Supply Depot or from 

other sources, so long as the digital thermometer meets the minimum specifications. Save
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brochures or packing materials that show the thermometer meets these specifications. Unless 

authorized by SCI Division headquarters, digital thermometers bought from other sources by 

Federal offices or inspectors are not reimbursable.

Lighting

Proper lighting is required to perform an accurate inspection. If proper lighting is not available 

to perform an accurate inspection, postpone the inspection until there is adequate light. Be sure 

to advise the applicant of the circumstances.

Colors can vary significantly due to the color and type of the ambient light source. Observe 

questionable specimens under natural light. Examine specimens when judging certain factors,

such as blanching of celery, yellowing of limes, color of citrus and grapes, and the percentage of 

good red color on apples, in natural light (i.e. direct sunlight) before making a determination.

CARRIER, LOAD, LOT

Carrier Access

Exercise caution and use good judgment when accessing a carrier or storage containers. 

Consider environmental conditions, such as temperature, when accessing carriers or storage 

containers. 

Outside Temperatures

In extreme weather situations such as frigid temperatures or excessive heat, be aware of the 

potential for damage to the commodities due to exposure to these elements while in a carrier or 

storage container. In extreme temperature conditions, you may want to decline or postpone the 

inspection until conditions are more favorable. Applicants who want the inspector to proceed 

with the inspection in such conditions must submit a written request for such service. 

Once a request is made in writing for the inspector to continue with the inspection, take all 

precautions to minimize the exposure risk to the product. Certain commodities such as 

avocados, bananas, pineapples, and green tomatoes are more susceptible to temperatures colder 

than 45 °F. Take care to minimize the exposure of these products to temperatures below this 

range. Also, use precautions to minimize the exposure of refrigerated commodities to hot, dry 

temperatures. 

Type of Carrier

Generally, carriers used to ship fresh fruits and vegetables may be classified as refrigerator, 

baggage, box, insulated box, ventilated box, railcar, or mechanical refrigerator. If any special 

type of carrier is used, a special name may be given provided it is official with the railroad 

company, such as “Bunkerless Refrigerator Car.” If a mechanical refrigerator type of car is 

encountered, such as an SIRX, include a statement “Temperature controls in operation” or 

“Temperature controls not in operation,” as appropriate, as determined by the presence of cool 

air or heat being given off, the sound of motors in operation, or other means. 
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Trailer Identification

Registration (license) plates are usually attached to or near the rear brake lights on over-the-road 

trailers. Record the license number and state of issue with extreme care as the license plates are 

sometimes changed during or after loading or prior to arrival at destination. Make every effort to 

record the license number on the trailer that is backed against the unloading dock even if it 

requires asking the driver to pull the trailer forward a sufficient distance to be able to read the 

license. For safety reasons, never crawl under the trailer to get this information or stand between 

the trailer and loading dock.

Identification of “Piggy-back” Trailers, Vans, or Boxes on Railroad Flat Cars

When inspecting produce in “piggy-back” trailers, show the transportation company's identifying 

initials and number as the “carrier or lot identification.” This information usually appears on the 

side or end of the trailer. Do not use the license plate number unless there are no trailer initials 

and number. You do not need to show the flatcar number on which the trailer is loaded, but you 

may include that on the notesheet.

Railcar Identification 

The identifying number of a railcar is the letters and numbers found on the end or side of the 

outside of the car. Some cars that have been repainted show different numbers inside and 

outside. Always use the outside numbers and initials. Report the numbers on the railcar exactly 

as they appear.

Ship or Airplane Identification 

When the carrier is an ocean-going ship or airplane, use “Ship” or “Air” in the prefix block and 

give the full name of the ship, or the number of the airline bill or flight number in the “Carrier 

Type/Name” block. Be sure to include the source for this information in the appropriate block. 

If identifying information is not available, enter “NO ID” in the prefix or number sections of the 

“Carrier/Lot Identification” block. Advise the applicant that an inspection certificate with “NO 

ID” does not carry as much credibility as a certificate with some form of identification.

Lot Identification

If a carrier or license number is not available, but other identification assigned by the applicant is 

available, such as “Purchase Order Number,” “Lot Number,” or “Bill Of Lading Number,” enter 

that information in the “Carrier/Lot Identification” block. The information should be entered in 

this block only when the lot(s) are unloaded and the carrier or license plate is unavailable. If the 

number of digits and/or letters to be entered exceeds seven, enter the first seven characters and 

record the entire number in the “Remarks” section.

Loading Status and Condition of Loads

At the beginning of each inspection, record the status of the load. Specifically, record whether 

the lot presented for inspection is:
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• Still Loaded (LO) on the truck, 

• Unloaded (UL) onto the dock or warehouse floor, or 

• Partially Unloaded (PU), meaning a portion of the lot is still loaded on the truck and a 

portion of the lot is unloaded. 

Lots that are partially unloaded must be inspected as two separate lots. Identify one lot as the 

loaded portion, and the other lot as the unloaded portion. For Loaded (LO) and Partially 

Unloaded (PU) lots, note the car or trailer number in the appropriate block. Enter each of these 

loaded and unloaded lots separately in the “Products” section. Certification of the number of 

packages should show the number or approximate number of packages remaining on the 

conveyance and the number or approximate number of packages that were unloaded. For loaded 

and partially unloaded lots, provide a statement describing the condition of the load.

Make every attempt to obtain some form of identification for the lot presented for inspection. If 

the applicant is unable to provide a purchase order number, bill of lading number, sales order, or 

any other form of identification for the load, note “NO ID” for the “Lot ID,” and record the 

inspection as a Lot Inspection (LI) in the “Loading” section.

Always note the condition of load and containers on the notesheet and report condition on the 

certificate if any shifting and/or breakage or other damage to containers is present, as this may be 

the basis of settlement of a claim against the carrier. Clearly show the arrangement of 

containers, giving the number of layers and rows, and showing whether the load is “through” or 

“divided with center bracing.”

If more than one certificate is issued on different products in a mixed load, show the loading 

information only on the first certificate. For example, for mixed commodities such as green 

onions, sweet peppers, and cucumbers, the loading statement might be: 

• “Through mixed load, lengthwise and crosswise, 4 to 8 rows, 5 to 9 layers; green onions 

in rear 1/4 of load, lengthwise, 8 rows, 6 layers; sweet peppers at 1/2 length of trailer, 

lengthwise, 6 rows, 9 layers, cucumbers in front of trailer on 2 pallets, lengthwise and

crosswise, 2 and 3 rows, 6 layers per pallet.”

If the applicant requests a separate certificate for each shipper on one or more commodities, the 

condition of load and containers on each certificate should reflect only the information 

applicable to that shipper’s product(s). If part of the load or one or more commodities are not 

offered for inspection, show on the last notesheet and certificate “Applicant states above trailer 

also contains other products not offered for inspection” in the “Remarks” section. Crossreference the certificates issued should be cross-referenced under “Remarks.”

The following are terms, statements, and descriptions of the status of loads and containers.

Terms Describing Conveyance

A. Railcars

1. “B” End: The end of the railcar on which the hand brake wheel is located 

(viewed from the outside).
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2. “A” End: The end opposite the B end.

3. “R” Side or Right Side: The “R” Side or Right Side of a railcar is the side of the 

car on the right of the inspector when standing inside the car and facing the “A” 

end.

4. “L” Side or Left Side: The “L” Side or Left Side of a railcar is the side of the car 

on the left of the inspector when standing inside of the car and facing the “A” end.

B. Trailers 

For Semi-trailers and box type trucks, use the door location to help as a reference point. 

Rear of trailer is where the doors open for loading. This is also the area where a license 

plate would be found. Front or “Nose” of trailer is opposite the rear doors and usually 

where the refrigeration or cooling unit is located. The right is on the inspector’s right 

side, left is on the inspector’s left side when standing at the rear doors of the trailer 

looking toward the front of the trailer. See examples below.

“A” End “B” End

Brake
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C. Paper Lining

Paper lining is sometimes applied to the walls of a railcar or trailer as a precaution against 

freezing. Show which portions of the car or trailer are “paper lined” and the height to 

which paper extends on the walls, including the doors. 

Examples: 

“Walls papered to within approximately 2 feet of ceiling.” or 

“Walls papered to height of doors.” 

D. Heaters

Trailers arriving from cold areas sometimes have heaters. Show the type of heater (e.g., 

oil, coal, wood, or charcoal), its location, and whether “burning” or “not lighted.” If a 

heater is present, be careful about entering trailers before they are ventilated. 

E. Doors

Note whether the doors on all conveyances were “open” or “closed” when you arrived to 

begin the inspection.

1. Doorway: The space enclosed by door casing.

2. Space Between Doors: The space in the railcar between the doorways on each 

side of the trailer. Products should not be reported as being in the “doorway” if 

they are in the “space between the doors.”

3. Doorways Boarded Across or Boards Across Doorways: Use these terms to 

describe doorway protection of bulk loads when the railcar is loaded full length. 

Show the height, either in number of feet or “to height of load.” Report if the 
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doorways are boarded from side to side and the “space between doors” is empty

in the “Condition of Load and Containers” section.

4. Doorways Slatted: This term applies to slats (usually wooden) across the 

doorways for retaining the bulk of packaged load. Show how high slats extend.

F. Vents

Vents are openings in the ends of conveyance for the purpose of ventilation. They may 

be “open” or “closed.” Note if there are multiple vents in different positions and show 

their respective locations, e.g., “Upper right front vent open, other vents closed.”

G. Adjustable Load Dividers

Many mechanical refrigerated railcars have permanent bulkhead type dividers that can be 

used to separate the car into compartments or hold a partial load intact. Use the term 

“adjustable load dividers” to identify this equipment and its location. 

Examples:

“Adjustable load dividers in place next to doors each end of car.” 

“Adjustable load dividers in place 1/4 length of car in A end and against side walls next 

to doors B end of car.”

H. Defective Equipment

Statements about defective equipment should refer only to such equipment that has a 

detrimental effect on the product. If doors do not fit, state the width of the space at one 

or more sides. Show any other damage to the car or trailer that may affect the condition 

of the shipments, including leaks in the roof, looseness of siding and roof sheathing, 

holes in floor, contamination of floor by grease, or the presence of chemicals such as salt. 

Ensure your description of defective equipment is precise and clear. 

If the receiver or carrier specifically requests information about defective equipment, or 

when it is known that a protest had been filed claiming defective equipment and evidence 

is being presented to substantiate this claim in the form of a private inspection bureau 

certificate, show the exact conditions of the equipment in question even if it has no effect 

on the condition of the produce, e.g., exact statements about the size and location of 

openings or cracks in the doors.

Terms Describing Loading and Bracing 

Use appropriate terms to describe loading and bracing for loads to ensure uniformity in the 

preparation of certificates, and to clearly describe the condition of the load. 
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Refer to the example below regarding the terms “Layer”, “Stack” and “Row.” 

A. Layer

A course or stratum of the load that is parallel to the floor of the carrier and one container 

in height.

1. Counting Layers: There is only one “top layer” and one “bottom layer.” When 

counting layers, start at the bottom or floor layer and count up. When describing 

the number of upper or lower layers, use “upper 2 layers” or “lower 3 layers.” Do 

not use “2 top layers” or “3 bottom layers.” 

Example:

“Load divided lengthwise, 6 layers, 7 rows, center bracing intact.

Alternate layers double stripped, strips nailed.”

If the load and the containers are in good order or fully loaded, the statement of 

arrangement is all that is necessary. Always record the condition of loaded lots 

and cartons on the notesheet, but you only need to report this information on a 

certificate if requested by the applicant, or there is significant damage to cartons 

and product.

If the load is “broken” or partly unloaded, use the statement “partly unloaded.”

Show the arrangement of the amount left in the conveyance and not the number of 

packages that have been removed. 

If the shipment has been unloaded onto a pier or into a cold storage or warehouse 

room, and the method of arrangement of the packages has no bearing on any 

condition of the product that may be reported, you can state “stacked at above 

location,” or “stacked on pallets at above location,” or “pallets banded,” or 

“pallets enclosed in open mesh wrap.” Describe any damage to the stacked 

containers.
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2. First Layer: The layer of containers resting on the floor or floor racks of the 

carrier, or on pallets or slip-sheets. 

3. Second Layer: A second layer counting up from the floor.

4. Incomplete Layer: A layer, usually the top layer, in which there less than a full 

number of containers. See examples below.
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B. Stack

Containers extending from one side of the carrier to the other, parallel to the end of the 

carrier. 

1. Stack Numbering: The stacks in the car numbered consecutively from each end 

of the car toward the doorway, or in trailers from front (nose) to rear, e.g., Stack 

No.1, A end, is the first stack in the A end of the car. 

C. Row

Containers extending lengthwise of the carrier, parallel to the sides of the carrier and one 

container in width. Three objects are required to make a row, which is defined as a 

“series of objects in a continued line.” If only one stack or two stacks are mentioned, 

state as so many containers wide.

Example: 

“1 stack of hampers 7 wide, 1 stack crates 5 wide, remainder of load crates 7 rows.” 

D. Through Load

A load with no space between doors; the containers are loaded from end to end of carrier. 

There may be space fillers consisting of end gates, end braces, and bulkheads, spacing 

strips and spacing frames. In trailers, this would be a load with no space between the last 

pallets and the doors. See example below.

E. Divided Load

A load that is separated into two units at door by center bracing, center gates, center 

bulkheads, or adjustable load dividers. See example below.
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Example: 

“Divided load, center braced, 5 rows, 3 layers.” 

F. Space Between Doors

In a railroad car, the space between the doors, usually between the bracing gates or 

bulkheads. The “doorway” is the area enclosed by the door casing. 

G. Lengthwise Loading

Containers that are arranged with their ends towards the ends of the carrier. See example 

below.

H. Crosswise Loading

Containers arranged with the ends facing the sides of the carrier. 
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I. Upright Loading

Containers that are facing toward the floor and ceiling of the carrier. 

J. End to End Offset Load

This describes load in which the containers, particularly baskets, and specifically climax 

baskets, are arranged in rows so that each container in all layers except the first layer is 

offset and rests equally on two containers beneath. This method requires loading 

containers by rows from one end of the carrier to the other. This is the most common 

method of loading bushel baskets. See example below.
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Example: 

“Floor stacked in rail car, 3 layers, 5 to 4 rows, offset stacked”

K. Alternately Inverted

Containers, particularly hampers and baskets, half of which are placed with tops up and 

half with tops down. In each row and stack, adjacent containers are placed in opposite 

positions and containers in adjacent layers are placed top-to-top and bottom-to-bottom. 

See example below.

L. Space Filler

Structures, frames, or strips used to fill lengthwise space in the carrier. Designate fillers 

by type, such as center gates, center bracing, center bulkheads, end gates, end braces, end 

bulkheads, spacing strips, and spacing frames. 

1. Center Gate: A structure placed between the two parts of a divided load to fill the 

lengthwise space remaining in the carrier at the doorway. 
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2. End Gate, End Brace, and End Bulkhead: A structure placed at the end of the 

carrier to fill part or all of the lengthwise space in a through load. 

3. Spacing Frame: A structure made of strips or boards that is placed between 

adjacent stacks to fill part or all of the space in a through load. 
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4. Spacing Strips: Strips or boards placed between adjacent stacks to fill part or all 

of the space in a through load. 

5. Strips: Strips of wood or cardboard-type material on the containers that are 

generally used to prevent containers from shifting crosswise in the carrier. Some 

or all layers may be “stripped.” Stripping may or may not be “nailed.” Restrict 

statements about nailing to the portion of the load that you are able to see. 

Packages are “single stripped” when only one strip is used on a single layer of a 

stack, and “double stripped” when two strips are used. If stripping is not 

customarily used or when the packages are fragile, show whether the container is 

single stripped or double stripped. 

Example:

Divided load, center braced, 5 rows, crosswise loading, 6 layers, alternate layers 

stripped, strips nailed. Strips, which have been nailed one on top of the other to 

get additional thickness, are “two-ply.” 

6. Vertical Stripping: Report strips that run from top to bottom of the container as: 

“Vertical strips at corners of lugs,” or “Vertical strips at ends of containers.”

7. Top Ice or Ice over Load: Chunked ice or crushed ice that is distributed over the 

top of the load. State the depth of top ice in inches or feet (as “approximately”). 

If the depth is not uniform, show the variation and the portion of the load covered 

in top ice. 

Examples:

“Approximately 4 to 8 inches of top ice over entire load” or 

“Approximately 1 to 6 inches top ice over approximately 1⁄2 of top of load.”

Report ice over the top of the load under the heading “Condition of Load and 

Containers.”

M. Bulk Loads

If the product is in bulk, such as cabbage or potatoes, show the approximate depth of the 

load and whether it is loaded the entire length of the conveyance, or if the ends are braced 

with slats or a solid bulkhead retaining the load. See example below.
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Examples: 

“Bulk, in vented trailer (open) from rear door, floor load watermelons range from 3 to 5 

feet in depth through load.”

“Bulk, divided load, 2 to 5 feet deep, bulkheads in place next to doors at each end of car.”

N. Palletized Load

Describe the loading of the pallets, and the number of rows and layers of containers on 

the individual pallets as well and the strapping used. 

Example:

“Through load, 2 pallets wide; 3 rows, 16 layers on pallets.” 

This much abbreviated description is the minimum to be reported. More detailed 

information may be reported, such as the number of containers per layer. Indicate if 

banding by means of plastic or metal bands or mesh or plastic wrapping is present. 

If spacers are present, an example of a proper description would be:

“Six inch cardboard spacers between 2 pallets and rear doors.”

O. Stacked on Pallets

Describe how the containers are off-loaded and stacked on pallets and stored in a cooler, 

warehouse, or storage trailer. Straps, filament tape, or film wrap may be applied 

horizontally to steady the containers when the pallets are moved. 
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P. Slip Sheets

Flat fiberboard sheets that are similar in size to a pallet and used as a pallet under a block 

of containers. Slip sheets are not always found under the floor layer of containers. A 

block of containers may be loaded on another block or two in height. 

Example: 

“Slip sheets on floor under first layer, between 4th and 5th layers, and between 8th and 

9th layers.”

Q. Pads and Straw, Hay, and Shredded Paper

These products may be used as protection against bruising or freezing in bulk loads, 

particularly of watermelons. Cushion pads, cardboard, and shredded paper and other 

loose materials also may be used on the floors and sidewalls of conveyances to minimize 

bruising by the floor and sidewall sacks of products such as potatoes and onions. If these 

protective materials are present, show their thickness and suspension. Note the presence 

of these materials if they have a bearing on damage to the product because of bruising in 

floor layer packages. Do not use trade names such as “Jiffy” for pads.

Examples:

“Cardboard or cushion pads on floor racks or over floor beneath most bottom layer sacks, 

none under some sacks.”

“Floors (floor racks) covered with cushion pads. End and sidewalls covered to height of 

load.”

“Floor covered with straw, side walls covered with cardboard to approximately 4 feet in 

height.”

Condition of Containers

Note any abnormal conditions of containers. Report damage to containers, such as crushed, 

indented, wet moldy spots on sacks, and wet or leaky condition due to decay or any other factors. 

Describe containers in general terms and provide the number and size of wet spots. 

Example: 

“Many sacks show from 3 to 5 wet spots ranging from 1 to 5 inches in diameter.”

If the containers are badly weather stained, dirty, torn, or have an unsightly appearance, describe 

the condition under the “Other” heading.
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Shifted Loads

The inspection certificates must show, in accurate detail, the exact damage resulting from 

shifting of loads.

If the load is shifted, show whether the shift is lengthwise or crosswise, and the amount of shift 

in inches or feet, reporting as little as 1⁄2-inch increments. Clearly describe whether the shift 

occurred in all layers or only in certain layers.

Example: 

“Load shifted from A end of car from 3 inches in bottom layer to 18 inches in top layer. 9 badly 

crushed lugs noted next to B end bunker wall with portion of contents spilled from 3 lugs.” 

State, in general terms, if any damaged containers are noted in the remainder of the load. 

Carefully examine any damaged containers to determine the extent of damage to the product. If 

you find damage in more than a few containers, report it as a Condition factor, noting the number 

or percentage of specimens affected.

Example: 

“In crushed lugs from 1 to 5, mostly 2 to 4 badly bruised or crushed tomatoes.”

Damaged containers that have been segregated by the applicant or that can be counted with 

accuracy should be inspected and reported as a separate lot. If damaged containers have not 

been segregated or cannot be counted with accuracy, sample them proportionately and inspect 

the entire lot as one lot. State if the containers are crates, boxes, or lugs, and they have shifted 

off the strips, showing as accurately as possible the number of containers that have shifted. 

Example: 

“Load shifted from 3 inches in 4th layer to 8 inches in top layer from A end of car, affecting 6 

stacks next to bunker. Practically all lugs in these layers are off strips, and resting on lids of 

those underneath.”

Check the lugs underneath for bruising and, if found, report it as a Condition factor.

Example: 

“In lugs underneath lugs shifted off strips, from 3 to 6 tomatoes per lug in contact with lids are 

badly bruised.” 

If a shift occurs in containers that are baskets loaded in an offset manner, note that the baskets 

were loaded in an offset manner and describe the shift, e.g., the load has shifted away from one 

bunker wall and some of the top layer baskets have toppled over into the space left by the shift. 

Do not measure from the bunker wall to the original offset baskets and report that space as the 

amount of shift in the top layer. 
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The following is an example of how to describe a shift in a load of basket products:

• “Bottom layer baskets shifted 2 inches, second layer 1 foot and top layer 18 inches from 

end wall. Six badly crushed baskets noted next B end wall.” 

Do not state that the top layer of the load shifted the distance between the wall and the offset 

baskets, as they were originally loaded away from the bunker. If the baskets have not toppled 

over and remain in the top layer, a shorter statement could be made, such as: 

• “Load shifted from A end of car from 6 inches in bottom layer to 1 foot in top layer. 

Some baskets throughout load have sides crushed in 2 to 4 inches. Three badly crushed 

baskets noted next B end wall, 2 with contents partly spilled.” 

If containers are broken, racked, squeezed, or turned on their sides, show if the contents spilled, 

or are spilling or intact. Report any damage to the contents of the containers and, as appropriate, 

include a notation referencing the broken or damaged containers. A shift in a load is very 

important from a claim viewpoint, so take extreme care in describing all shifts very clearly so 

anyone reading the certificate can picture the actual condition of the load, and the condition of 

the contents of the containers.

Marking Carriers

Marks of a Previous Inspection

When performing inspections on loaded or partially unloaded lots always look carefully for 

markings on the trailer or railcar walls that provide evidence of a previous inspection. Record 

any such markings on the notesheet. If you determine that a shipping point or another 

destination market certificate has been issued on the same lot, do not report the results of a 

subsequent inspection without first checking with your supervisor for guidance. The subsequent 

inspection may be an appeal inspection.

Shipping Point Marks

Carriers inspected at shipping points may be marked with the State initial and the date. A few 

states mark carriers with stickers. This marking usually appears on the wall of the carrier near 

the doors or on the ceiling. 

Example:

“ME-05-12-14” indicates that the trailer load was inspected in Maine on May 12, 2014.

Marking Carriers After an Inspection

Mark the inside wall of the carrier near the rear doors with the number of the office from which 

the certificate will be issued, date, type of inspection, and inspector number using the marking 

device (black marker) issued to each inspector. Use the following abbreviations to denote the 

type of inspection:
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• QAC or Q&C – Quality and Condition 

• CON – Condition only

• FRZ – Freezing only

• SEE – Section 8e import

Mark each carrier unless it is being unloaded or the operator objects to marking the trailer. Upon 

completing the inspection of any lot that was previously inspected at another market, substitute 

the mark of the office making the second inspection for the original mark. Neatly cross through 

the previous mark and record the current marks adjacent to it. This is especially important when 

a load may be rejected, reloaded, and moved to another location. 

See Appendix I for numbers assigned to the different Terminal Market Offices.

Restrictions 

Accessibility 

When carriers are so heavily loaded that the only accessible packages are those adjacent to the 

doors, try to get the applicant to make more of the load accessible. Document if the applicant is 

unwilling to make more of the load available on your notesheet and certificates. Make a

statement similar to the following:

• “Inspection restricted to two pallets nearest rear doors, further accessibility refused by 

applicant,”

• “Inspection restricted to 4 pallets nearest rear doors made accessible by applicant.”

You cannot make this statement unless you actually check with the applicant or one of their 

representatives. Document on your notes the name of the person with whom you talked. 

For loads of tomatoes or other products with glued layers that are difficult to remove and sample, 

ask the applicant for help in obtaining your samples. If the applicant cannot help, restrict your 

inspection to the upper three layers of the pallets. 

Make every effort to perform unrestricted inspections on unloaded lots. As a last resort, an 

unloaded lot can be restricted to accessibility. If that occurs, show the number and location of 

accessible pallets as part of the restriction.

If the certificate is restricted to the accessible portion of the load due to heavy loading, the 

restriction under “Remarks” should describe whether it applies to both the commodity and 

loading. If the restriction applies to the commodity and not to the loading, use the following 

statement:

• “Inspection and certificate restricted to product in the upper layers.” 

If the restriction applies to both product and loading, use the usual restriction and state the 

number of layers in a statement like this: 
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• “Inspection and certificate restricted to product and loading in the upper three layers.”

If shift or breakage has been described in stacks next to end walls or in lower layers, and it is 

necessary to restrict the certificate, do not restrict both product and loading to upper layers even 

if the samples were selected from this portion of the load. Inspection of product might properly 

be restricted to upper two layers and restriction of remainder of load. Restrict the certificate to 

both commodity and loading to the portion that can be examined unless you can determine the 

extent of shift and breakage in lower layers or rear stacks.

Keep restrictions because of loading to a minimum. Restricted certificates because of loading 

are undesirable and the inspection should only be restricted when the load is so shifted or the 

loading is such as to make complete sampling impractical to finish the inspection. If these

conditions make restriction necessary, report on the notesheet and in the “Remarks” section on 

the certificate. 

Restrictions to Parts of a Load

Note if use of a truck made a load accessible or other possible explanations when an unrestricted 

certificate is issued on a load ordinarily inaccessible or requiring restriction. 

Example: 

“Inspection made during process of unloading, truck furnished by applicant to make load 

accessible.” 

Clearly word the restriction of the certificate to a part of the load so there can be no 

misunderstanding about what it covers. The following are terms most commonly used to 

describe such carrier restrictions:

A. Adjacent to the Doors or Nearest Rear Doors. This term applies to packages in the rows 

next to the doors. Refuse service if only these packages are accessible for inspection and

state the following on the certificate: 

• “Applicant refused to make load accessible.”

B. Between Doors. Use the statement “between doors” if you wish to cover all packages 

between both sets of doors in railcars, including the packages by adjacent doors.

C. Each Side of Doors. It is frequently necessary to restrict a certificate to all layers in one 

or two stacks on each side of doors. This is especially true in cars showing freezing in 

the bottom layer packages where the load is divided. A restriction of this kind should 

read: 

• “Inspection and certificate restricted to product in all layers of 2 stacks nearest 

doors each side of car and upper 2 layers in remainder of stacks.”
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DETERMINING TYPE OF INSPECTION

It is very important to determine the kind of inspection desired before you start. Nearly all 

terminal market inspections are for condition or grade determination. Only conduct an appeal 

inspection after the applicant confirms, in writing, that they are protesting previous inspection 

results, or if you find yourself in an appeal situation while performing a grade determination. 

The only exception would be for inspections made on lots delivered to Defense Personnel 

Support Center (DPSC) Distribution Points or Naval Supply Depots. In those cases, if you find a 

material error in inspection at origin or previous inspection point, notify the proper authority.

Any financially interested party may request an appeal inspection. If a grade inspection is 

requested, follow the usual appeal procedure (see Appeal Inspections). The same policy applies 

to all spot inspections of Government purchases of surplus commodities. Corrections of grade 

certification of Government purchases, whether for the Armed Forces or other Government 

agencies, at the earliest possible opportunity will protect the Government’s interest and eliminate 

possible subsequent misunderstandings.

PERFORMING THE INSPECTION 

Sanitary Practices 

Protecting the safety of the U. S. food supply requires a coordinated effort throughout food

production, distribution, transportation, marketing, and consumption channels. The

responsibility to safeguard our food supply is shared by everyone, from the grower to the

consumer. It is important that everyone handling fresh produce understand the importance of

personnel cleanliness and sanitary practices with respect to food safety. Individuals at each step

along the farm-to-table chain have a responsibility to help ensure the safety of our food supply

and prevent food safety hazards. As USDA representatives inspectors must lead by example.

SCI sanitary guidelines provide practices that SCI employees and Federal-State Inspection 

Program (FSIP) cooperators must use while performing fresh produce inspection and related 

activities.

See the SCI Sanitation Manual for specific employee sanitary responsibilities for fresh produce 

inspection.

Representative Samples

Accurate certification is possible only if the samples examined are truly representative of the 

entire lot. Do not over-emphasize conspicuous containers in the lot or disproportionately sample 

bad containers. For example, spotted containers in a shipment of potatoes should not be sampled 

more heavily than the same proportion of clean containers or vice versa. 

Take samples from all portions of the pallets (top, middle and bottom) regardless of the difficulty 

in obtaining samples. If you cannot obtain your samples from these various locations because of 

strapping, glue, or other obstacles, restrict your inspection to the portion of the load/lot that was 
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representatively sampled. Include samples of different sizes, grower or packer marks, PLI 

numbers, as well as various locations in the load.

Use of Manifest Records

A record of the manifest may be obtained, when practical, in order to determine the number of 

packages of different varieties, brands, and marks in the lot. This information will assist you to 

give proper attention to the different factors when selecting samples such as different sizes, 

grower’s or packer’s marks and various locations in the load.

Deceptive Loading

Always consider the possibility that packages may have been placed in a certain way to affect 

sampling. Recoopered (fixed up) packages should be avoided when sampling, unless 

specifically requested by the applicant to determine the amount of damage therein. Examine 

damaged packages in otherwise undisturbed loads and report them separately as separate lots

where or when practical.

Number of Samples

All unrestricted lots will have a minimum of three samples examined. Lots with less than three 

containers will have all containers examined to be considered unrestricted. Beyond this 

minimum requirement, no exact rule can define the number of additional samples that must be 

examined because of the variations in inspection conditions. Several commodities such as 

watermelons and Net Weight inspections have a specific number of samples that must be 

examined. See specific commodity inspection instructions for further guidance.

As a general guide the goal is to sample 1% of the containers in the lot. This number may be 

larger or smaller depending on the amount of defects in the lot. Very low or very high 

percentages of defects may change the sample number to less or more than 1%, respectively. It 

is entirely the inspector’s responsibility to examine enough samples to ensure that the certificate 

issued will accurately describe the quality and condition of the lot. 

A straight load of one PLI and a single grower or packed by one or two packers may involve less 

sampling than a load of mixed PLIs and various growers and packers. Any sample that differs 

materially from the others examined should be taken as a warning that the lot is irregular and that 

more samples must be taken. Use the following sample rates as a guide and all are dependent on 

the amount of defects in the lot:

• For lots or loads that contain more than 2,000 containers, the goal is to sample two-thirds 

of 1 percent of the containers in the lot.

• For products with 10 or less specimens in the container, the goal is to sample 1-1/2% to

2% of the containers in the lot. Examples include cauliflower, cantaloups, honeydews, 

and mangos. 
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• When sampling master containers, the above sampling rates apply based on the number 

of master containers; however, depending on the commodity type, one or two consumer 

packages may be selected from each master container selected for sampling. Be 

consistent and select a set number, e.g., one or two, consumer packages from each master

container. 

Note: Refer to specific commodity instructions or your supervisor if you are uncertain as 

to the proper method of sampling.

• If the applicant supplies sample pullers, it is the inspector’s responsibility to ensure the 

lot is properly sampled. This will require the inspector to mark the containers that are to 

be sampled or to implement an Officer-in-Charge (OIC) or Federal Program Manager 

(FPM) approved sampling plan from the applicant. In either case, the inspection service 

must supervise the sampling in person; official samples may not be pulled when 

inspection personnel are not on site.

Additional Samples

When the inspector has finished the initial inspection and is still in doubt regarding the results, 

examine additional samples until the uncertainty is resolved. 

Example: 

If you find packages that contain the grade limitations of dirt, quality defects, etc., and suspect 

that other packages may contain more than the limit, examine additional samples until you 

resolve the factor in question. 

These additional samples must represent lot and must be recorded on the notesheet.

Examine Specimens from Various Places in Containers

If only a portion of the contents of a package are inspected, select the sample(s) from various 

places in the containers. 

Example: 

A lot of Snap Beans with three samples to examine, draw the samples from various locations, 

such as the top, middle, and bottom of the container (see commodity specific instructions). 

Include all layers of crates, baskets, and boxes in the sample. If you suspect decay or freezing 

injury in the bottom or end of packages in all containers, including sacks, select samples from 

that portion of the container so that representative portions of these often-localized defects are 

included in the examination. Do not over-sample these locations.

The examination of a sample consisting of only part of the contents of a container does not 

warrant a statement that the container shows certain conditions. Always use the term “sample”
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when only part of the contents of the container was examined. When the entire contents in all 

sample units are examined, name the container.

Sample Size

For some commodities, the sample size is defined in the grade standards. When it’s not defined 

in the standards, as a general rule, examine the entire contents if the container contains 50 

specimens or fewer or 50 pounds or less. 

Make samples as uniform in size as possible. Container or sample tolerances in individual 

packages necessitate examining larger samples or the entire contents of packages to determine 

whether such tolerances are exceeded. If a lot is out of grade only because of defects exceeding 

the sample, container, or lot tolerance in one or a few samples, examine the entire contents of at 

least one of these containers on those commodities, where practical. On commodities such as 

peas and onion sets, double the size of at least one sample. 

For commodities packed in consumer-size containers with a set sample size, do not double your 

sample size if it exceeds the sample tolerance. 

Example: 

For a lot of potatoes packed in 5-pound bags, the sample size would be 20 pounds (4 bags). If 

sample, container, or lot tolerances are exceeded, you do not need to double to sample size to 40 

pounds.

Containers Not Marked to a Net Weight

When the container is not marked to a net weight, and the sample is the entire container, and 

tolerances are determined on the basis of weight, the inspector must weigh the entire contents of 

the container to determine the sample size. If the container is marked to a net weight, that weight 

will be the sample size.

Consumer Packages 

When consumer packages are packed in master containers or shipping cases, the consumer 

package is usually the unit for inspection. It is generally not permissible to combine the contents 

of two or more of these packages to form the sample; however, you should review specific 

commodity standards and instructions to verify the necessary sample size. In addition, some 

U.S. grade standards specifically provide no restrictions on the percentage or number of defects 

permitted in individual packages, provided the average is within the tolerance. Certain 

commodities such as potatoes, carrots, topped radishes, oranges, strawberries, and tangerines

have specific fixed or uniform sample sizes. If the standard provides a fixed or uniform sample 

size, refer to the specific standard for the number and/or percentage of defects permitted in 

individual packages and application of tolerances.

When inspecting citrus fruit (i.e. clementines), under the U.S. Standards for Grades of 

Tangerines, sampling is by count, as based on a minimum 25 count sample. For containers with 
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less than 25 fruit the procedure of examining the entire contents of a secondary adjacent or 

contiguous container will apply.

Individually Wrapped Specimens 

In the case of individually wrapped products such as cauliflower, celery, or wrapped lettuce

where one of each specimen is packed in a film bag, tray, or other container, consider the 

contents of the master container the unit for inspection. The wrap must be removed from each 

specimen for proper examination.

Recording Sample Results

Inspectors shall record sample results immediately at the completion of each sample and prior to 

running additional samples or calculating percentages. Sample results will be recorded onto an 

official scoresheet. If samples are recorded on something other than an official scoresheet, that 

document must be retained and becomes part of the official inspection record. 

Calculating Percentages

When the sample size is uniform, calculate the defect’s total percentage by totaling all of the 

specimens scored for that defect, divide that total by the total of all samples then multiply by 

100. When the size of samples is not uniform, determine the defect percentage individually for 

each sample and divide by the number of samples examined. The policy of determining the 

percentage for each sample makes it easy to tell whether the sample exceeds the package 

tolerance for the grade for those products that contain such a provision. 

Example:

Uniform sample size Variable sample size

CT. DK CT. DK %

 50 4 42 4 10%

50 3 51 3 6%

50 1 54 1 2%

Total 150 8 3 18%

(8 ÷ 150) x 100 = 5% 18% ÷ 3 = 6%

Cutting Specimens 

You must cut specimens to determine the presence and percentage of internal defects such as 

hollow heart in potatoes and water core in apples. While it is not policy to cut large amounts of 

produce, it is advisable to check the internal quality as a matter of precaution due to growing 

conditions, use of vine killers, hormone sprays, or other cultural practices that may result in 

internal problems. 
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Note: If the applicant objects to cutting an adequate number of specimens to determine the 

internal quality or condition of the product, you may reject the application for inspection or 

restrict your inspection to external defects only.

Commodities with Defined Cutting Plans 

Some commodities, such as potatoes, citrus, and apples, have specific cutting procedures and/or 

plans. When inspecting such commodities and cutting for internal defects, follow the specific 

cutting procedure or plan. 

Commodities without Defined Cutting Plans 

For commodities that do not have specific cutting plans, use the following procedure. Always 

maintain a column for cut specimens on the notesheet.

During the normal inspection process, randomly cut a sufficient number of specimens to examine 

the internal quality of the product. If internal defects are determined to be present, use the 

following sampling plans, when applicable, as a guide. These plans are for commodities without 

specific cutting plans outlined in their respective inspection instructions. Base the percentage of 

internal defects on the cut sample. If it is impractical to apply the following guidelines, cut a 

sufficient number of specimens and base the percentages on the entire sample.

If there are external indicators for internal defects, cut the suspicious specimens as necessary and 

base the percentages on the entire sample.

If during the normal inspection process a sufficient number of randomly cut specimens show that 

internal defects are present in the lot, begin to cut a random sample of five (5) specimens from 

each sample. Include those already randomly cut specimens as part of the five to be cut. Do not 

select and cut another random five. If any scorable (internal defect) specimen is found in the 5-

count sample, cut an additional 15 specimens from the sample (for a total of 20 specimens cut) or 

a total of 5 pounds for commodities inspected on a weight basis.

If a cut sample exceeds the application of tolerances for the commodity, increase the cut sample 

size to the entire container or to the normal sample size for those commodities with application 

of tolerances that are based on the sample to determine if the sample has met or exceeded the 

sample or container tolerances.

If the application of tolerances are exceeded in one of the samples, cut 20 specimens or a total of 

5 pounds in each of the remaining samples to provide an accurate percentage of internal defects.

For commodities based on ounces or grams, such as Brussels sprouts, the cut sample will consist 

of at least one half of the sample.

If the sample is based on consumer units, cut the entire sample.
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Recouping Loads and Packages

After completing an inspection, you must repack, recoup, and replace all packages examined in 

as close to the original condition as possible, unless the applicant offers to do the reconditioning. 

Unless specifically instructed by the applicant to do otherwise, repack defective specimens 

(including decay) found in the container. Do not repack cut specimens and specimens with holes 

from thermometers. Also, do not return samples that you have examined to the lot/load; instead, 

set them aside for the applicant to handle.

Furnishing Information on Shipping Point Inspections 

At the request of a receiver or broker who has a proven financial interest in a lot, you can share 

information about whether a certain shipment has been inspected at point of origin and its grade. 

If you do not know this information, advise the receiver/buyer to contact the shipper at point of 

origin. PLI is one indication that an inspection was performed at shipping point.

Inspectors Notes

The importance of the notesheet cannot be over-emphasized. Inspectors shall record sample 

results immediately at the completion of each sample and prior to running additional samples or 

finalizing percentages Do not make a statement on the certificate that cannot be substantiated by 

the notes on the notesheet. Double check all certificates for accuracy against the notes prior to 

signing. If there is a mistake on the notesheet, draw one line through the mistake, initial, and 

make the proper change. Never erase or scribble on the notesheets. All notesheets must be 

accurate and legible.

Symbols Suggested for Use on Notesheets

The following abbreviations of terms are suggested to promote uniformity on notesheets and to 

conserve writing time and space. Similar symbols may be developed and used by inspectors, but 

the terms should be clear enough in meaning that any inspector would be able to interpret and 

write a certificate from the notesheet:

• Pack: T, FT, or S (tight, fairly tight or slack). Slack is always described in inches or 

fractions of an inch.

• Size: U, FU, or I (uniform, fairly uniform or irregular) L, M, or S (large, medium or 

small)

• Color: G, LG, YG, GY or Y (green, light green, yellowish-green, greenish-yellow, 

yellow)

• Ripeness: H, F, FR, RF, (hard, firm, firm-ripe, ripe and firm (melons)), R, S or OVR

(soft or overripe)

General Quantity Terms

Unless used to denote a general factor of the lot or the container as a whole (i.e. loading and pack 

statements) general quality terms must be based on a sample by sample analysis and recorded per 
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sample on the notesheet with a column maintained and reported in the “Other” or “Lot 

Summary” section on market certificates. If a “mostly” term refers to a narrower range within an 

extreme range (as with diameters, weights or heads, color percentages on apples, etc.) enough 

representative specimens should be measured, weighed, or otherwise judged to establish with 

certainty the truth of the statement being made.

Occasional 1 to 5% (use only with reference to containers)

Few 10% or less

Some 11 to 25%

Many 26 to 45%

Approximately Half 46 to 54%

Most, Mostly 55 to 89%

Generally 90% or more

Practically All 96% or more

To indicate the portions of a sample the following symbols and abbreviations are

suggested:

• A single letter indicates “GENERALLY.”

o H = Generally Hard

• Two letters with no other symbol indicates the first letter refers to “Generally” and the 

second “FEW.”

o H F = Generally Hard, Few Firm

• A circle around the letter indicates “MOSTLY.”

o W = Mostly Well

• A double line under the letter indicates “MANY.”

o FW = Many Fairly Well

• A single line under the letter indicates “SOME.”

o NBMS = Some Not Badly Misshapen

Complements of Most Quantity Terms Necessary 

A complement is defined as one of two mutually completing parts. The terms “occasional,”

“few,” “some,” “many,” “approximately half,” and “most” require complements of some kind to 

account for the entire 100%. Under some uses “practically all,” “generally” and “mostly”

require complements. These complements may be: 

• another quantity term; 

• a percentage;

• certain mark or marks, preferably with number of packages shown; or

• a definite portion of load shown by descriptive location, preferably with number of 

packages given if it is a package load. 

The type of complement used is determined by conditions. For the factor dirt, examples are: 

• “In most packages fairly clean, in many slightly dirty.”
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• “Mostly clean to slightly dirty, 5 to 25%, average 15% dirty.”

• “In most packages clean; in J. Doe Mark, (loader’s count 35 packages) dirty.”

If it is desirable to state a “mostly,” make separate columns on the notesheet for recording the 

factors to which this term is to be applied. If the "mostly" refers to a narrower range within an 

extreme range (as with diameters, weights or heads, color percentages on apples, etc.) enough 

representative specimens must be measured, weighed, or otherwise judged to establish with 

certainty the truth of the statements to be made.

Correct compliments of quantity terms must also be reported in conjunction with defects such as 

decay and soft. For example, if the certificate shows the decay percentage for apples as 18% with 

a firmness statement of “Generally Firm”, this would be incorrect. A correct firmness statement 

would be “Mostly Firm” since “Mostly” accounts for 55% to 89% of which the 18% of decay 

would account for the remaining balance of the firmness statement. 

Occasional

Use the term “occasional” only in reference to containers. All other general quantity terms apply 

to both packages and individual specimens. For individual specimens, limit the use of these 

terms to such factors as color, cleanness, firmness, and maturity. Always report decay, specific 

blemishes, defects, and the part of a lot that shows a commercially undesirable state of maturity 

in percentages or fractions.

Generally

You can use the word “generally” on certificates without complement. Reporting that the pack is 

“generally tight” means that any exceptions are not worthy of mention. To promote uniformity

of its use, “generally” should not modify firm if no other condition factors are present unless 

more than 1% is fairly firm or soft. If 1% or less is fairly firm or soft, describe the product as 

firm. The same rule applies to all descriptive terms, such as color, form, smoothness, and 

cleanness.

Examples:

Strawberries with 1% overripe and -1/2% decay: “Firm”

Watermelons with 7% decay, 2% overripe: “Generally firm.”

Shipping Point Factors

Lot in Grade at Shipping Point, Out of Grade at Market Account Condition

Frequently, lots are not out of grade at shipping point but may be out of grade at market due to

decay or other defects that are considered condition factors. 

Example: 
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A load of California tomatoes are not out of grade at shipping point despite having sunken 

discolored areas. However, en route and at destination, the sunken discolored areas may have 

progressed and put the load out of grade on account of condition. Treat and report this as a 

regular inspection unless unusual conditions arise. unusual conditions could include lower layer 

cartons showing a high amount of defects or the timeframe in which the lot was previously 

inspected at shipping point. Contact your supervisor for further instructions when encountering 

unusual conditions as these could also lead to appeals.

Cases where the shipping point inspector finds the lot in grade for quality and condition defects,

and the market inspector finds sufficient quality defects that places the lot out of grade on 

account of quality, may become an appeal inspection of shipping point (see Appeal Inspections

section). Contact your supervisor for further instructions when encountering this situation.

Inspections for Factors Not Covered by Shipping Point Certificate

You can perform a new inspection for one or more factors that were not covered by the original 

certificate on a lot that was previously inspected. 

Example:

Confirmation of sale on a shipment of potatoes may specify “U.S. No. 1, with 80% or more 2-

1/4 inches or larger,” while the shipping point certificate simply shows “U.S. No. 1” and the 

buyer wishes additional information on the percentage of 2-1/4 inch or larger potatoes. If the 

applicant is only interested in having the additional information certified, restrict the inspection 

and certificate to this factor only. Make a statement similar to the following in the “Remarks”

section: 

• “Inspection restricted to size and percentage of 2-1/4 inches and larger only at applicant’s 

request.” 

If an up-to-date certificate is desired, including the special size statement, report all facts. 

Direct any requests from a shipping point supervisor for information on inspection results from 

receiving markets to the OIC, Regional Branch Chief or HQ Inspection Operations through the 

appropriate Federal Program Manager.

Reporting Unusual Conditions to Shipping Point Supervisors

If a market inspector observes a condition that may be of interest to a shipping point supervisor, 

the Officer-in-Charge should report it to the Federal Program Manager(s) for that particular 

State. Usually, this will be confined to shipping point inspected lots and condition defects that 

have developed to an unusual extent in transit. In addition, widespread occurrence of decay or 

other diseases in a commodity are indications of incorrect shipping point certification and that 

notification is warranted. The Officer-in-Charge should notify the Federal-State Inspection 

Management Branch Chief, which will notify the Federal Program Manager for that area.
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Inspections That Must Be Unrestricted

There are several categories of inspections that cannot be restricted either to a portion of the 

containers in the lot or to a group of factors such as condition only. These include:

Canadian Import Requirements

Inspection certificates issued at origin or loading point must be unrestricted and cover the entire 

lot(s). Re-consigned shipments to Canada that were not inspected at shipping point or en route 

also must have unrestricted inspections. 

Certification under The Export Apple Act

Export Form certificates must be for grade and condition, and cannot be restricted to a portion of 

a lot of apples. However, two or more lots in a load may be covered by two or more Export 

Form certificates if all packages of apples in the carrier (over the 100-box exemption) are 

covered by a certificate, and the certificates are properly cross-referenced.

Federal Marketing Orders or Agreements and Government Commodity Purchases

Inspections for compliance or non-compliance with marketing orders or marketing agreements 

are generally performed only at shipping points; commodity purchase inspections are generally 

done at the receiving point. Certificates for marketing orders and agreements, and commodity 

purchases must be unrestricted and cover the entire lot(s) or load(s). Be aware of all products 

covered by Marketing Order (see Summary of Marketing Orders) and always check with your 

supervisor for previous inspections if there is a possible conflict with requirements of any 

marketing order.

U.S. Import Requirements under Section 8e of the Agricultural Marketing Agreement Act of 

1937

Section 8e import requirements are established and enforced to ensure that certain imported 

commodities meet the same production restrictions as the domestically produced commodity. 

Section 8e inspections must be unrestricted. 

Appeal Inspections

Appeal Inspections must be unrestricted, except if the original inspection was restricted. To be 

honored as an appeal inspection, the inspection on a restricted inspection must be restricted to the 

same portion of the lot.

Separating Lots

Always separate lots of the same product with different brands, varieties, grades, states or 

country of origins, or pack types (volume filled as opposed to tray pack cartons).

If a marked difference in quality, condition, or size is found, and such differences can be 

definitely associated with different types or sizes of packages or certain markings on the 
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packages, then the certificate and notesheet must report such differences as separate lots. The 

package markings that must be separated if there are differences in brands, size, grade, variety, 

and PLI marks. The notesheet must show the particular markings for each sample so that such 

differences can be recognized during the inspection process and for appeal purposes. You may 

not combine readily identifiable in-grade or properly sized lots with identifiable out-of-grade or 

off-size lots in order to cause the combined lot to either fail or pass. For example:

• A receiver requests an inspection on a load of 800 cartons of potatoes, sizes 70, 80, 90, 

and 100. The 70s fail on account of hollow heart, and, combined with the other sizes 

would cause the entire load to fail. However, the 80s, 90s, and 100s, separately 

computed, are grade U.S. No. 1. The applicant wants the lots combined in order to make 

a claim against the entire load as failing to grade. In fact, the entire load does not fail; 

only the 70s fail, and to report the 80s, 90s, and 100s as failing would result in an 

unjustified report of misbranding and could result in an unjustified claim against the 

shipper on those lots when they actually meet the grade and size marked. The 70s must 

be certified as “Fails to grade U.S. No. 1, 70 size account quality”, and the 80s, 90s, and 

100s as “U.S. No. 1, 80, 90, or 100 size as marked.”

If some lots would fail to grade and others would pass, even on the basis of a condition-only 

inspection, then those lots must be reported separately. On lots that fail, wide differences in total 

defects or a single defect such as decay would justify reporting as separate lots. An inspector can 

report as separate lots any time that would provide a clearer picture of the findings. If necessary, 

examine additional samples from one or more of the lots to establish clearly that there is a 

marked and consistent difference that can be associated with such marks or packages.

Note: In a case where there may be too many variant brands, varieties, grades, or origins comingled throughout the load to properly or efficiently separate lots, contact your supervisor for 

further guidance as it may be permissible to report as “Mixed Brands” or “Mixed Varieties” with 

each brand or variety listed next to each sample. 

Growers Marks, Packers Codes, and Other Markings 

Shippers and packers often mark packages with various sub-markings or codes, including 

growers’ codes, packer numbers, pack dates, and controlled atmosphere codes, to denote 

information for their own purposes. If you find a marked difference in quality, condition, or 

grade, and such differences can be definitely associated with the types of sub markings on the 

packages, then the certificate and notesheet must report such differences as separate lots. If the 

count breakdown per mark or code is not available from the applicant, report count for the entire 

load inspected under the first lot with a clear explanation under Remarks on the certificate stating 

that that total count for all lots is reported under Lot A as a count breakdown, per mark or code, 

was not available at the time of the inspection.

Product

Show the common name of the commodity under this heading. The common name is generally 

the title of the applicable U.S. grade standard. The type of commodity, when applicable, may 

also be shown in this heading, or when clearer or more convenient, in the “Brands/Markings,”
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“Origin,” or “Lot ID” blocks, as appropriate. The type may also be indicated in the “Products”

block, but, as a general rule, do not state the variety in this block. Refer to the SC-300 Manual

for examples of product statements.

Always identify the following commodities as one of the types as shown in the following list, in 

addition to the product name. Again, the type does not necessarily have to be shown in the 

“Products” block.

Product Type

Apples Red, Yellow, Green

Broccoli Bunched, Crowns, Florets

Cabbage Domestic, Danish, Red, Savoy

Cucumbers Fresh, Pickling, Greenhouse

Grapefruit California, Florida, Texas

Lettuce Iceberg, Boston, Red Leaf, Green Leaf, Butter

Bermuda-Granex-Grano (BGG) Onions Yellow, White, Red, Brown, Mixed Color

Northern Onions Yellow, White, Red, Brown, Mixed Color

Oranges California, Florida, Texas

Sweet Peppers Red, Yellow, Orange, etc.

Potatoes Round White, Round Red, Long White, Russet, Mixed

Spinach Plants, Leaves, Bunched

Squash Summer, Winter

Tangerine Florida, Other

Tomatoes Fresh, Cherry, Plum, Grape, Greenhouse, On the Vine

For domestically grown grapefruit, oranges, and tangerines, it is not necessary to enter the type 

in the “Products” block since the type can easily be captured from the “Origin” block. If the 

origin is foreign, enter (C), (F), or (T) after the product name to indicate the type as California, 

Florida, or Texas based on which standard is used. 

Variety, Type, or Description

The inspection service is not authorized to certify variety; we only inspect for quality and 

condition. Do not inspect for the specific purpose of certifying variety; reject applications to 

certify variety with an explanation to the applicant. Include a statement of variety only to 

identify the lot only if it is marked on containers or specified by the applicant. Advise applicants 

that identification of products by variety might be done by submitting samples to appropriate 

USDA, Agricultural Research Service (ARS) personnel.

If the variety of the commodity is marked on the container, record this information in the 

“Brands/Markings” section on the notesheet, and in the “Brands/Markings” or “Lot ID” sections 

on the certificate.
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Mixed Commodities

The U.S. Standards for Grades of Mixed Commodities were created to provide industry with 

standards which would allow the certification of lots of mixed products and/or varieties 

purposely packaged in one container. Examples of these mixed products include, but are not 

limited to, gift packs, fruit baskets; vegetable baskets; mesh bags containing red apples, green 

apples, and oranges; cello wrapped trays containing green and yellow squash; etc.

Do not confuse mixed commodities with fresh cut products (products “ready to use”). Do not 

grade fresh cut products using the U.S. Standards for Grades of Mixed Commodities. 

Refer to the Shipping Point and Market Inspection Instructions for Mixed Commodities for 

further guidance.

Types of Containers

There is no need to describe containers that are the standard types commonly used for the 

product beyond stating the type, such as wire bound crates, bushel basket, burlap sacks, cartons, 

mesh sacks, clamshells, or film bags. Use the term “carton” for all types of fiberboard boxes. 

Although “foam containers” is a trade term, it can be used to describe all types of molded plastic 

foam containers. A description is required if products are shipped in unusual containers or in 

variations of a common type of container. Do not use trade names such as “Saxoline,” “Bruce 

Box,” or “Howard Crate.”

A. Cell and Tray Packs

Report products packed in containers with cell type dividers as “cell type cartons.” 

Report products packed in containers with pressed trays made with molded cups between 

layers as “tray packed cartons.”

B. Used or Stained Containers

Used containers are acceptable for deliveries for domestic consumption. The containers 

must be clean and free from inappropriate markings. Do not be technical in the 

interpretation of clean. The containers only need to be reasonably serviceable, 

appropriate to the commodity, and not stained or weathered. Record on the notesheet if 

used, dirty, or stained containers are used. 

Examples:

“Potatoes in used, inverted sacks.”

“Apples in unlidded stained boxes.”
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Container Markings

Quote container markings as they appear on the package. Identify shipper’s marks, logos, or 

wording that is labeled, printed, or stamped on a container and used as trademarks by the 

shippers for advertising purposes as shown.

Show the identifying words in the brand in quotation marks in the “Brands/Markings” section of 

the notesheet and certificate. Sacks, and occasionally other containers, may be printed or labeled 

with some general design or stock wording appropriate for a particular production region, such 

as “Idaho Onions.” These are not brands. Show this type of container marking as “No Brand.”

For consumer packages in master containers, first show the brand on the consumer packages in 

quotation marks, followed by other pertinent markings, and then show the brand of the master 

container in quotation marks, followed by other pertinent markings on the master containers. 

Example:

16-ounce net weight consumer packages of strawberries labeled “Berry Best” and placed 

in master flats labeled “Dole” and marked “8-16 oz. clamshells” would be listed on the 

notesheet and certificate as “Berry Best” followed by the markings “Net Wt. 16 oz. (1 

lb.)” packed in master flats labeled “Dole 8-16 oz. clamshells.” 

If the master container has identical markings as the consumer package, you can use the 

statement “In master flats printed same.”

State if the containers have no labels or brands as “No Brand” so those reading the certificate 

will know that it was not overlooked. Federal regulations require that old brands and labels 

which misrepresent the content of the containers be removed or marked out, and the necessary 

new marking be added by tag, label, or other approved means. If this requirement isn’t met, state 

the facts in the “Brands/Markings” section. 

A. Inappropriate Markings

Marked or stamped commodity names, such as boxes labeled “oranges” that contain 

grapefruit, or sacks containing carrots and printed “cabbage” are misbranded. In these 

situations, notify the office supervisor as this may constitute a PACA violation.

B. Produce Packed in Containers Showing Several Brands 

If produce is packed in containers that show several brands, and are too comingled within 

a pallet to get an accurate count, use the term “Mixed Brands” for the brand and list as 

many brands and pertinent markings as practical (use the “Remarks” section for 

additional space). Sample based on the approximate number of each brand that can be 

seen. Note which brand was examined for each sample.

If multiple brands are on the containers (each container showing multiple brands) record 

the more prominent brand as the “brand” and the other as a marking. 
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C. Produce Packed in Containers Showing Several Markings

If produce is packed in containers showing several marks other than brand, show at least

two, or more if space permits, of the marks present under the heading

“Brands/Markings.” This will support the PACA Division’s misbranding program.

Incorrect grade markings, States of origin, kind, size, quantity, and weight on the

container will serve as evidence of possible violation, but it must be written on the 

certificate to be valid proof.

D. Growers’ Names, Lot Numbers, and Other Lot Identifiers

Show growers’ names or numbers in the “Brands/Markings” section. If you need 

additional space, write “various growers' marks” or “numbers.” Sometimes the loading 

may be altered after completion of inspection, and off-grade lots not covered by the 

inspection may be substituted. For this reason, you must record growers’ marks or lot 

numbers in the “Other ID” column next to each sample on the notesheet. Growers’

marks are especially important for a reinspection or appeal inspections. 

If lots inspected are not identified with an official PLI, report other types of lot identifiers 

unique to the lot being inspected that are printed or marked on containers or attached to 

pallets to better clarify the identity of the lot. Record these other types of identifiers with 

each sample on the notesheet and on the certificate. Record these values under

“Brands/Markings” or “Other” on paper certificates, and under “Markings” or “Other ID”

on FEIRS certificates. When recording other lot identifiers attached to a pallet (pallet ID 

numbers, barcodes, receivers' lots numbers), include additional statements to clarify the 

location and placement; such as: “Pallets stickered xxx-xxxx” or “Most pallets with Lot 

XYZ handwritten on corner board” or “Many pallets show ‘Lot XYZ’ stickers located on 

a bottom layer carton.” These other types of lot identifiers frequently help determine the 

validity and integrity of lots being presented for reinspection.

E. Grades, Sizes, and Net Weight Markings

Quote grades and sizes that are printed, stamped, or marked on the container in the 

“Brands/Markings” section on the certificate. Quote the net weight that is stamped, 

marked, or printed on the containers on the certificate when it is of value in indicating the 

size of commonly variable size containers as in the case of sacks. 

Example: 

Sack tags printed “100 lbs. Net (45kg).”

F. Federal or Federal-State Positive Lot Identification (PLI)

PLI numbers are given to products that have been inspected by a Federal or Federal-State 

inspector. They are generally printed or stamped on cartons. Often, pallets are tagged 

and stamped with USDA PLI stickers. PLI numbers always take precedence over any 
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other type of identification markings or numbers. Always include PLI numbers in the 

“Brands/Markings” section, if possible. If there is not enough space, record this 

information in the “Lot ID” or “Remarks” sections, if necessary. All PLI numbers must 

be recorded next to the samples in the column provided for them on the notesheet. This 

includes pallets with PLI stickers as well. For full PLI guidance and instructions see the 

Positive Lot Identification (PLI) Manual.

G. State or Country of Origin 

Note the state or country where the product was grown on the notesheet and on the 

certificate. Do not make a positive statement about origin on your own authority; only 

quote markings on packages that show the state or country of origin. This policy is 

necessary because some firms may use one mark on products they pack in two or three 

states, and the inspector can certify only to the markings and has no way of knowing in 

which State the produce is grown.

If packages are not marked or the produce is in bulk with no markings, ask the applicant 

or carrier about the origin of the product and make a statement that is was invoiced or 

manifested from a certain State. These statements can only be based on some authority 

other than that of the inspector. 

If a lot has no markings, show a statement similar to the following in the “Remarks”

section: 

• “Applicant states product is from Colorado.” 

If you are unable to ascertain a state or country of origin, record “OT” (for Other) for the 

origin on the certificate.

Quantity Inspected

Count is always certified unless stated otherwise. Certain types of inspections such as Section 8e

and Export certified products must always have count certified by the inspector. If you are 

provided a manifest or similar document by the applicant, always verify the container count. 

This number is important to applicants, shippers, and in the event of an appeal. 

Make every effort to count the number of containers in each lot. Always enter the number of 

containers in the appropriate section on the certificate followed by inspector verification. If the 

number of containers available for inspection is not the same as applied for, make sure the 

correct lot has been presented for inspection before certifying the amount. If it is impossible to 

make an accurate count, note the approximate count by designating the Inspector’s Count as 

“No” or “Other” (in FEIRS) and explain the circumstances (e.g., numerous pallets with mixed 

products). Show consumer-size packages on certificates as the number of master containers. 

Upon specific request, show the total number of consumer packages in “Remarks.” 

In some instances, if the product is inspected in a carrier and no record is available showing the 

definite quantity, note the approximate amount, provided the load is apparently intact and you 
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are able to count the number of rows, layers, and stacks. If the interested parties have quantity 

information in the available records, e.g., a manifest or invoice, the information may be stated as: 

“Manifest shows XXX boxes.”

Report the approximate number of packages remaining in partially unloaded carriers at time of 

inspection. Ascertain the accuracy of the applicant’s certification of a definite number of 

packages. Report the quantity covered by the inspection and not the amount shown on the 

manifest.

Do not attempt to definitely state the quantity of a lot of bulk products. When necessary, report 

the measurements of the stock, or state the approximate amount as follows: “Approximately 25 

bushels potatoes,” or in bulk loads “Approximately 40,000 lbs.,” “Manifested as 40,000 lbs.” or 

“Applicant states 40,000 lbs.”

You may report the count of unrestricted large lots certified in a warehouse or dockside on 

authority of someone else, but, in such instances, you should make a rough check to determine 

that the number of containers reported for the lot appear to be present. Note the reported count 

by designating the Inspector’s Count as “No” or “Other” (in FEIRS) and explain the 

circumstances (e.g., numerous pallets located in various locations within warehouse).

If the number of containers in the lot is substantially less than that listed on the application and 

the applicant wants to show the full amount on the inspection certificate, you can report this 

under “Remarks,” upon request. However, you must count the quantity shown on the notesheet 

and certificate and report it as “Inspector's Count.” The statement in “Remarks” may read: 

“Applicant states original lot consisted of 4400 sacks” or “Applicant states load originally 

manifested as 1600 cartons.”

Always remember that the inspector “certifies” count along with other statements made and that 

the certificate may be introduced into court as prima facie evidence. Do not certify any definite 

quantity unless you actually count the containers. 

Pack

Refer to facing; completeness of wrapping; use of fiber wraps, shredded paper, cardboard shims, 

liners, pads, and collars under this heading. Note special neatness or roughness of pack. Show 

use of crushed or chunk package ice under this heading, stating amount and where it is placed in 

the package. The various commodity Inspection Instructions contain detailed information about 

how to report packs for specific products. Generally, you need not mention the features of a 

pack that are usual and expected, but always note the unusual. For example, it has become 

standard practice to ship pears without tissue wrapping; so, you need not mention if pears are not 

wrapped.

Since filling of containers and tightness of pack are so closely related, this manual does not 

specify which terms should be applied to specific products or containers. If compliance with 

Standard Pack or Standards for Export is involved, apply the terms and definitions in the 

standards and applicable inspection instructions.
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Describe condition of pack for open or unlidded containers in terms of fill: level full, well filled, 

fairly well filled, or slack, according to the facts. For other containers, apply terms describing 

tightness or fill depending upon the product and types of containers (see the product’s Inspection 

Instructions).

Tightness or Fill 

Tightness or fill should always be judged when the container is resting on its bottom on a flat, 

firm surface. Inspectors should also take into consideration whether the package is resting on the 

ends of other crates which might permit the bottom to become convex. This would make the 

container appear slack at the top when in reality it is fairly well or well filled.

Products packed in layers in ice should be judged by the tightness of the packages themselves, 

which may be determined by the amount of ice in the pack.

A. Tight or Well Filled 

The package is sufficiently filled to prevent movement of the product within the carton 

and to furnish the proper bulge with products and packages requiring a bulge. 

B. Fairly Tight or Fairly Well Filled 

Pack is not ideal, but is between tight or well filled and slightly slack. These packs are 

tight enough to prevent specimens from moving within the package sufficiently to 

prevent injury under normal handling conditions. There may be a proper package bulge, 

but also a slight looseness in layers. Hampers, lugs, crates, and similar packages are 

filled so that the product is no more than 1⁄2 inch below the top edge.

C. Very Tight 

The extreme of the condition described beyond Tight. When product is too tight for best 

results and there is too much bulge for the good of the product, damage may result.

D. Level Full 

Meaning the product is level with the top edge of the container.

E. Slack

This term is to be used when the pack cannot be described with any of the preceding 

terms, but should never be used without describing the slackness in fractions of an inch or 

inches. 

Example: 

“Pack is slack. Cartons filled 3 to 4 inches below top edge of container.”
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F. Bulge

The distance of the highest part of the curve of the lid above the level of the top edge of 

the ends of the package or the top side slats when they are flush with the tops of the ends. 

Show the amount of bulge in inches or fractions thereof. In normal circumstances, 

hampers, lugs, crates, and similar packages with covers should be filled so that the 

contents are in firm contact with the cover.

In Bulk or Sacks

Do not report pack when the produce is in bulk or sacks. Do not use the descriptive terms for 

“Fill” for sacks because they do not give any information about the weight of the containers. Fill 

can only be determined by actual weight. Report it under the “Pack” heading.

Cell and Tray Packs

Judge the fill of tray and cell type containers by the degree of fill of the individual cups in the 

tray or of the cells in the carton. They are considered tight if there is no movement of the fruit, 

or fairly tight if there is only slight movement of the fruit. At time of packing, use the bulge on 

tray packs as a guide for the degree of fill. However, at times these packs may appear to be slack 

due to variations in the shape of the fruit, or to softening and settling of the trays due to 

absorption of moisture in storage.

“Cellophane,” “Pliofilm,” and Similar Terms

Many commodities are packaged with various trade-named wraps, such as “cellophane,” or 

“Pliofilm.” Do not use trade names of packaging on the certificate. Describe these types of 

wraps as “film, “film wrapped,” “film packaged,” or “film bags.” The term “plastic” may be 

used to describe trays or similar containers that are rigid.

Arrangement in Layers

Only report the arrangement of fruit in the layers at request of the applicant. 

A. Straight Pack

A pack in which the specimens in the layers above the bottom layer rest directly over the 

specimens in the layer underneath.

B. Diagonal Pack

A pack in which a certain amount of space is left between specimens in each layer, and 

the specimens above the bottom layer rest over the space between the two specimens in 

the outside rows and four specimens in the inside rows in the layer beneath.
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Pack Ice and Top Ice

Some vegetables are packed with ice within the container (Pack Ice) and/or on top of the pallet 

(Top Ice). Ice is meant to keep the product chilled and wet during shipping. The presence or 

absence of pack ice can be a very important factor in vegetables inspections. Therefore, in 

addition to reporting the tightness of the pack, report the amount of pack ice in the cartons. The 

following should be used to report the amount of pack ice: “No pack ice,” “Small amount of 

pack ice,” or “Good amount of pack ice.” For example, “Fairly tight, most good amount of pack 

ice, some small amount.”

Presence of top ice will be reported on the notesheet using general quantity terms to describe the 

overall appearance of the lot in the “Other” or “Lot Summary” section on market certificates. 

Top ice may consist of chunk ice or crushed ice, which is distributed over the top of the load. 

Depth of top ice may be stated approximately in inches or feet. If the depth is not uniform, the 

variation should be shown. Crushed ice may also fill the space through the body of the load, 

falling down from the top. 

Example:

“Approximately one to 1-1/2 feet of chunk and crushed ice covering most pallets, crushed 

ice through body of load.”

Unless otherwise noted in the commodity handbook instruction, reporting of pack ice must be 

based on a sample by sample analysis and recorded per sample on the notesheet with a column 

maintained utilizing general quantity terms and reported in the “Other” or “Lot Summary”

section on market certificates.

Temperatures

Take and report pulp temperature of products on all lots inspected. This applies to fully or partly 

loaded conveyances, and to lots located in cold storage, stacked on open docks, or in locations 

without refrigeration. Record a minimum of three temperatures regardless of the size of the lot.

For lots still located on the conveyance, take the temperatures of loaded lots from various parts 

of the conveyance while the product is being unloaded. Take temperatures from various layers 

throughout the entire lot, and make every effort to determine the range of temperatures 

throughout the entire conveyance. During the winter months when there is danger of freezing 

damage, take the temperature along the floor and next to the bunkers, when possible. 

Temperatures at the time of inspection are important in settling damage claims. If you find 

heating or freezing of the product in some portion of the load, take the temperature in the 

affected portion and at other points. 

Example: 

“Temperature of Product: Doorway: top 40 °F Quarter length car, B end, stock in center 

of third layer sacks 105 °F.”
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Include temperatures of unloaded products in containers in the outside stacks on pallets as well 

as within the stacks. Unusual circumstances will necessitate taking more readings. You can 

report a range of temperatures, noting unusual variations. 

• “Temperatures of Product: Range 63 °F to 70 °F in outer cartons of pallets and 40 °F in 

third layer, center of pallet.”

Report produce in the same lot stacked in various locations and having a wide range of 

temperatures like this: 

• “Temperatures of product: Produce in applicant’s cooler 36 °F; three pallets on loading 

dock range from 43 °F to 50 °F center of pallets; range from 62 °F to 70 °F in outer 

cartons on pallets.”

Note: Take extra temperatures on loads of product that show freezing and or freezing injury, as 

well as heated loads.

When taking temperatures, always “precool” the thermometer by inserting it into a second 

specimen before taking the reading. This applies to heated loads as well. Be certain your 

thermometers are in good clean condition.

Size 

Size is a grade requirement in many U.S. grade standards. This means the commodities must be 

a minimum or maximum size to be certified as meeting a specific U.S. grade. 

Grade statements for products with specific size requirements must include some form of a size 

statement. Each set of U.S. grade standards states the exact size requirements, if any, for that 

specific commodity. Standards also may allow alternates for the stated minimum and/or 

maximum sizes if the alternate size is specified (either marked on the container or requested by

the applicant). In such instances, the grade statement must indicate the minimum and/or 

maximum size classification on which the inspection was made and be supported by the 

description of size in the “Other” section.

Size is determined when performing a quality and condition inspection if:

• The grade being applied specifies a minimum and/or maximum length, diameter, or 

weight, or

• The applicant specifically requests size because the grade has no specified size for the 

given product

• The applicant specifies a different size if standards permit so doing. 

Determine and record a size statement for each sample, showing the smallest specimen to the 

largest specimen in the sample. If an occasional specimen is clearly above or below the general 
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minimum or maximum range, ignore it. In addition to the size statement, maintain all applicable 

offsize columns.

Report diameter and length, weight, uniformity of size, counts, and bunching under the “Size”

heading on the notesheet and in the “Other” section of the certificate.

Unless Otherwise Specified (UOS) 

Many standards, such as those for potatoes, onions, and strawberries, allow applicants to specify 

a size that is different from what is required and is generally referred to as being “unless 

otherwise specified.” If one of these lots does not meet the size specified in the grade standard 

but does meet an otherwise specified size include this size in the grade statement. 

Example:

Onions: “U.S. No. 1, 2 inch minimum” or “U.S. No. 1, 1-1/2 inch minimum.” 

If the size is certified as meeting the requirement of the grade (i.e., the sizes stated in the 

standard), you do not need to make a size statement in connection with the grade. 

Example: 

Strawberries: “U.S. No. 1.” 

This statement alone implies the strawberries meet the minimum size requirements for the grade.

No Size Limitation Specified in the Grade 

If there are no size requirements in the grade, the applicant may specify minimum and/or 

maximum sizes as the basis for the inspection. In such case, the specified sizes must qualify the 

grade statement.

Examples:

Snap Beans: “U.S. No. 1, 4 inch minimum length.”

Cabbage: “U.S. No. 1, 2 to 6 pounds.” 

Include a note in the “Remarks” section explaining why a specific size or weight is being 

certified when not required. 

Example: 

“Inspection based on 4 inch minimum length at applicant’s request.”
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Commodities with Established Size Classifications 

Many commodity standards establish specific size classifications for various size ranges 

typically packed for that commodity. You must refer to specific standards for more information. 

If containers are marked on the basis of such size classifications, or at the applicant’s request, 

include the classification term in the grade statement. 

Examples: 

(For BGG Onions) Grade: “U.S. No. 1, Jumbo.”

(For Asparagus) Grade: “U.S. No. 1, Large.”

(For Domestic Cabbage) Grade: “U.S. No 1, Medium”

Size Marks Required on Containers by Standards 

The standards for certain products, including apples, pears and peaches, do not contain size 

specifications but do require the size or count to be marked on the container. For these products,

the count is generally marked on the container, and the size of the product does not need to be 

determined, unless requested by the applicant. If the product is marked to a specific size (e.g., a 

minimum diameter), verify the lot meets the specified size(s). When marked or requested by 

applicant, include size under the “Grade” heading and in the “Other” section. 

Examples:

Apples: “U.S. No. 1, 2-1/4 inches minimum diameter”

Apples: “U.S. No. 1, 2-1/2 inches minimum diameter and up as marked.” 

For these products, if the size is not marked on the container, such as in bulk fruit, and the 

applicant does not specify size, you need not mention it in connection with grade but must 

describe it under “Size” on the notesheet and in the “Other” section on the certificate.

Offsize 

Record columns on all commodities on the notesheets if size is a grade requirement. On the 

notesheet, use a column to record the number or weight of specimens that are smaller or larger 

than what is allowed for the grade.

Example: 

Onions certified as Jumbo or Large have a minimum size requirement of 3 inches in 

diameter. An undersize column must be shown for onions less than 3 inches in diameter. 

If the minimum diameter is requested to be larger than 3 inches (e.g., 3-1/2) an undersize 

column for the larger size would be shown instead of the 3 inches. 
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If containers are marked to a size (e.g., Jumbo or Large), you must keep an undersize column for 

the 3-inch minimum as well as the size specified.

Because there are differences between commodities and specific size requirements within the 

same standards, review the standards for any size requirements before starting an inspection. Be 

aware of minimum and maximum diameters, lengths, widths, and or weights. For commodities 

that do not have size requirements in the grade, you do not need to include an offsize column on 

the notesheet unless the applicant requested a specific size. 

Size Range and a “Mostly” Statement

For commodities with size requirements, and at the applicant’s request, determine and report a 

size range that documents the largest and smallest specimens found throughout the inspection. If 

an occasional specimen is clearly above or below the general minimum or maximum range, 

ignore it. Keep minimum and maximum size columns on the notesheet, as well as any minimum 

or maximum sizes required for the commodity. Whenever a minimum and/or maximum size and 

size range are documented on the notesheet, they must be reported in the “Other” section on the 

certificate

When stating a size range, unless this range is comparatively narrow (generally an inch or less), 

or the distribution of sizes is not fairly uniform, report a mostly statement to give a clearer

description of the sizes found in the lot. 

Example:

“2 to 3-3/4 inches in diameter, mostly 2 to 2-1/2 inches.” 

If you use “mostly,” be sure that this range represents 55 - 89% of the specimens in the lot. If 

the size is fairly uniform, “mostly” is not needed.

Reporting Offsize Within Tolerance

If the lot meets the marked or specified size but has a percentage of offsize within tolerance, state 

“undersize/oversize/offsize within tolerance” (as applicable) after the size statement. 

Size Marked on Containers

If a lot fails to meet a marked or specified size, show the percentage of offsize (undersize or 

oversize, as appropriate) in the “Average Defects” column. Only show the percentage of offsize 

in the “Average Defects” column if the lot exceeds the offsize tolerance or when determining a 

percentage of U.S. No.1 Quality.

If size is marked on the product’s container, show a positive size statement in the “Other” section 

of the certificate.
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Example: 

“Meets size as marked.”

If size is not a definite factor of the grade, such as for beans and okra, but it is marked on the 

container, show the size and verify that the markings are correct. Some special products require 

separate instructions for how to report size. These instructions are found in the various 

commodity Inspection Instructions.

When Offsize Specimens Also Show Defects of Grade 

If size is part of the grade or specified by the applicant, score offsize specimens that are also 

defective twice: once for offsize and once for defects. If the percentage of offsize specimens 

that are also defective amounts to 1% or more, include the usual size statement, giving the total 

offsize including those specimens that are also defective. Do not make specific mention of 

defects. If a significant number of defective specimens are also offsize, use the following 

statement: 

• “Defects also include specimens scored as offsize.”

Reporting Counts

Many products, such as citrus, apples, and celery, are packed to a specific count marked or stated 

on the container. When the count is marked on the container, include that information under 

“Brands/Markings.” If an applicant requests an inspection for count per container, determine the 

count per container for each sample and report this information on the certificate in the “Other”

section. 

Example:

“Count ranges from 34 to 54 peppers, averaging 45 peppers per container.”

If packages are marked to a specific count, and the applicant requests a count-only inspection or 

requests reporting the count, and the actual count does not conform to the marked count, report 

the count range and average on the certificate, and contact your immediate supervisor for further 

guidance as a possible PACA violation may exist.

Standard Pack

Some commodities have a set of Standard Pack requirements to which they must conform. 

Generally, Standard Pack requirements are not a grade requirement. Lots are only to be 

inspected for conformity to standard pack at the applicant’s request. Report whether the lot 

meets or fails the Standard Pack requirements in conjunction with the grade.

Example: 

“U.S. No. 1, Standard Pack.” 
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The requirements can be found in the commodity standards that include established Standard 

Pack requirements. Report details under the “Size” and “Pack” headings on the notesheet.

Defects

General Policy on Describing Defects 

Our certificates indicate the commercial value of the product. It is important to note all defects

that are serious enough to affect the grade, and that are used as the basis of inspection. Describe

these defects clearly. It is equally important to note if no grade defects are present.

Show Amount, Type, and Severity of Defects

In reporting defects, you must accurately show: 

• the amounts, 

• the particular type or nature of injury, and 

• the approximate degree to which the individual specimens are affected. 

Group the various quality (and any similar condition) defects noted in one general percentage. 

Mention only two or three of the quality defects in order of their prevalence and descriptor terms 

for the condition defects. 

Examples:

If results are: 4% Scars, 3% Insect Damage, 3% Healed Cuts, 1% Growth Cracks, 1% Caked 

Dirt show the total amount of quality defects as 12% and list only the first three as they are the 

most prevalent. “Quality (Scars, Insect Damage, and Healed Cuts)”

If results are: 3% brown surface discoloration and 5% black surface discoloration show the total 

amount of discoloration as 8% and describe the defect as “Brown to Black Surface 

Discoloration.”

Scoring Specimens Affected by a Combination of Defects 

Defects may be the result of injury, damage, serious damage, or very serious damage. These 

terms are defined in the standards for each commodity, where applicable. Individual specimens 

may not be affected by a combination of defects to an extent more than that permitted for:

A. Any one defect; 

B. More than an equivalent of a combination of lesser degrees of two or more defects; or

C. More than by a combination of lesser degrees of different types of the same general 

defect, such as light, slightly rough, and rough scars. 
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In other words, to meet grade requirements, a specimen may not have a poorer 

appearance or greater waste when such appearance or waste is the result of a combination 

of causes than it could from one cause. 

When a standard or inspection instruction defines scoring guideline for a specific defect, score a 

specimen affected by that defect by the definition for injury, damage, serious damage, or very 

serious damage as specified by that standards’ inspection instructions. The general definition of 

injury, damage, serious damage, or very serious damage (i.e., Slightly, Materially, Seriously, or 

Very Seriously detracting from appearance) may only be used to score defects that do not have 

specific scoring guidelines defined in the standards or inspection instructions, or to score a 

specimen that has a combination of defects, none of which would be scored individually.

Bunched Products

Some products, such as spinach, parsley, leeks, and radishes, are bunched together and packaged 

as one unit. Score bunched product on the basis of the bunch, not of individual specimens. For 

bunched products with roots and tops, such as radishes, consider the bunch the unit for defects 

scored against the tops; score the roots (bulbs) individually. See specific commodity inspection 

instructions for further guidance.

Quality and Condition

General Meaning of Quality and Condition 

It is difficult to apply general definitions of quality and condition to all products, or to specify a 

classification of such factors as maturity, color, and defects for all products. In general, 

permanent properties (i.e., defects that do not change over time) are classified as Quality defects. 

Deterioration and changes of a progressive nature that may have developed or occurred since the 

product was packed are classified as Condition defects.

Example:

Red color on apples is clearly a quality factor, but yellowing of the outer leaves of 

cabbage or lettuce may occur in transit or storage, therefore yellow color of these 

products is a factor of condition. Ripeness of apples is a condition factor since apples 

ripen in storage or transit. Maturity of cabbage or lettuce is chiefly a matter of solidity, 

and therefore, a quality factor. These products do not become less compact or more 

compact under ordinary transit handling. 

If there is a grade for the product, use “defect” to describe the degree of injury. Use the terms 

injury, damage, serious damage, and very serious damage to describe the degree of defects if 

these terms are defined in the standards. 

Use the term “Quality” or “Quality Defects” on the certificate to report all quality (i.e., 

permanent) factors that are serious enough to affect grade. 
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Report all condition factors (i.e., those that can change during transit and/or storage) that are 

serious enough to affect grade.

Restricting Inspections to a Single (Individual) Quality or Condition Factor

You can restrict inspections to any individual factor(s) at the applicant’s request. This includes 

any condition factor (e.g., decay, bruising, or discoloration); any quality factor (e.g., cuts, shape, 

and blanching); internal defects only; or, external defects only (e.g., multiple hearts in onions or 

sprouting on potatoes). Qualify any inspection that does not report all quality and condition 

factors or any inspection that is restricted to a factor(s) other than quality or condition (e.g. 

freezing only, temperature only, or weight only) under the “Remarks” section with a statement 

such as: 

• “Inspection restricted to freezing only at applicants request,”

• “Inspection restricted to scars only at applicants request,” or

• “Restricted to reporting misshapen only at applicant's request.” 

Under such restrictions, do not report any grade for the lot in question. Certify the grade only if 

you perform a full quality and condition inspection. All inspections that are restricted to an 

individual factor(s), other than condition only, are billed on a carlot fee based on the type of 

factor(s) inspected. If lot is inspected for a Quality factor, charge a quality and condition

inspection fee. If a Condition factor is inspected, charge the condition fee only.

Reporting Quality or Condition Factors That Affect Grade

Many commodities require the reporting of important quality or condition factors such as 

firmness, color, brightness and size that affect the grade. They impact the overall marketability 

of the commodity and are reported on market certificates to provide a clearer description of the 

lot. While most fruits require the reporting of firmness and color, and some vegetables require 

the reporting of tops or leaf color, refer to individual commodity handbook instruction in 

determining which specific factors are to be reported.

Unless otherwise noted in the commodity handbook instruction such as “The (quality/condition 

factor) should be based on the general appearance of the lot as a whole”, factors must be based 

on a sample by sample analysis and recorded per sample on the notesheet with a column 

maintained utilizing general quantity terms and reported in the “Other” or “Lot Summary”

section on market certificates.

A. Descriptive Terms for Deciduous Fruits and Vegetables

When required to report quality or condition factors, use the following terms to describe 

the stages of firmness/freshness on deciduous fruits and vegetables unless specific terms 

are in the respective commodity handbook instructions. Refer to applicable commodity 

handbook instructions for when to report these terms. 
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These factors must be based on a sample by sample analysis and recorded per sample on 

the notesheet with a column maintained utilizing general quantity terms and reported in 

the “Other” or “Lot Summary” section on market certificates.

1. Fruits:

a. Hard – Mature but with tenacious (tough) flesh that does not yield to 

moderate pressure.

b. Firm – The flesh yields very slightly to moderate pressure, but most fruits 

at this stage are not in good eating condition.

c. Firm Ripe – The flesh yields slightly to moderate pressure and is fairly 

palatable, but has not reached prime eating condition.

d. Ripe – The flesh yields readily to moderate pressure and is in prime eating 

condition.

Note: When inspecting apples for U.S. Condition Standards for Export, record 

the exact percentage of ripe apples on the notesheet and report it in the “Other” or 

“Lot Summary” section of the certificate.

2. Vegetables:

a. Fresh – Normal succulence, brightness, and firmness shown by stock 

when harvested. This is important in fresh vegetables; any impairment of 

original quality reduces the product’s value.

b. Firm – Compact, solid, substantial, and unyielding to touch. Indicative of 

normal development and good condition. Very important in root crops, 

cucurbits, eggplant, etc.

c. Crisp – Turgid, brittle, and breaks readily. This denotes a fresh condition 

that is desirable, e.g., in celery, rhubarb, and spinach.

d. Tender – Succulent and of delicate texture. This is a desirable condition in 

certain commodities, e.g., asparagus, artichokes, spinach, and beans.

e. Flabby – Soft, limp, pliable, and lacking firmness. Flabbiness is often due 

to loss of stored nutrients and water or account of sprouting or old age, 

such as in sprouted potatoes or aged carrots.

f. Pithy – Open texture with air spaces in pith or central portion that is 

usually the result of very rapid growth. This condition is especially 

applicable to celery, radishes, turnips, and carrots.
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g. Shriveled – Shrunken, drawn, or wrinkled resulting in a marked change in 

form and often in size. This is an extreme condition resulting from 

excessive transpiration or old age.

h. Soft, Soft and Puffy, or Spongy – Easily compressed and of loose open 

texture. This is usually the result of very rapid or irregular growth in 

commodities such as poorly headed cabbage or lettuce, and immature or 

sprouted onions. 

i. Tough – Tenacious, pliable, and not easily broken. Tough is the opposite 

of tender. It denotes a condition of overmaturity and lack of succulence. 

j. Wilted – Drooping, weak, and lacking turgidity. This condition is usually 

a result of rapid transpiration that is particularly applicable to leafy 

vegetables and those containing a very high percentage of water, such as 

celery, spinach, rhubarb, and lettuce.

k. Withered – Dried out and shrunken from a severe loss of moisture and is 

usually accompanied by a change of form. This is a more serious

condition than “wilted,” often due to a severe drought or hot winds. This 

term is applied to asparagus tips.

Reporting Quality or Condition Factors That Do Not Affect Grade

Inspectors are sometimes asked to report quality and condition factors that do not affect grade. 

You may only mention factors that do not affect grade at the applicant’s request, except as 

provided by individual commodity instructions. At the request of the applicant, you may show 

exceptions, such as potatoes having less than the scorable amount of sprouts, even when the 

factors are not serious enough to affect the grade, under the “Remarks” section by a statement 

such as:

• “Most tubers show sprouts from just emerging to 1/8 inch, not affecting grade.”

If Quality or Condition Varies Depending on Location in Carrier

At times, one end of a conveyance or certain stacks or layers in a load will show a consistent 

variation from other parts of the lot. If so, report the quality or condition separately, even though 

the entire lot may be within grade. There are no hard and fast rules for such cases, but, in 

general, if the size, color, percentages of grade defects, or condition factors are so different that it 

is readily noticeable, and if you are sure the differences are consistent and can be identified by 

location, report it separately.

If Quality or Condition Differs According to Package Type or Package Markings

Report any marked difference in quality, condition, or size that is definitely associated with 

different types or sizes of packages or certain markings on the packages as separate lots on the

certificate and notesheet. Package markings that must be separated when such differences exist
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include Positive Lot Identification marks, grower numbers, and any other obvious lot identifiers. 

Show the particular markings next to each sample on the notesheet so the differences can be 

recognized during the process of inspection and for appeal purposes. Do not combine readily 

identifiable in-grade or properly sized lots with identifiable out-of-grade or off-size lots in order 

to cause the combined lot to either fail or pass.

Example:

A receiver requests an inspection on a load of 800 cartons of potatoes, sizes 70, 80, 90, 

and 100. The 70s fail account hollow heart, and, combined with the other sizes, would 

cause the entire load to fail, but the 80s, 90s, and 100s, separately computed, grade U.S. 

No. 1. The applicant wants the lots combined in order to make a claim against the 

shipper on those lots when they actually meet the grade and size marked. The 70s must 

be certified as “Fails to grade U.S. No. 1, 70 size,” and the 80s, 90s, and 100s as “U.S. 

No. 1, 80, 90, 100 sizes as marked.”

If certain lots would fail to grade and others would pass during the course of an inspection, 

including a condition only inspection, report those lots separately. On lots that fail, wide 

differences in total defects or a single defect such as decay justify reporting as separate lots. If 

necessary, examine additional samples from one or more of the lots to establish clearly that there 

is a marked and consistent difference that can be associated with such marks or packages.

If Quality and Condition Affect the Same Specimen

If a single specimen is affected by a condition defect and a quality defect, and either would be 

scorable by itself:

A. Score the specimen against the tolerance that is most affected. 

Example:

A lot of potatoes is being certified under the U.S. No. 1 grade. External defects 

are running at 5%, internal defects are running at 1%. A potato has Hollow Heart 

(quality) scorable as internal damage and also has a sunken discolored area 

(condition) scorable as external damage. This potato would be scored as an 

external condition defect since the external defect tolerance of 5% will be affected 

the most.

B. In the above example, if you cannot determine whether one tolerance will be affected 

more than another during the inspection, score the specimen as quality and condition, and 

cross-reference the two entries on the notesheet. Once the inspection is complete, go 

back to determine which tolerance, if any, has been most affected. If no tolerance has 

been affected more than another, see items 3 and 4 below. If you can determine which 

has been more affected, draw a line through and initial the entry that is not being applied 

and determine percentages based on the final figures, or 
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C. If item 1 above does not apply and one defect is more severe than the other, score 

the more severe defect. (Always consider soft rot or decay as the more severe 

defect); or,

D. If item 1 above does not apply and neither defect is more severe, score the 

specimen as quality.

E. If a single specimen is scorable because of a combination of quality and condition 

defects, but neither would be scorable on its own, score the specimen as condition.

Quality Defects

See inspection instructions for specific commodities’ quality defects.

A. Color 

The commercial importance of color varies widely by product. In many fruits and 

vegetables, it is important. In root crops, color is usually secondary to other factors.

The amount of color is generally reported in fractions or percentages of the surface area 

that is covered by a color characteristic of the variety. Fruit that normally shows a blush 

or partial color may be described as well colored, fairly well colored, or poorly colored 

unless the inspection is based on a grade that defines the amount of color in any other 

terms. In that case, use the working of the grade to describe the color, e.g., tinge of color, 

or most apples show from a tinge of color to full red.

Example:

• “Mostly 66% to full surface good red color.” 

In general, report the percentage of surface color at the applicant’s request. 

For products with defined color stages, report the ground color in general terms based on 

the appearance of the lot. 

Example:

• Pears: “Mostly light green, some turning yellow, few yellow ground color.”

The brightness of color affects the attractiveness of a product. In green vegetables, 

brightness is an index of the freshness of the product; in colored fruits, it is second in 

importance only to the amount of color.

The appearance of potatoes and various root crops is generally described in terms of 

freedom from dirt rather than their color. Describe brightness, dullness, and other factors 

affecting their general appearance on the notesheet. The term green may refer to color 

alone and not to maturity or ripeness, or it may mean immature. Use the phrase Green 

color whenever this term is used to express color alone.
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B. Distinction between Mature and Ripe 

Mature and ripe both refer to fullness of completion of growth. Mature or maturity is the 

more restricted term, and refers to the completion of development (Quality factor). Ripe 

or ripeness indicates readiness or fitness for use (Condition factor). A mature tomato or a 

mature apple may attain full development without being ripe, that is, without being ideal

for consumption. The term “ripe” is used differently by various groups, and botanical 

and horticultural meanings of the term are not the same. Horticulturally, ripe refers to 

fruit and vegetables that are fit for use and consumption or “ready to eat.” Horticulturally 

ripe fruit may or may not be botanically ripe. Botanically, ripe means the fruit and 

vegetables have mature seeds fit for germination and are fully developed.

C. Factors That Indicate Maturity

In many cases, maturity is the only factor for inspection. It is, however, of sufficient 

importance to justify some description of state of maturity, e.g., firmness, color, flavor, 

weight, or other factors, in all cases. Describe color, which directly indicates the maturity 

of many products, in connection with maturity. In some products, e.g., apples and 

peaches, color is a factor of grade and quality. In these cases, describe color and maturity 

separately. 

D. Distinction between Ground Color and Varietal Color

Do not confuse ground color with varietal color in the case of some deciduous fruits such 

as apricots and certain varieties of pears and plums. In addition to ground color, which is 

a Condition factor that changes in relation to firmness, these fruits may also show blush 

or red color, which does not change in relation to firmness and would be considered a 

Quality factor. Since ground color is related to firmness it is best to describe ground 

color using general quantity terms and report in connection with firmness statements:

• “Pears hard, Ground color green”

• “Pears ripe, Ground color yellow.”

E. Insect Injury

Describe any of the various injuries caused by insects in any stage. Common insect 

injuries include: grub, wireworm, tuber moth, and flea beetle injury of potatoes, worm 

stings and wormholes in apples, and Silvery white discoloration on tops of Common 

Green Onions (Thrip Damage).

F. Mechanical Injury and Other Defects

Describe defects such as misshapen, undesirable color, sunburn, growth cracks, dirt, and

mechanical injury. These defects are explained in detail in the individual commodity 

inspection instructions.
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G. Determining and Reporting Amount of Loose Dirt

If a lot fails to grade on account of damage by dirt (Quality defect), at the applicants’ 

request, you may report the amount of loose dirt in sample containers under “Remarks.”

Example: 

• “Ranging from 0 to 4 pounds, average 2 pounds loose dirt in sacks. Amount of 

loose dirt reported at applicant’s request.”

Check commodity inspection instructions to verify loose dirt reporting procedures.

Dirt “caked” on product is scored as a Quality defect and based on the individual 

specimen. See the inspection instructions for specific commodities.

Condition Defects 

Defects of a progressive nature are called condition defects. The causes of some kinds of 

condition factors are evident, e.g., wilting, freezing injury, and bruising are factors that occur 

after packing. Classify all decays as factors of condition. See specific commodity inspection 

instructions for a detailed list of condition defects affecting specific commodities.

A. Handling Insects as Quality or Condition Factors

For all commodities, score damage or serious damage by insects as a quality defect if the 

insects are dead. If insects are alive, score it as a condition defect. When both dead and 

live insects are present in the sample, score as a condition defect.

B. Statement Not Affecting Grade on Certificates

You may make a statement not affecting grade for condition factors that are not severe 

enough to affect the grade being applied.

Example:

• Non scorable sprouts on potatoes: “Most tubers show sprouts from just emerging

to 1/8 inch not affecting grade.”

C. Yellowing and Yellow Discoloration

Always perform inspections under adequate lighting. Natural sunlight is necessary to 

properly identify yellowing in some commodities, such as limes and cucumbers.

Yellow Discoloration is a common finding of inspections for leafy greens and other 

vegetables. See the commodity inspection instructions for specific scoring guidelines.
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D. Firmness 

In most cases, overripe or soft fruit, and flabby, pithy, spongy, tough, wilted, or withered 

are condition defects. Immature fruit is a quality defect. See Reporting Quality or 

Condition Factors That Affect Grade section of this manual for firmness terms.

E. Freezing Injury after Packing 

Score freezing injury, chilling injury, and frozen product as condition defects and report

them in percentages only when found scattered throughout the load. If a definite pattern 

exists, write a narrative statement. If freezing is found during a Quality and Condition or 

Condition only inspection, report the extent of the freezing and inspect the remainder of 

the load for Quality and/or Condition. If the applicant restricts the inspection to freezing 

only, only conduct the inspection to determine the extent of the freeze damage in the 

load. If reporting freezing only, report the extent of the injury and do not include a grade 

statement. In this circumstance, the fee will be determined using the hourly rate.

See the Freezing section under Miscellaneous Inspections and Procedures for further 

guidance.

Decay

Decay is the deterioration or decline of a specimen involving decomposition that is induced by 

fungi or bacteria. It is of a complete or progressive nature in the sense of being a rot. 

Certain injuries due to fungus and bacteria, which at first are superficial, may develop into 

definite decays. When a spot or lesion is dry and firm and its progress has been arrested 

permanently, consider it a quality defect rather than decay or a condition defect. 

If possible, show the conditions that caused the decay, e.g., when decay is definitely associated 

with mechanical injuries or occurred following other quality defects such as stem punctures.

Example: 

• “5% Decay (3 to 9%) generally advanced few moderate stages, mostly following 

mechanical damage.” 

Clearly differentiate between decay and watersoaked or bruised tissue. Rubbing the discolored 

or watersoaked tissue between thumb and fingers usually indicates whether it is decay or merely 

discoloration. If the material disintegrates, report it as decay; if it rolls up into a small particle or 

ball, do not report it as decay. Carefully examine commodities that commonly show 

watersoaked bruises from heavy pressure against the ice in the package or over the load. Unless 

slimy disintegration is definite, do not report this injury as decay, but describe it. Score any such 

injury that is present in sufficient amounts to be conspicuous on casual examination, or to 

materially affect the commercial value of the lot.
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If you need help identifying the true character of injuries of this kind, consult with your 

supervisor for further guidance. 

If you have doubts in differentiating these injuries, describe the defect and score it on the basis of 

damage.

A. Reporting Less Than One Percent Decay 

If the average for decay or soft rot is less than 1%, report as follows:

-1 = Less than 1% (if average is 0.51 to 0.99%)

-1/2 = Less than one half of 1% (if average is 0.49% or less)

1/2 = One half of 1% (if average is 0.50%)

0 0 = No decay or soft rot 

If the average for decay or soft rot is more than one percent, report it to the nearest whole 

number. Never use the expression “less than 2% decay.”

Example: 

• 1.49% would be reported as 1% and 1.50% would be reported as 2%

B. Important Points in Reporting Decay 

The important points to remember when reporting decay are the amounts and degree 

affected (stages). From a commercial standpoint, the most important item is to determine 

how much of the stock shows decay, but you should cover all points thoroughly in order 

to make a clear and complete report. 

C. Stages of Decay

If the tolerance or application of tolerance for decay or soft rot is exceeded, record on the 

notes and certificate simply as decay or soft rot, as indicated by the standard, and give the 

stages in general terms as: 

A. Early – approximately 10% or less of the surface or specimens affected; 

B. Moderate – approximately 11 to 25% of the surface or specimen affected; 

C. Advanced – approximately 26% or more of the surface or specimen affected. 

Do not use any terms other than those above.

D. Distribution of Decay

Report on the certificate if there is a marked difference in the amount of decay found in 

various locations of the carrier, or grower or lot numbers. Report these marked 

differences as separate lots if you can clearly segregate them. If it’s not possible to 
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separate lots, which is often the case for grower marks or numbers, make a statement on 

the certificate like this: 

Examples: 

• “Two pallets nearest rear doors have high percentages of decay, and the 

remaining pallets have less than 1%.”

• “Highest percent of decay occurs in lot identified by grower number 23.”

E. When Percentage of Defects or Decay in Samples is Irregular 

When decay or some other factor of quality or condition is found in some packages and 

not in others, this may be reported as, 

• “Decay 8%, range 1 to 20%, advanced stages, highest amount of decay found in 

packages marked xxx.”

F. Determining Percentages of Decay When Specimens are Excessively Deteriorated 

Frequently, when inspecting products such as potatoes, onions, or grapes on the basis of 

weight, samples may contain large amounts of decayed specimens that are so completely 

deteriorated that they have lost most or practically all of their original weight. Using the 

actual weight of these badly deteriorated specimens to determine the percentage of decay 

present would give inaccurate results. For weighing purposes in such cases, use sound 

specimens that are approximately the same as the original size of the deteriorated 

specimens. If this is not possible, estimate the decay.

G. Describing Freshness and Firmness on the Certificate When Specimens are Affected by 

Soft Rot, Other Decays, or Other Factors

Consider the special tolerances for soft and decayed specimens to determine the general

terms to be used to describe the firmness of fruit. Due to the rapid deterioration of 

specimens affected by these injuries, do not consider them firm, as these terms are 

defined in the U.S. standards or inspection instructions, regardless of the area affected. 

Do not describe products as firm if other factors have caused deterioration beyond the 

level permitted under the definitions for firm. Use general terms to describe the firmness 

of the portion of a lot not affected by soft rot, decay, or advanced deterioration by any 

other disease.

Example: 

• Oranges with 5% Decay: “Generally firm, Decay mostly advanced, some early 

stages.”
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Allowances

An allowance is an amount of a particular factor (e.g., defects, foreign material, or staining) 

permitted in a lot, without regard to tolerances. In addition to the lot tolerances associated with 

each commodity, some commodities also contain allowances for specific items. 

Example: 

• Potatoes contain an additional allowance of 5% for Sprouts. If a U.S. No. 1 lot at market 

contained 4% Sprouts, 3% damage by External Quality Defects, 4% damage by External 

Condition Defects, and 2% damage by Internal Condition Defects, the lot would pass 

(does not exceed 10% total defects or restricted tolerance for external or internal defects). 

However, if the lot had 6% Sprouts, the lot would fail to meet U.S. No. 1.

In applying the rule of one and one-half times or double the tolerances or other exceptions under 

the application of tolerance, do not include allowances for certain factors that are provided in the 

Definition of Terms of the standards. 

Example: 

• Under Definitions of Terms in the U.S. Standards for Potatoes, Sprouting is not a 

tolerance and therefore the application of tolerances does not apply.

Application of Tolerances

The U.S. standards that have been issued in recent years provide tolerance limits for individual 

packages. The specified limits for individual packages are not uniform for all products, but most 

standards provide that:

• When the tolerance is 10% or more, individual containers cannot exceed one and one-half 

times the tolerance specified, and 

• When the tolerance is less the 10%, individual containers cannot exceed double the 

tolerance specified. 

Many standards contain a provision that one defective specimen may be allowed in each 

package. This is interpreted to mean one for each general tolerance, such as size, external 

defects, and, where applicable, internal defects. In a few standards, one-tenth (1/10) of the 

samples may exceed the limits for individual packages; in others, special exceptions are provided 

for certain factors. Always refer to the particular standards for the correct application of the 

tolerance.

Some early U.S. standards do not include provisions for applying tolerances to individual 

packages. For those standards, there is no limit on the percentage of defects or offsize allowed in

individual packages. If the average for the lot or a particular tolerance is not exceeded, the lot 
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will meet the grade or specification, regardless of the percentages of defects or offsize in any 

container.

MISCELLANEOUS INSPECTIONS & PROCEDURES

Federal Marketing Orders and Section 8e Import Requirements

Federal Marketing Orders and Agreements

Authorized by the Agricultural Marketing Agreement Act of 1937 (the Act), marketing orders 

and agreements allow farmers and handlers to collectively address marketing problems. These 

programs are initiated by industries that choose to have Federal oversight of certain aspects of 

their operations. AMS oversees marketing orders and agreements to ensure that they operate in 

the public interest and within legal bounds.

Marketing orders and agreements may set minimum quality requirements, standardize 

packaging, regulate flow of product to market, and implement other regulations. Marketing 

agreements only apply to handlers who voluntarily sign an agreement; marketing orders set 

regulations on all handlers in a specified region once the program is approved via a grower 

referendum. Fees are collected from handlers to cover the local costs of administering these 

programs. AMS currently administers fruit and vegetable marketing orders for more than 25 

specialty crop commodities.

Section 8e Import Requirements

Section 8e of the Agricultural Marketing Agreement Act of 1937 (AMAA) applies to specific 

fruit, vegetable, and specialty crop imports into the United States. The law requires imported 

products to meet the same or comparable grade, size, quality and maturity standards as domestic 

products covered by Federal marketing orders. These standards protect U.S. consumers from 

substandard or inferior products. The Marketing Order and Agreement Division (MOAD) under 

USDA’s Agricultural Marketing Service (AMS) enforces the Federal marketing orders for fruits, 

vegetables, and specialty crops, as well as compliance with import regulations. 

See the AIM Section 8e & Marketing Order Manual for additional information and guidance.

Commodity Procurement Program (CPP)

The AMS Commodity Procurement Program buys fresh fruits and vegetables for distribution to 

various organizations. These purchases are required to be inspected by the SCI Division at 

destination, with a few exceptions. Before inspecting any of these purchases, each office will 

receive specific instructions from HQ Inspection Operations with specific information, including 

delivery dates, the commodity, and grade requirements. Do not inspect purchased products until 

you receive the instructions. Do not deviate from the instructions without authorization from HQ 

Inspection Operations.

It is the inspector’s responsibility to verify that all inspection related contractual requirements are 

met. This includes possible size, pack type and variety requirements. Always refer to the product 
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specification or product exceptions to be sure what the related contractual requirements are. You 

can only accept amendments concerning these purchases if you receive them in writing from HQ 

Inspection Operations or directly from Commodity Procurement.

Inspectors are not to offer opinions or insights into whether to accept or reject a CPP load, or the 

criteria that may be considered when accepting or rejecting a load. This determination is only 

made by the Commodity Procurement Contracting officer. If asked, inspectors will refer 

applicants or receivers to contact their Contracting Officer. What we can discuss is the 

solicitation requirements and why the load failed these requirements. Keep the information 

limited to just the facts of the inspection.

• Product Specifications and exceptions per solicitation can be found on the USDA/AMS 

external website at www.ams.usda.gov/selling-food.

• Purchase Order (PO) information for Federal inspectors can be found on the SCI 

SharePoint Purchase Orders for Commodity Procurement page. As Fed-State market 

licensees do not have access to the SCI SharePoint site, they will need to rely on emails 

sent by their Federal Program Manager to receive Purchase Order information. 

• The Master Solicitation for Commodity Procurements detail the federal regulatory 

clauses and provisions and USDA and AMS policies applicable to AMS procurement 

activities. These documents serve as the foundation for contracts awarded by AMS and 

are incorporated by reference into each individual solicitation. This includes requirements 

for truck seals for each delivery.

Timing

The Contractor must give the USDA at least 72 hours (3 days) advance notice when scheduling 

inspection service. It is allowable for fresh loads to be inspected en-route to their destination due 

to limited inspector availability at the destination location. The inspection and certification must 

occur within 48 hours of delivery to the final destination and the trailer must be sealed by the 

driver after the inspection is complete.

Vendors are allowed to deliver early with approval from the destination location. An inspection 

prior to or after the delivery date will not fail the requirements due to delivery date. Place a 

remark on the certificate that states lot inspected prior to established delivery date of 

month/day/year.

Truck Seals

Regarding truck seals for fresh product deliveries, do not fail solicitation requirements if the seal 

was broken prior to arrival of the inspector. Receiver has the option to either leave the seal in 

place or remove it to unload the pallets prior to inspector’s arrival. If the receiver elects to 

remove the seal they will need to present it to the inspector upon arrival. If the seal has been 

removed prior to their arrival, the inspector will note on the certificate, under Remarks, the status 

of the seal. 
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When noting on the certificate the status of the removed seal consider the following:

• Missing means the seal cannot be provided to the inspector.

• Report if the removed or provided seal is the wrong seal type (as noted in the Master 

Solicitation) or if the seal number does not match the seal number listed on the Bill of 

Lading.

• There is no need to mention on the certificate if the correct seal was used, if it matches 

the Bill of Lading or if it was removed by the inspector at time of arrival.

The seal numbers shall be documented on the Bill of Lading, shipment manifest, or other 

delivery documents, as applicable, which must be signed or acknowledged by the carrier or its 

agent. It will be the responsibility of the Contractor to provide enough seals to the carrier service 

and to ensure that the trailer is sealed after each delivery location (when destined for multiple 

recipients, i.e. multi-stops). The seal number must be recorded on the appropriate delivery 

document and correspond with the applied seal at the time of arrival at the next destination.

Refer to the Master Solicitation for CP related requirements on seal types.

Multiple Drops

Due to limited staffing and remote locations, contractors have the option to have lots within a 

load that are destined for multiple receivers inspected at one location. These are referred to as 

multiple drop inspections. Applicants can request that the inspections for multiple drops occur 

all at the first stop. A separate inspection and certificate will be needed for each stop. Each 

certificate will contain an estimated fee calculated separately.

Certification

In FEIRS you must select “Commodity Procurement Branch” for the Purpose of Inspection and 

enter the Solicitation number into the Notice of Delivery field.

The PO contains all the information that is required to be recorded on the issuing certificate. All 

certificates must contain the statement “Meets/Fails to Meet the Requirements of Solicitation 

___, Solicitation Sales Order number ___, Purchase order number ___, and Purchase Line 

Item number ___. In FEIRS there is a drop down remark available to complete this statement 

efficiently and accurately.
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Certificates issued for multi-drop inspections are valid for 36 hours. After 36 hours lots must be 

re-inspected and new certificates issued. 

Copies

Copies of the certificate will be sent to the applicant, shipper and receiver of the product. 

Commodity Procurement or HQ Inspection Operations do not require a copy.

Bulk Loads

Since the carrier is the container, do not treat the variation found in bulk loads like similar 

variations found in packages when applying the rule of double or one and one-half times the 

tolerance. The load, as a general rule, is sold as a unit and should be inspected as such. If it is 

divided by bulkheads or partitions, you may inspect it as separate units if the applicant identifies 

the units as being separate or if there is a material difference in the quality and condition of the 

units. Do not attempt to report a range or an average for bulk loads.

Take sub-samples throughout the load to be inspected. Sub-samples may be graded separately 

then added to make 1 complete sample for the load.

For example, for a bulk load of potatoes, take a minimum of five 20-pound sub-samples. Inspect 

each sub-sample and then add them together to make 1 whole sample.

Example:

Sample size Quality Sunken discolored Areas Soft Rot

20 lbs. 1.0 lb. 2.0 lb. .50 lb.

20 lbs. .75 lb. 1.5 lb. .50 lb.

20 lbs. .50 lb. 1.0 lb. 1.0 lb.

20 lbs. .75 lb. 1.5 lb. 1.0 lb.

20 lbs. 1.0 lb. 1.0 lb. .75 lb.

100 lbs. 4 lbs. (4%) 7 lbs. (7%) 3.75 lbs. (4%)

Fails to Grade US No. 1 account condition. 

Do not report a range: 5 SUB-SAMPLES MAKE 1 COMPLETE SAMPLE.

Bulk loads must also show a restriction to the upper number inches of the load, unless the load is 

inspected during loading or unloading and all portions of the load are accessible. In either case, 

include a statement under “Remarks.”

Dumping Certification

Applicants may request a “dumping certificate” or other evidence of or justification for 

destroying or discarding produce received in interstate commerce in compliance with the 

Produce Agency Act of 1927 and the Perishable Agricultural Commodities Act (PACA) of 1930,

as amended. The inspection service must honor requests for dumping certification by performing 
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a Quality and/or Condition only inspection and making a statement on the facts to the following 

in the “Remarks” section such as: 

• “Applicant states that the above lot is to be dumped.”

Base the fee on the car lot fee for Quality and/or Condition, whichever applies. 

When performing a witness dump where the product is being taken to a landfill, feedlot, etc. or 

discarded in a trash compactor, the inspector must personally observe the lot being destroyed and 

certify the facts in the “Remarks” section with a statement such as:

• Inspector witnessed the dumping of above lot in a trash compactor.

For this type of inspection, certify the quantity of containers (a count). Base the fee on an hourly 

basis for witness dump inspections. 

Freezing

Freezing and freezing injury occur under such a variety of conditions that they are among the 

most difficult factors to accurately describe on the inspection certificate. Report this injury

carefully if it is noticeable, as it may detract greatly from the commercial value of the lot. If the 

damage is slight, it may be of little importance. Describe the degree of injury so the applicant 

can determine how much the commercial value of the product has been affected.

Describe freezing, freezing injury, and chilling injury in the “Other” section of the certificate. If 

the condition is scattered throughout the lot and/or container, score it as a defect by percentage, 

report it in the “Offsize/Defect” column, and describe it in the “Other” section. If the condition 

shows a definite pattern, describe in general terms the amount of the load, and, in more specific 

terms, the affected product and the extent to which containers are affected. When doing a quality 

and condition inspection or condition only inspection, do not charge an additional fee unless 

determining freezing adds time to the inspection.

At the applicant’s request, you can restrict the inspection to freezing only. Assess fees at the 

hourly rate.

If most containers in the lot are affected by freezing or freezing injury, do not try to certify size, 

quality or condition; restrict the inspection to freezing only based on your authority and 

determination.

Familiarize yourself with the effect of this injury on different products. Publications on Market 

Diseases of Fruits and Vegetables, is an excellent source of information on this defect. Once on 

the site, type in the search box “Market diseases of fruits and vegetables”.

Distinguish between frozen stock and freezing injury. If the product is still in a frozen condition 

with ice present in the tissues, use the term frozen. Do not show ice crystals were present. The 

recorded temperature must substantiate that the product is frozen. Fruits typically freeze at a 
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lower temperature due to sugar content; leafy products typically freeze around 32 °F due to the 

moisture present. Use the term freezing injury if the product is not in a frozen condition at the 

time of inspection but shows typical conditions that indicate it had been frozen, such as 

shriveling, flabbiness, watersoaked, glassy appearance, soft and leaking condition, or internal 

discoloration. 

Do not use the term freezing injury without a description of the nature of the injury. The 

description is important so that the certificate presents a clear picture of the injury, and describes 

evidence that the product has been frozen or affected by freezing injury. Do not use terms like 

frosted or frost injury.

Reporting Freezing and Freezing Injury when a Pattern Exists

To report freezing or freezing injury, provide this information:

A. The extent of injury into the load. State this in terms of approximate inches or feet into 

the load or in terms of the number of rows, layers, and/or stacks affected.

B. The extent of the injury into the container stated in terms of approximate inches into the 

container along with the number of specimens affected using general quantity terms. 

C. The location of the injury in the containers and load or lot.

D. In the case of freezing injury, a description of the affected product(s).

E. A statement indicating where the freezing occurred or did not occur. This statement must 

always be substantiated by the facts in the first three steps.

See Appendix VII for a Freezing Pattern Reporting guide.

Carrier Freezing

In the case of carrier freezing, where the injury is confined to the more exposed portions of the 

load, do not try to state the percentage or fractional portion of the load that his injured. Simply 

state the distance that the damage extends into the load in the various locations. If the shipment 

is in bulk, state the extent in feet or in inches. If a portion of the stock is frozen or shows 

freezing injury next to the floor, carrier side walls, or in the more exposed portions of the load 

which would indicate that the damage occurred in the carrier, report all pertinent information 

regarding its nature and extent.

Example: 

• “In bottom layer sacks, 2 to 3 layers of potatoes in side of sack adjacent to floor racks 

show wet breakdown following freezing and so located as to indicate freezing occurred in 

car.”
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Package and Top Ice Freezing

In addition to field freezing and transit freezing injury, freezing from package and top ice can 

occur, especially on vegetables. Freezing from top ice may occur on the top layer of the load, 

next to the side walls, and next to the sides of packages in the upper layers where crushed top ice 

has sifted down into the spaces between rows. This type of freezing may occur before loading, 

or it may occur after the product is loaded. When reporting freezing due to pack ice, do not 

attempt to show the location where it occurred. 

Reporting Different Types and Extents of Freezing Injury 

Below are examples of how to report freezing conditions. Regardless of the cause, all freezing 

statements must show the:

A. Kind of freezing,

B. Location in the carrier/warehouse,

C. Location in the containers,

D. Portion of load affected, 

E. The degree to which affected specimens are injured, and 

F. Where the freezing occurred, if this is not self-evident. 

Examples of Freezing Statements

Pack Ice Freezing: 

• “In most crates, most heads in contact with pack ice are frozen, affecting 2 to 5 leaves to 

approximately 8 inches in depth.”

Top Ice Freezing: 

• “In most top layer crates, heads in contact with lids or exposed sides in contact with top 

ice are frozen, affecting 2 to 5 leaves to approximately 3 inches in depth.”

Sidewall Containers Only: 

• “In all containers in contact with both side walls, cauliflower in contact with exposed 

portion of containers is frozen approximately 1 to 2 inches into container and so located 

as to indicate freezing occurred in carrier.”
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When the lower layers of the side wall container show freezing, the bottom layer container next 

to side wall will show freezing next to the floor racks as well as the walls. Show this using this 

language:

• “Floor layer and second layer container next to one (or both) side walls, cauliflower 

adjacent to container next to side wall and floor racks is frozen approximately 1 to 3 

inches into container.”

Side Walls, End Walls, and Floor Layer Crates/Cartons:

• “In all cartons in contact with side and end walls and all floor layer cartons, cauliflower 

next to exposed end portion of cartons is frozen approximately 1 to 2 inches in from 

walls, and approximately 2 to 5 inches up from floor racks.”

Adjacent to Doors Only:

• “In 10 containers adjacent to rear (or side) door, heads in contact with exposed sides of 

containers are frozen.”

• “In bottom layer containers adjacent rear door, heads in contact with exposed sides of 

containers are frozen.”

• “In 10 containers adjacent door(s), heads in contact with exposed sides of containers are 

frozen approximately 2 to 6 inches into container, and in two of these containers heads 

are frozen approximately 1 to 2 inches into container from sides next to floor racks.”

All Floor Layers Containers:

• “In all floor layer containers, cauliflower is frozen approximately 1 to 3 inches from sides 

and/or ends exposed to floor racks, side and end walls.”

• “In all floor layer containers, cauliflower is frozen into containers approximately 1 to 4 

inch from portion of containers exposed to side and end walls.”

All Exposed Containers: 

• “In all containers in contact with floor racks, and side and end walls, cauliflower is frozen 

from approximately 1 to 3 inches into containers from exposed portions. In addition, all 

top layer containers have heads in contact with tops frozen approximately 1 to 2 inches 

deep, and located so as to indicate that freezing occurred in car.”

If possible, show the exact number of containers affected, but do not guess or try to do this 

unless you can be sure you are correct, e.g.,:

• “In # crates adjacent floor racks, and side and end walls, cauliflower is frozen 

approximately 1 to 2 inches into container from end portion of container.”
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If you cannot give the exact number of containers affected or accurately approximate the total, 

state the location of the containers in the carrier and how far the freezing extends.

If the shipment is inspected in the carrier and the location of the packages, frozen stock, or 

freezing injury in the containers clearly indicates that the freezing occurred in the carrier, state it 

on the certificate.

If you find specimens with freezing injury scattered throughout the load and/or containers but not 

where freezing would naturally occur, report the percentage of freezing in the average defect 

column on the SC-300 with a statement in the “Other” section of the certificate describing the 

injury and the location(s). This occurs when there is a sporadic pattern or no pattern at all. This 

is the only time you can report freezing in percentages. In these cases, if you are not sure that 

this injury is freezing, simply score and describe the defect as any other defect based on the 

normal definitions of injury, damage, or serious damage (e.g., soft, internal discoloration, or wet 

breakdown in potatoes).

Do not report freezing as having occurred in the carrier after the products have been unloaded

unless you are certain that is where it took place. You can report having witnessed the product 

being unloaded off the trailer or railcar. Report if the applicant’s staff unloads the product from 

the trailer for inspection in the “Remarks” section of the certificate:

• “Applicant’s labor made load accessible for inspection.” 

If the inspection on a pier or in a warehouse shows a definite pattern to the freezing injury, you 

can describe the injury as: 

• “So located as to indicate that the injury (or freezing) occurred after packing, but not in 

present location.”

For some commodities, such as sacks of potatoes, onions, and cabbage, damage is found in 

various locations in the carrier that indicates that the freezing occurred before the products were 

placed in the carrier. If the freezing is confined to the sides, tops, or ends of some packages in 

the shipment, but the appearance of the packages does not indicate where they were located in 

the car or trailer, do not reference the probability that the freezing occurred in the carrier. Under 

these circumstances, the statement should read:

• “So located in the packages as to indicate the freezing occurred after packing.”

If you cannot determine where or when the freezing occurred, accurately describe the location 

and nature of the freezing or freezing injury but do not try to show where or when it occurred. 

Chilling Injury

Chilling injury, another condition related to cold temperatures, often affects tropical fruit or 

vegetables such as bananas, tomatoes, peppers, eggplant, pineapples, and avocados. Chilling 

injury results from temperatures that do not freeze the product but are too cold for proper 

metabolism or maturation of the product. Refer to individual commodity inspection instructions
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and/or publications on Market Diseases of Fruits Vegetables for symptoms of chilling injury as it 

relates to individual commodities.

If you positively identify a defect as chilling injury and it is apparent from the location and 

pattern of the injury that it occurred after packing, describe the symptoms of the injury that 

indicate it is chilling injury. Then show the extent of the injury in the load, the extent of the 

injury in the containers, the location of the injury in the containers and the load, and include a 

statement indicating where the injury occurred.

Examples:

• Bananas in trailer:

“In most floor layer cartons, in all top layer cartons, and in some cartons in second layer 

from top, some to many fingers per cartons are affected by chilling injury, vascular 

bundles being gray to brown upon peeling of epidermis and exuding little or no juice 

upon breaking of fruit, and so located as to indicate chilling occurred in trailer.”

• Bananas unloaded on pallets:

“In many cartons scattered throughout pallets and lot, some to many fingers upon 

breaking, fruit shows comparatively dry skins with brown discoloration of vascular 

bundles and no exudation of juice which is characteristic of chilling injury and so located 

to indicate chilling injury occurred after packing, but not in present location.”

Net Weight

If an applicant requests an inspection restricted to Net Weight only, advise the applicant that if 

the results reveal that the average net weight is below the marked net weight on the packages, or 

if reasonable shortage is exceeded, you will notify PACA as the lot will be considered 

misbranded. You must show the type and name of scale to be used, the graduation of the scale 

(e.g., 1/2 ounce, ounce, 1/4 pound, pound, or digital graduation), and the owner of the scale 

(government or applicant) on the notesheet. Always use check weights to verify the accuracy of 

the scale. Before you begin the inspection, verify the scale shows zero with no containers on the 

scale.

Weighing Procedures

If the applicant asks you to certify a specified or marked weight, use the following procedures 

for both stationary lot sampling and in-line sampling. Read these instructions in their entirety 

before beginning the process:

A. Normally, emptying five containers of their contents is sufficient to determine the 

average tare weight of the containers. Empty more than 5 if you find wide variations in 

tares. Empty containers with pack ice and weigh only the product to determine net 

weight. Include both the container and pack ice weights to determine tare.
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B. Disregard the lot size.

C. Stationary lots: randomly select 36 sample units. 

In-line lots: select sample units at timed intervals. 

Weight at least 36 sample units for any lot, including when certification is based on a 

day’s run. Weigh all containers in lots consisting of fewer than 36 packages.

D. If a scale reading is between two graduations marks on dial or spring-type scales, read to 

the nearest graduation mark.

E. Weigh and record each sample unit to the nearest: 1/2 (.50) ounce for containers packed 

to a marked or specified weight of less than 10 pounds; and, 1/4 (.25) pound for 

containers packed to a marked or specified weight of 10 pounds and more. 

Determine an Exact Average (to 100ths)

After weighing all sample units, the exact average net weight must meet the weight marked on 

the container or any weight specified by applicant. No individual sample unit can weigh less 

than the appropriate reasonable shortage limit specified in Table I.

Reporting Procedures 

You must report certain results, including:

• The range and average net weight,

• The percentage below marked or specified net weight,

• The percentage below reasonable shortage limit, and

• A statement about the lot meeting or failing to meet marked or specified weight.

Report all lots using the Imperial unit of measure for average tare weight, reasonable shortage 

limit, and average weight. Report any container markings in either Imperial or Metric.

If lots are certified as failing to meet the requirements of average weight marked or specified, or 

reasonable shortage limit in individual sample units, make sure the certificate shows under the 

“Other” section: the average tare; reasonable shortage limit; range in weights; exact average; 

and, if failing account of reasonable shortage limit in individual samples, the percent of sample 

units failing to meet the reasonable shortage limit.

Examples:

• 2 lb. package (Fails average weight)

“Average tare 4 ounces. Reasonable shortage limit: 30.00 ounces net. Range 30.50 to 

33.50, average 31.52 ounces net.”
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• 1 lb. package (Exceeds reasonable shortage limit)

“Average tare 5 ounces. Reasonable shortage limit: 14.50 ounces net. Range 14.00 to 

16.50, average 16.38 ounces with 9 percent of sample units below 14.50 ounces net.”

Lots Meeting Average Weight and Reasonable Shortage Limit

If you certify that lots meet the requirements of average weight marked or specified and 

reasonable shortage limit in individual sample units, the certificate must show that information in 

the “Other” section.

Examples:

• “Average tare 4 ounces. Reasonable shortage limit: 30.00 ounces net. Ranges 30.50 to 

33.50, averaging more than 32 ounces net.”

• “Average tare 1.50 ounces. Reasonable shortage limit: 14.00 ounces net. Ranges 16.50 

to 19.50, averaging more than 16 ounces net.”

The actual weight certification will appear under the “Grade” heading on the inspection 

certificate:

Examples:

• “Meets marked weight.”

• “Fails to meet marked weight account of sample units average below marked weight.”

• “Fails to meet marked weight account of unreasonable shortage in many sample units.”

If the applicant requests net weight, include the following statement in “Remarks”: 

• “Net weight determined and reported at applicant’s request.”

If the weight marked on the containers and your results indicate a misbranding violation, report 

the number of containers below marked weight to PACA.

Example:

• Packages marked “25 lbs. Net wt.” Average tare: 2.50 pounds. Reasonable 

shortage limit: 24.00 pound net. Ranges 22.25 to 26.50, averaging 23.75 pounds 

per carton with 68% of sample units below marked weight and including 36% of 

sample units below reasonable shortage limit.

Shippers in several states request certification of net or standard weight (e.g., Florida tomatoes). 

For any lots that fail to meet marked weight, check with the appropriate SCI Division office to 

verify if the lot was certified for weight at origin.
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The regular spring balance scales furnished to inspectors are not sensitive enough to weigh to the 

nearest 1/2 ounce. If you are asked to report weights of small packages, use a more sensitive 

scale. The Supply Depot has scales in stock that will weigh small packages with accuracy. 

Prepackers and chain stores that pack small packages usually have scales sensitive enough to 

weigh accurately to the nearest 1/2 ounce. Use check weights to verify the accuracy of the scale.

TABLE I

Reasonable Shortage Limits1

Marked or Specified Net Weight2 No Individual Container May Weigh Less Than

Pounds Grams

Pounds & Ounces

0.50 190.8

 ------ 6.50 oz.

1.00 405.6

 ------ 14.50 oz.

2.00 859.2

 1 lb. 14.00 oz.

3.00 1288.8

2 lbs. 13.50 oz.

4.00 1718.4

3 lbs. 12.50 oz.

5.00 2148.0

4 lbs. 11.50 oz.

8.00 ------

7 lbs. 10.00 oz.

10.00 ------

9 lbs. 8.00 oz.

15.00 ------

14 lbs. 8.00 oz.

20.00 ------

19 lbs. 4.00 oz.

25.00 ------

24 lbs. ------

50.00 ------

48 lbs. ------

100.00 ------

96 lbs. ------

1 When certifying packages less than 10 pounds and not specifically listed in the table, do not apply a reasonable shortage limit. Lot 

will fail to meet marked or specified net weight only if the sample units average below the marked or specified weight.

2 When certifying marked or specified net weight for containers over 10 pounds that are not specifically listed in Table I, no individual 

sample container may be more than 4 percent below the marked or specified net weight.
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Certifying Weight of Products in Bulk Bins

Report only net weight, not gross weight. Bulk bins are exempt from the net weight only 

restriction. Report gross weight for products in bulk bins only if appropriate scales are available.

Precheck scales for accuracy using an approved standard test weight prior to certification. 

Division check weights are insufficient for checking the accuracy of scales capable of weighing 

bulk bins. The applicant’s scales are considered prechecked if local weights and measures 

officials (state, county, or city officials with equipment capable of checking such scales) check 

the scales and verify their accuracy immediately prior to the weighing in the presence of the 

inspector. Scales with seals previously applied by weights and measures bureaus under local 

laws are not considered “prechecked for accuracy.”

Weigh all of the bins in the lot, load, or portion of lot remaining, regardless of the lot size, and 

report the range and average gross weight in the “Other” section. Do not attempt to determine or 

report a tare weight by weighing a few empty bins; the weights of bins vary too much for 

accurate certification. On the notesheet, show the type, graduations, and owner of the scale.

If you cannot carry out the above procedure, you may, at applicant’s request and expense, 

accompany the load to a Certified Public Scale, and witness and record the scale readings on our 

certificate for the gross weight of the load and/or the empty weight of the truck or trailer.

Exceptions to the above procedure may be granted on a case-by-case basis from HQ Inspection 

Operations or other senior level management as designated.

No Established U.S. Grade (NOG)

If no grade has been established for a product, accurately describe the extent to which an 

individual specimen is affected to present a clear picture of the product. Do not use the terms 

injury, damage, serious damage and very serious damage in this instance. Do not use descriptive 

terms such as materially or seriously affecting appearance, as these are used in the general 

definitions of damage and serious damage for commodities with established grade standards. 

Describe the objectionable factors in other terms, such as color, area affected, and depth.

Examples: 

• Lychee nuts: “Discoloration is dark brown to black affecting 25% to entire surface area.”

• Chayote: “Firm. Discoloration is tan to brown affecting from 25% to 50% of surface 

area.”

Pressure Testing

Applicants may request a pressure test for a more accurate description of the maturity/softness of 

a specific fruit. Use the following equipment and procedures for any commodity that does not 

have an established procedure in the U.S. standards or inspection instructions, such as kiwifruit. 
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Equipment

• Approved pressure tester (available from SCI Division Equipment/Supply Depot)

• Sharp knife

Procedure

A. Apples are generally tested with a 7/16 inch (11 mm) plunger tip. Pears, stone and other 

fruit are generally tested with a 5/16 inch (8 mm) plunger tip.

B. Samples containing more than 20 fruit, select 5 random specimens from each sample. 

1. Samples containing less than 20 fruit, select 2 random specimens from each 

sample.

C. Remove a 1/2 to 3/4 inch diameter disc of the skin from opposite sides of the fruit at the 

equatorial axis.

D. Place the fruit on a flat surface. 

E. Reset the tester and place the plunger against the exposed flesh and press with increasing 

pressure until the plunger tip has penetrated into the fruit up to the groove around the 

plunger tip. A slow straight penetration of the plunger is essential. Sharp movements 

and sudden pressure may impair the readings. 

F. Repeat the test on the opposite side of the fruit, but not on an area that has had pressure 

from the flat surface. Record the readings from both sides of each fruit.

Remarks on the Certificate 

Upon completing the inspection, note on the notesheet and under “Remarks” on the certificate:

• “Pressure testing was determined on a total of _____ specimens, with each specimen 

tested on opposite sides of the equatorial axis with a ___ inch (____mm) plunger and 

reported at applicant’s request.”

Additionally, report the pressure test range on the notesheet and certificate. If the range is 

greater than 3 pounds, add a “mostly” statement.

Example:

• “Pressure test range 6 to 11, mostly 8 to 9 pounds.”
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Soluble Solids (Brix)

Use the following equipment and procedures for any commodity that does not have an 

established procedure in the U.S. standards or inspection instructions. Products such as 

cantaloupes, table grapes, and watermelons have specific guidelines and instructions in 

determining soluble solids in their respective commodity inspection instructions.

Equipment

Use the following items to properly determine soluble solids. Thoroughly clean and dry all 

equipment before using.

• Approved refractometer (available from SCI Division Equipment/Supply Depot)

• Sharp knife

• Garlic press (available from SCI Division Equipment/Supply Depot)

• Cup or bowl

• Plastic spoons

• Distilled water

• Cheesecloth or soft cotton towel

Procedure

Prepare the refractometer and make sure it reads “0.”

Randomly select two specimens from each sample inspected.

For large specimens, use the knife to remove a uniform size V cut piece or plug from each 

specimen that extends to the pit, core, or center of each specimen. Remove any skin and/or flesh 

in contact with any pit (no more than 1/8 inch), and, if necessary, slice the piece or plug into 

small pieces to be squeezed. For small specimens that will fit into a press (e.g., berries), squeeze 

the intact specimen.

Use the garlic press to squeeze the juice from each piece or plug into the cup, making a 

composite sample.

Scoop out a small amount of juice and place on the refractometer lens. Close the cover and 

record the reading on the notesheet.
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Remarks on the Certificate

Upon completing the inspection, include the following on the notesheet and under “Remarks” on 

the certificate:

• “Soluble solids were determined with a refractometer. A total of ___specimens were 

tested and reported at applicant’s request.”

Digital Imaging

SCI offers digital imaging as an additional terminal market inspection service. Any financially 

interested party can request digital images of fresh fruits and vegetables depicting the appearance 

of produce, defects, shifted loads, brands and container markings, and the condition of the 

containers.

When applicants request this optional service, they receive the processed images via email along 

with an issued FEIRS FV-E300 or FV-E301 certificate. Any financially interested party in 

possession of the issued FV-E300 or FV-E301 can also access the digital images via 

https://fpbinspections.ams.usda.gov/. Images will not be available on this website until a 

minimum of 24 hours after the completion of the inspection and only for a period of 90 days. 

Digital images are password protected to prevent one industry participant from obtaining access 

to the images of another industry participant's products.

The applicant shall be cautioned when using this service for color critical elements. The USDA 

reserves the right to decide whether the images are a good representation of the factors in 

question. USDA also reserves the right to make a statement on certificates in connection with the 

images that the colors may be inaccurate due to the quality of the monitor or software used to 

view the images. Based on the quality of the images, USDA may decide not to process the 

images. If the images are not processed, no additional fee will be added to the inspection and the 

applicant will be notified. 

Equipment

Inspectors in each terminal market location are equipped with or have access to a USDA issued 

capture device. These devices include: digital cameras, mobile telecom devices (cell phones or 

iPhones) or tablets/laptops. Any of these USDA issued devices may be used to process digital 

images. The use of personal devices to process digital images is not authorized. Current image

technology within USDA issued devices provide enough image quality to process images that 

meet or exceed resolution requirements for web posting, no additional calibration is necessary. 

Filters of any kind are not to be used. Use of integrated flash is also not recommended for closeup images as often this will create a “flash-back” and overexpose the subject which distorts the 

image clarity.

Benefits

Because digital images are attachments to issued USDA FV-E300 and FV-E301 certificates they 

become certified prima facie visual evidence and can be used in dispute resolution involving the 
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Perishable Agricultural Commodities Act (PACA). Digital images also assist produce growers, 

shippers, brokers, buyers, and distributors in making better business decisions and assist all 

parties involved in settling disputes. Digital images assist in quality control, product 

procurement, and marketing efforts and increase the value of our traditional inspection services.

Requests for Digital Imaging

An applicant may request digital imaging in conjunction with an inspection or may request only 

digital imaging. If digital imaging is provided in conjunction with an inspection, it is typically 

reported on the FV-E300 Fresh Electronic Inspection Reporting/Resource System (FEIRS) 

Market Inspection Certificate. All processed digital images, whether they are used or not, remain 

the property of the USDA. Requests for digital imaging shall be reported on the SC-237 Request 

for Inspection.

Capturing Images

Although the applicant typically states the factors to be illustrated, inspectors must take enough 

images to clearly illustrate the severity of the factors involved. The inspector is responsible for 

selecting specimens that accurately portray the factors requested or identified during the 

inspection. Additional images should be taken that show the brand(s) and/or marks and that show 

the general placement of the lot in the conveyance. A minimum of six to ten images per 

application shall be taken. Additional images may be taken at camera angles and focal lengths to 

ensure that good selections of images are available. 

Separate images should be made for each defect when the average percentage of an individual 

defect in the lot exceeds 5%. All defects, which individually average less than 5%, may be 

combined in one or more images. Although the severity of the defect is not stated in the image

caption, a range in severity (least affected to most affected, as found in the inspection samples) 

of the defect should be shown in the image.

The following images will be included with all digital imaging requests:

• Image of the conveyance

• Image of the pallets

• Image of cartons 

• PLI

• Defects

• Unusual situations (shifts, damaged or wet containers, etc.)

Digital Images must clearly show the damage to the product or container and must also show 

product identification such as lot numbers, container labels or truck tags to identify the 

ownership of the product. Inspectors are also encouraged to take a enough variation of images at

different camera angles and focal lengths to ensure that good selections of images are available 

prior to processing.
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Images that show defective specimens must also show product identification and ownership. To 

show ownership, include a variety of images that show the container markings and the carrier 

number, if available.

Image Background

Prior to taking an image, choose a neutral background or one that is uniformly contrasting. Light 

colored cardboard lids, or a white legal pad are often used and are readily available. Do not 

place the specimen on backgrounds of varying colors and avoid backgrounds of the same color 

spectrum as the specimen (i.e. yellow legal pad for lemons).

Image Lighting

Prior to taking the image, check to see how much ambient light is available. Natural light 

provides the most realistic colors and should be used whenever possible. Use of flash will 

illuminate the specimen but may not produce the best shot. If possible, avoid using the flash as it 

tends to "wash out" color and texture.

Image Staging

Be aware of what the camera sees, not what you see. Carefully notice what the specimen looks 

like from the camera's perspective and then "stage" or set up the specimen for the shot. To

capture the best angle for the defect, use small props (cardboard, foam, wood, etc.) to help 

position the specimen (props should not be visible in the shot).

For dense objects like potatoes, onions, and apples use a knife to cut a flat spot on the specimen 

to assist in positioning for a better image. Practice this technique to avoid destruction of a good 

defective specimen. Another staging technique that works well (if it is the right commodity) is to 

flatten an area on the specimen so it is positioned for a good image.

Skin Glare

Commodities with shiny surfaces (tomatoes, peppers, apples, citrus, etc.) are difficult to capture 

due to skin glare. Using a flash will compound this problem. Experiment with ambient light and 

camera positions to find the best angle to take the image. Additionally, specimens with texture or 

contours are very difficult to accurately capture. Different light intensities will achieve different 

results. Slightly less light, in some instances, may produce an image that is more defined.

Image Framing

When focusing, fill the frame as much as possible with the specimen. Keep the visible 

background to a minimum. Unless the desired image is a close-up of a defect or specific area of 

the specimen, the entire specimen should be visible. Experiment with different camera positions, 

horizontal and vertical, to achieve a full frame. Additionally, become familiar with zoom and 

macro features of the capture device.
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Keeping the capture device steady can help to produce higher quality images. If you have 

difficulty holding it steady throughout the shot(s), prop the device on a solid object. If produce 

boxes or pallets are used to prop take additional precautions to prevent the device from being 

dropped or damaged.

Processing

If digital imaging is provided in conjunction with an inspection, it is typically reported on a 

FEIRS FV-E300 certificate and images are attached. If only digital imaging is requested, it will 

be reported and attached on a FEIRS FV-E301. Utilizing FEIRS is the only way to process 

official digital images. Official digital images may be attached to the FEIRS certificate delivery 

email, but only when they are also included as attachments to the issued certificate.

Processing instructions are located on the FEIRS homepage. While these instructions were 

designed for use with a stand-alone digital camera, any USDA issued capture device can be used 

to save the images locally to the FEIRS laptop. This is normally achieved by emailing the

images to the users USDA email and downloading to a local folder. Once in a local folder, 

follow the instructions as listed to attach the selected images to FEIRS.

Image Descriptions

Each image attached to a FEIRS certificate must include a description. Each description must 

identify the contents of the image. When the image contains pallets or cartons which are not 

damaged, a simple statement such as "Applicant's pallet," "Applicant's cartons" or "Applicant's 

cartons with PLI markings" will be adequate. When there is damage to the cartons or shifted 

pallets, the descriptive statement should include wording to indicate the number of cartons or 

pallets damaged and a description of the damage. 

When the image shows defective specimens found during an inspection, the description should 

include the name of the defect such as: “Growth cracks” or “Decay.” 

When listing defect descriptions, do not identify them as to their severity, simply name the 

defect. For example, use “skin breakdown,” do not use “damage by skin breakdown.”

Certificate Remarks

Once digital images are attached to a FEIRS FV-E300 or FV-E301 certificate, FEIRS will 

automatically insert a remark into the Lot Summary stating: 

• “There are images associated with this inspection.”

Additional remarks are to be added to the certificate providing a clear statement regarding the 

nature of the requested service:

• “Digital images taken at applicant's request to show shifting of pallets on conveyance 

upon inspector arrival.”

• “Digital images taken at applicant's request to show nested decay.”

• "Digital images taken at applicant's request to show wet and leaking cartons.”
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Fee

The applicant will be responsible for all digital imaging service fees and will be charged on an 

hourly basis with a 1-hour minimum. 

CERTIFICATE

Care in Recording Data

All notesheets must be legible, and so complete and clear in meaning that any person with 

knowledge of inspection work could write the certificate from the notesheet. Be sure that all 

items covered by the certificate are accurately accounted for on the notesheet, that all 

computations are clearly shown, and that no essential data is missing. Indicate clearly on the 

notesheet whether weight, volume or count basis is used. If the samples are of irregular size, 

show the percentages for each sample. This applies to any inspection performed. Check all 

information carefully before beginning to write the certificate. The notesheet and certificate are 

prima facie evidence of any inspection. 

Preliminary Verbal Reports

If you provide a preliminary verbal report of inspection results, you must record the facts given 

in case the applicant claims facts other than those shown on the certificate. Only make verbal 

reports from the notesheet or from the certificate, and never from memory. If you give a verbal 

report, include remarks on the inspection notesheet showing the name of the person to whom the 

report was given, and the time and date. 

Example: 

• “Reported by phone to John Doe, 11:15 A.M., November 25, 2002.”

Inspection Certificate

Each certificate has a specific purpose. 

• The SC-300, Fresh Fruit and Vegetable Inspection Certificate, is used to certify all 

regular commercial receiving point inspections at terminal markets, en route certification

and import certifications. 

• The SC-301, Certificate of Miscellaneous Inspection Services, is used for miscellaneous 

type inspections. 

• The SC-205, Export Form Certificate, SC-205-1, Export Form Certificate (Under a 

Documented Quality Assurance System) and FV-205, Memorandum of Inspection for 

Canadian Destinations, are the only certificates recognized by Canadian Customs Service 

for certification of compliance with Canadian Import Requirements. The SC-205, Export 
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Form Certificate, is also used for certification of apples and table grapes to export 

destinations other than Canada.

The Supply Depot provides each office with certificates that are serially numbered. Issue the 

certificate books and individual certificates consecutively. Ensure that certificates are properly 

accounted for before, during, and after issuance. Refer to AIM document Serially Numbered 

Forms Accountability for the Division’s policy on the accountability and security of certificates.

All certificates are hand written and generally issued upon the completion of the inspection. The 

only exception is if inspectors are using laptop computers with the Fresh Electronic Inspection 

Reporting/Resource System (FEIRS), in which case the SC-300 is a FV-E300 and the FV-301 is 

a FV-E301. Refer to Fresh Fruit and Vegetable Inspection Certificate (SC-300) Manual and 

Fresh Fruit and Vegetable Inspection Certificate (FV-301) Manual for detailed instructions on 

completing these certificates. 

What the Certificate Covers

The Agricultural Marketing Act of 1946, as amended, authorizes the certification of “class, 

quality, quantity, and condition” of agricultural products, including fresh fruits and vegetables. 

Grade: Means a class or rank of quality. 

Quality: Means the inherent properties of a product that determine its relative degree of 

excellence. At destination, permanent factors, i.e., those that do not change over time, are 

considered quality.

Condition: Means the relative degree of soundness or preservation of a product and includes, but 

is not necessarily limited to, its firmness or stages of ripeness, decay, freezing, shriveling, 

flabbiness, or any other changeable or progressive factor that may affect its marketability.

Quantity: Means the number or weight of the product and/or containers.

Keep in mind that “Quality and/or Condition” refers to “ favorable quality” and “favorable 

condition” as well as “unfavorable quality” and “ unfavorable condition.” The certificate must 

present a clear picture of the facts found during the course of the inspection. All statements must 

be clear and concise. The reader must never be left in doubt on any point. Give complete 

information under each heading on the certificate and notesheet. Only statements of facts are

permitted on the certificate.

Prima Facie Evidence

The Agricultural Marketing Act of 1946, as amended and Perishable Agricultural Commodities 

Act of 1930, as amended, both provide that certificates issued by licensed USDA inspectors are 

prima facie evidence of truth of the statements they contain in all Federal courts. In our case, the 

term “prima facie evidence” means that our certificates are sufficient legal evidence for the proof 

of facts certified unless contradicted and overcome by superior evidence. The certificate can be 

entered into a Federal court as evidence without an inspector necessary to testify to the facts.
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Preparation and Distribution of Certificates

The certificates for receiving markets (SC-300 and SC-301) should be written upon completion 

of the inspection at the inspection site. Refer to the SC-300 Manual and FV-301 Manual for 

details on completing and distributing these certificates.

Percentages

A. Exact Average Percentages 

Make every effort to furnish accurate and exact whole percentages whenever possible, 

except as noted below. Always report findings exactly as found. Base statements dealing 

with percentages on the inspection of sufficient samples that are representative of the lot. 

Report exact whole percentages, except when reporting color classification for fresh 

tomatoes, when significant deterioration prevents you from obtaining exact weights as in 

advanced stages of soft rot of potatoes, and when reporting the percentage of number one 

quality at the request of the applicant and the quality is less than 85%. In these latter 

cases, report approximate average percentages only.

B. Reporting Ranges 

The possibility of encountering irregular conditions necessitates a definite policy on 

reporting ranges. Report ranges from the lowest percentage (including 0) to the highest 

percentage. If all samples have the same percentage, report that number twice for the 

range.

Example: 

• If all samples ran 10%, show the range as (10 to 10%). 

Report ranges when any lot or container tolerance, including restrictive tolerances, is 

exceeded, or if any average exceeds 5% (6% or more). Report a range for a specific

defect that does not exceed any of the above requirements at the request of the applicant. 

Examples: 

• Lettuce: 12% tipburn (0 to 34%), 

• Oranges: 8% skin breakdown (3 to 15%), 

• Northern (Other Than) Onions: 3% wet sunscald (0 to 7%) 

• Sweet Peppers: 7% bruising (7 to 7%).

Note: Do not report ranges for bulk loads. Refer to Bulk Loads section for Bulk Loads. 
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C. Reporting Fractional Percentages

Use fractional percentages only on the certificate to report small amounts of decay or, in 

the case of peanuts and tree nuts, if exact figures are required. If the average of the 

scores on the notesheet results in a whole number and a fractional percentage, use the 

following rules:

If the fractional percentage is 0.49% or less, round the percentage down to the next lower 

whole number, except when reporting decay or soft rot. 

Example: 

• Report 1.49% as 1% and 10.37% as 10%. 

If the fractional percentage is 0.50% or more, round the percentage to the 

next higher whole number, except when reporting decay or soft rot. 

Example: 

• Report 1.53% as 2% and 10.68% as 11%. 

Note: See section on Decay for reporting fractional percentages for decay and 

soft rot.

For additional examples, refer to the Fresh Fruit and Vegetable Inspection Certificate (SC 

300) Manual and/or individual commodity inspection instructions. 

D. Use of the Terms Defects “Well Within Tolerance,” “Within Tolerance,” and “Average 

Within Tolerance.”

The terms defects “well within tolerance,” “within tolerance,” or “average within

tolerance” are used more frequently when issuing paper SC-205, SC-300, and SC-301 

certificates. FEIRS will not automatically use these terms, although they can be added 

during the inspection. You may use these terms so long as no condition defects can be 

combined with permanent defects to cause the lot to be out of grade. 

1. “Defects well within tolerance” means that no container exceeds the tolerance for 

total defects, serious defects, decay, or any other factor for which a specific 

tolerance is provided, and the average of total defects in the lot does not exceed 

one-half of the respective tolerance.

2. “Defects within tolerance” means the average of total defects does not exceed the 

lot tolerance and no container contains defects in excess of the lot tolerance.

3. “Defects average within tolerance” means the average of total defects does not 

exceed the lot tolerance, there are samples that exceed the lot tolerance, but none 

of the samples exceed the container tolerances.

For multiple lots in which one or more lots is well within tolerance while others are 

within tolerance, show:
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• “Each Lot: Grade defects within tolerance.”

Reporting Grade

Use this heading to report whether the inspected lot meets the grade requirements, other 

specifications on which the inspection was based, and/or the grade marked on the containers.

A. Grade Statements 

Report lots that are out of grade due to permanent grade (quality) factors under the 

“Grade” heading on the certificate as: 

• “Fails to Grade (grade applied) account Quality or Size when size is part of 

grade.”

This applies even if the lot contains condition defects that are also in excess of the 

tolerance. Do not mention condition factors under the “Grade” heading when the lot is 

out of grade due to permanent quality defects or size when size is part of grade.

Report lots in which permanent quality factors are within the tolerance but one or more 

condition factors are found to cause the lot to exceed the lot tolerance under the “Grade”

heading as: 

• “Fails to Grade (grade applied) account Condition.”

Exception: The apple and pear standards require that defects or factors that may have 

developed after storage or in transit be considered as affecting “condition” not “grade.” 

In those cases, under “Grade” state: 

• “U.S. (Fancy, No. 1, etc.), decay being a factor of condition.”

If there are no grades for the product and you did a quality and condition inspection, state 

the following under the “Grade” heading:

• “No established U.S. Grade”

Report lots that are out of grade only because one or more samples exceed the container 

or sample tolerance under the “Grade” heading as:

• “Fails to Grade U.S. (Fancy, No. 1, etc.) account condition in 

(e.g., few, some, etc.) samples.”
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B. Certification under Other than Official Grade Standards

1. Contract specifications: A number of shippers, including private firms and 

cooperatives, have established standards and/or grades that vary somewhat from

those officially published by Federal or State Departments. These entities may 

request certification in accordance with their own standards/grades. You may 

certify on the basis of such unofficial standards if they have been printed in such 

definite form so that their requirements are absolutely clear. 

2. State Grades: Many states have their own grade standards for specific 

commodities. Apply state grades when these grades are marked on the container 

or requested by the applicant. Each office should have state grade standards 

available. If a state grade is not available, call your supervisor for further 

guidance.

C. Lots Meeting a Higher Grade than Marked

All inspections are based on the U.S.No.1 grade unless containers are marked to a 

different grade or the applicant requests that the inspection be based on something other 

than a U.S. No.1. Sometimes, inspection results will indicate that the lot would make a 

higher grade, e.g., U.S. Fancy instead of U.S. No. 1. In such cases, you may certify the 

higher grade at applicant’s request so long as the notesheets verify the product was 

inspected according to the higher grade standards and tolerances. 

D. Special Grade Designations

Descriptive words such as Table grapes; Bermuda-Granex-Grano onions; and, Red, 

Yellow, Orange or Mixed color sweet peppers are part of the grade name in addition to 

the grade designations, e.g., U.S. No. 1 or U.S. Fancy. Never omit these special grade 

designations if they apply. 

Examples: 

• “U.S. No. 1 Table,”

• “U.S. No. 1 Red”

• “U.S. No. 1 Bermuda-Granex-Grano.” 

Review the applicable standards to verify any designations that should be used in 

conjunction with the grade statement.

E. Total All Grade and Condition Defects for Individual Samples

While permanent grade (quality) defects plus condition factors may average within the 

grade tolerance, the lot may be out of grade because individual containers or samples 
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exceed the container or sample tolerance. Total all quality and condition defects for each 

individual sample to ensure that the grade is certified correctly. If the total for any 

container exceeds the percentage permitted by the grade, you cannot certify the lot as 

being in grade. In such cases, report the grade:

• “Fails to grade U.S. No. 1 account (quality or condition or size when size is part 

of grade) in (few, some, ect.) samples.” 

F. Reporting Commercial and Combination Grades 

Report the lot as grading U.S. Commercial or U.S. Combination without any further 

reference to the percentage of U.S. No. 1 quality, except if the applicant requests (via SC237) the percentage of U.S. No. 1 quality in a Commercial or Combination grade. 

G. Determining the Percentage of U.S. No. 1 Quality at Applicant’s Request

Determine the percentage of U.S. No. 1 Quality by subtracting from 100 the total 

percentages of offsize (if size is part of grade), quality, and condition defects, and the 

percentage of certain defects covered under additional tolerances for certain 

commodities, such as discoloration in Florida citrus or peelers in Northern onions. If the 

percentage of No. 1 quality is 85% or more, report the actual percentage. If the 

percentage is less than 85%, round to the nearest 5% and qualify with the word 

“Approximately.” For example, report 87% or 92% as such. Report 82% or 79% as 

“Approximately 80% U.S. No. 1 Quality.”

Note: If size is not a factor of grade, such as in apples or peaches, disregard undersize in 

figuring the percentage of quality of a specific grade, except when a size is specified and 

certified in connection with a percentage of U.S. No. 1 quality. Do not certify percentage 

of U.S. No. 1 quality if the lot is out of grade account of general appearance factors.

H. Grade Statement Examples

• “U.S. No. 1”

• “Fails to grade U.S. No. 1 account Quality.”

• “Fails to grade U.S. No. 1 account Size.”

• “Fails to grade U.S. No. 1 account Condition.”

• “Washington Extra Fancy, bruising being a factor of condition.”

• “U.S. No. 1 but fails to meet requirements of Standard Pack account irregular 

sizing.”
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• “Fails to grade U.S. No. 1 account quality, now approximately 80% U.S. No. 1 

Quality.”

• “U.S. Combination.”

• “U.S. No 1 but fails to meet Top Tater requirements account slightly dirty 

potatoes.”

• “U.S. No. 1. Fails to meet marked size.”

• “Fails to grade U.S. No. 1 account condition, now contains approximately 65% 

U.S. No. 1 Quality.”

• “No established U.S. grade.” Note: Only use this statement if a quality and 

condition inspection is performed.

Certificates Review Prior to Issuance

Carefully review certificates before signing and issuing. All information on the certificate must 

be correct, especially the carrier number and lot numbers because a certificate is inadmissible in 

court if these numbers are incorrect. Never make erasures or corrections on vital areas such as 

carrier number and initials, time and date, name of applicant or shipper, grade statements, and 

percentages of defects, or size. Make any corrections to non-vital areas by drawing a single line 

through the error, initialing it, and writing in the correct information.

Releasing the Certificate

You may communicate the results of the inspection to parties who are financially interested prior 

to delivery of the certificate. Prior to the inspection, supervisors will notify inspectors if 

payment of an inspection fee is required before distributing certificates. If immediate payment is 

required, do not issue certificates until the applicant has paid for services rendered. NEVER

accept cash for payment. Federal applicants can contact the USDA service center to have a 

credit card processed for payment, or they can provide a check payable to USDA. Federal-State 

licensees should contact their respective Federal-State inspection offices for payment procedures, 

these procedures cannot include cash payments. Report transaction numbers, check numbers, 

and payment amounts under “Remarks.”

For information about voiding, correcting, filing, distributing, and issuing corrected certificates,

refer to the SCI Field Supervisor Manual and Fresh Fruit and Vegetable Inspection Certificate 

(SC-300) Manual.

Shipper Copies

A copy of the certificate is to be provided to the listed shipper upon completion. Certificate 

copies will be provided by the certifying inspector or designated administrative support 

personnel via email or fax within 24 hours of completion of the certificate. Providing shippers a 
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copy of the certificate reinforces inspection program integrity by deterring certificate tampering. 

This ensures that both shippers and receivers have accurate information on which to settle claims 

involving shipments of fresh fruits and vegetables. 

Email addresses and fax numbers of shippers with FEIRS account numbers can be found on the 

SCI National Shippers Contact List. Other commonly listed shippers can be found on the PACA 

National Shippers Contact List or via a local copy of Blue Book Services, Inc., “The Blue Book”

directory. Both lists are available on the SCI HQ Inspection Operations SharePoint site for 

Federal employees or via a Federal Program Manager for Federal-State employees. The SCI 

Document Control Team updates the SCI National Shippers Contact List when alerted to new or 

updated information; PACA updates its list annually. When either is updated, notification is sent 

to employees along with a reminder to use only the most current list. The current SCI National 

Shippers Contact List will have the date of the latest update in the upper right hand corner. Lists 

from earlier dates are NOT current and are not to be used. Employees may save lists locally to 

their laptop or desktop computer but will need to delete the previous version and save each 

current list as updated notifications are received. 

Occasionally, employees may receive requests directly from shippers to update or create new 

contacts on these lists. Updates or new contacts received will be forwarded to the SCI Document 

Control Team at SCIDocumentControl@ams.usda.gov to help ensure lists remain current and 

useful. 

FEES

The phrases Terminal Market, Receiving Market, and Destination Market are used 

interchangeably. The following guidance is being issued to further set Division policy regarding 

Terminal Market Inspection (TMI) fees and explains how services are to be charged.

As referenced in 7 CFR Part 51 – Fresh Fruits, Vegetables and Other Products (Inspection, 

Certification, and Standards) Subpart A-Regulations; §§51.37 - 51.44, Schedule of Fees and 

Charges at Destination Markets, Appendix II-Schedule of User Fees can be used for referencing 

fresh fruit and vegetable fees.

Determining Lot Quantities

When fees are calculated on a lot basis, use Appendix IV “Table of Carlot Equivalents” to 

determine whether the quantity of product requested for inspection represents “over half a lot” or 

“equal to or less than half a lot.” For container sizes not listed in the table, determine the number 

of packages in a full lot by dividing the weight per trailer load by the weight of the package. 

Divide this result by two to determine the number of packages in a half lot. Product unloaded 

directly from the same over the road, land or air transportation shall not be charged more than a 

carlot fee for a single lot of the same product when it is determined that it exceeds a carlot 

equivalent.
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Lot Quantities of 50 Packages or Less 

Quality and condition and condition only inspections for lots of 50 Packages or less will be charged 

the same rate as Quality and Condition or Condition Only Inspections for Additional Lots of the 

Same Product as listed in Appendix II-Schedule of User Fees.

Bulk Bins

For product in bulk bins, determine the number of packages by dividing the net weight of the 

product in the bulk bin by the net weight of the package most typically used for that product. 

Then multiply that figure times the number of bulk bins to determine if the lot is “over half a lot” 

or “equal to or less than half a lot.”

Weight, Freezing, Count, Size, or Temperature Inspections

Fees for weight, freezing, count, size, or temperature inspections are charged as follows:

• Weight only - Hourly Based Inspection Services rate with a 2-hour minimum;

• Weight in combination with quality and/or condition - lot fee plus one Hourly Based 

Inspection Services hour;

• Freezing, count, size, or temperature only - Hourly Based Inspection Services rate with 1⁄2 

hour minimum;

• Freezing in combination with quality and/or condition - lot fee;

• Count or size with condition only - quality and condition lot fee.

All inspections that are restricted to an individual factor(s), other than condition only, must be 

billed on a lot basis based on the type of factor(s) being inspected, e.g. quality and/or condition.

Dockside Inspections

Dockside inspections of an individual product unloaded directly from the same ship will be 

charged according to the package weight dependent on if the packages weigh less than 30 

pounds or if they weigh 30 pounds or more. Minimum charge per individual product will be at 

the Minimum Charge per Individual Product for Dockside Inspection rate. A minimum charge 

for each additional lot of the same product will be at the Dockside Inspections for Additional 

Lots of the Same Product rate.

When performing inspections of products in sea containers unloaded directly from sea 

transportation, or when palletized products unloaded directly from sea transportation are not 

offered for inspection at dockside, lot fees apply. However, when palletized products are offered 

for inspection at dockside but the inspection service and the applicant, for reasons of efficiency 

or to facilitate the inspection process, agree to inspect the product(s) at another location, the 

package fee for dockside inspections will apply.
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Contract Inspections

Under a contract basis inspection services are provided on a commitment basis where an on-duty 

inspector is provided for a predetermined time period, normally forty hours per work week and 

charged at the Hourly Based Inspection Services rate. Contract basis consists of a written and 

approved service agreement between Specialty Crops Inspection Division (SCI) and an 

applicant. For additional inspectors requested to provide additional inspection work at a contract 

site, the normal lot rate must be charged.

See AIM Contracts and Agreements with Industry policy for further guidance

Inspection for Products under Canadian Import Requirements

When an SC-205 is requested for product on which an unrestricted inspection has been 

previously performed that proved the product met Canadian Import Requirements, and that 

certificate is still valid as per established time frames, a subsequent inspection is not required and 

the fee for issuing the SC-205 must be charged on an Hourly Based Inspection Services basis 

with a 1⁄2 hour minimum. In these instances the original certificate is referenced on the SC-205. 

For lots not previously inspected or where the timeframe for the certificate has expired, detailed 

notesheets are required and fees must be based on the lot equivalency rate for Quality and 

Condition. This same policy applies to the issuance of export forms of apples and table grapes.

All Other Types of Inspections Performed

For all other types of inspections (i.e., product certification for Department of Defense 

contractors, State institutions, and tree nut inspections; etc.), the fees must be based on the time 

spent on-site performing the inspection and must be charged on an Hourly Based Inspection 

Services basis with a 1⁄2 hour minimum for work performed during the grader's regularly 

scheduled work week.

Premium Time (Overtime)

Lot or Packaged Based Inspections

In addition to the lot or package based inspection service fee, charge the Premium Time 

(Overtime) for Lot or Packaged Inspection Based rate as listed in Appendix II-Schedule of User 

Fees, when this service type is performed outside the employee’s normal tour of duty hours. This 

rate is 1⁄2 the Hourly Based Inspection Services rate, rounded up to the nearest whole dollar. 

Charge in 1⁄4 hour increments, rounded up to the nearest 1⁄4 hour.

Hourly Based Inspections

In addition to the hourly based inspection service fee (i.e. under an hourly contract, net weight, 

temperature only, etc.), charge the Premium Time (Overtime) Hourly Inspection Based rate as 

listed in Appendix II-Schedule of User Fees, when this service type is performed outside the 

employee’s normal tour of duty hours. Charge in 1⁄4 hour increments, rounded up to the nearest 1⁄4 

hour.
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Premium Time (Federal Holiday)

Lot or Packaged Based Inspections

In addition to the lot or package based inspection service fee, charge the Premium Time 

(Holiday) for Lot or Packaged Inspection Based rate as listed in Appendix II-Schedule of User 

Fees, when this service type is performed by a Federal employee during normal tour of duty 

hours on a Federal Holiday. Charge the regular overtime rate for hours before or after the normal 

tour of duty hours. This rate is 1⁄2 the Hourly Based Inspection Services rate, rounded to the 

nearest whole dollar. Charge in 1⁄4 hour increments, rounded up to the nearest 1⁄4 hour. 

Hourly Based Inspections 

A. Within Normal Tour of Duty 

In addition to the hourly based inspection service fee (i.e. under an hourly contract, net 

weight, temperature only, etc.), charge the Premium Time (Holiday) Hourly Inspection 

Based Within Normal Tour of Duty rate as listed in Appendix II-Schedule of User Fees, 

when this service type is performed by a Federal employee on a Federal Holiday within 

the employee’s normal tour of duty hours. Charge in 1⁄4 hour increments, rounded up to 

the nearest 1⁄4 hour. 

B. Outside Normal Tour of Duty 

In addition to the hourly based inspection service fee (i.e. under an hourly contract, net 

weight, temperature only, etc.), charge the Premium Time (Holiday) Hourly Inspection 

Based Outside Normal Tour of Duty rate as listed in Appendix II-Schedule of User Fees, 

when this service type is performed by a Federal employee on a Federal Holiday outside 

of the employee’s normal tour of duty hours. Charge in 1⁄4 hour increments, rounded up to 

the nearest 1⁄4 hour.

Request for Additional Certificate Copies

Requests for additional certificate copies of an occasional nature are provided free as part of 

good customer service and in promotion of our services. However, when requests involve a 

significant number of certificates, occur frequently, or involve considerable administrative 

resources the time spent completing the request must be charged on an Hourly Based Inspection 

Services basis with a 1⁄2 hour minimum.

Waiting Time Charges

A charge for waiting time must be made at the hourly rate (rounded to the nearest half hour) in 

addition to the lot, package, or hourly fees when an inspection is delayed because the product is 

not available or not readily accessible. When waiting time is charged state under “Remarks” on 

the certificate that the fee includes a charge for waiting time.
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Travel Charges

A charge for travel expenses must be applied in addition to the lot, package, or hourly fees in 

accordance with approved Division guidance. These fees may include; airfare, mileage, tolls, 

parking fees and travel time. Guidance for charging applicants for travel related expenses by 

Federal and Federal/State terminal market inspection offices, and the procedures to be used in 

calculating travel charges for typical non-contract service situations can be found within the 

Terminal Market Travel Charge Policy.

Mixed Loads

When multiple products are inspected and:

• A continuation certificate is needed for product from the same shipper:

o The fee is determined on a lot basis for each individual product;

o For hand written certificates: the total fee for all products must be shown on the 

first certificate only, and draw a line in the fee block on each continued certificate 

and make a statement in the Remarks section such as “Fees charged on Certificate 

No. 999999.”

o For FEIRS certificates total fee is shown on the first lot only with “See Page 1” in 

the fee block on each continued lot on the certificate.

• The applicant requests separate certificates for each shipper and/or product:

o Separate certificates must be issued for each lot as requested by the applicant;

o The fee must be determined and reported on each certificate on a lot basis 

according to the quantity of product on each certificate.

Lots in Excess of a Full Lot (i.e., Railcars or Brake Bulk unloaded from a ship)

When lots are in excess of the standard lot equivalent the following rule should apply:

• Charge only full lot fee until the quantity reaches 1⁄4 more than the standard lot 

equivalent. For each additional complete 1⁄4 lot, charge an additional 1⁄4 lot fee.

• This rule does not apply for lots loaded or unloaded from a single over the road 

conveyance when the quantity is in excess of the standard lot equivalency, e.g. 50 foot 

trailer.

Charges for Restricted Inspections

Restricted inspections are charged on the basis of the quantity certified, regardless of the 

restriction. When the inspection is specifically requested on a single brand or grade, the charges 

must be based on the quantity inspected. For example: the trailer contains both Brand X and 
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Brand Y; however, the applicant required only Brand Y be inspected. The fee is based on the 

quantity of brand Y only. The notesheet and certificate must show a remark such as; “Restricted 

to above noted lot only, trailer contains other product not coved by this inspection.”

Appeal Inspections

Fees for appeal inspections must be charged as normal except as follows:

• When appeal inspection results reverse the original inspection results, and the same 

applicant was already charged for the original inspection, no inspection fee will be 

charged; only applicable travel expenses must be assessed.

• On market inspections that reverse shipping point inspections, the receiver must be 

charged as normal.

Responsibility for Payment of Fees

The applicant is responsible for payment of all fees and expenses incurred in providing the 

requested inspection service. Financially interested parties other than the applicant must not be 

billed by the inspection service. If another financially interested party requests an inspection 

they must be listed as the applicant before the inspection will be made.

REINSPECTIONS AND APPEALS

New Certificate after Resorting or Reassembling Load 

If a lot that was previously certified is reconditioned to remove defects, or change containers, or 

a new lot has been assembled from other previously certified lots, the original certifications are

not valid for the reconditioned lot. When you perform a new inspection, you can cross-reference 

the new certificate with the original certificate(s) at applicant’s request, and state the facts 

involved (e.g., lot has been reconditioned, repacked into different containers, or assembled from 

previously certified lots).

Reinspections

A reinspection is any inspection performed on a previously inspected lot. Both certificates are 

considered valid and as determined by HQ Inspection Operations, the reinspection certificate 

would be cross referenced with the previously issued certificate.

An applicant may request a second inspection be performed on a previously inspected lot for the 

following reasons:

• To determine the present condition and secure a certificate showing any deterioration that 

may have occurred since the first inspection,

• To secure an up-to-date certificate for sales purposes.
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Note: If an applicant is dissatisfied with the results or accuracy of an inspection or 

inspection certificate and requests a reinspection, this is an appeal-not a 

reinspection-and appeal inspections procedures as outlined below under Appeal 

Inspections must be followed. 

Initially the sampling rate when performing a reinspection is the same as when performing a 

non-reinspection. Follow the inspection sampling guidance Number of Samples under 

PERFORMING THE INSPECTION section of this manual. When these sampling results are 

complete and prior to issuing the certificate, contact HQ Inspection Operations for determination 

of possible further action that may include cross referencing the two certificates or initiating 

formal appeal procedures.

Dump Inspections

Often a dump inspection is requested on a lot that was previously inspected. If it is determined 

that a lot requested for a dump inspection was previously inspected, this is considered a 

reinspection. While still at the inspection site and prior to issuing the dump certificate, contact 

HQ Inspection Operations once sampling results are complete for determination of possible 

further action. This may include cross referencing the two certificates or initiating formal appeal 

procedures.

When performing a witness dump (the product is being immediately disposed of a trash 

compactor/truck there is no inspection, thus there is no reinspection, contact with HQ Inspection 

Operations will not be necessary.

Lots with PLI Markings

There are times when a reinspection takes place, but not initially requested by the applicant. 

This case most often involves lots that are Positive Lot Identified (PLI).

The lot would be “positive identified” if PLI marks were on the container. PLI provides the 

highest degree of assurance that a specific load, or lot, is linked to an official inspection 

certificate or serially numbered notesheet. PLI marks signify that a lot has been previously 

inspected and can be identified throughout the marketing chain. When inspecting a lot with PLI 

you are performing a reinspection.

Since PLI indicates that the product was previously certified, you must determine if the prior 

certification took place at shipping point or another destination market location. If the 

certification was made at a shipping point location and your lot being inspected fails to make 

grade on account of permanent defects, specified size, count, etc. you are in an appeal situation 

and you should check with your supervisor or contacting HQ Inspection Operations staff for 

guidance. If you determine that a destination market certificate was issued on a PLI lot, do not 

report the results of your subsequent reinspection without first checking with your supervisor or 

contacting HQ Inspection Operations staff for guidance as your inspection may be an appeal 

inspection.
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Marked Carriers

If you see an indication of a previous inspection (e.g., an inspection mark on a carrier/trailer 

wall) or suspect that the carrier was previously inspected in another market, notify your

supervisor at once. The supervisor will call the market office indicated for a copy of the 

previously issued certificate, showing all details, including restrictions. Depending on certain 

factors, the inspection at the subsequent market may be treated as an Appeal inspection.

Requesting a Reinspection

Be aware that applicants often use the term “reinspection”, when they are really seeking a 

reversal of the previous inspection results. The distinctions in these cases involve the nature and 

timing of the request. These would include:

• The applicant states that the previous inspection was inaccurate or states they are 

dissatisfied with the results.

• The reinspection is requested within a few hours of the previous completed inspection

• The reinspection is requested for the identical purpose as the previous and has the 

identical number of containers.

Communicate with your supervisor and applicant when encountering these factors as some 

applicants may wish to request an appeal but are hesitant to use the term.

Appeal Inspections

An appeal inspection is a reinspection that involves a ruling on sustaining or reversing the 

original inspection. Appeal inspections can be performed by mandate or by request. Appeals are 

mandated when a lot that has been positive lot identified (PLI’d) at shipping point is running out 

of grade due to permanent defects, size or count during a destination market inspection. Appeals 

may be requested when any financially interested party is dissatisfied with the results or accuracy 

of an inspection or inspection certificate and requests a second inspection be performed. 

There are three basic types of appeals: 

• Market on Same Market (Boston/Boston), 

• Market on a Different Market (Boston/Chicago), and 

• Market on Shipping Point (Boston/Immokalee).

Since official inspection certificates are accepted in all U.S. courts as prima facie evidence, it is 

extremely important that conflicting certificates do not exist on the same lot. In enforcing the 

PACA, the AMS PACA Division has been involved in cases in which both the plaintiff and 

defendant produced USDA certificates that had differing grade statements. Often, the conflict in 

the certificates involves misbranding. In such cases, it is very difficult to settle the claim or 

prove the product is misbranded unless one of the certificates can be reversed.
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Once the grade, quality, condition, size, or weight of a specific lot has been certified, no 

conflicting certificates should be issued on the lot unless it is apparent that the change was due to 

age, storage, handling, or other condition factors. If such a change has taken place, the original 

(previous) certificate is valid as of the date of the first inspection; the later certificate is valid as 

of the date of the second inspection.

You must determine if a prior certification has been made. An appeal inspection will be in order 

for any lot that has maintained its identity via PLI or carrier identification number and fails to 

make grade on account of permanent defects, specified size, count, etc. Inform the applicant of 

the situation as additional time will be needed to complete the appeal process.

Requesting an Appeal Inspection

Appeals may be requested when any financially interested party is dissatisfied with the results or 

accuracy of an inspection and requests a second inspection be performed to correct this perceived 

inaccuracy.

Inspectors must always perform appeal procedures and report results to HQ Inspection 

Operations whenever an appeal is requested. 

The application must be made in accordance with the REQUESTING INSPECTIONS section of 

this manual and all information must be provided on the application for inspection (SC-237). 

HQ Inspection Operations must be notified if the appeal request is on a lot previously inspected 

by supervisory staff or a training officer.

Obtain the original inspection results as soon as possible after receiving the application for 

inspection. For Market on Market this may require contact with another market office OIC, IIC 

or supervisor. For Market on Shipping Point this may require contact with the Federal Program 

Manager for the State issuing the original certificate.

All appeals properly requested will be performed, but not all performed appeals will be honored 

as appeals.

Cancelling an Appeal Inspection Request

The applicant may withdraw an application for an appeal inspection any time before the appeal 

inspection starts. However, the applicant must pay any travel, overtime, or other expenses that 

have been incurred in connection with the application. Once the inspection has begun, the 

application can only be withdrawn in accordance with these provisions:

A. Lots Involving Misbranding

When it is established that the lot is misbranded, the applicant cannot cancel the 

inspection or take “Condition Only,” regardless of whether the lot has identity or was 

unloaded without identity. You can determine misbranding as soon as the first sample 

has been examined or as late as the completion of the inspection. If an appeal has not 
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been requested, but the inspection reveals that there is a conflict with the previous 

certification involving misbranding, apply appeal procedures. 

B. Lots Not Involving Misbranding

If the conflict in inspections does not involve misbranding, the applicant may request a 

“condition only” inspection or cancel the inspection entirely provided they pay related 

fees and expenses. The applicant may withdraw an application for an appeal inspection 

any time before the appeal inspection starts. However, the applicant must be charged any 

travel, overtime, or other expenses that incurred in connection with the application. 

Who May Perform an Appeal Inspection?

The original inspector will not perform an appeal inspection on themselves. The original 

inspector may be utilized to positively identify the lot as the previous lot inspected but will not 

take part in the appeal inspection.

For Market on Market appeals, whenever possible, two inspectors designated by the OIC, 

Regional Branch Chief or Federal Program Manager should perform an appeal inspection with at 

least one being of equal or higher grade than that of the inspector who made the original 

inspection. Appeal inspections performed by two inspectors must be signed by both inspectors. 

When two is not possible (i.e. staffing, remote location of product, etc.), one may be utilized 

providing they are of equal or higher grade than that of the original inspector. 

A Market Licensee may perform an appeal on an inspection made by another Market Licensee. 

A Market Licensee may not perform an appeal on a Federal market inspector unless authorized 

by HQ Inspection Operations.

For Market on Shipping Point: one market inspector designated by the OIC, Regional Branch 

Chief or Federal Program Manager may perform an appeal inspection on a lot previously 

inspected and certified at shipping point.

Due to a conflict of interest, subordinates should not perform appeals when their supervisor 

performed the original inspection. Contact your OIC, Regional Branch Chief or Federal 

Program Manager for additional guidance.

Performing the Appeal

All inspectors assigned to perform appeals have unique responsibilities in performing this 

extremely urgent type of inspection. Rulings by HQ Inspection Operations are based on 

information received from the appeal inspector. In this regard the appeal inspector is acting as 

an agent of HQ Inspection Operations to gather critical data that will be used to issue a ruling. 

The following guidance will help ensure fair and accurate information is presented:

• Be extremely diligent in representative sampling.

• Follow all instructions as they relate to sample size and defect scoring guidelines
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• Be aware of all unique aspects of the commodities' tolerances or allowances 

• Use references, such as visual aids and color comparators.

• Record and report any markings that may help confirm the identity of the lot.

• Be decisive toward lot separation regarding markings such as codes or dates where there 

is a significant variance in defects.

• When needed, ask for guidance from supervisors or HQ Inspection Operations

• Take the time to perform the inspection accurately and thoroughly. Results have great 

impact toward the integrity of the service. Reversal rulings lessen the value of our 

service and we treat these instances as learning opportunities for continual improvement.

• Whenever possible, include digital photos of containers, brands, PLI, and defects on all 

appeals.

A. Restrictions

1. Perform an unrestricted inspection covering the entire lot or entire portion 

remaining, except for market on market inspections that were previously 

restricted must remain restricted to the same portion to be honored as an appeal.

2. If it is not possible to make an unrestricted inspection, cover as much of the load 

as possible. Report any restriction and the reason for it on the notesheet (and 

certificate, if issued). Make every effort to obtain the receiver’s cooperation in 

making the entire load accessible. You may contact PACA if the lot in question is 

misbranded and the receiver does not cooperate.

B. Sampling Rate and Sample Size

1. Use a sampling rate that is at least double the rate on product remaining at time of 

the appeal inspection as described in the inspection sampling guidance Number 

of Samples under PERFORMING THE INSPECTION section of this manual.

2. The sample size must be at least the normal weight or count for the commodity. 

If the tolerance is exceeded in any sample, and unless the grade standard 

precludes it, examine the entire contents of that sample; if you cannot, double the 

normal sample size before failing the lot due to sample(s) exceeding a container 

tolerence. 

C. Shipping Point Notesheets

When performing a market on shipping point appeal that is PLI’d the OIC, Regional 

Branch Chief or State Supervisor will contact the Federal Program Manager of the 

shipping point location for copies of the SPI notesheets pertaining to the PLI.
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D. Determining Positive Identity of Lots

While lots that are PLI’d can be considered positively identified, most appealed lots do 

not have such markings. In absence of a PLI, determining lot identity is the obligation of 

the inspector(s) on site at the time of the appeal. Thus, the inspector must:

• Coordinate with the OIC, Regional Branch Chief or State Supervisor to determine 

if the original inspector may be utilized to positively identify the lot as the 

previous lot inspected.

• Record lot identifiers that are marked on the containers such as grower codes or 

pack dates.

• Complete a search of the warehouse location for other lots of the same brand and 

markings.

• Inquire to the warehouse representative if any portion of the lot had left the 

location, was returned, or was repackaged prior to the start of the appeal 

inspection.

Report any relevant findings to HQ Inspection Operations when submitting the results for 

ruling.

E. Misbranded Lots

Obtain any available documentation from the applicant or receiver that shows carrier 

numbers (e.g., bill of lading, manifest, or SPI certificate). This may allow verification 

that the lot was previously certified. If the lot was previously inspected, the carrier 

number on the documentation obtained at destination must agree with the carrier number 

on the SPI certificate. Advise the applicant that it is most important that they 

immediately furnish the documentation to avoid the shipper being cited for a misbranding 

violation by PACA.

Submitting Results for Ruling

Once the appeal inspection is complete, and prior to signing or issuing the certificate, submit 

requests for ruling by completing an Appeal Inspection Report (Appendix V) and submit via fax 

to 800-844-401-7909 or via email to SCIinspectionoperations@ams.usda.gov. Complete the 

form in its entirety using the original certificate or SPI notesheet as a basis. Contact HQ 

Inspection Operations for questions on completing the form. Avoid using shorthand codes for 

defects. Utilize the remarks section whenever practical for reporting PLIs applied after lot failed 

inspection.
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Other Required Information:

• Any marked lot identifiers such as digits or codes to be used in determination of lot 

identity.

• Range and Average of Defects found,

• Stages of Decay, 

• Name of inspector(s) performing the appeal,

• Phone number where inspector(s) can be reached for follow-up questions,

• Any restrictions (with explanation)

When emailing the completed Appeal Inspection Report to SCI Inspection Operations the subject 

line will be “Appeal” followed by the certificate or scoresheet number of the original inspection, 

the applicant name requesting the appeal and the date the appeal was performed. This same 

format will be used when naming and saving the Report. The body of the email is also a place to 

list the appeal inspector’s contact number or any other relevant information not listed on the 

form. See example below.

Rulings

A. HQ Inspection Operations will review the submitted Appeal Inspection Report and issue 

a ruling back to the appealing inspector. 

B. Once a ruling has been made, notify the applicant of the results immediately, and forward 

a copy of the appeal certificate to the applicant and shipper. In addition, notify PACA 

when misbranding is involved. 
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C. Special Reporting for Misbranded Lots without Positive Identity

1. Report results to the applicant and advise that the lot will be reported to PACA as 

a possible misbranding.

2. Inform PACA that you have a possible misbranding and that a possible reversal is 

pending. Fax the certificate to 202-690-3966 or e-mail it to the PACA 

Misbranding Officer.

3. Contact the Federal Program Managers in the state of origin as soon as possible. 

If they cannot match a certificate on the lot, they will advise the shipper that HQ 

Inspection Operations requires a copy of the certificate covering the lot within 3

days. Otherwise, handle a lot reported to PACA as a misbranding as a regular 

inspection and issue the certificate with no reference to any previous inspection. 

Do not consider:

• Warehouse certificates, 

• Lot certificates without lot numbers, 

• “Applicant states” carrier numbers, or

• State manifest certificates signed by persons other than the inspector 

(unless the master certificate or other SPI certificate verifies that the 

inspector observed the lot being loaded into the carrier. 

In all cases involving the SPI certificate(s), certify the carrier number on 

inspection short form or manifest certificate.

4. If HQ Inspection Operations receives proper documentation within the prescribed 

time frame, they will review the facts available and, if appropriate, call the market 

office involved to give the shipping point certificate number and authority to 

reverse. If the documentation is not received within the prescribed time frame, or 

if the facts are not in order, they will instruct the market office to issue the 

certificate without referencing the shipping point and to advise PACA that the lot 

will not be reversed. In either case, do not issue the certificate until you receive 

the instructions from HQ Inspection Operations or other senior level management 

as designated.

D. The decision to honor/not honor an appeal may only be made by HQ Inspection 

Operations, inspectors must always perform appeal procedures whenever an appeal is 

requested.

The appeal will be honored by HQ Inspection Operations provided:

1. The lot can be positively identified as the lot previously certified by means of a 
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trailer license number, car or van number, approved Federal-State Positive Lot 

Identification (PLI), other unique lot identifiers marked on the containers or 

verification by the original inspector.

2. The lot is misbranded and is not positively identified. However, documentation 

such as bill of lading, manifest, SPI Certificate, etc., may be accepted as sufficient 

evidence that it was the same lot previously certified. 

3. The complaint concerns a factor such as quality, grade, size or weight which 

would not have changed since the previous inspection.

4. The complaint concerns a condition factor, which may change, but the time lapse, 

temperatures, perishability of product and degree and type of deterioration makes 

it apparent that the condition was present at the time of previous inspection.

5. If it is apparent that inspection procedures have not been followed, that sampling 

was performed improperly, or that the lot was improperly certified due to lapse of 

judgment by the inspector.

The appeal may not be honored by HQ Inspection Operations when:

1. A complaint that concerns a factor that may have undergone a change of 

condition since the original (previous) inspection.

2. The original inspection was restricted to submitted samples or the portion of the 

restricted load is not identifiable.

3. Less than two-thirds of containers from the original (previous) manifest are not 

accessible for sampling or have been disposed of.

4. A lot cannot be positively identified, and misbranding is not involved.

5. The shipping point certificate was a warehouse/platform inspection, or the only 

identity of the lot is through a manifest certificate issued by a person other than a 

USDA inspector.

6. An appeal inspection has already been made on the lot.

Appeals on Imported Products 

We do not recognize certification programs of other countries or make appeal inspections on 

products certified by other countries' inspection personnel. Make all inspections on imported 

products on equivalent U.S. Grade Standards with special emphasis on the minimum 

requirements for products covered under Section 8e of the Agricultural Marketing Agreement 

Act of 1937, as amended. The exception is shipments of potatoes from Canada, which may be 

inspected on the Canadian grade with authorization from HQ Inspection Operations.
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Appeals of Carriers Inspected at Other Receiving Markets 

If you see an indication of a previous inspection (e.g., a mark on a trailer wall) or suspect that the 

carrier was previously inspected in another market, notify your OIC or supervisor at once. The 

OIC or supervisor will call the market office indicated for a copy of the previously issued 

certificate, showing all details, including restrictions. Depending on certain factors, the 

inspection at the subsequent market may be treated as an Appeal inspection.

Certification

In addition to reporting the usual information on the inspection certificate, include the following 

for these form types.

A. SC-300

“APPEAL INSPECTION” written in capital letters in the upper right-hand corner of the 

certificate above the serial number.

B. FEIRS FV-300E

Verify the Inspection Type is correct as based on the ruling of appeal or no appeal. 

APPEAL will be used if ruling states the appeal was sustained or reversed. 

FORMAL REVIEW will be used if the appeal is a Formal Review appeal

STANDARD will be used if ruling states appeal requested and performed but not 

honored. 

C. For all types

1. A statement under the “Remarks” heading such as: “This certificate covers an 

appeal inspection reported in Federal certificate (enter original certificate 

number), dated (enter date the original certificate was issued) which is hereby 

(reversed or sustained) as to (quality/condition/grade/maturity/size, etc.). Use the 

ruling statement on the Appeal Inspection Report as the basis for the remark.
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2. Separate certificates whenever portions of the original certification are reversed 

and others are sustained, or are not included in the appeal process. Each 

certificate must have an appropriate “Remarks” statement and a statement about 

cross referencing to the other certificate.

3. A statement in the “Remarks” or “Other” section explaining why the Appeal 

request was not honored, if that is the case. Use the statement from the Appeal 

Inspection Report. For example: 

• “Appeal requested and performed but not honored due to inability to 

identify lot as that previously inspected.”

• “Appeal requested and performed but not honored due insufficient number 

of packages remaining.”

“Appeal requested and performed but not honored due increase in 

packages in second inspection.”

Appeal Inspection Notes

Each certificate must be based on the notes made at the time of the inspection. All notesheets 

become part of the permanent record of the inspection and must be attached to the file copy of 

the certificate. The information on the notesheet is confidential but can be disclosed upon the 

written request of the applicant or any financially interested party. 

Fees

Charge the applicant mileage, per diem, overtime, or related expenses involved in the appeal 

inspection, regardless of whether the appeal is sustained or reversed.

For appeals requested and performed but not honored: charge standard lot and sublot fees. 

Charge the applicant any mileage, per diem, overtime, or related expenses involved in the 

reinspection.

For appeals sustained: charge standard lot and sublot fees for lots or portions of lots sustained 

during appeals. Charge the applicant any mileage, per diem, overtime, or related expenses 

involved in the reinspection.

For appeals reversed: do not charge lot or sublot fees for Market-on-Market appeals. Do charge 

standard lot and sublot fees for Market-on-Shipping point reversals. Most often this occurs when 

a market certificate reverses a shipping point certificate that was PLI’d. 

If a portion of the same load (lot) is sustained, issue a separate certificate charging the regular 

fee. 
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If PACA is the applicant, charge the hourly rate for the inspection time plus any related expenses 

or overtime. 

Formal Review

A Formal Review is the final option for contesting the results of a previously inspected lot or a 

previously appealed lot. A Formal Review can only be requested once an appeal has been 

requested, performed and ruled on. Any financially interested party to the original or appeal 

inspection may request a Formal Review. All requests for a Formal Review must be forwarded to 

HQ Inspection Operations. HQ Inspection Operations will coordinate the completion of the 

requested Formal Review.

Once the formal review process is complete the rulings are considered final and issued to the 

applicant.

PACA

Misbranding Under PACA

The PACA Division handles misbranding violations of fruits and vegetables under the PACA, 

and is authorized to request inspections of commodities owned or controlled by PACA licenses 

to determine if a lot is misrepresented. PACA does not require any markings on containers (e.g., 

grade, weight, size, count, or origin), but, if any such markings are used, they must accurately 

represent the product. For example, if cartons are marked “Net Wt. 50 lbs.” and the inspection 

reports “Net Wt. 46 lbs.,” this would constitute a misbranding violation against PACA. 

If you find a possible misbranding situation when an inspection is complete, notify the applicant 

that the lot may be misbranded and that the results will be reported to PACA. If a certificate is 

issued for a lot that has been reported to PACA for misbranding, e-mail or fax a copy of the 

certificate to the PACA Division in Washington, DC, and to the Federal Program Manager or 

Officer-in-Charge. Report all misbranding to the person appointed by PACA headquarters to

handle such matters. The address and phone number for PACA misbranding is:

Misbranding Officer

PACA Investigative Enforcement Branch – Misbranding Unit

USDA, AMS, F&V Program, PACA Division 

1400 Independence Avenue, SW 

Room 1509 South Building

Washington, DC 20250

Phone: (202) 720-5073 

Give Priority to Requested Inspections under PACA

Inspections requested by the PACA Division are considered priority inspections. In emergency 

situations, PACA may arrange for access to a particular lot, and ask for an inspection and a 

certificate without being accompanied by a representative. Base fees for inspections conducted 
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Effective Date: February 2020 Page 118 of 135

under PACA’s authority on the hourly rate, plus travel, per diem, and other necessary expenses 

that may be incurred. 

PACA Inquiries

If you are unsure about proper action to be taken in response to PACA inquiries, immediately 

contact your immediate supervisor for guidance. If unsure about a possible misbranding 

violation, immediately contact the misbranding officer for a determination.

For possible misbranded lots, you may provide the applicant with PACA’s phone number so they 

can contact the Division directly with any questions they may have. PACA will notify the 

applicant when a misbranding occurs.

Do not:

• Attempt to advise dealers, brokers, or other shipper representatives of their rights or 

obligations under the PACA or attempt to interpret its provisions.

• State an opinion about whether an inspection meets Good Delivery Tolerances under 

PACA, as each instance is considered by the PACA Division on a case-by-case basis.

• Assume responsibility for transmitting the complaint of any party to a PACA Division 

representative. Give these parties the telephone number and address of the nearest PACA 

office and advise them to communicate directly with the PACA Division. PACA 

regional office addresses and phone numbers are listed in the SCI Division Directory.

For more information on the PACA Division and the law, visit https://www.ams.usda.gov/rulesregulations/paca.
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 119 of 135

REFERENCE LINKS Version Date

(Printed for distribution)

The Agricultural Marketing Act of 1946 (7 U.S.C. §1622 (h)(1)): __________

http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title7-

section1622&num=0&edition=prelim

AIM Document Serially Numbered Forms Accountability: ___________

https://www.ams.usda.gov/sites/default/files/media/SeriallyNumberedFormsAccountability.pdf

Positive Lot Identification (PLI) Manual: ___________

http://www.ams.usda.gov/sites/default/files/media/Positive%20Lot%20Identification%20%20M

anual.pdf

Sanitation Manual: ___________

https://www.ams.usda.gov/sites/default/files/media/AIM%20Inspection%20Series%20Sanitation

%20Manual.pdf

SC-205: ___________

https://usdagcc.sharepoint.com/sites/ams/AMSFormsCatalog/SC-205.pdf

SC-205-1: ___________

https://usdagcc.sharepoint.com/sites/ams/AMSFormsCatalog/SC-205-1.pdf

SC-207: ___________

https://usdagcc.sharepoint.com/sites/ams/AMSFormsCatalog/SC-207.pdf

SC-237: ___________

https://usdagcc.sharepoint.com/sites/ams/AMSFormsCatalog/SC-237.pdf

SC-300: ___________

https://usdagcc.sharepoint.com/sites/ams/AMSFormsCatalog/SC-300.pdf

SC-301: ___________

https://usdagcc.sharepoint.com/sites/ams/AMSFormsCatalog/SC%20301.pdf

SCI Division Supply Depot: ___________

https://origin-edit.ams.usda.gov/grades-standards/how-purchase-equipment-and-visualaids?_ga=1.143509749.1928447350.1426518487 

Section 8e Import Requirements: ___________

http://origin-staging.ams.usda.gov/rulesregulations/section8e?_ga=1.171991143.590402700.1409873492

Shipping Point & Market Inspection Instructions Mixed Commodities: ___________

https://www.ams.usda.gov/sites/default/files/media/IIMixedCommodities.pdf
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 120 of 135

Summary of Marketing Orders: ___________

http://origin-staging.ams.usda.gov/rulesregulations/section8e?_ga=1.171991143.590402700.1409873492 

Terminal Market Travel Charge Policy: __________

https://www.ams.usda.gov/publications/content/terminal-market-travel-charge-policy

Title 18 of the U.S. Code Section 201: __________

http://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title18-

section201&num=0&edition=prelim

Checked Materials have been printed from the links in this manual and included for 

reference.
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 121 of 135

APPENDIX I – TERMINAL MARKET OFFICE NUMBERS

000 Wash DC HQ

001 Baltimore/Jessup, MD 042 Baton Rouge, LA

002 Atlanta/College Park, GA 043 Fairbanks, AK

003 GAP-GHP (Federal) 044 Nashville, TN

004 Boston/Everett, MA 045 Mobile, AL

005 Buffalo, NY 046 Seattle, WA

006 Chicago, IL 047 Rochester, NY (Fed-State)

007 Cincinnati, OH 048 Richmond, VA (Fed-State)

008 Cleveland, OH 049 Quincy, WA

009 Columbus, OH 050 Augusta, ME

010 Detroit, MI 051 Hunt Valley, MD

011 New York/Bronx, NY 052 Lomo Station, CA

012 Philadelphia, PA 053 Roanoke, VA

013 Pittsburgh, PA 054 Hartford, CT

014 Indianapolis, IN 055 Albany, NY 

015 Kansas City, MO 056 Miami, FL

016 St. Louis, MO 057 Oklahoma City, OK

017 Memphis, TN 058 Tampa, FL

018 Madera, CA 059 Asheville, NC

019 St. Paul, MN 060 Oklahoma SPI

020 New Orleans, LA 061 San Antonio, TX

021 Blackfoot, ID 062 Little Rock, AR

022 Norfolk, VA 063 South Bend, IN

023 Helena, MT 064 Syracuse, NY 

024 Harrisburg, PA 065 Wilkes-Barre, PA

025 Houston, TX 066 Charlotte, NC

026 Columbia, SC 067 Birmingham, AL

027 Dallas, TX 068 Milwaukee, WI

028 Denver, CO 069 El Centro, CA

029 Sacramento, CA 070 Charleston, WV

030 Monte Vista, CO 071 Riverhead, NY

031 Phoenix, AZ 072 Brooklyn/Queens, NY

032 Salt Lake City, UT 073 Fresno, CA

033 Portland, OR 074 Chico, CA

034 Los Angeles/Commerce, CA 075 Montgomery, AL

035 San Francisco, CA 076 Savannah, GA

036 Merrill, OR 077 Portland, ME

037 Newark/North New Jersey, NJ 078 Orlando, FL

038 Winter Haven, FL 079 Providence, RI

039 Raleigh, NC 080 California PIQ

040 Jacksonville, FL 081 GAP-GHP (State)

041 Trenton, NJ 082 Tifton, GA
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083 Louisville, KY 122 Kauai, HI

084 El Paso, TX 123 Maui, HI

085 IP Audit Program 124 Boise, ID

086 Albany, GA 125 Caldwell, ID 

087 Belle Glade, FL 126 Kerman, CA

088 Dover, DE 127 Spokane, WA

089 Grand Rapids, MI 128 Salem, OR (Fed-State)

090 Presque Isle, ME 129 Moses Lake, WA

091 Dothan, AL 130 Yakima, WA (Fed-State)

092 Imperial, CA 131 Monett, MO

093 Hastings, FL 132 Knoxville, TN

094 Vineland, NJ 133 Alamo, TX

095 Williamston, NC 134 Hammond, LA

096 Chambersburg, PA 135 Riverside, CA

097 Reading, PA 136 Pasco, WA

098 San Juan, PR 137 Walden, NY

099 Vidalia, GA 138 Pompano Beach, FL

100 Onley, VA 139 Lodi, CA

101 Suffolk, VA 140 Delano, CA

102 Waynesboro, VA 141 Exeter, CA 

103 Winchester, VA 142 Ceres, CA

104 Greeley, CO 143 San Diego, CA

105 Lansing, MI 144 Hermiston, OR

106 Las Cruces, NM 145 Jackson, MS

107 Grafton, ND 146 Palmetto, FL

108 Bartow, FL 147 Wenatchee, WA

109 Gorman, TX 148 Santa Maria, CA

110 Stevens Point, WI 149 Firebaugh, CA

111 Anchorage, AK 150 Idaho Falls, ID

112 Nogales, AZ 151 Medford, OR 

113 Yuma, AZ 152 Milton-Freewater, OR

114 Shafter/Bakersfield, CA 153 Ontario, CA

115 Coachella, CA 154 Montpelier, VT

116 Parlier, CA 155 Salisbury, MD

117 Oxnard, CA 156 Burley, ID (Fed-State)

118 Salinas, CA 157 Billings, MT

119 Stockton, CA 158 Dublin, NC

120 Hawaii Island, HI 159 Inwood, WV

121 Honolulu, HI (Fed-State)
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 123 of 135

APPENDIX II – SCHEDULE OF USER FEES

Fresh Fruit and Vegetable Fees

When performing inspections of product unloaded directly 

from land or air transportation, the charges shall be 

determined on the following basis

Rate Start 

Date

Quality and Condition Inspections for Over Half Lot $210.00 per lot1 10/1/19

Quality and Condition for Half Lot or Less and Condition Only 

for Over Half Lot $174.00 per lot1 10/1/19

Condition Only for Half Lot or Less $161.00 per lot1 10/1/19

Quality and Condition or Condition Only Inspections for 

Additional Lots of the Same Product $96.00 per lot1 10/1/19

Quality and Condition and Condition Only for Lots of 50 

Packages or Less $96.00 per lot1 10/1/19

Dockside Inspections – Each package weighing 

< 30 lbs.

$0.044 per 

pkg.1 10/1/17

Dockside Inspections – Each package weighing 30 lbs. or more $0.068 per 

pkg.1 10/1/17

Minimum Charge per Individual Product for Dockside 

Inspection $210.00 per lot1 10/1/19

Dockside Inspections for Additional Lots of the Same Product $96.00 per lot1 10/1/19

Hourly based inspection services $93.00 per 

hour1 10/1/19

Premium Time (Overtime) Lot or Packaged Inspection Based $47.00 per hour 10/1/19

Premium time (Overtime) Hourly Inspection Based $32.00 per hour 10/1/19

Premium time (Holiday) Lot or Packed Based $47.00 per hour 10/1/19

Premium time (Holiday) Hourly Based Within Normal Tour of 

Duty $64.00 per hour 10/1/19

Premium time (Holiday) Hourly Based Outside Normal Tour of 

Duty $47.00 per hour 10/1/19

Rate for Billable Mileage $1.96 per mile 08/01/18

1 Additional travel costs will apply where applicable.
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 124 of 135

APPENDIX III – METRIC CONVERSIONS

United States Customary Units are normally used for issuing inspection reports. On occasion, it 

may be necessary to use metric units. 

The fundamental unit of length in the metric system is the METER. The GRAM is the primary 

unit of mass or weight; the LITER the unit of volume. All other units are the decimal

subdivisions or multiples of these. Metric terms are formed by combining the words “METER”

“GRAM” and “LITER” with the six numerical prefixes:

Prefix Meaning Units

Milli = one thousandth 1/1000 0.001

Centi = one hundredth 1/100 0.01

Deci = one tenth 1/10 0.1 

1 meter, gram or liter 1

Deka = ten 10/1 10 

Hecto = one hundred 100/1 100

Kilo = one thousand 1000/1 1000

As a general rule, use the terms meter, gram, and liter with appropriate multiple or submultiple 

prefixes representing steps of 1,000 (.001) only to report net quantity. For example: kilometer, 

meter, or millimeter. Use centimeters to report small areas in terms of square centimeters (cm2).

Do not capitalize symbols or use periods after the symbol. Always write symbols in the singular 

form. DO NOT ADD “s” to express the plural when the symbol is used.

For the purposes of uniformity, use the following symbols in metric statements of net quantity

(volume, weight, length or area):

Volume Weight Length Area

l = liter g = gram m = meter m2 = square meter

ml = milliliter kg = kilogram mm = millimeter cm2 = square centimeter

Approximate conversions for common inspection quantities:

Quantity Conversion Quantity Conversion

1-7/8 inches 47.625 millimeters 6 ounces 170.097 grams

2-3/8 inches 60.325 millimeters 20 pounds 9.072 kilograms

2-1/2 inches 63.500 millimeters
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 125 of 135

Approximate mathematical conversions from Customary to Metric and Metric to Customary:

Length

Known Multiply by... ... to find Multiply by... ... to find

Inches 25.4 millimeters 2.54 centimeters

Feet .3048 meters 304.8 millimeters

Yards .9144 meters 914.4 millimeters

Miles 1609.34 meters 1.60934 kilometers

Weight or Mass

Known Multiply by... ... to find Multiply by... ... to find

Ounces 28.3495 grams 28349.5 milligrams

Pounds 0.453592 kilograms 453.592 grams

Kilograms 2.20462 pounds 35.274 ounces

Short Ton (U.S.) 907.185 kilograms 0.907185 metric tons

Volume

Known Multiply by... ... to find Multiply by... ... to find

Ounces 29.5735 milliliters 0.0295735 liters

Pints 473.176 milliliters 0.473176 liters

Quarts 946.353 milliliters 0.946353 liters

Gallons 3785.41 milliliters 3.78541 liters
SCI Division Inspection Series General Market Manual

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APPENDIX IV – TABLE OF CARLOT EQUIVALENTS 

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Apples

Standard cartons, including:

Tray Pack (include film wrap)

Volume fill & bushel cartons

10/4 & 8/5 lb. bags

Standard cartons 12/3 lb.

Half bushel cartons

40

36

20

42,000

38,000

42,000

1,050

1,050

2,100

525

525

1,050

Asian Pears (Apple Pears)

1-layer cartons (European)

1-layer (Shoebox)

2-layer cartons

15

10

21

27,000

27,000

36,000

1,800

2,720

1,700

900

1,360

850

Apricots/Apriums

1-layer cartons 

2-layer cartons

3-layer cartons

Volume fill

8

18

21

24

23,040

37,000

35,200

37,000

2,880

1,760

1,760

2,050

1,440

880

880

1,025

Anise

2/3 cartons/crates

WGA cartons

Celery cartons

Cartons - 24’s

45

65

50

40

40,000

40,000

40,000

40,000

900

600

800

1,000

450

300

400

500

Artichokes - Loose pack cartons 23 39,000 1,700 850

Asparagus

Pyramid cartons/crates

Cartons/crates bunched

28

11

35,000

35,000

1,250

3,200

625

1,600

Avocados

1 layer flats/cartons

2 layer flats/cartons

4/5 bushel cartons

2 layer cartons (Imports)

13

25

40

23

40,000

40,000

40,000

40,000

3,100

1,600

1,000

1,750

1,550

800

500

875

Bananas - cartons 40 40,000 1,000 500

Beans

Bushel baskets/cartons/crates

Cartons

30

20

32,000

32,000

1,050

1,600

525

800

Beets, bunched

Cartons/crates - 24’s 

Cartons/crates - 12’s

38

20

38,000

38,000

1,0001,

900

500

950

Beets, topped 

50 lb. sacks 

25 lb. sacks

50

25

40,000

40,000

800

1,600

400

800
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Effective Date: February 2020 Page 127 of 135

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Berries (other than Strawberries)

12-1 pint tray/flats

12-6 ounce tray/flats

12/4.4 oz.

12/6 oz. (Raspberries/Blackberries)

12/6 oz. (Blueberries)

11

5

3.3

4.5

4.5

22,000

22,000

15,840

17,280

21,600

2,000

4,400

4,800

3,840

4,800

1,000

2,200

2,400

1,920

2,400

Broccoli

Cartons/crates - 14’s,18’s

Florets 10 lb. film bags

23

10

25,000

33,000

1,000

1,100

550

550

Brussels Sprouts - cartons 25 26,000 1,050 525

Cabbage

Domestic cartons/crates/sacks

Savoy

Bulk Bins

50

40

2,000

45,000

45,000

40,000

900

1,100

--

450

550

20,000

Cantaloups - 2 layer cartons/crates 40 44,000 1,100 550

Carrots, bunched - cartons/crates - 24’s 26 45,000 1,700 850

Carrots, topped

50 lb. sacks

Master sacks (i.e.48/1 lb.)

25 lb. sacks

20/12 oz. bags

50

48

25

15

45,000

45,000

45,000

45,000

900

950

1,800

3,000

450

475

900

1,500

Cauliflower - cartons - film wrapped 25 31,000 1,250 625

Celery

Cartons/crates

Hearts - master bags

60

28

45,000

45,000

750

1,600

375

800

Cherries

20 lb. carton (WA)

18 lb. cartons (CA)

11 lb. cartons (CE) 

20

18

11

40,000

40,000

40,000

2,000

2,200

3,600

1,000

1,100

1,800

Corn, Sweet

Cartons/crates (42-50 lbs.)

Sacks

42

37

44,000

44,000

1,050

1,200

525

600

Cranberries - 24 lb. cartons 24 40,000 1,650 825

Cucumbers

Bushel & 1-1/9 bushel cartons/crates

Cartons 24’s

Cartons Greenhouse

55

22

12

45,000

45,000

45,000

800

2,050

3,750

400

1,025

1,875

Eggplant

Bushel & 1-1/9 bushel cartons/crates

1/2 bushel cartons/crates

33

17

40,000

40,000

1,200

2,350

600

1,175

Escarole/Endive

1-1/9 bushel cartons/crates, cartons - 24’s

Belgian Endive cartons

25

10

31,000

31,000

1,250

3,100

625

1,550
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 128 of 135

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Figs

1 layer flats

12-1 pints

8

12

30,000

30,000

3,750

2,500

1,875

1,250

Garlic - cartons/crates 30 35,000 1,150 575

Grapefruit 

Cartons (FL & TX)

Cartons (AZ & CA) 

40

34

45,000

45,000

1,100

1,300

550

650

Grapes, Table

19 lb. cartons/lugs

5-down Euro

6-down cartons

Foam

18 lb. cartons/lugs

11 lb. cartons/lugs

19

18

11

45,000

32,300

34,200

29,260

45,000

45,000

2,350

1,700

1,800

1,540

2,500

4,100

1,175

850

900

770

1,250

2,050

Grapes, Juice

36 lb. lugs

42 lb. lugs

36

42

45,000

45,000

1,250

1,050

625

525

Greens (except spinach)

Bushel baskets/cartons/crates 

Crates 12’s - bunched 

25

15

25,000

25,000

1,000

1,650

500

825

Honeydew Melons - 1 layer cartons/crates 30 44,000 1,450 725

Kiwifruit

1 layer flat

Volume fill cartons

10/2 lbs.

7

20

22

28,000

38,400

35,200

5,000

1,920

1,600

2,500

960

800

Leeks - 4/5 bushel cartons/crates 20 26,000 1,300 650

Lemons - 4/5 bushel cartons 38 45,000 1,200 600

Lettuce

Iceberg cartons

Iceberg, chopped cartons

Iceberg, cleaned/cored cartons

Iceberg, bulk bin

Boston/Bibb 1-1/9 bushel cartons/crates

Boston/Bibb/Red/Green Leaf - Cartons - 24’s

Bibb-12/quart basket/cartons

Romaine - 1-1/9 bushel cartons/crates

Cartons - 24’s

50

20

30

1,000

22

20

5

22

40

45,000

45,000

45,000

45,000

25,000

25,000

25,000

45,000

45,000

900

2,250

1,500

45

1,150

1,250

5,000

2,050

1,100

450

1,125

750

22

575

625

2,500

1,025

550

Limes

10 lb. cartons

4/5 bushel cartons

10

40

36,000

36,000

3,600

900

1,800

450

Mangos-1 layer flat/cartons 10 40,000 4,000 2,000
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 129 of 135

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Miscellaneous Citrus

Kumquats - cartons (FL)

Kumquats - loose (CA)

Clementines - cartons

K-early/Uglifruit - cartons

Mandarins/ Satsumas - cartons (AZ, CA) 

23

10

22

40

25

45,000

45,000

45,000

45,000

45,000

1,950

4,500

2,050

1,100

1,800

975

2,250

1,025

550

900

Mushrooms

10 lb. cartons

Flats

10

20

20,000

20,000

2,000

1,000

1,000

500

Nappa

Celery crate

WGA crate

1-1/9 bushel crates/cartons

50

70

40

45,000

45,000

45,000

900

650

1,100

450

325

550

Nectarines

2 layer flat/volume fill carton

2 layer flat/cartons (CE)

25

18

42,000

42,000

1,700

2,300

850

1,150

Okra

Bushel basket/crates/cartons

1/2 bushel basket/crates/cartons

5/9 bushel cartons/crates

30

15

18

32,000

32,000

32,000

1,050

2,100

1,800

525

1,050

900

Onions, dry

25 lb. sacks

40 lb. cartons

50 lb. sacks

Master sacks (16/3 lb.)

25

40

50

48

45,000

45,000

45,000

45,000

1,800

1,100

900

950

900

550

450

475

Onions, green - cartons - 48’s 13 24,000 1,850 925

Oranges

4/5 bushel cartons (FL)

7/10 bushel cartons (TX)

Cartons (CA)

10/3 lbs.

4/5 lbs.

Volume Fill

43

42

38

30

20

25

45,000

45,000

45,000

33,000

30,000

40,000

1,050

1,050

1,200

1,100

1,600

1,600

525

525

600

550

750

800

Papaya

Cartons (HI)

Cartons 3.5 kg

Cartons 35 lb.

10

8

35

30,000

30,000

35,000

3,000

3,750

1,000

1,500

1,875

500

Parsley

1-1/9 bushel crates/carton - 60 bunches 

4/5 bushel crates/lug 

12 quart basket

21

14

7

21,000

21,000

21,000

1,000

1,500

3,000

500

750

1,500
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 130 of 135

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Parsnips

 1/2 bushel basket/carton

 1 bushel basket

 25 lb. sacks

25

50

25

40,000

40,000

40,000

1,600

800

1,600

800

400

800

Peaches

3/4 bushel container

26/1.5 lbs. cartons

Western volume filled cartons

1-layer cartons (CA)

2-layer cartons (CA)

2-layer cartons (CE)

2-layer RPC

3-layer cartons

38

39

25

12

22

18

29

33

42,000

35,100

42,000

36,960

42,000

42,000

34,800

42,000

1,100

900

1,700

3,360

1,900

2,300

1,200

1,250

550

450

850

1,680

950

1,150

600

625

Pears

4/5 bushel box/cartons

1/2 box/cartons

18 kg crates (import)

45

23

40

45,000

45,000

45,000

1,000

1,950

1,100

5000

975

550

Peas

Green - 1 or 1-1/9 bushel basket/crate/carton

Snow (Pea Pods) - cartons

Southern - bushel hamper 

30

10

25

31,000

31,000

31,000

1,050

3,100

1,250

525

1,550

625

Peppers, Sweet

1 bushel & 1-1/9 bushel cartons/crates

Cartons/crates (CA, TX, MX)

1-1/4 bushel crates/cartons

28

30

35

44,000

44,000

44,000

1,550

1,450

1,250

775

725

625

Peppers, Other

1/2, 5/9 bushel crates/cartons

Cartons

1-1/9 bushel crates/cartons

15

10

30

44,000

44,000

44,000

2,900

4,400

1,450

1,450

2,200

725

Persimmons

1 layer cartons/lug (Fuyu/Hachiya)

2 layer cartons/lug

Volume fill

6/3 lbs.

8/3 lbs.

7/10

10

25

18

24

25,000

17,600

40,000

27,000

26,400

2,880

1,760

1,600

1,500

1,100

1,440

880

800

750

550

Pineapples

1 layer cartons

2 layer cartons

20

40

40,000

40,000

2,000

1,000

1,000

500

Plantains - cartons 50 40,000 800 400
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 131 of 135

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Plums

2 layer cartons/lug (CE) 

20/2 lbs. cartons

26/1.5 lbs. cartons

Cartons - tray or volume

 Volume fill (RPC) 

18

40

39

28

28

42,000

36,000

35,100

42,000

33,600

2,350

900

900

1,500

1,200

1,175

450

450

750

600

Pluots

2-layer

20/2 lb. cartons

26/1.5 lb. cartons

Standard Volume fill 

RPC volume fill

18

40

39

28

28

28,160

36,000

35,100

44,800

33,600

1,760

900

900

1,600

1,200

880

450

450

800

600

Pomegranates

1 layer cartons/lug

2 layer cartons/lug & volume fill

26/1.5 lbs.

11

22

39

31,680

35,200

35,100

2,880

1,600

900

1,440

800

450

Potatoes

100 lb. sacks

50 lb. sacks/cartons

20 lb. bags

10 lb. bags

100

50

20

10

45,000

45,000

45,000

45,000

450

900

2,250

4,500

225

450

1,125

2,500

Prunes

Western cartons

Cartons/lug (CE) 

30

18

42,000

42,000

1,400

2,350

700

1,175

Pumpkins - 1 or 1-1/9 bushel crates 50 40,000 800 400

Radishes, bunched

Cartons/crates - 48’s

1/5 bushel cartons/crates

16 quart baskets - 24’s

35

30

15

43,000

43,000

43,000

1,200

1,450

2,850

600

725

1,425

Radishes, topped

25 lb. sacks

Master bags (24/8oz)

Cartons 14/1 lb. bags

25

12

14

43,000

43,000

43,000

1,700

3,600

3,050

850

1,800

1,525

Rhubarb - cartons 15 lb. 15 40,000 2,650 1,325

Spinach

Bushel crates/cartons

1-2/5 bushel cartons/crates

Cartons - 24’s

Cartons 12/10-oz bags

25

32

20

8

25,000

25,000

25,000

25,000

1,000

800

1,250

3,100

500

400

625

1,550

Squash, summer

1/2 & 5/9 bushel crates/cartons

1 bushel, 1-1/9 bushel crates/cartons

Crates/cartons/lug (CA, MX)

21

42

26

40,000

40,000

40,000

1,900

950

1,550

950

475

775
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 132 of 135

Commodity Weight/ 

pkg. (lb.)

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Squash, fall & winter –

1-1/9 bushel cartons/crates 50 40,000 800 400

Strawberries

12/1 pint flats

8/1 pint flats

8/18 oz.

12

8

9

24,000

24,000

25,920

2,000

3,000

2,880

1,000

1,500

1,440

Sweet Potatoes - cartons/crates 50 40,000 800 400

Tangelos

4/5 bushel cartons/crates

1/2 bushel cartons

43

25

45,000

45,000

1,050

1,800

525

900

Tangerines

4/5 bushel cartons/crates

Cartons (AZ/CA)

43

25

40,000

40,000

950

1,600

475

800

Tomatillos - crates/cartons 40 42,000 1,050 525

Tomatoes

2 layer flats/cartons

3 layer cartons

Cartons 25 lb. (including Plum)

20

30

25

42,000

42,000

42,000

2,100

1,400

1,700

1,050

700

850

Tomatoes, Cherry - 12/1 pint flats & loose 15 40,000 2,650 1,325

Turnips & Rutabagas

1 bushel crates & 50 lb. sacks

1/2 bushel carton/crates & 25 lb. sacks/bags

50

25

40,000

40,000

800

1,600

400

800

Watermelons

Cartons

Bins

Bulk

75

1,050

---

45,000

45,000

45,000

600

42

---

300

21

22,500

Miscellaneous (not listed above)

Commodity Weight/

pkg.

Weight/ 

trailer load

Pkgs./ 

carlot

Pkgs./ 

1/2 carlot

Miscellaneous Tropical Fruit/Vegetable --- 35,000 --- ---

Miscellaneous Citrus --- 45,000 --- ---

Miscellaneous Herbs --- 40,000 --- ---

Miscellaneous Oriental Vegetables --- 35,000 --- ---

Christmas Trees 500 trees 40,000 --- ---
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 133 of 135

APPENDIX V – APPEAL INSPECTION REPORT

Electronic version of Appeal Inspection Report
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 134 of 135

APPENDIX VI – INSPECTOR GRADING EQUIPMENT INVENTORY SHEET

Electronic version of Inspector Grading Equipment Inventory Sheet
SCI Division Inspection Series General Market Manual

Effective Date: February 2020 Page 135 of 135

APPENDIX VII – FREEZING PATTERN REPORTING GUIDE