An Equal Opportunity Provider and Employer

Agricultural

Marketing

Service 

Federal Grain Inspection 

Service

Field Management 

Division 

1400 Independence Ave. 

SW, Stop 3630

Washington, D.C. 20250

Voice (202) 720-0228

Fax (202) 690-3951

Hotline 1-800-998-3447

Reference #224 December 21, 2009

TO: FGIS POLICY BULLETIN BOARD

FROM: Robert Lijewski, Acting Director

 Field Management Division 

SUBJECT: Maintaining Records of Service Requests

ORIGINATING OFFICE: Policies, Procedures, and Market Analysis Branch

1. PURPOSE

This memorandum reinforces requirements for maintaining records of 

official service requests from applicants for official export inspection 

and weighing services for containers and railcars. This policy is also 

applicable for domestic inspection services where composite analysis, 

CuSum loading plan (including average quality shipments), or 

combined lot procedures are requested by the shipper. 

2. BACKGROUND

In Fiscal Year 2009, FGIS initiated a “Contract Review Program” to 

compare requests for export official inspection and weighing services 

to the associated contract’s specifications for compliance with the U.S. 

Grain Standards Act (USGSA) and associated regulations. Information 

obtained during the program revealed that some Official Agencies 

accept verbal service requests from their applicants when providing 

official export inspection and weighing services for containers and 

railcars. While a verbal request in lieu of a written request for service 

is acceptable under certain conditions, we found that some Official 

Agencies accepting verbal requests for export services were not 

creating a written record as required by the USGSA and associated 

regulations. 

3. APPLICATION PROCEDURES & RECORD KEEPING REQUIREMENTS

GIPSA regulations require that a record of all service requests must be 

maintained and such records include certain information:

1. The identification, quantity, and specific location of the grain;

2. The name and mailing address of the applicant;

3. The kind and scope of services desired; and

4. Any other information requested by the agency or field office.
Page 2

4. POLICY

GIPSA regulations in effect at the time of this policy memorandum 

allow Official Agencies to accept verbal service requests from 

applicants to provide official export inspection and weighing services 

for containers and railcars. However, Official Agencies remain 

responsible for maintaining a written record of each request, including 

all information required by section 3 of this memo.

Routine service requests for submitted samples, export rail inspection 

(individual grade per carrier), and domestic lots may be exempt from 

this policy. Routine service is defined as single lot inspection service 

(e.g., trucklot, rail) that is provided for an individual customer at a 

location where official personnel are present on a daily basis.

All domestic and export rail car inspections performed on the basis of 

the CuSum loading plan (including average quality lots), composite 

analysis, or combined lot procedures will require detailed service 

records as described above.

5. QUESTIONS 

Direct any questions concerning this policy to 

AMS - FGIS Policies Procedures Market Analysis Branch.