United States Department of Agriculture

Agricultural Marketing Service

Federal Grain Inspection Service

Program Notice FGIS-PN-08-01 November 12, 2007

Distribution: FGIS, OSP, Industry Originating Office: FMD PPMAB

Disposal Date 11-12-08er

The U.S. Department of Agriculture (USDA) prohibits discrimination in its programs on the basis of race, color, 

national origin, sex, religion, age, disability, political beliefs, and marital or familial status. (Not all prohibited 

bases apply to all programs.) Persons with disabilities who require alternate means for communication of program 

information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 720-2600 (voice and 

TDD).

To file a complaint, write to the USDA, Office of Civil Rights, Room 326-W, 1400 Independence Avenue, SW, 

Washington, DC 20250-9410, or call (202) 720-5964 (voice and TDD). USDA is an equal employment opportunity 

employer.

INSPECTION CERTIFICATE UPDATES

Contents

INSPECTION CERTIFICATE UPDATES ���������������������������������������������������������������������������������1

1. PURPOSE����������������������������������������������������������������������������������������������������������������������������

2. BACKGROUND��������������������������������������������������������������������������������������������������������������������

3. CERTIFICATE FORMAT CHANGES �����������������������������������������������������������������������������������

4. ACTIONS������������������������������������������������������������������������������������������������������������������������������

5. QUESTIONS ������������������������������������������������������������������������������������������������������������������������

Attachment 1 ����������������������������������������������������������������������������������������������������������������������������4

Attachment 2 ����������������������������������������������������������������������������������������������������������������������������5

Attachment 3 ����������������������������������������������������������������������������������������������������������������������������6

Attachment 4 ����������������������������������������������������������������������������������������������������������������������������7
FGIS Notice PN-08-01 November 12, 2007

Page 2

1. PURPOSE

This notice announces that the Agricultural Marketing Service (AMS), Federal Grain 

Inspection Service (FGIS) is revising the format of official inspection certificates. Until all 

affected handbooks and directives can be revised, this notice serves to document the 

format changes

2. BACKGROUND

AMS is modernizing its grain inspection and weighing business information systems to

better meet the needs of its customers. Coming online throughout 2007 will be a new

Certificate (CRT) application that automates the certification process and feeds data to

the Inspection Data Warehouse (IDW), a comprehensive, national database of 

inspection and weighing information

The Grain, Weighing, Bean, Rice, Pea, and Lentil Inspection Handbooks and program

directives define the requirements and format for official inspection and weight

certificates. Certificates issued by the Federal Grain Inspection Service (FGIS) and 

other official service providers all follow the same requirements.

3. CERTIFICATE FORMAT CHANGES 

In July 2007 AMS published Directive FGIS 9290.16, Inspection Data Warehouse

(IDW) for Grain Program Services, which specifies inspection and weighing record 

requirements for the IDW. Official service providers are required to electronically collect 

and transmit to IDW summary records for inspection and weighing services, excluding 

Class Y weights and Official Commercial Inspection Service (OCIS), beginning January 

2008. Concurrent with this action, AMS is amending certificate formats. The CRT 

application is available to all official service providers. Official service providers using 

other certificate software may choose to adopt the new format before January 2008. 

Those official service providers who wish to use the new CRT application should email

FGISonlineSupport@ams.usda.g

The following changes have been made to official inspection certificates:

a. Print all certificates on white 8-1⁄2 by 11-inch paper. The new certificates will identify 

the color of the certificate in the certificate header instead of using different color 

paper and will clearly display any qualifying statements. Attachment 1 shows an 

example and Attachment 2 identifies certificate types and qualifying features.

b. Show all analytical results in the “Results” section of the certificate. Some results

such as protein, odor, mycotoxin, and Starlink were formerly shown in remarks

but will now be shown in the “Results” section, along with all other analytical

results

c. Show additional information and statements in the “Remarks” section of the 

certificate.
FGIS Notice PN-08-01 November 12, 2007

Page 3

d. All certificates will include a re-sized USDA insignia in the top left corner that 

is exactly 20 millimeter (mm) or 13/16-inch wide. On non-export certificates, 

service providers may use company seals or logos. A re-sized FGIS logo that is 63 

mm or 2-1⁄2 inches wide will be placed exactly in the center of the page. The font 

color of the logo shall be hexadecimal gray code #CBCBCB.

All official service provider certificates will follow FGIS formats for font size and type, 

bolding, italics, etc. (see Attachment 3). Section and field labels must also follow the 

same order and arrangement. Official service providers should not use FGIS form 

identifiers, the OMB approval number, or the Paperwork Reduction Act statement 

unless the formats are IDENTICAL. Attachment 4 shows required statements by type of 

certificate.

AMS must approve all agency-created certificates. Please submit specimen copies to 

FGISonlineSupport@ams.usda.gov for approval. AMS has displayed all certificate

types for viewing on the AMS website at www.ams.usda.

4. ACTIONS

Retain this notice until all handbooks and program directives have been updated to 

reflect the format changes.

5. QUESTIONS

Direct any questions concerning this notice to FGISonlineSupport@ams.usda.g

Attachments
FGIS Notice PN-08-01 November 12, 2007

Page 4

Attachment 1

EXAMPLE: Official White Certificate
FGIS Notice PN-08-01 November 12, 2007

Page 5

Attachment 2

TYPES OF CERTIFICATES AVAILABLE AND QUALIFYING STATEMENTS

Certificate Use

Certificate Subtitle

or

Color Reference

Qualifying Caption

Export Inspection None None

Sample-lot inspections for grain, rice, 

and commodity inspection certificates 

for AMA commodities

“Official White Certificate” None

Submitted sample inspections for 

grain and commodity submitted 

sample inspection certificates for 

AMA commodities

“Official Pink Certificate”

“NOT OFFICIALLY SAMPLED”

above the grade line (Shadowed

and capitalized in large type) 

(See example on the AMS 

website)

Commercial sample-lot inspections “Official Green Certificate”

“COMMERCIAL” above the 

grade line. (Shadowed and

capitalized in large type) (See 

example on the AMS website)

Commercial submitted sample 

inspections “Official Blue Certificate”

“COMMERCIAL – NOT 

OFFICIALLY SAMPLED” above 

the grade line (Shadowed and 

capitalized in large type) (See 

example on the AMS website)

Warehouseman’s sample-lot 

inspections “Official Yellow Certificate”

“QUALIFIED” above the grade 

line. (Shadowed and capitalized

in large type) (See example on 

the AMS website)

Official grain weighing “US Class X Weights” None

Supervision of grain weighing “US Class Y Weights”

“CLASS Y WEIGHING” above 

the kind of grain. (Shadowed

and capitalized in large type) 

(See example on the AMS 

website)

Commodity weighing No color or subtitle
FGIS Notice PN-08-01 November 12, 2007

Page 6

Attachment 3

FORMAT REQUIREMENTS

Description Font Size Attribute

USDA Title Times New Roman 8.5

FGIS Title Arial 6.

OMB Approval Number Times New Roman 6

Act Title Arial 10 Bold, Italic

Certificate Type Title Arial 13 Bold, Italic

Certificate Color/Reference Title Arial 10 Bold, Italic

Corrected, Divided-Lot Arial 10 Bold, Italic

Original or Copy Arial 10 Bold, Italic

Certificate Number Arial 11 Bold, Italic

Not Negotiable Times New Roman 8.5

NOT a Weight Certificate Qualifier Arial 8

Headings or Field Labels Arial 9 Bold

Level of Inspection, Issued At, etc. Arial* 9* Bold (Heading Only

Grade and Kind/Commodity Arial* 9* Bold (Heading Only)

Results and Remarks Arial* 9* Bold (Heading Only)

Applicant Name Arial* 9* Bold (Heading Only)

Name or Signature Arial* 9* Bold (Heading Only)

Issuing/Supervising Office Arial* 9* Bold (Heading Only)

Qualifying Statement Arial 5

Certification Statement Arial 5

Authority and Purpose Statement Arial 5

Warning Statement Arial 5 Bold, Italic

Paperwork Reduction Act Statement Arial 5

* Headings must comply with the standard font type and size. Any font type and size may be used 

 in lieu of Arial 9 for the information (data) associated with the headings.

 For the associated information, however, use the same font type throughout.
FGIS Notice PN-08-01 November 12, 2007

Page 7

Attachment 4

STATEMENTS

Certificate Type

Official Export Inspection Certificate (FORM FGIS-909)

Official Grain Weight Certificate (FORM FGIS-960)

Official Sample-Lot Inspection (FORM FGIS-905)

Submitted Sample Inspection (FORM FGIS-914)

Warehouseman’s Sample-Lot Inspection (FORM FGIS-913)

Certification Statement I CERTIFY THAT THE SERVICES SPECIFIED ABOVE WERE

PERFORMED WITH THE RESULTS STATED

Authority Statement

This certificate is issued under the authority of the United States 

Grain Standards Act, as amended (7 U.S.C. 71 et seq.), and the 

regulations thereunder (7 CFR 800.0 et seq.). It is issued to show 

the kind, class, grade, quality, condition, or quantity of grain; or the 

condition of a carrier or container for the storage or transportation 

of grain; or other facts relating to grain as determined by official 

personnel. The statements on the certificate are considered true 

at the time and place the inspection or weighing service was 

performed. The certificate shall not be considered representative 

of the lot if the grain is transshipped or is otherwise transferred 

from the identified carrier or container or if grain or other material 

is added to or removed from the total lot. If this certificate is not 

canceled by a superseding certificate, it is receivable by all officers 

and all courts of the United States as prima facie evidence of the 

truth of the facts stated therein. This certificate does not excuse 

failure to comply with the provisions of the Federal Food, Drug, and 

Cosmetic Act or other Federal law

Warning Statement

WARNING: Any person who shall knowingly falsely make, issue, 

alter, forge, or counterfeit this certificate, or participate in any 

such actions, or otherwise violate provisions in the U.S. Grai

Standards Act, the U.S. Warehouse Act, or related Federal law

is subject to criminal, civil, and administrative penalties. The 

conduct of all services and the licensing of personnel under the 

regulations governing such services shall be accomplished without 

discrimination as to race, color, religion, sex, national origin, age, or 

handicap

Paperwork Reduction

Statement

According to the Paperwork Reduction Act of 1995, no persons are 

required to respond to a collection of information unless it displays 

a valid OMB control number. The valid OMB control number for 

this information is 0580-0013. The time required to disclose this 

recordkeeping requirement is to average *** hours per recordkeeper 

annually, including the time to retain such records, and to 

notify, disclose, and report to third parties such recordkeeping 

requirements.

Submitted Sample 

Qualifying Statement

The sample identification and inspection results shown on this 

certificate are assigned only to the quantity in the sample and not 

to any identified carrier, container, or lot from which the sample may 

have been taken. This certificate does not meet the requirements of 

section 5 of the U.S. Grain Standards A

Warehouseman’s SampleLot Inspection Qualifying

Statement

The results of this inspection were based on the sample obtained 

and submitted by an elevator employee licensed under a contract 

with the Service. The certificate does not meet the requirements of 

section 5 of the U.S. Grain Standards A

***Time required to disclose recordkeeping requirement:

Official Export Inspection Certificate – 39.097

Official Grain Weight Certificate – 3.74

Official Sample-Lot Inspection – 13.32

Submitted Sample Inspection – 19.04

Warehouseman’s Sample-Lot Inspection – 1.563
FGIS Notice PN-08-01 November 12, 2007

Page 8

Certificate Type

Commodity Inspection Certificate (FORM FGIS-993)

Commodity Submitted Sample Inspection (FORM FGIS-994)

Rice Inspection Services Certificate (FORM FGIS-956)

Certification Statement I CERTIFY THAT THE SERVICES SPECIFIED ABOVE WERE

PERFORMED WITH THE RESULTS STATED

Authority Statement

This certificate is issued under the authority of the Agricultural 

Marketing Act of 1946, as amended (7 U.S.C. 1621 et seq.), and the 

regulations thereunder (7 CFR 868.1 et seq.), and is receivable in 

all courts of the United States as prima facie evidence of the truth of 

the statements therein contained. This certificate does not excuse 

failure to comply with the provisions of the Federal Food, Drug, and 

Cosmetic Act, or other Federal Laws

Warning Statement

WARNING: Sec. 203(h) of the Agricultural Marketing Act of 1946 

provides that anyone who shall knowingly falsely make, issue, 

alter, forge, or counterfeit any official certificate, or aid, assist, 

or be party to such actions, is subject to a fine of not more than 

$1000 or imprisonment for not more than 1 year, or both. The 

conduct of all services and the licensing of personnel under the 

regulations governing such services shall be accomplished without 

discrimination as to race, color, religion, sex, national origin, age, or 

handicap

Paperwork Reduction

Statement

According to the Paperwork Reduction Act of 1995, no persons are 

required to respond to a collection of information unless it displays 

a valid OMB control number. The valid OMB control number for 

this information is 0580-0013. The time required to disclose this 

recordkeeping requirement is to average *** hours per recordkeeper 

annually, including the time to retain such records, and to 

notify, disclose, and report to third parties such recordkeeping 

requirements.

Submitted Sample 

Qualifying Statement

The sample identification and inspection results shown on this 

certificate are assigned only to the quantity in the sample and not 

to any identified carrier, container, or lot from which the sample may 

have been taken

***Time required to disclose recordkeeping requirement:

Commodity Inspection Certificate – 17 hours

Commodity Submitted Sample Inspection – 83.206 hours

Rice Inspection Services Certificate – 17 hours
FGIS Notice PN-08-01 November 12, 2007

Page 9

Certificate Type Official Stowage Examination Certificate (FORM FGIS-915)

Certification Statement I CERTIFY THAT THE SERVICES SPECIFIED ABOVE WERE

PERFORMED WITH THE RESULTS STATED

Authority Statement

This certificate is issued under the authority of the United States 

Grain Standards Act, as amended (7 U.S.C. 71 et seq.), and the 

regulations thereunder (7 CFR 800.0 et seq.) or the Agricultural 

Marketing Act of 1946, as amended (7 U.S.C. 1621 et seq.), and 

regulations thereunder (7 CFR 868.1 et seq.), as appropriate. It is 

issued to show the condition of a carrier or container for the storage 

or transportation of grain or commodity. The statements on the

certificate are considered true at the time and place the inspection 

service was performed. If this certificate is not canceled by a 

superseding certificate, it is receivable by all officers and all courts 

of the United States as prima facie evidence of the truth of the facts 

stated therein. This certificate does not excuse failure to comply with 

the provisions of the Federal Food, Drug, and Cosmetic Act, or other 

Federal Law

Warning Statement

WARNING: Any person who shall knowingly falsely make, issue, 

alter, forge, or counterfeit this certificate, or participate in any such 

actions, or otherwise violate provisions in the U.S. Grain Standard

Act, the Agricultural Marketing Act of 1946, or related Federal 

laws is subject to criminal, civil, and administrative penalties. The 

conduct of all services and the licensing of personnel under the 

regulations governing such services shall be accomplished without 

discrimination as to race, color, religion, sex, national origin, age, or 

handicap

Paperwork Reduction

Statement

According to the Paperwork Reduction Act of 1995, no persons are 

required to respond to a collection of information unless it displays 

a valid OMB control number. The valid OMB control number 

for this information is 0580-0013. The time required to disclose 

this recordkeeping requirement is to average 55.189 hours per 

recordkeeper annually, including the time to retain such records, and 

to notify, disclose, and report to third parties such recordkeeping 

requirements.

Submitted Sample 

Qualifying Statement

The sample identification and inspection results shown on this 

certificate are assigned only to the quantity in the sample and not 

to any identified carrier, container, or lot from which the sample may 

have been taken
FGIS Notice PN-08-01 November 12, 2007

Page 10

Certificate Type

Official Commercial Sample-Lot Inspection (FORM FGIS-905-2)

Official Commercial Submitted Sample Inspection (FORM FGIS-914-1)

Certification Statement I CERTIFY THAT THE SERVICES SPECIFIED ABOVE WERE

PERFORMED WITH THE RESULTS STATED

Authority Statement

This certificate is issued under the authority of the United States 

Grain Standards Act, as amended (7 U.S.C. 71 et seq.), and the 

regulations thereunder (7 CFR 800.0 et seq.). It is issued to show 

the kind, class, grade, quality, condition, or quantity of grain; or the 

condition of a carrier or container for the storage or transportation 

of grain; or other facts relating to grain as determined by official 

personnel. The statements on the certificate are considered

true at the time and place the inspection or weighing service was 

performed. The certificate shall not be considered representative 

of the lot if the grain is transshipped or is otherwise transferred 

from the identified carrier or container or if grain or other material 

is added to or removed from the total lot. If this certificate is not 

canceled by a superseding certificate, it is receivable by all officers 

and all courts of the United States as prima facie evidence of the

truth of the facts stated therein. This certificate does not excuse 

failure to comply with the provisions of the Federal Food, Drug, and 

Cosmetic Act or other Federal law

Warning Statement

WARNING: Any person who shall knowingly falsely make, issue, 

alter, forge, or counterfeit this certificate, or participate in any 

such actions, or otherwise violate provisions in the U.S. Grai

Standards Act, the U.S. Warehouse Act, or related Federal law

is subject to criminal, civil, and administrative penalties. The 

conduct of all services and the licensing of personnel under the 

regulations governing such services shall be accomplished without 

discrimination as to race, color, religion, sex, national origin, age, or 

handicap

Paperwork Reduction

Statement N/A

Submitted Sample 

Qualifying Statement

(FGIS-914-1 only)

The sample identification and inspection results shown on this 

certificate are assigned only to the quantity of grain in the sample 

indicated and not to any identified carrier, container, or lot from 

which the sample of grain may have been taken.
FGIS Notice PN-08-01 November 12, 2007

Page 11

Certificate Type Commodity Weight Certificate (FORM FGIS-7)

Certification Statement I CERTIFY THAT THE SERVICES SPECIFIED ABOVE WERE

PERFORMED WITH THE RESULTS STATED

Authority Statement

This certificate is issued under the authority of the Agricultural 

Marketing Act of 1946, as amended (7 U.S.C. 1621 et seq.), and the 

regulations thereunder (7 CFR 868.1 et seq.), and is receivable in 

all courts of the United States as prima facie evidence of the truth of 

the statements therein contained. This certificate does not excuse 

failure to comply with the provisions of the Federal Food, Drug, and 

Cosmetic Act, or other Federal Laws

Warning Statement

WARNING: Sec. 203(h) of the Agricultural Marketing Act of 1946 

provides that anyone who shall knowingly falsely make, issue, 

alter, forge, or counterfeit any official certificate, or aid, assist, 

or be party to such actions, is subject to a fine of not more than 

$1000 or imprisonment for not more than 1 year, or both. The 

conduct of all services and the licensing of personnel under the 

regulations governing such services shall be accomplished without 

discrimination as to race, color, religion, sex, national origin, age, or 

handicap

Paperwork Reduction

Statement N/A