Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C1

Documentation Forms for Organic Crop Producers

Field History / Previous Land Use Record 

Use this form to document land requirements per NOP § 205.202, including date, location, and identity of all materials 

applied to the land during the past 36 months in order to establish a date of last application of prohibited materials and 

determine eligibility for organic certifi cation. Complete one form for each location for which you have completed a Land 

Requirements Form. Include all fertilizer and pest-management materials applied. Attach additional pages if needed.

Field, Pasture, or Location ID:

Year Crop or Land Use Material / Product 

Brand Name

Manufacturer Application Date(s)

This year:

20__

Last year:

20__

Two years ago:

20__

Three years ago:

20__

Signature Date

The information provided above is complete and accurate to the best of my knowledge: 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C2

Documentation Forms for Organic Crop Producers

Land Use History Verifi cation 

Organic Producer Name: Crop Production Year: 

I,____________________________, affi rm that the parcel(s) of land described below were farmed/ranched by me 

or were under my management and control during the following dates: ____________-___________. I also affi rm 

that during this time, to the best of my knowledge, there were no herbicides, pesticides, fungicides, fungicidetreated seed, synthetic fertilizers, or other prohibited materials applied to this land. 

Description of land parcel(s) by assessor’s parcel number, county, township/section/range, (or other regulatory 

description): 

___________________________________________________________________________________________

Number of acres in parcel(s): ____________________________________________________________________

All materials that have been applied to any of these fields are described below: what was applied, the specific date 

of application, and field number or parcel.  No materials applied.

Parcel / Field Location & Crop Material / Manufacturer Date Applied 

 

I submit that the above is true and accurate on this date of ___________________________________________

Signature 

Name (printed) 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C3

Documentation Forms for Organic Crop Producers

Farm/Location: Year:

Date Activities

Example: 10/1 Planted cover crop

Activity Log 

Use this form to record all types of farm or ranch activities and make notes about observations. Include details about 

crops and/or livestock at a given location: planting, input applications, mowing, irrigation, pest monitoring, weather, etc. 

Records may be kept in any type of notebook or format. 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C4

Documentation Forms for Organic Crop Producers

Activity Calendar 

Use this form to record all types of farm or ranch activities and make notes about observations. Include details about 

crops and/or livestock at a given location: planting, input applications, mowing, irrigation, pest monitoring, weather, etc. 

Records may be kept in any type of notebook or format. 

Month/Year: Farm/Location:

1 2 3 Example:

Planted 200 lb/

acre org. soil 

builder cover 

crop, Field A

456

7 8 9 10 11 12 13 

14 15 16 17 18 19 20

21 22 23 24 25 26 27

28 29 30 31
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C5

Documentation Forms for Organic Crop Producers

Location Crop Variety / 

Source or Lot#

Transplant / 

Seeding or Wet 

Date (if irrigated)

Harvest 

Date(s)

Harvest 

Quantity / 

Yield

Buyer / Price

Example: Field 

A, 1 ac.

Waltham butternut, 

Johnny’s

Direct seeded, 

wet 5/20

8/31 25 boxes ABC market

Planting and Harvest Record 

Use this form to record crop acreage and location (for documentation of crop rotation), planting and harvest dates, yield, 

and sales (for production verifi cation audit). 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C6

Documentation Forms for Organic Crop Producers

1 Farm, ranch, fi eld, pasture, parcel, plot, or bed.

Crop Rotation Record 

Use this form to document crop rotations. Please note that the term “crops” includes not only those intended for harvest and sale, but also cover crops or green manures that are incorporated or pasture and forage crops that are grazed. 

(Alternatively, fi eld maps may be copied to note the crops grown each year in each location. Maps can be a mainstay of 

recordkeeping systems if they include soil-fertility and pest-management inputs.)

Farm:

Location1

 Year/Season & 

Crop(s) Planted

Year/Season & 

Crop(s) Planted

Year/Season & 

Crop(s) Planted

Year/Season & 

Crop(s) Planted

Example: Field 1 Summer 2011: 

Tomatoes Winter 

cover crop: bell beans

Summer 2011: 

Broccoli 

Fall: (12 mo) 

Strawberries

Winter 2011-12 

cover crop: Soil builder 

mix (oat, barley, bell 

beans, peas)

Summer 2012: 

Cucumbers 

Winter cover: oats 

and vetch
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C7

Documentation Forms for Organic Crop Producers

Farm or Ranch Location/Crop: Year: 

Date 

Applied

Location 

and Crop2

Material3

Product 

Name

Source/ 

Manufacturer4

Purpose / 

Reason for 

Use5

Organic Status 

Verifi cation6

Application 

Method and 

Rate / Amount

3/1 Field 1 

Broccoli

Dipel DF Valent 

BioSciences

Worm control OMRI listed 1⁄2 lb/acre 

2 Farm, fi eld, parcel, or bed, and crop (including cover crops, green manures, pasture, etc.).

3 Material or product name and formulation, if applicable. 

4 Source or Manufacturer. It is necessary to correctly identify the manufacturer (the one that formulates, manufactures, and 

packages a product) in order to verify whether a product is allowed for use in organic production. Be careful to note the manufacturer (distinct from the distributor—a business from which you purchase a product but that does not make it).

5 Purposes may include soil fertility and pest- or disease-management, etc. Some materials, for example, are allowed for pest 

management but not as a soil amendment.

6 OMRI or WSDA List, NOP Seal on label, or certifi er review and approval. 

Input Material Application Record 

Use this form to record application of all types of inputs, including manure, compost, soil amendments, fertilizers, planting media or potting soil, mulches, and pest-management materials. Please be as specifi c as possible, and use the 

complete product name. (This form has many possible modifi cations. For example, if you use multiple inputs in a given 

location and/or crop, write the location and crop at the top of the form and eliminate that column in the chart.) 

Documentation should be available for inspection to support the information recorded by producers, including 

the following, as applicable: receipts for purchased inputs, labels for any materials not listed on an approved list, 

receiving/source records for any free input materials, or county Pesticide Use Reports. 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C8

Documentation Forms for Organic Crop Producers

Compost Production Record 

Use this form to describe how your compost-production process meets the requirements of the defi nition of compost 

and NOP § 203(c)(2) or NOP Guidance 5021.

Date Temperature Turned? Initials of 

Responsible Party

Notes:

Farm Name: _______________________________________ Production Year: ______________________

Compost System: Windrow Static Aerated Pile In-Vessel 

Other (specify) _________________________________________________________________________

Compost Pile, Windrow or Unit ID: 

Location/Method of Temperature Reading:

Feedstocks / Materials Used (and quantity): Estimated C/N Ratio of mixture:

Example: Weeds and crop residues, Chicken manure, Spoiled hay, 

Kitchen waste

30:1
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C9

Documentation Forms for Organic Crop Producers

Manure Application / Food Crop Harvest Interval Record 

Use this form to document that the requirement for the interval of 90 or 120 days between the application of raw manure and harvest of a food crop has been met. (NOP § 205.2: Manure, and § 205.203 (b)). Optional: Additional notes can 

be added regarding compliance with international standards; disregard that column if it’s not applicable.

 Farm: Year:

Location 

and Crop

Date /Rate 

of Manure 

Application

Date of 

Harvest—

Estimated

Date of 

Harvest—

Actual

How Applied 

/ Incorporated

Manure Type, 

Form and 

Source

Documentation of EU 

Compliance

Example: Field 

1Lettuce

3/1 5 tons/

acre

7/1 7/15 Manure 

spreader disk in

Chicken, dry, 

on farm 

Organic 

certifi cate

Documentation should be available for inspection to support the information recorded by producers, including 

receiving/source records. International standards and some concerns related to NOP regulations may necessitate 

letters describing animal manure production systems, additives, etc.
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C10

Documentation Forms for Organic Crop Producers

Seed Records Part A: Suppliers of Seed or Planting Stock 

Use this set of forms to document your search for commercially available organic seed—or reasons for the lack thereof—

if any nonorganic seed or planting stock is used.

Use Part A to list the names and contact information of seed- and/or planting-stock suppliers who handle organic seed 

and/or planting stock as well as who you contact regarding availability of what you seek to purchase—and notes about 

commercial availability (quantity, quality, and form). It will serve as a reference with contact information for potential 

sources of organic seed (see also ATTRA’s Directory of Organic Seed Sources http://attra.ncat.org/attra-pub/organic_seed/). 

Use Part B to document your search for organic seed and stock as well as the reasons for the lack of commercial availability (quantity, quality, and form) if nonorganic seed or planting stock are used. 

Use Part C to document the compliance of any seed treatments, coatings, or inoculants used.

Part A: Potential Seed Sources

Company or Seed Source Contact Information Abbreviation 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C11

Documentation Forms for Organic Crop Producers

Seed Records Part B: Nonorganic Seed or Planting Stock 

Use this form to list all nonorganic seeds and/or planting stock used or planned for use, documenting how the seeds 

and/or planting stock listed below a) qualify for an exemption allowing the use of nonorganic seed and/or planting stock 

when an equivalent organically produced variety is not commercially available, and if so, b) that they have been verifi ed 

to be untreated and non-GMO. 

If applicable, complete part C (on page C12) or adapt this form to list seed treatments, coatings, or inoculants. 

Nonorganic Seed or 

Planting Stock Type 

and Variety

Supplier / 

Quantity 

Used

Reason for 

Commercial Nonavailability: form, quality, 

quantity (explain as 

needed)

Suppliers Contacted 

(list numbers or

abbreviations from 

list of seed suppliers)

Documentation of 

Allowed Status: 

a) allowed list 

b) no prohibited 

treatments 

c) non-GMO

Documentation should be available for inspection to support the information recorded by producers, including 

the following as applicable: purchase receipts, order forms and special requests, and organic certifi cates (current 

copy) for all annual seedlings or transplants.
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C12

Documentation Forms for Organic Crop Producers

Seed Records Part C: Documentation of Allowability of Seed Treatments, Coatings, or Inoculants 

Use this form to record seed treatments and coatings or inoculants, or adapt form B to include these materials and 

practices.

Date Location Crop / Variety Inoculant or Seed 

Coating

Documentation of 

Allowed Status
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C13

Documentation Forms for Organic Crop Producers

Seed-saving and Planting-stock Propagation Record 

Harvest Date Crop / Variety Field / Location of

 Harvest or Propagation 

Quantity / Storage 

Location
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C14

Documentation Forms for Organic Crop Producers

Harvest Record 

Use this form to track harvest and sale of your organic crops. The audit trail is complete when the producer releases control of the product.

Farm Name: Crop Year/Season:

Harvest Date Location (Field or 

Parcel ID)

Crop Quantity Where Stored or 

Sold

Documentation should be available for inspection to support the information recorded by producers, including, as 

applicable: receipts and organic certifi cates for any purchased product; transport records (e.g., delivery tags, receiving tags, bills of lading, and clean transport records); and sales records (purchase orders, invoices, or other types of 

records of the transaction).
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C15

Documentation Forms for Organic Crop Producers

Farmers Market Load List or Farm Stand Sales Record 

 Farm Name: Location: Date(s):

Crop or Product Unit of Measure 

(bunches, baskets, 

boxes, lb., etc.) 

Quantity Sold

To Market: Remaining: Quantity Price* Revenue

* Prices may change through the market for a variety of reasons. 

Expenses

Farmers market stall fee: ______________

Mileage: (Number of miles round trip x $.50/mile (current government rate) = _______________

Wages of employees to staff market (number of hours x $_____ /hour = _________

Miscellaneous expenses (specify) __________________________________________________

Total Expenses: _________________________________________________________________
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C16

Documentation Forms for Organic Crop Producers

Harvest Plan and Record “Pick List” 

Use this form to record (plan for) specifi c crop harvest, with quantities and sales destinations. 

Date: Farm or Location: 

Markets 

(across)

Example: 

Sunnyside 

Market Crops 

(down) 

Harvest 

Location

(specifi c)

Example: 

Arugula Field 1 1 box (12 

bunches)
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C17

Documentation Forms for Organic Crop Producers

Community Supported Agriculture (CSA) Weekly Harvest And Cost Summary 

Use this form to record weekly harvest and sales to CSA members. In addition to NOP compliance, this form provides a 

farm-management and fi nancial tool.

Week of: Weekly Share Price for Full Share: 

Produce Crop / 

Variety

Source (farm 

or purchased 

product7

)

Quantity of 

Product

Value of 

Product8

Quantity 

(number of 

shares)

Total Value 

or Revenue9

LABOR Worker Rate Hours Total

DELIVERY Route Miles Rate Total

Other CSARelated Travel 

or Expenses

7

Purchased product should be indicated on this list as well as in any written communication (such as a weekly newsletter) that 

shareholders receive, so that anyone can tell where each product comes from and whether it is certifi ed organic.

8

Value. This column is included to help the farmer align future share price with the box contents (generally established by the 

price of that item if it were to be sold at a farmers’ market).

9

This column may be used to record either total value of produce sold or total revenue. These are two diff erent pieces of information, both of which may be useful to the farmer to help determine the profi tability of current practices and future pricing. 

CSA shares are generally purchased by the season or month. If used to record revenue, the column merely provides a reference 

to compare costs with revenues on a weekly basis. 
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C18

Documentation Forms for Organic Crop Producers

Harvest Instructions / Record 

Use this form to record clear directions for accomplishing detailed harvest operations that vary frequently from day to 

day with the changing of the season—such as a market-garden harvest for direct markets—and to provide a record of 

harvest totals. This form may be especially useful when working with new farm employees. This is one of several options 

for harvest records; use the one that best meets your farm’s needs.

Date: Market (or CSA Distribution): 

Location Crop Variety Quantity Comments (quantity, special harvest 

instructions, post-harvest handling, 

storage, etc.)

Initial 

When 

Complete

Example: 

Bed A Parsley Curly 10 bunches Size of bunches—loosely gathered, should fi ll 

the space between thumb and index fi nger.
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C19

Documentation Forms for Organic Crop Producers

Total Farm Sales Record 

Use this form to summarize sales over the course of a season or year, such as a total of Farmers Market sales or other types 

of sales. 

Farm Name: Crop Year: 

Date of Sale 

or Delivery

Market or Buyer Record and 

Location

Total Sales

Receipts $ 

Expenses Net for Market

Documentation should be available for inspection to support the information recorded by producers, including 

the following, as applicable: receipts and organic certifi cates for any purchased product; transport records (e.g., delivery tags, receiving tags, bills of lading, and clean transport records); and sales records (purchase orders, invoices, 

or other types of records of the transaction).
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C20

Documentation Forms for Organic Crop Producers

Storage Inventory Record 

Use this form to track product storage and inventory balance. 

Crop or Product 

Stored

Storage Location 

and Type

Quantity / 

Date In

Quantity / 

Date Out

Inventory 

Balance

Documentation should be available for inspection to support the information recorded by producers, including 

the following, as applicable: grower statements, invoices, delivery/receipting tags, and other types of audit-trail 

documents. The audit trail is complete when the producer releases control of the product.
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C21

Documentation Forms for Organic Crop Producers

Equipment Cleaning Log 

Use this form to record cleaning of all application, harvest, and transport equipment that is not dedicated to organic 

operations but is also used for nonorganic materials and to verify adequate cleanliness to ensure that nonorganic products and/or prohibited materials do not contaminate organic crops or products. The producer may modify this form to 

include equipment and cleaning procedures (to avoid repetitive entries) with spaces to be checked off when completed. 

Date Equipment or Surface Cleaning Methods and Materials Responsible 

Party
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C22

Documentation Forms for Organic Crop Producers

Clean Transport Affi davit 

Use this form to record how transport vehicles used for nonorganic materials are verifi ed as being inspected and/or 

cleaned adequately to ensure that nonorganic products and/or prohibited materials do not contaminate the organic 

crops or product. 

Producer/Business Name: 

 Date Transport Unit Loaded: 

1. Type of transport:  farm wagons  farm truck  bulk semi trailer 

 common carrier  tanker other (specify) ________________________________

2. The transportation was arranged by:  grower  buyer other (specify) ____________________

3. Is the form of transportation only used for organic products?  yes  no 

If no, state products transported prior to organic: ____________________________________________________

4. Transport unit was inspected and found to be free of: 

 foreign odors  residues  conventional products  other substances which may compromise organic 

integrity (describe as needed) ___________________________________________________________________

5. List transport unit ID # with the following information: 

Transport 

Unit / Vehicle 

Identifi cation

Organic 

Crop and 

Lot #

Check () if vehicle was inspected 

prior to loading 

organic product 

Cleaning method: Check () all that apply. 

If Other, describe method. 

Swept Vacuum Air blown Washed Other

I hereby certify that the above transport units were inspected and cleaned thoroughly using the method indicated 

to protect the integrity of the organic products being transported. 

Signature Date
Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C23

Documentation Forms for Organic Crop Producers

Buff er Crop Disposition Records 

Use this form to document what happens to crops that are grown on buff er land that is organically managed but may be 

exposed to some risk of contamination from neighboring land such that the crop should not be sold as organic. Documentation should be appropriate to the nature of the buff er zone and the quantity of crop produced there. Buff er crop 

disposition options may include harvest and sale as nonorganic, harvest for home use, donation to workers or gleaners, 

or disking under. Commercial quantities of crops require more formal documentation (delivery tags and nonorganic sales 

records) to show that the buff er crop has not been represented as organic. If the amount of product is small and the 

product is not sold, less formal documentation—such as this form—may suffi ce. Always check with your certifi er to agree 

on what constitutes suffi cient documentation—before harvest season arrives. 

Location: Example: North side of Parcel 1, one row of apple trees (25 trees).

Buff er Crop: Example: Fuji Apples

Map: Example: Map shows neighboring conventional apple orchard to the south of parcel. Note indicates that the land is fl at; no 

slope. Arrows indicate cardinal direction, north, and prevailing winds from the east.

Marking: Red ribbon is tied around the trunks of all buff er trees before harvest crews arrive. Dated photograph in fi le matches 

day before harvest. 

Date Crop / 

Variety

Location Disposition (sold, 

donated, home 

use, disked, etc.)

Quantity (in 

case of a 

harvest)

Sales (gross 

revenue in 

dollars)

Documentation 

(type and location)

10/1 Fuji apples Parcel 1 

North side, 

Single row 

Sold as 

conventional

1 4x4 bin Delivery tag and sales 

record, Apple Bob’s, In 

fi ling cabinet, buff er 

crop folder
Documentation Forms for Organic Crop Producers

Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C24

Sample Neighbor Notifi cation Letter 

(Date) 

 

 (Name and address) 

Dear (Name): 

I am currently a certifi ed organic farmer with ____________________ (name of your certifying agent), managing 

my fi elds in a manner consistent with the USDA National Organic Program regulations. 

Since you are an adjoining property owner, I need to inform you of my plans and ask for your help. If you plan to 

use synthetic fertilizers, pesticides, and/or genetically engineered crops on land that adjoins my fi elds, please take 

precautions when transporting or spraying to prevent over spray, chemical or genetic drift, or run-off onto my farm. 

If chemical drift is found on my organic crops or fi elds, I may be required to wait up to three years before using 

these fi elds for organic production. This could also cause loss of my organic certifi cation and/or loss of the organic 

premium for crops grown on aff ected fi elds. 

 (Optional Paragraph) I understand that you are currently not using any synthetic fertilizers, pesticides, and/or 

genetically engineered crops on the (fi eld or pasture) that borders my farm to the_________ (east, west, north or 

south) and adjoins my fi eld # (_______). If you are willing to sign the enclosed Verifi cation of Adjoining Land Use 

form, I will not be required to maintain a buff er zone between your fi eld and mine. Also indicate the location of 

your adjoining fi elds on the map enclosed. Please return the signed statement as soon as possible. 

 If you would like to know more about my organic certifi cation or have any other questions, please call. Thanks for 

your help. 

Sincerely 

 (Signature of organic farmer) 

Enc.: 

Verifi cation of Adjoining Land Use letter

Farm map
Documentation Forms for Organic Crop Producers

Documentation Forms for Organic Crop Producers March 2011 Optional form, not mandated by regulations Page C25

Adjoining Land Use Verifi cation 

I verify that I am the farmer of Location _________________________________________.

I am aware that my neighbor, ______________ (name) whose land borders my farm(s) the (N,E,S, and/or W) 

side(s) is certifi ed organic. I also understand that it is important to his or her business that organic crops and land 

be protected from contact with certain substances—such as synthetic fertilizers, herbicides, insecticides, fungicides, other pesticides and genetically modifi ed organisms—that are not allowed in organic farming. Buff er zones 

are required to be suffi cient to prevent contamination. 

The following statements in this affi davit will help the organic certifi er determine what type of buff er the organic 

farmer named above needs to maintain. Please check all that are true. 

 I am an organic farmer, with current certifi cation by ___________________(name of certifi er) (or exempt from 

certifi cation due to sales). 

OR 

The materials I routinely use on my farm include the following: 

synthetic fertilizers 

herbicides 

insecticides 

fungicides 

treated wood 

other (specify) 

I do not use any of the above materials on my farm 

 I use the materials checked above, but not on the fi elds adjoining my neighbor’s property. 

 The distance between where I use the materials checked above and my organic neighbor’s property is ____feet. 

I agree to notify my organic neighbor when I plan to use these materials on adjacent land. 

Signature of neighbor Date 

Farm Name 

Address 

Phone number