Documentation Forms 

for Organic Crop and 

By Ann Baier, NCAT Livestock Producers

Agriculture Specialist

March 2011

Contents

The Organic Certifi cation Process, in Summary

To become certifi ed, organic crop and livestock producers must demonstrate to an accredited certifi cation agency (certifi er) that their operation complies with the National Organic Program Regulations. The process includes completion of an Organic System Plan (OSP), which accompanies the 

application for certifi cation. The OSP describes how crop and livestock production will comply with 

the NOP Regulations by detailing the practices, the input materials, and the monitoring procedures 

that will be used. If the OSP and its accompanying materials indicate that the operation appears to 

be able to comply with organic regulations, the certifi er sends an inspector to conduct an on-site 

inspection. The purpose of the inspection is to verify that farming or ranching practices are consistent with the OSP and compliant with NOP regulations. It is the inspector’s responsibility to review 

the producer’s recordkeeping system, including audit trail documents and records kept by the producer to demonstrate compliance with organic regulations. The inspector identifi es any areas of 

concern, and submits a report to the certifi er. 

For more information, see the ATTRA publication Organic Certifi cation Process at 

http://attra.ncat.org/attra-pub/organic_certifi cation.html

Use of Documentation Forms 

Th e forms in this set provide templates that may be used as they are presented or adapted 

to individual operations for documenting on-farm practices and input-application activities to demonstrate compliance with organic regulations. Th e forms can be stored wherever 

production activities occur, such as the truck, packing or storage area, barn, milk house, 

or machinery shed. Th ese forms provide ideas for organizing information about your production (and on-farm handling) activities. Th ey are primarily intended to help producers 

understand how to show compliance with the NOP Regulations for organic certifi cation, 

but they also foster good business management. Use only those forms that are useful to you 

and your operation. You may download the entire publication or select individual forms.

Please note that these are not required forms. These forms are provided as templates that can 

be adapted according to individual business needs. Many certifi ers provide documentation/recordkeeping forms, and some strongly prefer the use of their own forms. Please check with your certifi er 

in advance of using the forms provided here. 

Th ere are three types of documentation that enable accredited certifying agents (certifi ers) 

to verify a producer’s compliance with the National Organic Program (NOP) Regulations:

a) Th e producer’s records of farm/livestock operation activities 

b) Th e Organic System Plan (OSP) 

c) Audit trail documents (e.g., purchase invoices, organic certifi cates, contracted 

custom application or harvest records, soil test results, sales invoices, etc.)

Th is publication provides a set of documentation forms to help producers of organic crops 

and livestock record their on-farm practices and production activities. Th ese sample forms 

provide templates to help farmers organize the records that will be reviewed at inspection.

Use of Documentation Forms .... 1

National Organic Program (NOP) 

Regulations: Recordkeeping 

Requirements for Organic

Certifi cation ............................................. 2

Available Templates: Select

Forms that Work for Your 

Operation ................................................. 4

A Note about Tracking Time 

and Money .............................................. 8

Feedback Invited for Ongoing 

Improvement of Forms .................... 8

Acknowledgments ............................. 8

Disclaimer ................................................. 8

Documentation Forms for 

Organic Crop Producers .....C1-C25

Documentation Forms 

for Organic Livestock 

Producers ....................................... L1-L17
Page 2 www.ams.usda.gov/nop Documentation Forms 

Many farmers and livestock producers fi nd that once they are familiar with the actual language and 

requirements of the National Organic Program Regulations, it is easier to complete the OSP and 

implement and track production activities in a way that is readily verifi able. For that reason, ATTRA 

developed these sets of excerpts to assist producers in fi nding and understanding the sections of 

the organic regulations that apply to particular types of operations: 

• Organic Standards For Crop Production: Highlights Of The USDA’s National Organic Program Regulations, http://attra.ncat.org/attra-pub/nopstandard_crops.html

• Organic Standards For Livestock Production: Excerpts Of USDA’s National Organic Program Regulations, http://attra.ncat.org/attra-pub/nopstandard_livestock.html

• Organic Standards For Handling (Processing): Highlights Of USDA’s National Organic Program 

Regulations, http://attra.ncat.org/attra-pub/nopstandard_handling.html

National Organic Program (NOP) Regulations: 

Recordkeeping Requirements for 

Organic Certifi cation

NOP Regulations require certifi ed organic producers to keep records that are “adapted to 

the operation ... disclose all activities and transactions ... [are] maintained for not less 

than 5 years ... and [are] suffi cient to demonstrate compliance” (NOP § 205.103). While 

NOP regulations require that all producers keep certain kinds of records, and that accredited certifi ers verify that information, the regulations do not specify how producers must 

keep records. Th e format of organic-production records is fl exible. Ultimately, records 

should provide a complete picture of the farming activities and be readily understood by 

the certifi er. Th ey may also be useful for tracking the production activities and business 

management of the individual operation. It is important, for example, to keep audit-trail 

documentation that is suffi cient to determine the source, transfer of ownership, and transportation of any organic product. 

During an inspection, the inspector reviews records of actual practices and compares those to 

the practices described in the producer’s OSP. Some examples of the types of records that need 

to be available for review at inspections include audit-trail documents such as seed, fertilizer, 

and soil amendment documents; pesticide purchase receipts; feed receipts; shipping records; 

sales invoices; and soil-, tissue-, or water-test results, if applicable. 

Th ese sets of documentation/recordkeeping forms are optional. Th ey provide templates 

for producers to record details about actual practices. For producers who do not elect to 

use these forms, they remain a useful resource by identifying important and even essential contents for producers to include in their own records. Producers may download these 

forms and use them as they are or customize them to meet the needs of individual operations. Producers may create their own forms or design an alternative template or format 

from another source. Th at said, many certifi ers favor a certain type of format and prefer 

that their certifi ed clients use selected forms. 

Rewards of Recordkeeping

Clear records serve multiple functions. Th ese forms are designed to foster recordkeeping 

by farmers and ranchers seeking to do the following:

• Meet compliance requirements for organic certifi cation to NOP regulations (and 

some international organic standards, as applicable) by providing templates for 

documenting required information.
for Organic Crop and Livestock Producers Page 3

• Improve farm and business management by tracking and organizing relevant 

information about production activities, including whole-farm, crop, or enterprise 

planning and budgeting.

• Develop a farming systems approach. Many producers note that keeping records 

helps them to organize their observations, recognize patterns in relationships 

across the farm, solve problems, and develop sound plans. 

Areas of Recordkeeping Required 

Th e NOP standards for crop and livestock production require that recordkeeping systems 

(§ 205.103) be adapted to the particular business that the certifi ed operation is conducting 

and fully disclose all activities and transactions of the certifi ed operation in suffi cient detail 

as to be readily understood and audited. Th is may include a description of production 

activities and practices and their frequency; input substances or material applications—

composition, source, and location(s) used; documentation of commercial availability, as 

applicable; transactions (harvest and sales records); monitoring practices and procedures 

and their frequency; and management practices and physical barriers to prevent commingling and contamination.

Input Materials 

Crop production materials are generally thought of as fertilizers, soil amendments, and 

pest-management materials, and they also include seeds and planting stock, annual transplants, seed treatments, and inoculants. Livestock production materials may include vaccines, biologics, disinfectants, sanitizers, topical medications, teat dip, anesthetics, parasiticides or homeopathic remedes, cleansers, or structural pest-control materials. Th e ATTRA 

publication Organic Materials Compliance (http://attra.ncat.org/attra-pub/organicmaterials.

html) provides information about how to ensure that the materials considered for use are 

allowed (i.e., on OMRI or WSDA Products list, has the NOP seal on the label, or is certifi er 

reviewed and approved). In general, for both crop and livestock production, materials must 

be either “natural” (and not listed as a prohibited nonsynthetic), or synthetic and specifi -

cally allowed for use in organic crop or livestock production or handling (see National List 

§ 205.600-606). When describing a material to be used, include the complete product name 

and formulation (as applicable). It is necessary to correctly identify the manufacturer (who 

formulates, manufactures, and packages a product) in order for you and the certifi er to 

verify that 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). Identify the purpose for which it will be used (e.g., soil fertility or 

pest and disease management). Some materials, for example, are allowed for pest management but not as a soil amendment. 

Some materials are allowed only for certain purposes and/or under certain circumstances. 

Complete documentation for the use of annotated or restricted materials includes the circumstances and timing of use and documentation (e.g., documentation of a nutrient defi -

ciency to justify the use of synthetic micronutrients on crops, and preventive livestock 

health practices and parasite monitoring to justify the use of parasiticides at times other 

than during the last third of the gestation of organic off spring or during lactation). 

Production Audit Trail

Th e audit trail consists of records that track crops and livestock from their production and 

management in the fi eld through harvest, transport, and sale. Th e farmer or livestock producer is responsible for keeping documentation of this journey as long as he or she owns 

the product. Th e audit trail is complete when the producer relinquishes custody of the 

product. Several versions of crop harvest and sales forms are provided in this publication, 
Page 4 www.ams.usda.gov/nop Documentation Forms 

each one useful in a specifi c application. Use the harvest- and sales-record forms that best 

meet the needs of your type of operation, whether your sales are made in larger quantities—such as several boxes to retail stores or wholesale customers—or in small quantities, 

such as those sold directly to consumers. Some records, such as direct-marketing records, 

can serve the dual purpose of harvest and sales records. 

Prevention of Commingling and Contamination

Organic producers should be aware of potential sources of product mixing or contamination, also referred to as threats to organic integrity, and take measures to prevent and 

avoid each potential problem. Some risks may be under a producer’s direct control in a split 

operation, where conventional production is under his or her management. Other risks 

call for risk-management measures such as notifi cation, establishment of communication, 

and making requests for the cooperation of others—among them neighbors, county road 

departments, and utility companies—to minimize opportunities for contamination. Th e 

method of cleaning should be appropriate to the material that needs to be removed (how 

it adheres) and to the equipment (whether surfaces are smooth or rough and/or have corners or crevices). Cleaning methods may be either wet, utilizing spray equipment (rinsing, 

washing, or scrubbing), or dry (wiping, sweeping, or blowing with compressed air). Some 

types of equipment can be eff ectively cleaned by running them empty. For equipment that 

has no practical means of cleaning, a purge procedure may be the best approach. Several 

diff erent types of forms are provided for diff erent types of applications. As with other types 

of recordkeeping, documentation should be available for inspection to support the information recorded by producers. In the case of contamination prevention, these may include 

letters or statements regarding procedures from businesses providing contract services.

Dry Matter Intake for Ruminant Livestock 

Producers need to document that organic ruminant livestock obtain, on average, at least 

30% of their Dry Matter Intake (DMI) from grazing during the grazing season (NOP § 

205.2, § 205.237, and § 205.240). Th e grazing season must be at least 120 days long, but it 

need not be continuous. Producers may choose and describe their methods for estimating 

Dry Matter Demand (DMD) and calculating DMI. In order to complete a DMI calculation, 

producers need the following:

• DMD estimates for class(es) of livestock produced. Th ese may be found in tables 

on the NOP website, in livestock production manuals, and on certifi er websites. 

• Grazing records (dates livestock are on pasture throughout the year).

• Dry matter content of feeds—may be actual feed test results or values obtained 

from a chart of average dry matter contents.

• Feeding records for each ration period / class of livestock—type of feed, amounts, 

and dates fed.

Worksheets A and B below off er one DMI-calculation method. Several certifi ers off er similar sample forms to facilitate DMI calculations.

See Appendix A: Dry Matter Intake Calculation Resources for Ruminant Livestock Producers for a more detailed explanation and reference information regarding Dry Matter 

Intake (DMI) calculations. 

Available Templates: Select Forms that Work 

for Your Operation

Th e attached recordkeeping/documentation forms are grouped according to the type of 

information they track. Th ey include diff erent options for diverse types of crop and livestock 
for Organic Crop and Livestock Producers Page 5

producers to record how the descriptions in the OSP were implemented in practice. Choose 

or adapt the forms that best help you fulfi ll the main areas of required documentation. 

Included Forms

Th e following forms are included in this publication:

Crops

Land Use Records

NOP § 205.202 Land Requirements 

 Field History / Previous Land Use Record: Use this form to document NOP 

land requirements to establish a date of last application of prohibited materials 

and determine eligibility for organic certifi cation. 

Land Use History Verifi cation: Use this form to request the land’s prior manager to describe the materials that were used. 

Activity Records

NOP § 205.2 Records, Crop Rotation; § 205.103 Recordkeeping by Certifi ed Operations; 

§ 205.201 Organic Production and Handling System Plan

 Activity Log: Use this form as one option for recording all types of farm or 

ranch activities and making notes about various observations. 

Activity Calendar: Use this form as one option for recording all types of farm 

or ranch activities and making notes about various observations. 

Planting and Harvest and Crop Rotation Records 

NOP § 205.2 Crop Rotation; § 205.205 Crop Rotation Practice Standard

 Planting and Harvest Record: Use this form to record crop acreage and location, planting and harvest dates, yield, and sales.

 Crop Rotation Record: Use this form to document crop rotations, including 

harvested crops, cover crops, green manures, and forage crops. 

Input Material Records

NOP § 205.2 Agricultural Input, Compost; § 205.203 Soil Fertility and Crop Nutrient 

Management Practice Standard; § 205.205 Crop Rotation Practice Standard; § 205.601 Synthetic Substances Allowed for Use in Organic Crop Production; § 205.602 Nonsynthetic 

Substances Prohibited for Use in Organic Crop Production

 Input Material Application Record: Use this form to record inputs, including 

manure, compost, soil amendments, fertilizers, potting soil, mulch, and pestmanagement materials.

 Compost Production Record: Use this form to describe how compost-production meets NOP requirements.

 Manure Application / Food Crop Harvest Interval Record: Use this form 

to document that the NOP-required interval of 90 or 120 days has passed 

between the application of raw manure and the harvest of a food crop. 

Seed and Planting Stock Records

NOP § 205.204 Seeds and Planting Stock Practice Standard; NOP § 205.2 Commercially 

Available 

 Organic Seed Nonavailability Records 
Page 6 www.ams.usda.gov/nop Documentation Forms 

Suppliers of Seed or Planting Stock: Use this form to list the names 

and contact information of seed- and/or planting-stock suppliers 

who handle organic products.

Nonorganic Seed or Planting Stock: Use this form to document the 

search for organic seed and planting stock as well as the reasons if 

they are unavailable. Also use this form to document how nonorganic seeds and/or planting stock qualify for an exemption per NOP 

and have been verifi ed as untreated and non-GMO. 

Documentation of Allowability of Seed Treatments, Coatings, or 

Inoculants: Use this form to record seed treatments and coatings or 

inoculants.

 Seed Saving and Plant Propagation Record: Use this document to record the 

crop, fi eld location, and storage location of harvested seeds and planting stock.

Harvest, Inventory/Storage, Sales, and Transaction Records 

NOP § 205.103 Recordkeeping by Certifi ed Operations; § 205.201 Organic Production and 

Handling System Plan 

 Harvest Record: Use this form to track the harvest and sale of organic crops.

 Farmers Market Load List or Farm Stand Sales Record: Use this form to record 

the crops marketed and sold.

 Harvest Plan and Record “Pick List”: Use this form to record specifi c crop harvests and their quantities and sales destinations. 

 CSA Weekly Harvest and Cost Summary: Use this form to record weekly harvest and sales to CSA members. 

 Harvest Instructions / Record: Use this form to record directions for detailed 

harvest operations that vary with changes of season.

 Total Farm Sales Record: Use this form to summarize sales over the course of 

a season or a year.

 Storage Inventory Record: Use this form to track product storage and inventory. 

Prevention of Commingling and Contamination Records 

NOP §  205.201(a) (5 and 6) Organic Production and Handling System Plan; § 

205.103 Recordkeeping by Certifi ed Operations; § 205.272, Commingling and Contact 

with Prohibited Substance Prevention Practice Standard 

 Equipment Cleaning Log: Use this form to document the cleanliness or cleaning of all application, harvest, and transport equipment that is not dedicated 

to organic use.

 Clean Transport Affi davit: Use this form to record verifi cation that transport 

vehicles used for nonorganic materials are inspected and adequately cleaned.

 Buff er Crop Disposition Records: Use this form to document what happens 

to crops that are grown on buff er land that may be exposed to contamination 

from neighboring operations. 

 Sample Neighbor Notifi cation Letter: Use this form to request that neighboring landowners complete the Adjoining Land Use form.

 Adjoining Land Use Verifi cation: Use this form for adjoining landowners to 

list the materials they use in their operations and/or to identify themselves as 

organic producers.
for Organic Crop and Livestock Producers Page 7

Livestock

Livestock Origin Records (Ruminant or Non-Ruminant Livestock)

NOP § 205.236 Origin of Livestock 

 Livestock List: Use this form to list all livestock for which organic certifi cation 

is sought.

Livestock Feed Records and Feed Additive and Supplement Records 

(Ruminant or Non-Ruminant Livestock)

NOP § 205.237 Livestock Feed 

 Livestock Feeding Record: Use this form to record feed rations fed on each 

date to each type and class of livestock. 

 Livestock Additive and Supplement Use Record: Use this form to record feed 

additives and supplements provided to each type and class of livestock.

Livestock Feed / Grazing and Pasture Management Records 

(Ruminant Livestock)

NOP § 205.237 Livestock Feed, § 205.240 Pasture Practice Standard 

 Grazing Days / Grazing Season Record: Use this form to record the days that 

livestock graze on pasture and the number of days in the grazing season.

 Pasture Rotation / Grazing Schedule / Animal Movement Record: Use this 

form to track the movement of animals and the rotation schedule of pastures.

 Ruminant Dry Matter Intake (DMI)—Calculation Methods Description and 

Summary of DMI Calculations from Feed and Grazing for All Ruminant Livestock in the Operation: Use this form to describe the methods of estimating 

Dry Matter Demand and summarize DMI percentages.

 Dry Matter Intake (DMI) Calculation Worksheet for Ruminants 

Worksheet A – DMI from Non-pasture Feed Sources and from 

Grazing During Each Ration Period: Use this form to document 

DMI during the grazing season. 

Worksheet B – Calculating the Average DMI from Pasture for the 

Grazing Season: Use this form to calculate the average DMI from 

grazing for each type and class of animal over the grazing season.

Livestock Health Records (Ruminant and Non-Ruminant Livestock)

NOP § 205.238 Livestock Health Care Practice Standard

 Livestock Health Record—Individual Animal: Use this form to record various 

aspects of individual animal management.

 Livestock Health Record—Poultry Flock: Use this form to record various 

aspects of poultry fl ock management.

 Livestock Materials List: Use this form to list specifi c materials for the care of 

organic animals and their environment.

Livestock Living Conditions—Outdoor Access and Temporary Confi nement Records (Ruminant or Non-Ruminant Livestock)

NOP § 205.239 Livestock Living Conditions 

 Non-Ruminants: Temporary Confinement / Outdoor Access Restriction 

Record: Use this form to describe the circumstances and reasons for actual 

temporary confi nement of animals.
Page 8 www.ams.usda.gov/nop Documentation Forms 

 Ruminants: Temporary Confi nement / Outdoor Access and/or Pasture Grazing Restriction Record: Use this form to describe the circumstances and reasons for temporary confi nement of animals and/or reasons animals are denied 

outdoor access or the ability to graze. 

A Note about Tracking Time and Money

While not required by NOP regulations, many of these recordkeeping/documentation 

forms could easily be adapted to include space or information fi elds for recording time 

(management and labor) and fi nancial information. For some, adding those fi elds may off er 

the convenience of consolidating information on one form to facilitate the budgeting of 

time and money. Others prefer to keep fi nancial information and budgeting separate from 

organic compliance. 

Feedback Invited for Ongoing Improvement 

of Forms

A great deal of work with certifi ed organic farmers and ranchers, inspectors, and certifi -

ers has gone into developing these forms. Even so, learning is an ongoing process. Farmers 

and ranchers fi nd better ways of doing things every day, including keeping records. Th e 

National Center for Appropriate Technology (NCAT) welcomes practical feedback and 

suggestions for improving these forms by phone through its ATTRA project at 800-346-

9140 or by email at askanag@ncat.org.

Acknowledgments

Th ese documentation forms were extensively revised in 2011 by NCAT in cooperation with 

the U.S. Department of Agriculture’s National Organic Program (NOP). Distribution is provided by NCAT’s ATTRA Project, the National Sustainable Agriculture Information Service.

Disclaimer

As with all matters of organic compliance for certifi cation, always check with your certifi er 

to verify that the forms you plan to use constitute suffi cient documentation for the activity. 

For more information, please contact the 

USDA National Organic Program:

 U.S. Department of Agriculture

Agricultural Marketing Service

National Organic Program

1400 Independence Avenue, SW

Stop 0268, Room 2640-S

Washington, DC 20250-0235

Tel. 202-720-3252

Fax 202-205-7808

www.ams.usda.gov/NOP