recordkeeping help and templates

Sample Seed Commercial Availability Search Record

Use this form to document your searches for organic seed and planting stock. All seed and planting stock must be organic unless an organic equivalent is not commercially available.

This template is available for download as a PDF or Microsoft Word document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.

Suggested Neighbor Notification and Drift Prevention Letter

CCOF recommends that growers inform neighbors of the organic status of their parcels. This is a sample text for growers to use or not use as you see fit. Revise this letter to suit your needs and your relationship with your neighbor/s. See the National Organic Program (NOP) regulations regarding border and buffer requirements.

This template is available for download as a PDF or Microsoft Word document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.

Sample Complaints Log

This document is available for clients enrolled in the ISP and COR programs. It can be used to meet the international requirement to maintain a complaint log.

This template is available for download as a PDF, Microsoft Word, or Excel document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.

Sample Farm Activity Log

Recordkeeping is an essential part of good organic farming practices. This all-purpose form can be used to keep track of all activities that occur on a given parcel/block (mulching, spraying, planting, irrigating, mowing, applying manure, etc.).

This template is available for download as a PDF, Microsoft Word, or Excel document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.

Sample Harvest Record

Use this sample record to help you keep track of when you harvest your organic crops, and what you do with them afterwards. Make sure to regularly update this form, or a similar form of your choice, and maintain it in your records.

This template is available for download as a PDF, Microsoft Word, or Excel document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.

Sample Equipment Cleaning Log

Equipment must be cleaned according to protocol set forth in your organic system plan (OSP) in order to maintain the organic integrity of your product. To ensure that this is done properly, keep this form near each piece of equipment that is cleaned to record cleaning. This log may also be used to record cleaning of harvest equipment or spray rigs prior to use.

This template is available for download as a PDF, Microsoft Word, or Excel document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.

Sample Input Record (Organic Farm Input Report)

Use this sample record to help you to keep track of the materials (fertilizers, pest control materials, soil amendments, adjuvants, etc.) that you apply to your farm. Complete one of these forms, or a similar form of your choice, for each parcel/block and maintain in your records to update as necessary.

This template is available for download as a PDF, Microsoft Word, or Excel document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required. 

Sample Seed and Planting Stock Record

Use this form to keep track of seeds and planting stock used in organic production. All seed and planting stock must be organic unless an organic equivalent is not commercially available. Any nonorganic seed or planting stock you use must be untreated, or treated only with allowed materials, and non-GMO.

This template is available for download as a PDF, Microsoft Word, or Excel document. If you do not have Microsoft Office you can save the file in your Google Drive and edit there. A Google email account is required.