Organic farmers and ranchers must provide a wide range of documents to retain certification with the National Organic Program. This publication provides sample copies of some common forms, letters, maps, and other documents in current use.
This publication contains a number of draft letters, forms, and other documents that can aid producers in obtaining organic certification and remaining in compliance with the National Organic Standard. We are grateful to Organic Independents, Indiana Certified Organic, and the Minnesota Department of Agriculture for granting permission to reprint and adapt these materials. Feel free to copy or adapt any of these documents to meet your needs.
This set of forms and documents contains the following:
Land Use History Verification.
—Download Microsoft Word or Adobe PDF [6K] versions of the form. Use to verify that land has not received application of prohibited substances in the previous 36 months. Also use this form when you have rented or owned the land for less than 36 months. In such cases, the landlord or previous owner must fill out and sign.
Neighbor Notification Letter
—Download Microsoft Word or Adobe PDF [5K] versions of the form. Use in conjunction with the "verification of adjoining land use" form to establish the integrity of fields bordering low-risk conventional land. Depending on the circumstances, these documents can eliminate the need for buffer zones.
Clean Transport Affidavit
—Download Microsoft Word or Adobe PDF [12K] versions of the form. Required of producers and handlers that are responsible for transport of organic products.
—Download Microsoft Word or Adobe PDF [5K] versions of the form. This log is used to track complaints and show actions taken, as required under ISO 65.
—Download Microsoft Word or Adobe PDF [5K] versions of the form. Used to verify non-use of genetically engineered materials on the farm.
GMO-Free Affidavit–Input Purchases
—Download Microsoft Word or Adobe PDF [4K] versions of the form are available for download. Used to verify the absence of genetically modified organisms in purchased inputs.
Transaction Certificate (TC) Authorization
—Download Microsoft Word or Adobe PDF [8K] versions of the form. Producers, certifiers, and buyers use TCs to track organic products from farm to final buyer. TCs are part of a good audit trail, though not all certifiers require them.
Sample Farm Inspection Report Form
—Download Microsoft Word or Adobe PDF [11K] versions of the form. An example showing the kinds of information reported to certifiers following a farm or ranch inspection.
Sample Farm Map
This example (jpg image 108K] shows the level of required detail. A farm or ranch map is required when applying for certification.
Exempt Organic Farm Affidavit
—Microsoft Word or Adobe PDF [6K] versions of the form are available for download. For use by farms marketing $5000 of organic product or less annually, that choose not to become certified. This document attests to exempt status.
These documents may be copied and distributed freely. They may be downloaded from the ATTRA Web site. Additional hardcopies can also be obtained by writing ATTRA at P.O. Box 3657, Fayetteville, AR 72702, or by calling 1-800-346-9140.
Acknowledgements: This publication was developed with support from the USDA’s Risk Management Agency. Special thanks to NCAT Agriculture Specialists Barbara Bellows, Ann Baier, and Holly Born for their assistance.