Where can I get free organic record keeping templates?
Right here. Kona Organic made a free set of seven record keeping logs for organic farms. You can print the PDF and fill it in by hand, or type into the Excel file. Kona Organic is a national organic consulting firm that sets up records for farms, handlers, and food brands.
Download the templates
Key takeaways
The set has seven logs: field activity, inputs, seeds and plants, harvest, sales, equipment cleaning, and monitoring.
It is free. No email is needed.
Use the same field names on every log that are on your farm map.
Give each harvest a lot number and use it again on the sales log.
Keep organic records for at least five years.
What is in the set
Field Activity Log. What you did on each field, and when.
Input Log. Every fertilizer, spray, soil mix, and other input you use.
Seed and Plant Log. Where your seeds and starts came from, and what you checked if they were not organic.
Harvest Log. What came off each field, with a lot number.
Sales Log. What you sold, to whom, and under which lot number.
Equipment Cleaning Log. For equipment that is also used on land or crops that are not organic.
Monitoring Log. Buffers, pests, soil, and water checks.
How to use them
Print a few copies of each log and keep them in one binder, or keep the Excel file on your phone or computer. Fill in a row each time something happens. Short notes are fine. What matters is that the record is made the same day and that someone else could follow it.
What your inspector does with these
At your yearly inspection, the inspector picks a product you sold and traces it back. The sales log points to a lot number. The lot number points to a harvest and a field. The field points to the inputs and seeds you used there. If each log leads to the next, the trace takes minutes.
Do these replace my certifier's forms?
No. These are general logs that fit most crop farms. Your certifier may have its own forms or ask for more. Ask what it needs, then use these to fill the gaps.
Who can help set up records
Kona Organic fits the logs to your farm, matches them to your Organic System Plan, and runs a practice trace before your inspection.
Kona Organic is a national organic certification consulting firm, headquartered in Hawaiʻi. The team works with farms, handlers, and food brands in all 50 states and US territories, on site or remotely, and with exporters overseas.
Common questions
Are the templates really free?
Yes. Download them and use them as much as you like.
Can I keep organic records on paper?
Yes. Paper, a spreadsheet, or an app all work, as long as the records are complete and you can show them at inspection.
How long do I keep organic records?
At least five years.
Do handlers and food makers use the same logs?
Some. Handlers also need receiving, production, and shipping records. Ask us and we will point you to the right set.
Last updated: October 2026.
More help: Farm Map App • Take the free readiness quiz • Organic certification FAQ
Comments