Is there a free organic supplier verification log template?
Yes. Kona Organic, a national organic consulting firm, gives away a three page Supplier Check Kit: an approved supplier list, a supplier check log, and a receiving check for organic loads. It is a free PDF with no email needed. It is built to sit inside an organic fraud prevention plan.
Free download: Download the free Supplier Check Kit (PDF)
Key takeaways
Every certified operation now needs a fraud prevention plan.
Checking suppliers is the center of that plan.
Check each supplier in the USDA Organic Integrity Database.
Write down the date of every check.
Check each load when it arrives, and keep the papers.
What is in the kit
Approved Organic Supplier List. One line per supplier, with the certifier, the date you checked, and when the next check is due.
Supplier Check Log. A dated line for every check, plus six warning signs to watch for.
Receiving Check for Organic Loads. One line per delivery: lot number, amount, label, papers, and the state of the truck.
Why inspectors ask for this
Since 2024, the rules ask every certified operation to have practices that prevent organic fraud and to verify its suppliers. A certificate in a folder is not enough. The inspector wants to see when you checked and what you found.
How to use it
List your suppliers on page one. Look each one up in the database, confirm the status, the scope, and the exact product, and write the date on page two. Use page three at the loading dock.
How often to check
When you first buy, at least once a year after that, and before a large order.
Who can help
Kona Organic builds your approved supplier list, sets your check schedule, and writes the fraud prevention plan around it.
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
Does a farm need this, or only a handler?
Any certified operation that buys organic products, seed aside, should check its suppliers. Handlers and brands lean on it most.
Is a supplier certificate enough?
No. Compare it with the database and make sure your product is listed.
What if a supplier fails the check?
Stop buying from them as organic and ask your certifier what to do.
Can I keep this on a computer?
Yes. Any format works if the dates are there.
Last updated: October 2026.
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