Farm inspections in Germany: a document checklist
Checklist for conditionality and specialist law inspections: plant protection, fertilisation, equipment, competence, plant passports and retention periods.
Key points
- Plant protection: records with all required details, electronic from 2027; certificates of competence with training; stickers and inspection reports for equipment.
- Fertilisation: fertiliser requirement calculations, records of each application, the Annex 5 summary, soil analyses, delivery notes for manure.
- Retention: plant protection records at least three years, fertiliser records seven years, plant passport records three years.
- Small farms: since 2025 there are no conditionality inspections or penalties for farms under 10 hectares; specialist law still applies.
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An inspection is often announced at short notice. Keeping the most important documents organised in one place saves stress and avoids objections that are only due to missing evidence. This checklist summarises which documents farms and horticultural businesses in Germany should typically have ready and lists the retention periods.
The checklist does not replace advice. Depending on the federal state, enterprise, funding programme and certification, further requirements apply.
What conditionality inspections check
Conditionality links direct payments to statutory management requirements (SMR) and standards for good agricultural and environmental condition (GAEC, in German GLÖZ). For plant protection, on-the-spot checks cover among other things, according to the information brochure of the Chamber of Agriculture North Rhine-Westphalia:
- the records of plant protection product applications
- correct application and the conditions of use
- evidence of sprayer inspections
Depending on the farm, requirements from the Nitrates Directive, i.e. the Fertiliser Ordinance, and GAEC standards such as crop rotation and minimum soil cover are added.
How an inspection typically runs
Conditionality inspections are carried out by the competent bodies of the federal states; specialist law inspections for example by the plant protection service or the fertiliser authority. Documents are often requested for particular years or fields, and the inspector compares them with what is on the farm: does the product in the store match the records? Does the device carry a valid sticker? Are there certificates of competence for the people named as users? Do the recorded fertiliser quantities match the requirement calculation? Anyone who can answer these questions quickly shortens the inspection considerably. It helps if a person on the farm knows the documents and can be present during the inspection, even if the farm manager is out in the field. Prepare a short overview of where which documents are kept and who has access to the software.
Common gaps
Typical gaps that can stand out during an inspection follow from the duties:
- records without georeference or EPPO code, although mandatory since 2026
- fertiliser requirement calculated only after the first application
- missing training of a person applying products in the current three-year period
- expired sticker on a rarely used device
- no Annex 5 summary prepared for the previous year
Checklist: plant protection
| Document | Note | Retention |
|---|---|---|
| records of applications | all required details, electronic and machine-readable from 1 Jan 2027 | at least three years |
| certificates of competence of all users | with certificate of the latest training | while valid |
| inspection stickers and reports | sticker on the device, report in the file | until the next inspection, better longer |
| invoices of new devices | prove the purchase date | until the first inspection |
| stock of plant protection products | receipts and issues | good practice |
Required details are explained in Plant protection records: required fields, sprayer inspections in Sprayer inspection in Germany and training in Plant protection competence certificate.
Checklist: fertilisation
| Document | Note | Retention |
|---|---|---|
| fertiliser requirement for N and P | prepared before fertilising | seven years |
| records of each application | within 14 days of the application | seven years |
| Annex 5 summary under the DüV | by 31 March of the following year | seven years |
| soil analyses | phosphate at least every six years per field of 1 ha or more | while in use |
| delivery notes and evidence for manure | on delivery and intake | according to state law |
How the requirement calculation is structured is explained in Fertiliser requirement under the German DüV. The nutrient flow balance has no longer been required since July 2025.
Checklist: nurseries and young plants
Registered operators who issue plant passports or move goods requiring a plant passport keep records per trade unit under the EU Plant Health Regulation (EU) 2016/2031: who supplied the goods and to whom they were delivered. These records must be kept for three years.
Further documents depending on the farm
- Irrigation: water abstraction permit, meter readings and annual abstraction volumes
- Organic farms: evidence of purchased inputs and sold products, suppliers' certificates
- QS-GAP and GLOBALG.A.P.: maintenance records, risk assessments and water analyses depending on the standard
- GAEC: crop planning and evidence of catch crops and soil cover
- Instructions: records of occupational safety and plant protection instructions for staff
Getting organised
- One place for everything: a folder or software where records and evidence are kept together.
- Sort by year: inspections usually ask for particular years.
- Watch deadlines: stickers, training and maintenance with reminders before expiry.
- Traceable corrections: changed entries with date and reason, not overwritten.
- Export ready: records presented on request should be quickly available as a file.
How PhytAI helps with inspections
PhytAI brings together plant protection and fertiliser records, fertiliser requirement calculations, and evidence on equipment, competence, maintenance, water abstraction and certificates in one workspace. Due evidence appears on the overview, corrections are stored with history, and the field record per field and year can be printed or exported as a file. PhytAI does not assess whether a farm meets all requirements; the documents are, however, complete and organised.
Frequently asked questions
How long must I keep plant protection records? At least three years. The Chamber of Agriculture North Rhine-Westphalia counts from the start of the following year.
Do I have to present documents on paper? Records are presented on request. Plant protection records must be kept electronically from 2027; a printout can still be helpful during the inspection.
Does the small-farm exemption also apply to specialist law? No. The exemption concerns conditionality inspections and penalties. Duties under the Plant Protection Act and the Fertiliser Ordinance continue to apply.
Sources
- Chamber of Agriculture North Rhine-Westphalia: Konditionalität 2026 information brochure, retrieved 13 Sep 2026
- Federal Ministry of Justice: Section 10 DüV – Aufzeichnungen, retrieved 16 Sep 2026
- Chamber of Agriculture North Rhine-Westphalia: Dokumentationspflicht von Pflanzenschutzmittel-Anwendungen (nurseries), retrieved 13 Sep 2026
- ISIP Brandenburg: Registrierung von Unternehmern, retrieved 13 Sep 2026
- Plant Protection Service Lower Saxony: Pflanzenschutz-Gerätekontrolle in Niedersachsen, 8 Jul 2026, retrieved 16 Sep 2026
- BMLEH: Stoffstrombilanzverordnung ist Geschichte, 7 Jul 2025, retrieved 16 Sep 2026
This article reflects the situation on the date shown, based on the sources named, and is not legal advice. Laws, approvals, official decisions and the guidance of the competent authorities prevail.