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Pesticide application record sheet: free template
Licensed applicators are generally expected to keep a record of the pesticides they apply, and an inspector or a customer can ask to see it. Here is a free application record sheet, as a spreadsheet and a printable spray record, with the fields most states ask for and a filled example.
Updated October 7, 2026 · for licensed pest control applicators and businesses
Download the pesticide application record sheet
Recordkeeping rules are set by each state (usually the department of agriculture or another state lead agency) and can differ by product, license category and type of application. This template lists the fields most states ask for; check your state's requirements before relying on it. It is not legal or regulatory advice.
Spreadsheet version (Excel, Google Sheets)
One row per application, with columns for date and time, customer and address, product, EPA registration number, active ingredient, restricted use, rate, amount, area, target pest, method, applicator and license number, and weather.
Download the record sheet (CSV)Printable spray record sheet
A landscape page with the main columns of the spreadsheet, applicator and license number on every row, to keep in the truck and fill by hand.
Open the printable record sheetWhat to record for each application
These are the fields most state lead agencies ask for. Your state may ask for fewer, more, or different ones, and may set how long to keep the records and how fast to produce them on request.
| Field | What to write | Where to find it |
|---|---|---|
| Date and time | Date, start and end time of the application | Your watch or the job record |
| Customer and address | Name and full service address, or the site description for commercial accounts | Work order |
| Product name | Brand name exactly as on the label | Product label |
| EPA registration number | The "EPA Reg. No." printed on the label | Product label |
| Active ingredient | Active ingredient(s) and percentage | Product label |
| Restricted use | Whether it is a restricted use pesticide (RUP) | Product label |
| Rate or dilution | Mix rate or application rate used | Your mix sheet and the label |
| Total amount applied | Amount of concentrate or finished mix, with the unit | Your sprayer or bait count |
| Area or site treated | Where you applied it, and the size of the area if your state asks | Your service report |
| Target pest | The pest the application was aimed at | Your service report |
| Method and equipment | Backpack sprayer, power sprayer, bait gun, duster, granular spreader… | Your truck |
| Applicator | Name and license or certification number; supervisor if your state requires it | License card |
| Weather | Temperature, wind speed and direction for outdoor applications | Weather app or meter on site |
Example: a filled application record
Two rows filled in for a fictional business. Product names and numbers are placeholders: copy yours from the product label.
| Time | Address | Product, EPA Reg. No. | Rate, amount | Site, target | Applicator | Weather |
|---|---|---|---|---|---|---|
| 9:12 to 9:30 | 412 Oak Hollow Dr. | Product A (fictional), [Reg. No. from label] | [label rate], 1.5 gal finished spray | Exterior foundation; ants, spiders | A. Rivera, lic. [number] | 64 °F, wind 4 mph NW |
| 10:05 to 10:20 | 88 Birch Ct. | Bait B (fictional), [Reg. No. from label] | [label rate], 12 g gel | Kitchen cabinets; cockroaches | A. Rivera, lic. [number] | Indoor |
Habits that keep your records complete
Record at the stop, not at night
Write the row before leaving the property, while the amount in the tank and the time are still exact.
Keep a product list
A list of the products you carry, with their EPA registration numbers and usual rates, avoids copying errors.
One row per product per site
Two products at the same address are two rows, each with its own amount and target pest.
Check the weather for outdoor work
Note the temperature and the wind when you treat outside; many labels set wind limits.
Store and back up the records
Keep them in one place for the period your state requires, and make sure you can produce a date range quickly if asked.
Records that fill themselves from the service report
In a spreadsheet, every application is typed twice: once on the service report, once in the record. Pest Crew App is being built so you only say it once: the products in each AI-written service report go straight into your application record, with the EPA registration number and rate from your product list, and you export any date range when someone asks. It is in development; join the early access list to try it first.
The service report side is covered by our free pest control service report template.
Questions, answered
Who has to keep pesticide application records?
In most states, licensed commercial applicators and the businesses they work for must keep records of the pesticides they apply, and federal rules also cover restricted use pesticides. Who is covered and which fields are needed depend on the state and the license category: check your state's requirements.
How long do I have to keep pesticide records?
It depends on the state, and the period is often counted in years. Check with your state lead agency (usually the department of agriculture) and keep them at least that long.
Is this record sheet enough to comply with my state's rules?
It lists the fields most states ask for, but it is not legal advice and cannot guarantee compliance. Compare it with your state's requirements and add any missing field.
Can I keep pesticide records digitally?
Many states accept electronic records if they are complete and you can produce them on request. Confirm it with your state lead agency.
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Pest Crew App will turn a voice note into the service report and add every product to your application record. Join the early access list.