The template: columns to log for every application
| Column | What to write | Why |
|---|---|---|
| Date + start/end time | e.g. 2026-09-23, 9:10-9:40 | Federal: date. Several states (AZ, IA, WA) require time |
| Customer name + service address | Full address incl. ZIP | Federal: location; NY requires 5-digit ZIP |
| Site / area treated + size | e.g. exterior perimeter 180 lin. ft; kitchen + baths | Federal: location, size of area and site |
| Target pest | e.g. German cockroach | Required by most states |
| Product (brand) name | As on the label | Federal |
| EPA registration no. | e.g. 12345-67 | Federal |
| Concentration / dilution + total amount | e.g. 0.05%, 1.5 gal finished | Federal: total amount; states add rate/concentration |
| Method of application | e.g. crack & crevice, spot, bait | Required in GA, NY, OH |
| Applicator name + license/cert no. | Plus supervisor if uncertified | Federal |
| Weather (outdoor) | Temp, wind direction/speed | Required in IA and WA for outdoor work |
| Termite jobs: diagram + measurements | Linear feet, barrier diagram | Required in TX, OH, IL for termite work |
Federal RUP rule: record within 14 days of application, keep 2 years, and commercial applicators must give the customer a copy within 30 days (7 CFR 110.3(c)-(e)). State rules usually apply to general-use products too and often require longer retention.
State record retention rules (verified)
| State | Keep records for | Notable extra requirement |
|---|---|---|
| 3 years | ||
| 2 years | Termite jobs: treated-area units, barrier measurements + diagram | |
| 2 years (general records and fumigation logs) | 3 years for preconstruction termite treatments | |
| 3 years | Date and time of service required | |
| 2 years | Legible use record to the customer on completion | |
| 3 years | Termite jobs: footprint drawing with dimensions; copy to business location within 10 days | |
| 2 years | Termite jobs: foundation diagram with dimensions | |
| 3 years | Outdoor: temperature and wind; start and end times | |
| 3 years restricted-use; 1 year general-use | ||
| 3 years | Complete the record within 24 hours | |
| 7 years | Record the same day; wind direction/velocity for outdoor work | |
| 3 years | ||
| 3 years | Annual pesticide use report due Feb 1 | |
| 2 years | 2 years beyond the last treatment date |
Download the Word + printable version
Editable .docx (opens in Word, Google Docs via File > Open > Upload, or Pages) plus a printable version. Includes the optional state columns (time, weather, method, termite diagram) and the state retention table.
Tired of filling this in by hand?
PestRouteDesk (in development) is being built to fill this out from the service ticket automatically. Founding members lock $49/mo.
Frequently asked questions
What must a pesticide application record include?
Federally, for restricted-use pesticides: brand/product name and EPA registration number, total amount applied, location, size of area and site treated, date, and the certified applicator’s name and certification number (7 CFR 110.3). States add fields such as target pest, method, concentration and time.
How long do I have to keep pesticide application records?
Federally 2 years for restricted-use pesticides. States vary: Washington requires 7 years; California, Arizona, Iowa, Ohio, Oregon, New York and Pennsylvania 3 years; Michigan 3 years for restricted-use and 1 year for general-use; Texas, Georgia, Illinois and North Carolina 2 years (see the table).
Do I need records for general-use pesticides?
The federal USDA rule covers restricted-use products, but most state structural pest control rules require records for every application - check your state page.
Sources
- 7 CFR 110.3 - USDA recordkeeping for restricted use pesticides (accessed 2026-09-23)
- California - application recordkeeping rule (accessed 2026-09-23)
- Texas - application recordkeeping rule (accessed 2026-09-23)
- Florida - application recordkeeping rule (accessed 2026-09-23)
- Arizona - application recordkeeping rule (accessed 2026-09-23)
- Georgia - application recordkeeping rule (accessed 2026-09-23)
- Ohio - application recordkeeping rule (accessed 2026-09-23)
- Illinois - application recordkeeping rule (accessed 2026-09-23)
- Iowa - application recordkeeping rule (accessed 2026-09-23)
- Michigan - application recordkeeping rule (accessed 2026-09-23)
- Pennsylvania - application recordkeeping rule (accessed 2026-09-23)
- Washington - application recordkeeping rule (accessed 2026-09-23)
- Oregon - application recordkeeping rule (accessed 2026-09-23)
- New York - application recordkeeping rule (accessed 2026-09-23)
- North Carolina - application recordkeeping rule (accessed 2026-09-23)