How to issue a standardized seed quality inspection report
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The crop seed quality inspection report serves as the final output of a seed inspection agency and reflects the overall quality of its inspection work. The accuracy and reliability of the report directly affect the interests of the client and also impact the reputation and credibility of the inspection organization.
1. Conditions for Issuing Inspection Reports
1.1 The agency issuing the report must have qualified personnel and a dedicated inspection facility, and it must be currently conducting inspections that meet the requirements of the national seed inspection standards.
1.2 If the report is to include a specific species, the seeds must belong to one of the 124 species listed in GB/T 3543.2-1995. Reports for mixed species not on the list or for procedures not covered by regulations cannot be issued.
1.3 All tests must be conducted according to the established methods outlined in the regulations.
1.4 Each seed lot must be properly sealed with a unique batch number to ensure traceability between the report and the corresponding seed lot.
1.5 Sample collection and report preparation must follow strict guidelines. Results must come from a single sample of the same batch, and moisture-sensitive samples must be protected from humidity.
1.6 These rules apply specifically to reports issued for a particular seed lot. For general inspections, where the agency only handles the sample, the requirements of Articles 4 and 5 do not apply.
2. Content and Requirements of the Inspection Report
2.1 The report should contain the following elements:
(1) Title; (2) Name and address of the inspection organization; (3) Client’s name and address; (4) Sample name and seal information; (5) Unique report number; (6) Batch number and seal details; (7) Sample quantity and representative weight; (8) Sampling date; (9) Acceptance date; (10) Sample identification number; (11) Inspection period; (12) Test results and items; (13) Description of testing methods; (14) Inspection conclusion; (15) Signatures of the preparer, reviewer, and approver along with the issue date; (16) No duplication of the report without approval from the quality inspection station.
2.2 The report must be formatted consistently, free from alterations, and maintained as a duplicate. One copy is given to the client, and the other is archived with original records. All reports must remain confidential and kept for six years. Results should be reported according to the standard calculation and presentation guidelines. An interim report may be issued if early results are needed, with a note stating that a final report will follow.
3. Filling Out the Inspection Report
3.1 Header Information:
3.1.1 The full name of the issuing institution must be used.
3.1.2 Dates should be formatted as YYYY-MM-DD, e.g., 2025-04-15.
3.1.3 Scientific names must match those in GB/T 3543.2-1995, and no alternative genus names should be used.
3.2 Reporting Test Results:
- Clarity analysis: Reported as a percentage of net seed weight, with one decimal place.
- Germination test: Rounded to the nearest whole number.
- Moisture content: Reported to one decimal place.
- Purity: Expressed as a percentage.
- Tetrazolium viability test: “Tetrazolium determination: X% viable seeds.â€
- Weight: “Weight (Dry Grain): X g.â€
- Seed health: Includes pathogen name and infection percentage.
4. Inspection Conclusions
In seed trade, reports often need to confirm the authenticity of the seed quality, such as compliance with standards, labels, or contracts. The inspection conclusion indicates whether the sample meets the required criteria.
4.1 Result Evaluation:
After completing the inspection, the agency evaluates based on the Seed Law, technical specifications, and any company commitments. If the deviation is within the allowable error range, the sample is considered qualified. Otherwise, it is deemed unqualified.
4.2 Conclusion Language:
Conclusions should be clear and concise. For mandatory or arbitration inspections, use phrases like: “Based on the xx standard, the sample’s xx item is unqualified (or qualified).†For general reports, use: “According to the xx standard, the sample’s xx item meets (or does not meet) the xx level requirement.†In single-decision cases, write “Yes (or No).â€
4.3 If no standard is provided, or if the contract terms are below national standards, no official report will be issued—only a data list or result summary.
4.4 For commissioned samples with unclear background, the report should state “No conclusion†or “Results shown on attached page.†Government or industry-mandated inspections require a clear quality judgment.
4.5 If sampling was done by an authorized inspection station, the conclusion applies to the sampled lot. Otherwise, the conclusion is limited to the tested sample.
5. Corrections to Reports
If a report is sent in error or needs updates, a “Correction of Inspection Report†document must be issued alongside the corrected version. The original report becomes invalid. The correction report has the same format but includes a “G†after the number to indicate it is a revision.
6. Archiving and Retention
Once filed, a copy of the inspection report must be stored promptly, with a retention period of six years.