INDOCERT D.1.

2 PR Procedure for organic certification Page 1of 4 D - Inspection and certification

INDOCERT
Thottumugham P.O., Alwaye – 683 105
Ernakulam Dt., Kerala, India
Ph/Fax: +91-484-2922400-99

PROCEDURE FOR ORGANIC CERTIFICATION

About INDOCERT
INDOCERT is an Indian certification body accredited as per National Programme for Organic Production
(NPOP), Govt. of India and as per ISO 17065, to carry out inspections and issue certificates for organic
production systems. INDOCERT is offering certification for the domestic market based on the National
Standards for Organic Production and certification for export markets based on USDA NOP (for US),
Canadian organic Regime-COR (for Canada) and also based on EU regulations (for EU countries). In
addition, INDOCERT can also offer inspection for organic private labels e.g. Naturland and Bio-Suisse. For
more details visit our website www.indocert.org or mail to info@indocert.org.
Initial Application
The first step for getting INDOCERT certification is that the operator (the person responsible for the unit to
be certified) contacts the INDOCERT office or staff. Upon request INDOCERT sends a detailed application
package to the operator which mainly includes application form, procedure for INDOCERT certification,
copy of relevant Organic Standards, scale of fees, INDOCERT brochure and any relevant policies like ETO
& PR policy. To apply for certification, the operator needs to complete the application form and return it to
the INDOCERT office. The applicant does not offer for sale any product "represented as organic" or
bearing the word organic or its derivatives until the certificate is received from INDOCERT.
INDOCERT considers English as the official language for operations and will accept applications only
from those clients who take the responsibility in understanding the contents of required standards and
INDOCERT documents or policies in English.
Registration
After receiving the filled in application form, INDOCERT will send registration fee to the operator. The
registration fee is set as a non-refundable portion of the applicant's fees for service account, if the
application/OSP review leads to a negative decision by INDOCERT. After getting the registration fee,
INDOCERT will register the client and the application will be alloted to a reviewer for application review.
INDOCERT will register the clients only after verifying the previous history of the clients.
Application review
INDOCERT reviews the application form and the supporting documents to determine whether there is
sufficient evidence to show that the operation complies, or may be able to comply, with the regulations. A
comprehensive application review will be conducted and INDOCERT will initiate follow-ups for any pending
documents. INDOCERT will commence the inspection and certification process after the reception of all
required documents.
Application review shall ensure the completeness, Applicant who previously applied to another certifying
agent shall submit the details of notification of noncompliance or denial of certification along with
application. In case of CB transfer, INDOCERT will contact the previous CB for NOC documents and
previous certification history of the applicant. INDOCERT will initiate the inspection and certification
process only upon receiving a favorable response from the previous certification body.
In case of USDA NOP, the applicant shall submit the filled up INDOCERT registration form and OSP along
with the registration fee. Nonconformities may be issued based on the OSP review. OSP shall be approved
only after the successful submission of the non-conformity closures. Onsite inspections shall be planned
only after the approval of OSP.
Pre-assessment verification
Based on the application review, INDOCERT may decide whether the application can be accepted or
rejected. However, in cases where INDOCERT finds the risk level cannot be assessed based on the
application review alone, INDOCERT may conduct onsite pre-assessment. After the risk assessment and
subsequent risk mitigation measures by the applicant, INDOCERT may consider for initial inspection.
Additional offers will be sent to the operator for the pre-assessment verification. Operator has to pay 75 %
of the offer fees before the verification inspection.

Changed : 09/10/23 (BV) Approved : 09/10/23 (ED) Distribution : OM, Staff, operator
INDOCERT D.1.2 PR Procedure for organic certification Page 2of 4 D - Inspection and certification

Offer
Upon acceptance of application, INDOCERT sends an offer for inspection and certification based on scale
of fees. Operator has to pay an initial advance (75% of the offer, excluding registration fee) to INDOCERT
for proceeding with planning of inspection. The applicant may withdraw its application at any time. An
applicant who withdraws its application shall be liable for the costs of services provided up to the time of
withdrawal of its application
Inspection
Upon receipt of the advance payment, INDOCERT in consultation with the operator fixes the date and time
for inspection and sends Inspection plan and Self assessment guidelines to the operator. The operator
must sign the inspection and certification contract at least on the day of inspection before the
commencement of the onsite inspection process. During the inspection, the INDOCERT staff will abide by
the principles laid out for the inspector. The operator has to cooperate with the inspector as declared in the
inspection and certification contract.
The inspector conducts an exit interview with the operator or an authorized representative of the operation
who is knowledgeable about the inspected operation, to confirm the accuracy and completeness of
inspection observations and information gathered during the onsite inspection. A draft copy of the
inspection report/Non conformity report shall be given to the operator on the same day after the inspection.
Final copy of the inspection report shall be sent to the operator after review and certification committee
meeting. The operator has to take corrective action for all NCs raised by the inspector. The operator must
provide the corrective action in the NC CAPA template provided by the inspector.
In case of COR the operator has to respond to the NC report issued by INDOCERT within 30 days of its
receipt. The response shall either provide evidence of completion of corrective action(s) taken to address
each NC or present a plan with milestones as to how each NC will be addressed. This plan shall include a
completion date not exceeding 90 days from receipt of the NCs. INDOCERT will verify the corrective
actions have been implemented by the operator by conducting an additional on-site visit or by
documentary review.
Apart from the initial inspections, there will be annual inspections every year. There may be
additional/unannounced/sampling/investigation inspections also as required.
Balance Payment
After inspection, the total inspection and certification costs are finalized and an invoice is sent to the
operator. The operator must send the remaining amount of the final invoice to INDOCERT.
Certification
Upon receipt of the full payment, the Assessor will review the inspection report and the file will be
submitted to the certification committee. If additional documents are required, a communication will be sent
to the operator.
Certification decision
The certification committee will take the certification decision based on the available documentation.
Certification decisions will be intimated within two months after the inspection report, payment and relevant
documents (if any) has been received at INDOCERT. Once the certification decision is taken, the
certificate/confirmation letter or the decision letter will be sent to the operator.
At any point within the certification cycle, preceding the CB's decision, the applicant may request that the
processing of its application be stopped. The applicant will be liable for the costs of services provided up to
the time of withdrawal of its application. In such a case, the INDOCERT will not issue a decision regarding
the products that were subject of the certification request.

Recognition of prior organic management -: As per organic standards, the farm has to complete a
conversion period of three years for perennial crops and two years for annual crops for getting certified as
organic. However, operators who have been practicing organic farming for a long time may apply for
recognition of prior organic management. For this, they must submit an application, third party declaration
& third party details in the format given by INDOCERT before certification decision. The third party
declaration must be from an independent competent source, who has no personal relation with the
operator, such as
⮚ In service or retired state /central government officer (equivalent to Agricultural Officer or of
higher grade) involved in agriculture OR
⮚ A renowned organic farmer in the region OR

⮚ An NGO notable in the field of agriculture/sustainable/social development

Changed : 09/10/23 (BV) Approved : 09/10/23 (ED) Distribution : OM, Staff, operator
INDOCERT D.1.2 PR Procedure for organic certification Page 3of 4 D - Inspection and certification

As per the National Standards for Organic Production, one-year conversion period is a must. Sample
analysis of the specified system has to be carried out for recognition of prior organic management.

Transaction Certificate
Operators should obtain Transaction Certification for all organic transactions. INDOCERT issues
Transaction Certificate(TC) for domestic transactions and export transaction certificates/ Certificate of
Inspection (CoI) for export and according to the requirements laid down by the standards. Operators
should apply for the TC/COI for each transaction.

Renewal of Certificates:
Validity of an organic certificate will be for one year from the date of certification. According to NSOP,
USDA NOP, COR and EU recognition programmes , inspections must be carried out annually for renewing
certification status. Therefore, INDOCERT will send renewal application form to all operators at least three
months before the certificate validity and upon receipt of the completed application form with information
on changes from last year and the advance payment, INDOCERT will conduct the annual inspection and
send the invoice.
In case of COR, the operator has to submit their intention to maintain certification no later than the date
that is 6 months prior to the end of the certificate validity .The completed renewal application form should
be submitted within 10 months from the date of inspection. After receiving the full payment, the certification
committee will take the decision and the same will be informed to the operator.
The fees for annual inspections will be more or less same as that of the initial year, unless there is a
change in the operator’s unit (e.g.: increase in area, number of plots, addition or deletion of products,
change in number of farmers in the ICS etc.) and INDOCERT Scale of Fees.
Those who fail to renew their certification status annually will be out of the certification programme.

Logos & Label approval

The operator is responsible for creating the label that includes the appropriate organic logo(s) and they
should submit it to INDOCERT for approval of the label. The label approval committee of INDOCERT
approves the label as per the standards and sends the approval decision to the operator. Operators may
use the label for marketing only after the label approval obtained from INDOCERT.
If the operator wants to use the INDOCERT logo, he/she may send a request for the same to INDOCERT
after receiving the certificate. Then the INDOCERT logo will be sent to the operator as a soft copy.

Appeals
If the operator does not accept the certification decision, he/she can request for reconsideration of the
decision in writing. Then the file will be submitted to the certification committee for re-consideration. If the
operator still does not agree with the revised decision, he/she can appeal to the appeals committee in
writing within 30 days of the notification of certification decision. The file will then be submitted to the
appeals committee, which takes final decision on the case. In case, if the operator is not satisfied with the
INDOCERT appeal process, operator can submit a complaint against INDOCERT to the accreditation
body.

Mediation (In case of USDA NOP)

Any dispute with respect to denial of certification or proposed suspension or revocation of certification
under USDA NOP part may be mediated at the request of the applicant for certification or certified
operation and with acceptance by INDOCERT. Mediation shall be requested in writing to the INDOCERT.
In case INDOCERT rejects the request for mediation, INDOCERT provides written notification to the
applicant for certification or certified operation.

The applicant for certification or certified operation has the right to request an appeal, within 30 days of the
date of the written notification of rejection of the request for mediation. If mediation is accepted by
INDOCERT, such mediation shall be conducted by a qualified mediator mutually agreed upon by the
parties to the mediation. The parties to the mediation shall have no more than 30 days to reach an
agreement following a mediation session. If mediation is unsuccessful, the applicant for certification or

Changed : 09/10/23 (BV) Approved : 09/10/23 (ED) Distribution : OM, Staff, operator
INDOCERT D.1.2 PR Procedure for organic certification Page 4of 4 D - Inspection and certification

certified operation shall have 30 days from termination of mediation to appeal the certifying agent's
decision pursuant to. Any agreement reached during or as a result of the mediation process shall be in
compliance with the Act and the regulations. The Secretary may review any mediated agreement for
conformity to the Act and the regulations in this part and may reject any agreement or provision not in
conformance with the Act or the regulations in this part.
Appeal -Specific requirements on USDA NOP
The applicant for certification or certified operation has the right to request an appeal, within 30 days of the
date of the written notification of rejection of the request for mediation.
An applicant for certification may appeal INDOCERT notice of denial of certification or INDOCERT
notification of proposed suspension or revocation of certification to the Administrator. If the Administrator
sustains a certification applicant's or certified operation's appeal of INDOCERTs decision, the applicant will
be issued organic certification, or a certified operation will continue its certification, as applicable to the
operation. If the Administrator or State organic program denies an appeal, a formal administrative
proceeding will be initiated to deny, suspend, or revoke the certification. Such proceeding shall be
conducted pursuant to the U.S. Department of Agriculture's Uniform Rules of Practice

Handling complaints
Operators are free to approach INDOCERT for any type of complaints against the INDOCERT staff, the
INDOCERT certification system or other operators certified by INDOCERT. Any complaints may be
verbally directed to INDOCERT staff and/or through e-mail or post to the INDOCERT office. Complaints
will be handled confidentially.

Standards
The up to date version of the standards under the National Programme for Organic Production (NPOP) is
available from APEDA website National Programme for Organic Production

A consolidated version of the INDOCERT Organic standards for non EU country Operators G.1.3
INDOCERT Organic equivalence standards for Non EU Country Operators version 12.pdf
The latest version of USDA NOP Regulation is available in the link: USDA NOP Regulation

Changed : 09/10/23 (BV) Approved : 09/10/23 (ED) Distribution : OM, Staff, operator