Free vineyard spray record template for Excel and Google Sheets — REI, PHI, WPS and California PUR fields

Most generic spray log templates were made for row crops or lawn care: a date, a product, a rate. A vineyard needs more — blocks with their own acreage, tank mixes across several blocks, re-entry intervals the crew has to respect tomorrow morning, and pre-harvest intervals that decide whether a block can be picked next week. This template is built for that. It is free, needs no email, and opens in Excel or Google Sheets.

What’s inside

• Blocks — one row per block: planted acres, variety, organic status and, for California, the Site ID and Section-Township-Range-Meridian from your county permit.
• Products — one row per product, copied from the label: EPA registration number, active ingredient(s), REI in hours, PHI in days, and whether it is a California restricted material.
• Applications — one row per product per block. Pick the block and the product from dropdowns and the Site ID, planted acres, EPA number, active ingredient, REI and PHI fill themselves in.
• Two calculated columns do the checking: “Re-entry allowed after” (end of application + REI) turns amber while the REI is running, and “Earliest harvest” (end date + PHI) turns red until the PHI has passed.
• Weather at application (wind speed and direction, temperature), applicator and licence number, equipment and the WPS notification type (posted, oral or both).

Which rules the columns cover

• EPA Worker Protection Standard (40 CFR part 170): the application information employers must display and keep — treated area, product, EPA registration number, active ingredients, start and end date and time, and REI.
• California’s monthly pesticide use report: Site ID, location, commodity, planted and treated acres, date and time completed, method, product, registration number, and the undiluted amount and unit. The guide to the report explains each field.
• USDA organic (NOP) input records, kept for five years under 7 CFR § 205.103.

One federal rule is gone: USDA rescinded the restricted-use pesticide recordkeeping regulations for certified private applicators (7 CFR part 110) with effect from July 11, 2025. Many states keep their own recordkeeping rules, and the WPS and organic requirements are unchanged, so the habit is still the right one.

California pesticide use reports for vineyards: the guide →

Organic vineyard recordkeeping checklist (NOP) →

How to use it without it falling apart

• Fill the Products sheet from the label in your hand, not from memory or last year’s file. REI and PHI change with label revisions and differ between products with the same active ingredient.
• A tank mix of two products on three blocks is six rows with the same dates and times. It feels repetitive; it is exactly what an inspector or a county report asks for.
• Record the undiluted product used — 3 qt of product, not 100 gal of spray. That is the number every report needs.
• Write the row the day of the application. The end time is the one people forget, and it is the one REI and PHI are counted from.

Excel or Google Sheets?

The file is a standard .xlsx. In Google Sheets use File → Import → Upload; formulas, dropdowns and the amber and red alerts all survive. Sheets is better once the vineyard manager and the crew lead both write in it.

When a spreadsheet stops being enough

A spreadsheet records; it does not stop anyone. GrapeFlow keeps the same records as a vineyard spray log with tank mixes entered once across blocks, shows the blocks under an REI or inside a PHI on one screen, prints the WPS application display, warns when an applicator’s WPS training has lapsed, and for California wineries builds the monthly pesticide use report rows. The template stays free either way.

Vineyard spray records in GrapeFlow →

The label is the law. This template is an aid for keeping records, not legal advice; check your state lead agency or County Agricultural Commissioner for the rules that apply to you.