State guide · NYSDEC
New York pesticide application records
New York State Department of Environmental Conservation, Bureau of Pesticides Management (NYSDEC) requires certified commercial applicators and technicians to keep a record of every application. The rule: ECL Art. 33 Title 12 (PRL); 6 NYCRR 325.25; DEC OGC-3. This guide lists what the record must contain, when it is due, how long to keep it, and what SprayDocs checks before the PDF leaves your phone.
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At a glance
- Complete the record
- The same day as the application.
- Keep it for
- At least 3 years from the application.
- Who keeps it
- Certified commercial applicators and technicians.
- Official form
- NYSDEC publishes an optional sample form; none is mandated. SprayDocs exports its own layout with the citations printed on it.
- Filed with the state?
- Yes — the annual Pesticide Reporting Law report is due to DEC by February 1 for the prior year, electronically, even with zero applications; commercial permittees also report sales, and applications inside New York City are additionally reported to the NYC Department of Health. SprayDocs keeps the per-job record; the annual report is not part of the app yet.
- Copies
- No standing copy deadline in the rule we reviewed; copies owed on request are described under filing. Federal law still requires a customer copy within 30 days for restricted-use applications.
What the record must contain
The elements below are required on every New York record. SprayDocs shows exactly these inputs for a New York record and will not produce the PDF while a required one is blank.
Always on the record
Required in every state, including New York.
- Date of the application
- Firm name, address and phone number
- Responsible commercial applicator and license number
- Name of each applicator who made the application
- Customer name and the address of the treated site
- Trade name of each product applied
- Type of site or property treated
New York adds
- Amount applied / total mix volumeThe total amount of mix or product applied to the site.
- Application methodHow the pesticide was applied — ground, aerial, or chemigation.
- EPA registration numberThe EPA registration number printed on each product label.
- Target pestThe pest or purpose each product was applied for.
- Dosage rateThe rate each product was applied at per unit of area.
- Certification numberThe applicator’s certification number, when the state issues one separately from the license.
- Business registration numberThe firm’s registration or license number with the state agency.
- County and municipalityThe county and the town, village or city of the treated site.
- Place of application + 5-digit ZIP
Who must keep it, and for which jobs
Who: Certified commercial applicators and technicians.
Which jobs: Every application.
Is anything filed with the state?
Yes — the annual Pesticide Reporting Law report is due to DEC by February 1 for the prior year, electronically, even with zero applications; commercial permittees also report sales, and applications inside New York City are additionally reported to the NYC Department of Health. SprayDocs keeps the per-job record; the annual report is not part of the app yet.
Copies of the record
No standing copy deadline in the rule we reviewed; copies owed on request are described under filing. Federal law still requires a customer copy within 30 days for restricted-use applications.
Restricted-use products in every state: federal law (7 U.S.C. 136i-1) requires commercial applicators to keep the record 2 years and give the customer a copy within 30 days. SprayDocs flags this on any record with a restricted-use line.
What SprayDocs checks before the PDF
Validation runs on your phone as you type. Blocking items stop the export; reminders do not.
- Every required element above is checked for a blank: 9 state-specific inputs plus the elements common to all states.
- A stop time before the start time blocks; an application date in the future is flagged.
- A product marked restricted-use requires its EPA registration number and shows the federal 2-year / 30-day reminder.
- Text that the PDF fonts cannot print (an emoji, say) is cleaned rather than allowed to blank a field.
Good to know
- Records are maintained daily — each day’s applications are recorded that day.
Sources
The rule text SprayDocs was built against, and where to read it. The SprayDocs research ledger is dated August 4, 2026 and each state’s configuration was checked against it as the state was built; confidence for New York: high.
- ECL Art. 33 Title 12 (PRL)
- 6 NYCRR 325.25
- DEC OGC-3
- dec.ny.gov — https://dec.ny.gov/environmental-protection/pesticides/pesticide-reporting-law
- dec.ny.gov — https://dec.ny.gov/regulatory/guidance-and-policy-documents/ogc-3-pesticide-recordkeeping-and-reporting-of-commercial-applicators
- nysprl.com — https://www.nysprl.com/PRLRecordkeepingRequirementsforApplicators.pdf
Retention, deadline and filing facts on this page come from the rule cited above. Rules change; when in doubt, read the rule or ask NYSDEC.
Fill out the New York record
SprayDocs opens with exactly the New York inputs above, checks them as you type, and produces a PDF (usually one page) laid out around the rule, with the citations printed on it — all on your phone. The app runs in English or Spanish. Filling it out needs no account; a free account downloads the PDF and keeps a synced copy; the Pro plan adds the crew.
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