What to do when input quality falls short

When the quality of seed or any other agricultural input falls short, it can have significant financial consequences. That’s why it’s important to be prepared and know how to handle the situation correctly. Below are practical guidelines for producers on how to deal with substandard input quality.

Grain SA is a producer-led organisation committed to safeguarding the profitability and sustainability of South Africa’s grain producers. As a trusted advocate, the organisation has often intervened in cases where agricultural inputs such as seed, fertiliser or agrochemicals have failed to perform or caused damage, ensuring fairness and accountability between producers and suppliers. This article reinforces Grain SA’s ongoing commitment to equip producers with clear, practical steps to take when such issues arise, enabling them to act promptly, document evidence accurately, and seek appropriate resolution.

Disputes over input performance are highly time sensitive, as evidence like crop symptoms or product residues can quickly disappear if not recorded immediately. Prompt reporting, on-site inspections, and proper documentation are therefore critical to protect producers’ rights and ensure fair technical investigations. The guideline also clarifies where responsibilities begin and end within the supply chain, as defined by key legislation such as the Plant Improvement Act (PIA), which governs seed quality where the responsibility of the seed company goes up to germination; and the Fertilizers, Farm Feeds, Agricultural Remedies and Stock Remedies Act (Act 36 of 1947), where responsibility ends at correct and compliant use. Liability continues where product defects or misrepresentation exist. Producers also bear responsibility for proper handling, storage, and application of inputs in accordance with label directions and best agricultural practices. Through this, Grain SA continues to promote accountability, strengthen producer confidence, and enhance the resilience of South Africa’s grain industry.

Steps to follow if you suspect or experience problems:

1. Contact your input representative and insist on an on-site inspection.
2. Record all dates, conversations, and actions taken. Formal documentation (within five to seven days): The producer should compile written records, photographs, and samples, and send a formal written complaint to the supplier or company. Keeping all correspondence in writing helps establish an official record.
3. Gather as much evidence as possible: Write down observations, take photos, or record videos for future reference. Immediate action (within 24 to 48 hours): The producer should contact the input supplier or representative as soon as a problem is noticed and request an on-site inspection. Early reporting ensures that crop symptoms or product residues are still visible and verifiable.
4. Most companies have a formal complaints procedure. Make sure that the representative officially registers the case.
5. Resolution or escalation (within 14 to 21 days): If the supplier fails to provide a satisfactory response, the producer can escalate the matter to Grain SA for assistance. Grain SA can guide the producer through technical assessments and, if needed, involve independent experts or notify the Department of Agriculture for regulatory investigation. Please contact us for further information.

Buy smart and maintain control by following these general tips when purchasing and using inputs:

• Experience is often the best teacher. Producers who have dealt with poor-quality inputs before know how important it is to buy only from reputable companies with a proven track record in South Africa.
• Ensure that all recommendations are documented and kept in writing.
• Check the quality of the input product before use.
• When buying seed:
  • Plant more than one cultivar: Never rely on a single cultivar as it provides a useful point of reference if problems occur.
  • Seed treatment should be done by the seed company itself or using certified seed treatment equipment.
• Keep detailed records of all purchases. Store proof of purchase: Keep invoices, labels, and other documentation neatly for reference. Ideally, retain a sealed bag of seed as a sample.

Rhizobium and seed treatment
Issues with the effectiveness of Rhizobium on soybeans occur frequently. To prevent such problems, the following can be done:

• Ensure your Rhizobium supplier is reliable and has a good reputation.
• Consult your seed company to confirm that the specific Rhizobium strain is suitable for the cultivar you are planting.
• Do not use new products on a large scale without prior testing.

If the problem persists
Do not delay taking further action.

1. Contact an independent scientist to conduct an investigation on your farm.
2. Report the matter to the Department of Agriculture if there is still no resolution.
3. Members of Grain SA can also notify the organisation if the company fails to provide feedback or a solution.
4. In the case of fertiliser, producers are advised to have their fertiliser independently tested (it is extremely important that samples are collected correctly). Fertiliser samples should be taken in the presence of the fertiliser company.
5. If necessary, a trade control investigation can be carried out under the Plant Improvement Act.

Tips from the Department of Agriculture when it comes to seed:

• Only buy inputs from registered dealers.
• Keep lot or code numbers for traceability.
• Check the labels on bags as they should clearly display the company name, lot number, germination group, and seed type.
• Request an analysis certificate of quality, issued by a registered laboratory (not older than three months).
• Keep physical bags, labels, and invoices for future reference.

Contact the following institutions to test production inputs:

• Producers who want to test chemical products are welcome to contact the Southern African Grain Laboratory (SAGL) for the taking and analysis of samples to test their quality.
• Producers who wish to test fertiliser can contact Grain SA or the Fertiliser Association of Southern Africa (Fertasa) for assistance with sample collection and quality analysis.
• Producers who have leftover seed from the previous season and want to test its germination can use the QR code to access a list of registered seed laboratories.

Number-one tip
Always use small control plots to test new input products before applying them on a large scale. It also provides peace of mind if the company you buy from is a member of an umbrella organisation such as:
SANSOR (for seed),
Fertasa (for fertiliser),
CropLife (for agricultural chemicals) or
SALMA (for agricultural machinery).

For more information please contact marguerite@grainsa.co.za or godfrey@grainsa.co.za.