SFI evidence: what records to keep, how long
What evidence SFI26 asks you to keep, why it's at least 7 years, what makes a good photo as proof and how to file records field by field. With gov.uk sources.
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Applies to SFI26 agreements in England.
Short answer
For SFI26 you must keep evidence (proof) that you did each action. That means records of field work in each field, invoices, photos and other papers. You also need proof that you control the land. Keep it all for at least 7 years from your agreement's end date. If the agreement ends early, count from that date.
What evidence does SFI26 ask for?
Every action in the SFI26 actions list (opens in a new tab) has an "Evidence to keep" section. Most use the same words:
“You must keep evidence to show what you've done to complete this action, such as: field operations at a land parcel level and associated invoices; photographs and other documentation”
The scheme rules (section 12.4) (opens in a new tab) add that this includes "any evidence required by your selected SFI actions, such as field operations and associated invoices". You must show it if the RPA (Rural Payments Agency) asks. Some actions ask for more. So read the "Evidence to keep" part of each action you have.
The agreement terms and conditions (condition 20.1) (opens in a new tab) also ask you to keep "all invoices, receipts, accounts and any other relevant documents" about the grant. You must also keep proof that you did what you agreed to do.
How long must I keep SFI records?
“You must keep this evidence for at least 7 years from your SFI26 agreement's end date, or its termination date if that's earlier.”
So for a 3-year agreement, keep records from the first year for about 10 years. Don't throw anything away when the agreement ends.
What makes a good SFI evidence photo?
Defra (the government's farming department) lists photos as evidence. But it does not set rules for how to take them. These are our tips, not RPA rules. A photo is most useful when someone else can tell three things: where it was taken, when, and what it shows.
| Stronger | Weaker |
|---|---|
| Taken standing in the field the action is on | Taken from the road or a neighbouring field |
| Has the date, time and location saved in the file | A screenshot or a forwarded copy with the details stripped out |
| Shows the action itself: the cover crop, the margin, the cut hedge | A wide view where you can't see the action |
| Has a short caption: field name, action code and what it shows | No note of which field or action it's for |
| Taken at the stage that proves the action, such as after drilling | Only one photo across a whole agreement year |
How should I organise SFI evidence?
The actions list talks about field work "at a land parcel level". (A land parcel is the RPA's word for a field.) So it makes sense to file everything by field and action. For each field, keep:
- the action codes on it, and the area or length entered;
- field operation records: what was done, when, and by whom;
- the invoices that go with them, such as seed for a cover crop or a contractor's hedge cutting;
- dated photos from the field;
- copies of your annual declarations and any rotational actions declarations.
Do I need evidence of management control?
Yes. Under section 6.1 of the scheme rules (opens in a new tab) you must "keep evidence that you will have management control of the land in your SFI26 agreement for the duration of your selected SFI actions" You must show it if the RPA asks. For SFI, management control means "you're the person actively farming or managing the land".
Will the RPA ask to see my evidence?
It may. The RPA checks agreements in three ways: farm visits, checks from a distance (such as satellite images), and office checks of evidence it asks you to send (section 12.3 (opens in a new tab)). Not sending evidence when asked can count as breaking the rules (section 13.1 (opens in a new tab)). Read more in RPA inspections for SFI: what to expect.
Does a records app replace the RPA's own records?
No. Your agreement, applications and declarations stay in the Rural Payments service. A records app is a place to keep your own proof in order. Then you can find it quickly when asked.
Common questions
Do I have to send my SFI evidence to the RPA?
Not usually. You keep it. You must send it if the RPA asks, for example during an office check or a farm visit.
Are photos enough evidence on their own?
The actions list names photos alongside field work records, invoices and other papers. Keep every kind that applies to each action, not just photos.
What if my SFI26 agreement ends early?
Then the 7 years count from the date it ended. The rule is at least 7 years from the end date, or the early end date if that comes first.
Where is the evidence list for my action?
Each action in the SFI26 actions (print version) on GOV.UK has its own "Evidence to keep" section. Read it for every action you have.
Sources
Every source was checked on 25 October 2026. If something has changed, tell us at info@agrisync.co.uk.
- 1.SFI26 actions (print version) (opens in a new tab), GOV.UKv2.0, June 2026 (page updated 23 September 2026)
- 2.SFI26: scheme rules and guidance (opens in a new tab), GOV.UKv4.0, August 2026 (page updated 23 September 2026)
- 3.SFI26 agreement terms and conditions (opens in a new tab), GOV.UKv1.0 (page updated 23 September 2026)
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