Checklist for obtaining a Certificate of Acceptability (CoA) under Regulation R638 — required by every food premises before it may begin operating.
⚠️ This is a blank template, not legal advice: check the wording with a lawyer and adapt it to your jurisdiction and your case.
This template has no optional clauses: the text is the same for everyone.
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CERTIFICATE OF ACCEPTABILITY (CoA) APPLICATION CHECKLIST (Regulation R638 of 2018, under the Foodstuffs, Cosmetics and Disinfectants Act 54 of 1972)
Premises: Municipality:
A Certificate of Acceptability ("CoA") is required for EVERY food premises before it begins operating, and must be displayed in a visible location once issued. It is issued by an Environmental Health Practitioner ("EHP") of the local municipality following an inspection under R638. Trading without a valid CoA can lead to a fine or closure of the premises.
1. APPLICATION 1.1. Application status: (Annexure A application form submitted to ).
2. PERSON IN CHARGE 2.1. Person in charge of the food premises: . 2.2. Food safety training status: . Regulation 10 of R638 makes accredited food safety training for the person in charge a precondition for the CoA to be issued.
3. PREMISES REQUIREMENTS 3.1. 3.2. This should confirm, at minimum: washable food-contact and floor/wall surfaces, adequate ventilation, dedicated handwashing basins, hot and cold running water, a pest-control contract in place, and separate storage to prevent cross-contamination. 3.3. Pest-control contractor: .
4. EHP INSPECTION 4.1. Status: . 4.2. CoA issue date (once granted): .
5. DISPLAY OF THE CERTIFICATE 5.1.
6. RELATED MUNICIPAL LICENCE 6.1. 6.2. A CoA is separate from any municipal business licence required for the "sale or supply of meals" under the Businesses Act 71 of 1991 — check the requirements of separately.
⚠️ A Certificate of Acceptability is tied to both the specific premises and the current owner — it must be reapplied for on any change of ownership or relocation. Keep hygiene records (cleaning schedules, pest control, staff training, temperature logs) on file, as these are what an EHP reviews to confirm ongoing compliance at follow-up visits.
This is a boilerplate template, not legal advice. Employment, consumer-protection, data protection, and food-safety law in South Africa is detailed and fact-specific (BCEA, LRA, POPIA, PAIA, CPA, ECTA, R638) — have this document reviewed and adapted by a labour/commercial lawyer, and where relevant checked against current CCMA and Information Regulator guidance, before use.
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0 of 12 fields are taken from the company, employee or counterparty record, the questionnaire can be dictated to the AI, and the finished document comes with a number, a PDF and an acknowledgement record.