Supporting documents are critical to funding applications. Missing or expired documents are the leading cause of application delays and rejections. This guide provides a comprehensive checklist of documents required by South African funders.
Time-saving tip: Keep a digital folder with certified copies of all documents, updated quarterly. This eliminates last-minute scrambles.
Who This Is For
- Any business applying for funding in South Africa
- Entrepreneurs preparing compliance documentation
- Businesses responding to tenders (similar document requirements)
Universal Documents (Required by All Funders)
1. Company Registration Documents
- COR14.3 (Certificate of Incorporation): Original company registration certificate from CIPC
- COR15.1A (Company Registration Certificate): Shows current company status
- COR21.1 (Directors' Details): List of current directors
- Memorandum of Incorporation (MOI): Company's constitution
- Share Certificate / COR39 (Shareholding): Proof of ownership
How to get: Download from CIPC website (cipc.co.za) or order via eFiling. Cost: R50-R100 per document.
2. Tax Compliance Documents
- Tax Clearance Certificate (TCC) / TCS PIN: Proof of SARS compliance (valid 1 year)
- SARS Tax Reference Number: Company tax number
- VAT Registration Certificate: If VAT registered
- Latest ITR14 (Income Tax Return): Most recent annual return filed
TCS PIN: Most funders now accept the TCS PIN (Tax Compliance Status PIN) instead of physical certificates. Apply via SARS eFiling.
3. B-BBEE Documents
- B-BBEE Certificate (verified): From SANAS-accredited agency (turnover above R10m)
- EME Affidavit (Exempted Micro Enterprise): For businesses with turnover under R10m
- QSE Certificate: For businesses with turnover R10m-R50m
Validity: B-BBEE certificates are valid for 1 year from issue date. EME affidavits must be commissioned within 6 months.
4. Financial Documents
- 6 months bank statements: Business account (all pages, not redacted)
- Annual Financial Statements (AFS): Last 2-3 years, audited or independently reviewed if turnover above R10m
- Management Accounts: Most recent month-end financial position
- Financial Projections: 3-year forecasts (income, cash flow, balance sheet)
Audited vs. Reviewed: Startups and small businesses can submit independently reviewed statements. Audits are required for larger businesses or significant funding (above R5m).
5. Identity Documents
- Certified ID copies: All directors, members, and shareholders
- Proof of address: All directors (utility bill, lease, rates notice within 3 months)
- CVs of key management: Directors and senior team members
Certification: ID copies must be certified by SAPS, attorney, or commissioner of oaths. Valid for 6 months from certification date.
6. Banking Documents
- Bank confirmation letter: On bank letterhead, confirming account details
- Cancelled cheque / EFT proof: Proof of banking details
- Credit bureau report: ITC clearance for company and directors
Funder-Specific Documents
In addition to universal documents, funders may require additional documentation:
SEDFA & NYDA
- Business plan (for loans above R500k)
- Quotations for equipment/assets being purchased
- Proof of residence for business premises (lease or rates notice)
- UIF and COIDA registration letters (if employing staff)
- Municipal account or lease agreement (business address)
- For cooperatives: CIPC Cooperative Registration Certificate (COR14.6)
- For youth (NYDA): Proof of age (ID confirming 18-35 years)
IDC & NEF
- Comprehensive business plan (mandatory for all amounts)
- Detailed feasibility study (for large projects above R10m)
- Environmental Impact Assessment (EIA) if required for sector
- Proof of land ownership / lease (for property-based projects)
- Technical drawings / engineering plans (for manufacturing)
- Market study / demand analysis
- NEF-specific: Detailed B-BBEE verification certificate with scorecard
DTIC Incentives
- Proof of local content (for manufacturing incentives)
- Export contracts / letters of intent (for export incentives)
- Skills development plan (for Black Industrialist Programme)
- Environmental compliance certificates
- Municipal zoning certificate
- National Treasury CSD registration
Document Validity Periods
Be aware of expiry dates to avoid rejected applications.
| Document | Validity Period |
|---|---|
| Tax Clearance Certificate (TCC/TCS PIN) | 1 year from issue date |
| B-BBEE Certificate (verified) | 1 year from issue date |
| EME Affidavit | 6 months from commissioner stamp |
| Certified ID copies | 6 months from certification |
| Bank statements | Must be within last 3 months |
| Proof of address | Must be within last 3 months |
| CIPC documents (COR14.3, COR15.1A) | No expiry, but must reflect current status |
| Annual Financial Statements | Most recent financial year end |
Important: Some funders require documents to be less than 30 days old. Always check specific funder requirements before submitting.
Common Mistakes to Avoid
- Expired documents: Submitting outdated certificates
- Uncertified copies: Submitting plain photocopies of IDs
- Missing pages: Incomplete bank statements or agreements
- Illegible scans: Poor quality PDFs that can't be read
- Wrong format: JPG images when PDF required, or vice versa
- Mismatched information: Different names/addresses across documents
- Not checking requirements: Assuming all funders need the same documents
Document Organization Tips
- Create a master folder: Store all documents in one place (cloud storage like Google Drive or Dropbox)
- Name files clearly: Use descriptive names (e.g., "GreenTech_BBBEE_Certificate_2024.pdf")
- Track expiry dates: Set calendar reminders 30 days before documents expire
- Keep originals safe: Physical originals in fireproof safe, certified copies in digital folder
- Update quarterly: Refresh bank statements, management accounts, and certifications
- Create a checklist: Use this guide to tick off required documents before submission
- Save in PDF: Universal format accepted by all funders
Pro tip: Okhantu's Compliance Hub can track document expiries and remind you when renewals are due. Use it to stay organized.
Next Steps
Need Help Preparing Funding Documents?
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