Building what lasts.
Complete document roadmap + file directory – 73 core documents
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-001 | CIPC Registration Certificate | Proof of company registration | |
| CLN-002 | Memorandum of Incorporation (MOI) | Company constitution | |
| CLN-003 | SARS Registration (IT, PAYE, VAT) | Tax compliance | |
| CLN-004 | COIDA Registration | Employee injury cover | |
| CLN-005 | Public Liability Insurance | Cover for property damage | |
| CLN-006 | B‑BBEE Certificate | For corporate tenders | |
| CLN-007 | CSD Registration | For government contracts | |
| CLN-008 | Waste Carrier Licence | If transporting waste | |
| CLN-009 | Hazardous Chemical Register | For industrial chemicals |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-010 | Cleaning Service Agreement (Master) | Core contract with client | |
| CLN-011 | Site‑Specific SLA | Scope per location | |
| CLN-012 | Quotation / Proposal Template | Itemised pricing (per m², per hour) | |
| CLN-013 | Non‑Disclosure Agreement (NDA) | Confidentiality | |
| CLN-014 | Variation Order Form | Changes to scope / frequency | |
| CLN-015 | Service Sign‑Off Sheet | Daily/weekly client acknowledgement | |
| CLN-016 | Client Complaint Form | Issue logging | |
| CLN-017 | Contract Renewal Letter | Annual retention | |
| CLN-018 | Termination Notice | End of contract | |
| CLN-019 | Subcontractor Cleaning Agreement | For outsourced labour | |
| CLN-020 | Preferred Supplier Agreement | For chemical/equipment suppliers |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-021 | Employment Contract – General Cleaner | Permanent staff | |
| CLN-022 | Employment Contract – Specialised Cleaner | Carpet, windows, etc. | |
| CLN-023 | Employment Contract – Site Supervisor | Team leader | |
| CLN-024 | Employment Contract – Operations Manager | Senior staff | |
| CLN-025 | Independent Contractor Agreement | Subcontractors | |
| CLN-026 | Code of Conduct (Employees) | Behaviour, uniform, attendance | |
| CLN-027 | Disciplinary Code & Procedure | HR compliance | |
| CLN-028 | Shift Roster Template | Daily/weekly schedule | |
| CLN-029 | Attendance Register (Daily) | Sign‑in / sign‑out | |
| CLN-030 | Uniform & PPE Issue Register | Overall, gloves, masks, boots | |
| CLN-031 | Training Record – Chemical Handling | Safety induction |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-032 | Daily Cleaning Checklist (per site) | Tasks completed | |
| CLN-033 | Site Inspection Log (Quality Control) | Supervisor sign‑off | |
| CLN-034 | Equipment Sign‑Out Register | Vacuum cleaners, buffers, etc. | |
| CLN-035 | Chemical Inventory Log | Tracking usage | |
| CLN-036 | Material Safety Data Sheets (MSDS) Register | For all chemicals | |
| CLN-037 | Waste Removal Log | For collected rubbish | |
| CLN-038 | Vehicle Log Sheet (if mobile crew) | Fuel, trips, maintenance | |
| CLN-039 | Key Register (per site) | Access control | |
| CLN-040 | Client Site Visit Register | Sign‑in for supervisors | |
| CLN-041 | Stock Take Report (chemicals, consumables) | Monthly inventory | |
| CLN-042 | Equipment Maintenance Log | Servicing dates | |
| CLN-043 | Lost Property Register | For client sites |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-044 | Occupational Health & Safety (OHS) Policy | Company H&S | |
| CLN-045 | Site‑Specific Risk Assessment | Slips, chemicals, etc. | |
| CLN-046 | Safe Work Method Statement (SWMS) | Task‑by‑task safety | |
| CLN-047 | Incident / Accident Report Form | Injury or near‑miss | |
| CLN-048 | First Aid Kit Register | Inventory per vehicle/site | |
| CLN-049 | Fire Extinguisher Inspection Log | Monthly check | |
| CLN-050 | Chemical Spill Response Plan | Emergency procedure | |
| CLN-051 | Personal Protective Equipment (PPE) Policy | Mandatory gear | |
| CLN-052 | Toolbox Talk Register | Weekly safety talks |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-053 | Invoice Template | Client billing | |
| CLN-054 | Supplier Invoice Register | Payment tracking | |
| CLN-055 | Payroll Register | Staff wages | |
| CLN-056 | Petty Cash Log | Small expenses | |
| CLN-057 | Purchase Order (chemicals, consumables) | Bulk orders | |
| CLN-058 | Supplier Contracts – Chemicals | Ongoing supply agreement | |
| CLN-059 | Client Payment History | Accounts receivable | |
| CLN-060 | Bank Reconciliation Template | Monthly finance |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-061 | Asset Register (Master) | Vacuum cleaners, buffers, scrubbers | |
| CLN-062 | Equipment Maintenance Log | Service records | |
| CLN-063 | Small Equipment Register (mops, buckets) | Consumable tracking | |
| CLN-064 | Vehicle Maintenance Log (if any) | Service records | |
| CLN-065 | Equipment Loan/Return Form | For staff taking home | |
| CLN-066 | Asset Disposal Form | Retirement of old equipment |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| CLN-067 | Daily Work Report (for client) | Summary of tasks done | |
| CLN-068 | Overtime Authorisation Form | Staff approval | |
| CLN-069 | Leave Application Form | Staff requests | |
| CLN-070 | Site Induction Checklist (new cleaner) | Initial briefing | |
| CLN-071 | Client Satisfaction Survey | Feedback form | |
| CLN-072 | Supplier Evaluation Form | Vendor performance | |
| CLN-073 | Termination Checklist | Offboarding |