📋 Document Roadmap

Phase 1: Registration & Compliance (12 docs)

✔	Ref	Document	Purpose
	FUN-001	CIPC Registration Certificate	Proof of company registration
	FUN-002	Memorandum of Incorporation (MOI)	Company constitution
	FUN-003	SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	FUN-004	COIDA Registration	Employee injury cover
	FUN-005	Public Liability Insurance	Cover for families, visitors at services
	FUN-006	Funeral Undertaker Licence (Municipal/Provincial)	Required to operate

FUN-007 Health Certificate (Mortuary / Preparation Room) Municipality inspection FUN-008 Fire Clearance Certificate For chapel, mortuary, office FUN-009 Zoning Certificate (Commercial) Municipality confirmation FUN-010 Transport / Hearse Operator Permit (if own fleet) Road Traffic Act FUN-011 B‑BBEE Certificate For corporate and government tenders FUN-012 Professional Indemnity Insurance (for prepaid policies) If selling funeral policies

Phase 2: Contracts & Client Docs (12 docs)

✔RefDocumentPurpose FUN-013 Funeral Service Agreement (with family) Core contract, price breakdown FUN-014 Pre‑Need Funeral Plan Contract For prepaid policies FUN-015 Cremation Authorisation Form (if cremation) Legal consent FUN-016 Embalming / Body Preparation Consent Form Family authorisation FUN-017 Transport / Removal of Deceased Authorisation From place of death FUN-018 Quotation / Price List Template (standard packages) Transparency FUN-019 Supplier Agreement (coffin, flowers, catering) With third parties FUN-020 Chapel / Venue Hire Agreement (if using own chapel) For families FUN-021 Non‑Disclosure Agreement (NDA) For sensitive family information FUN-022 Indemnity Form (for delays beyond control) Weather, road closures FUN-023 Grave / Cemetery Booking Form (with municipality) Proof of plot FUN-024 Memorial / Tombstone Agreement (if selling) With family

Phase 3: Human Resources (10 docs)

✔RefDocumentPurpose FUN-025 Employment Contract – Funeral Director / Mortician Professional staff FUN-026 Employment Contract – Embalmer / Body Preparer Skilled FUN-027 Employment Contract – Hearse Driver Drivers FUN-028 Employment Contract – Pallbearers / General Assistants Casual labour FUN-029 Employment Contract – Office Administrator Admin FUN-030 Independent Contractor Agreement (e.g., florist, catering) Subcontractors FUN-031 Code of Conduct (Employees) Dignity, confidentiality, professionalism FUN-032 Disciplinary Code & Procedure HR compliance FUN-033 Funeral Staff Roster (per day / per funeral) Scheduling FUN-034 Attendance Register (Daily) Sign‑in / sign‑out

Phase 4: Operations & Funeral Management (14 docs)

✔RefDocumentPurpose FUN-035 Case File per Deceased (master record) All documents combined FUN-036 Death Certificate Copy Log For DHA tracking FUN-037 Removal of Remains Log (date, time, place, staff) Chain of custody FUN-038 Mortuary / Cold Storage Log (body holding) Temperature, entry/exit FUN-039 Embalming / Preparation Record (per body) Chemicals, date, staff FUN-040 Coffin / Casket Inventory (by type) Stock control FUN-041 Hearse / Fleet Vehicle Log (per trip) Fuel, mileage FUN-042 Order of Service (funeral programme) template For printing FUN-043 Flower Order Log (per funeral) Supplier tracking FUN-044 Catering Order Log (per funeral) For memorial services FUN-045 Cemetery / Crematorium Booking Register Schedule FUN-046 Family Complaint / Feedback Log Service improvement FUN-047 Prepaid Policy Register (clients, payments, status) Actuarial / financial FUN-048 Death Notice / Obituary Template (for newspapers) Marketing

Phase 5: Health & Safety (10 docs)

✔RefDocumentPurpose FUN-049 Occupational Health & Safety (OHS) Policy Mortuary‑specific FUN-050 Risk Assessment (Mortuary – chemicals, lifting, body fluids) Hazard identification FUN-051 Safe Work Method Statement (SWMS) per task Embalming, lifting, driving FUN-052 Incident / Accident Report Form Staff or family injury FUN-053 First Aid Kit Register (mortuary, office, vehicles) Inventory FUN-054 Fire Extinguisher Inspection Log (chapel, mortuary) Monthly check FUN-055 Emergency Evacuation Plan (chapel, mortuary) Map and procedure FUN-056 Personal Protective Equipment (PPE) Register Gloves, gowns, masks, goggles FUN-057 Hazardous Chemical Register (formaldehyde, embalming fluids) MSDS on file FUN-058 Toolbox Talk Register (staff safety) Monthly topics

Phase 6: Finance & Suppliers (8 docs)

✔RefDocumentPurpose FUN-059 Invoice Template (per funeral) Billing family or insurer FUN-060 Supplier Invoice Register (coffins, flowers, catering) Expense tracking FUN-061 Payroll Register Staff wages FUN-062 Petty Cash Log Small purchases FUN-063 Client Payment Log (families, insurance payouts) Receivables FUN-064 Supplier Payment Schedule Creditors aging FUN-065 Prepaid Funeral Policy Trust Account Register Legal requirement for prepaid plans FUN-066 Bank Reconciliation Template Monthly finance

Phase 7: Equipment & Assets (9 docs)

✔RefDocumentPurpose FUN-067 Asset Register (Master) Hearses, mortuary fridges, stretchers, chapel furniture FUN-068 Vehicle Maintenance Log (hearses, support vehicles) Service records FUN-069 Mortuary Fridge / Cold Storage Temperature Log Daily checks FUN-070 Embalming Machine / Equipment Maintenance Log Calibration FUN-071 Stretcher / Trolley Inspection Log Safety FUN-072 Chapel Audio / Visual Equipment Log (if used) Maintenance FUN-073 Fleet Tyre / Brake Inspection Log Vehicle safety FUN-074 Generator / Backup Power Log (mortuary critical) Runtime, fuel FUN-075 Asset Disposal Form Selling old vehicles/equipment

Phase 8: Forms & Templates (7 docs)

✔RefDocumentPurpose FUN-076 Pre‑Funeral Planning Checklist (for clients) Capture wishes FUN-077 Overtime Authorization Form (staff) For overnight services FUN-078 Leave Application Form Staff requests FUN-079 New Employee Induction Checklist (mortuary safety) Onboarding FUN-080 Supplier Evaluation Form Vendor performance FUN-081 Bereavement Support / Aftercare Survey Family feedback FUN-082 Termination Checklist Offboarding

Funeral Services (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Funeral_Undertaker_Licence.pdf
│   ├── Health_Certificate_Mortuary.pdf
│   ├── Fire_Clearance.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Hearse_Operator_Permit.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── Professional_Indemnity.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Funeral_Service_Agreements/ (by family)
│   ├── Pre_Need_Funeral_Plan_Contracts/ (by client)
│   ├── Cremation_Authorisation_Forms/ (by deceased)
│   ├── Embalming_Consent_Forms/ (by deceased)
│   ├── Transport_Removal_Authorisation/
│   ├── Quotation_Price_List_Template.xlsx
│   ├── Supplier_Agreements/ (coffins, flowers, catering)
│   ├── Chapel_Hire_Agreements/ (if own venue)
│   ├── Cemetery_Booking_Forms/ (by deceased)
│   └── Memorial_Tombstone_Agreements/
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Funeral_Director_Mortician.docx
│   │   ├── Embalmer_Body_Preparer.docx
│   │   ├── Hearse_Driver.docx
│   │   ├── Pallbearer_General_Assistant.docx
│   │   └── Office_Administrator.docx
│   ├── Independent_Contractor_Agreements/ (florist, caterer)
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Staff_Rosters/ (by week)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Funeral Management/
│   ├── Case_Files/ (by deceased name)
│   │   ├── Death_Certificate.pdf
│   │   ├── Removal_Log_Entry.pdf
│   │   ├── Embalming_Record.pdf
│   │   ├── Coffin_Type.pdf
│   │   ├── Order_of_Service.pdf
│   │   └── Cemetery_Booking.pdf
│   ├── Mortuary_Cold_Storage_Log.xlsx
│   ├── Coffin_Casket_Inventory.xlsx
│   ├── Hearse_Fleet_Logs/ (by vehicle, by trip)
│   ├── Flower_Order_Logs.xlsx
│   ├── Catering_Order_Logs.xlsx
│   ├── Cemetery_Crematorium_Booking_Register.xlsx
│   ├── Family_Complaint_Feedback_Log.xlsx
│   ├── Prepaid_Policy_Register.xlsx (critical)
│   └── Death_Notice_Obituary_Template.docx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Mortuary.pdf
│   ├── Risk_Assessment_Mortuary.pdf
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plans/
│   ├── PPE_Issue_Register.xlsx
│   ├── Hazardous_Chemical_Register.xlsx (formaldehyde)
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by funeral)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_Log.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Prepaid_Trust_Account_Register.xlsx (legal)
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Vehicle_Maintenance_Logs/
│   ├── Mortuary_Fridge_Temperature_Log.xlsx
│   ├── Embalming_Equipment_Maintenance_Log.xlsx
│   ├── Stretcher_Trolley_Inspection_Log.xlsx
│   ├── Chapel_AV_Equipment_Log.xlsx
│   ├── Fleet_Tyre_Brake_Log.xlsx
│   ├── Generator_Backup_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Pre_Funeral_Planning_Checklist.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Mortuary_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Bereavement_Aftercare_Survey.docx
    └── Termination_Checklist.docx