Building what lasts.
Complete document roadmap – 79 core documents
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-001 | CIPC Registration Certificate | Proof of company registration | |
| HOS-002 | Memorandum of Incorporation (MOI) | Company constitution | |
| HOS-003 | SARS Registration (IT, PAYE, VAT) | Tax compliance (VAT if turnover >R1m) | |
| HOS-004 | COIDA Registration | Employee injury cover | |
| HOS-005 | Public Liability Insurance | Customer injuries (slips, burns, food poisoning) | |
| HOS-006 | Business Licence (Municipal) | Required to trade | |
| HOS-007 | Health Certificate (Municipality) | Food premises inspection – mandatory | |
| HOS-008 | Fire Clearance Certificate | Kitchen and dining area | |
| HOS-009 | Liquor Licence (if selling alcohol) | On‑consumption (tavern/restaurant) | |
| HOS-010 | Zoning Certificate (Business zoning) | Municipality confirmation | |
| HOS-011 | Certificate of Acceptability (Food premises) | Issued by Department of Health – mandatory | |
| HOS-012 | B‑BBEE Certificate | For corporate catering tenders |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-013 | Lease Agreement (Restaurant Premises) | With landlord | |
| HOS-014 | Catering Service Agreement (for events) | For off‑site catering | |
| HOS-015 | Supplier Agreement (Food & Beverage) | With wholesalers | |
| HOS-016 | Event Booking Form / Deposit Agreement | For private functions | |
| HOS-017 | Corkage Agreement (if BYO allowed) | Terms for outside alcohol | |
| HOS-018 | Non‑Disclosure Agreement (NDA) | For recipes, suppliers | |
| HOS-019 | Equipment Rental Agreement (e.g., marquee, chairs) | For events | |
| HOS-020 | Wedding / Function Contract (detailed) | Payment schedule, cancellation policy |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-021 | Employment Contract – Chef / Cook | Permanent staff | |
| HOS-022 | Employment Contract – Waiter / Waitress | Front of house | |
| HOS-023 | Employment Contract – Kitchen Assistant | Prep and cleaning | |
| HOS-024 | Employment Contract – Bartender (if licensed) | Alcohol service | |
| HOS-025 | Employment Contract – Restaurant Manager | Senior staff | |
| HOS-026 | Independent Contractor Agreement (DJ, entertainer) | Subcontractors | |
| HOS-027 | Code of Conduct (Employees) | Hygiene, professionalism, alcohol handling | |
| HOS-028 | Disciplinary Code & Procedure | HR compliance | |
| HOS-029 | Shift Roster Template | Daily/weekly schedule | |
| HOS-030 | Attendance Register (Daily) | Sign‑in / sign‑out | |
| HOS-031 | Training Record – Food Hygiene (Level 1/2) | Mandatory for all food handlers |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-032 | Daily Food Temperature Log (fridges, freezers) | Health compliance | |
| HOS-033 | Daily Cooking Temperature Log (meat, poultry) | Food safety | |
| HOS-034 | Cleaning Schedule (Kitchen & Dining) | Daily / weekly tasks | |
| HOS-035 | Pest Control Log (monthly inspections) | Health requirement | |
| HOS-036 | Stock Take Sheet (raw ingredients) | Daily/weekly | |
| HOS-037 | Waste / Spoilage Log | Food cost control | |
| HOS-038 | Supplier Delivery Note Log | Received goods | |
| HOS-039 | Purchase Order Template | To suppliers | |
| HOS-040 | Daily Sales Summary (POS report) | By item, by hour | |
| HOS-041 | Table Turnover Log (peak hours) | Performance tracking | |
| HOS-042 | Reservation Register (booking log) | For large groups | |
| HOS-043 | Event / Function Checklist (setup, menu, staff) | Detailed plan | |
| HOS-044 | Customer Feedback / Comment Card | Service improvement | |
| HOS-045 | Daily Cash‑Up Sheet (till reconciliation) | Sales vs cash |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-046 | Occupational Health & Safety (OHS) Policy | Company H&S | |
| HOS-047 | Risk Assessment (Kitchen – burns, slips, cuts) | Hazard identification | |
| HOS-048 | HACCP Plan (Hazard Analysis Critical Control Points) | Food safety system | |
| HOS-049 | Incident / Accident Report Form | Customer or staff injury | |
| HOS-050 | First Aid Kit Register | Inventory | |
| HOS-051 | Fire Extinguisher Inspection Log | Monthly check (kitchen specifically) | |
| HOS-052 | Fire Blanket Log (kitchen) | Monthly check | |
| HOS-053 | Emergency Evacuation Plan (dining area) | Map and procedure | |
| HOS-054 | Personal Protective Equipment (PPE) Policy | Non‑slip shoes, gloves, aprons | |
| HOS-055 | Toolbox Talk Register (staff safety) | Monthly topics |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-056 | Invoice Template (corporate catering) | B2B billing | |
| HOS-057 | Supplier Invoice Register | Food, beverage, equipment | |
| HOS-058 | Payroll Register | Staff wages (incl. tips tracking) | |
| HOS-059 | Petty Cash Log | Small expenses | |
| HOS-060 | Daily Banking Register | Cash deposited | |
| HOS-061 | Supplier Payment Schedule | Creditors aging | |
| HOS-062 | Credit Card / EFT Transaction Log | Sales reconciliation | |
| HOS-063 | Bank Reconciliation Template | Monthly finance |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-064 | Asset Register (Master) | Stove, fridges, dishwasher, POS, furniture | |
| HOS-065 | Equipment Maintenance Log (fridge, freezer, stove) | Service records | |
| HOS-066 | Gas Installation Certificate (if gas stove) | Safety compliance – annual | |
| HOS-067 | Extracter Fan / Ventilation Cleaning Log | Fire prevention | |
| HOS-068 | Glassware / Crockery Breakage Register | Stock control | |
| HOS-069 | Cutlery / Utensil Inventory | Theft/loss tracking | |
| HOS-070 | CCTV Camera Log | Security footage | |
| HOS-071 | Asset Disposal Form | Retirement of old equipment |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| HOS-072 | Daily Specials Board Template | Menu changes | |
| HOS-073 | Allergen Declaration Form (for customers) | Legal requirement | |
| HOS-074 | Function Quotation Template | For events | |
| HOS-075 | Overtime Authorization Form | Staff approval | |
| HOS-076 | Leave Application Form | Staff requests | |
| HOS-077 | Supplier Evaluation Form | Vendor performance | |
| HOS-078 | Employee Meal / Break Policy | Internal control | |
| HOS-079 | Termination Checklist | Offboarding |