NGO Document Roadmap | Legacy Launchpad

📁 File Directory Structure

Ref	Document	Purpose
NPO-001	CIPC Registration Certificate (NPC – Non-Profit Company)	Proof of registration (if registered as NPC)
NPO-002	Memorandum of Incorporation (MOI) or Constitution	Governing document
NPO-003	SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
NPO-004	COIDA Registration	Employee injury cover
NPO-005	Public Liability Insurance	Cover for events, visitors, beneficiaries
NPO-006	NPO Registration Certificate (DSD)	Required for fundraising, grants
NPO-007	PBO Registration Certificate (SARS)	For tax-deductible donations (Section 18A)
NPO-008	Section 18A Certificate (if applicable)	For issuing donation receipts
NPO-009	B‑BBEE Certificate (or affidavit)	For corporate funding
NPO-010	CSD Registration	For government tenders
NPO-011	DSD Annual Report Filing Proof	Compliance for NPO status
NPO-012	CIPC Annual Return (if registered as NPC)	Compliance
NPO-013	POPIA Compliance Register	Data protection for beneficiaries
NPO-014	Child Protection Clearance (if working with children)	Police clearance for staff/volunteers

Ref	Document	Purpose
NPO-015	Service Level Agreement (SLA) – with funder / donor	Funding terms, reporting
NPO-016	Beneficiary / Participant Enrollment Form	Program registration, consent
NPO-017	Volunteer Agreement (unpaid)	Roles, expectations, liability waiver
NPO-018	Memorandum of Understanding (MOU) – with partners	Collaborative projects
NPO-019	Sponsorship Agreement (corporate)	Benefits for sponsor, reporting
NPO-020	Donation Acknowledgement / Section 18A Receipt Template	For tax-deductible donations
NPO-021	Grant Agreement (with foundation / government)	Terms of grant
NPO-022	Quotation / Proposal Template (for fee-for-service work)	Income generation
NPO-023	Confidentiality Agreement (staff, board)	For sensitive info
NPO-024	Media Consent Form (photos, videos)	For beneficiaries

Ref	Document	Purpose
NPO-025	Employment Contract – Programme Manager	Staff
NPO-026	Employment Contract – Social Worker / Field Officer	Beneficiary facing
NPO-027	Employment Contract – Administrator / Finance Officer	Back office
NPO-028	Independent Contractor Agreement (consultants, trainers)	Project basis
NPO-029	Code of Conduct (Staff & Board)	Ethics, conflict of interest
NPO-030	Disciplinary Code & Procedure	HR compliance
NPO-031	Board of Directors Register (names, terms, minutes)	Governance
NPO-032	Conflict of Interest Register (board and staff)	Transparency
NPO-033	Board Meeting Minutes Template	Governance record
NPO-034	Staff / Volunteer Attendance Register	Sign‑in / sign‑out
NPO-035	Training Record (safeguarding, first aid)	Compliance
NPO-036	Volunteer Timesheet Log	For grant reporting

Ref	Document	Purpose
NPO-037	Beneficiary Database (anonymised where required)	Program tracking
NPO-038	Attendance Register (per programme session)	Proof of delivery
NPO-039	Programme Activity Log (daily / weekly)	Progress monitoring
NPO-040	Case File (per beneficiary – social work, counselling)	Confidential records
NPO-041	Referral Log (to other services)	Beneficiary pathway
NPO-042	Incident / Safeguarding Report Form	Child protection, complaints
NPO-043	Whistleblower Report Form (anonymous)	Governance
NPO-044	Donor / Funder Communication Log	Relationship tracking
NPO-045	Grant Reporting Schedule (per funder)	Deadlines
NPO-046	Monthly / Quarterly Progress Report Template (for funders)	Accountability
NPO-047	Event / Workshop Planning Checklist	Programme delivery
NPO-048	Equipment / Resource Sign‑Out Log (laptops, phones, projectors)	Asset tracking
NPO-049	Vehicle Log Sheet (if own transport for beneficiaries)	Fuel, trips
NPO-050	Stakeholder / Partner Contact Register	Networking

Ref	Document	Purpose
NPO-051	Occupational Health & Safety (OHS) Policy	Office / programme sites
NPO-052	Risk Assessment (programme activities, events, transport)	Beneficiary and staff safety
NPO-053	Safeguarding / Child Protection Policy (mandatory for child‑serving NPOs)	Legal and donor requirement
NPO-054	Incident / Accident Report Form (staff, volunteer, beneficiary)	Documentation
NPO-055	First Aid Kit Register (office, vehicles, event kits)	Inventory
NPO-056	Fire Extinguisher Inspection Log (office)	Monthly check
NPO-057	Emergency Evacuation Plan (office / programme venues)	Map and drill log
NPO-058	Personal Protective Equipment (PPE) Policy (if applicable)	For programme activities
NPO-059	Toolbox Talk Register (staff safety meetings)	Monthly topics

Ref	Document	Purpose
NPO-060	Invoice Template (for fee‑for‑service or cost recovery)	Income
NPO-061	Donation Receipt / Section 18A Certificate Log	Tax compliance
NPO-062	Supplier Invoice Register (office supplies, programme materials)	Expense tracking

Ref	Document	Purpose
NPO-070	Asset Register (Master)	Computers, furniture, vehicles, equipment
NPO-071	Equipment Maintenance Log	Service records
NPO-072	Donated Goods / In‑Kind Register	For audit trail
NPO-073	Vehicle Log Sheet (if own vehicle)	Fuel, trips, maintenance
NPO-074	IT / Software Licence Register	Compliance
NPO-075	Inventory – Programme Supplies (food, blankets, stationery)	Stock control
NPO-076	Asset Disposal Form	Retirement of donated / purchased assets

Ref	Document	Purpose
NPO-077	Beneficiary Intake / Needs Assessment Form	Programme entry
NPO-078	Volunteer Application & Screening Form	Vetting
NPO-079	Staff / Volunteer Exit / Offboarding Checklist	Return of assets, exit interview
NPO-080	Overtime Authorization Form (if applicable)	Staff approval
NPO-081	Leave Application Form	Staff requests


NPO Organisation (Pty) Ltd / NPC/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration_NPC.pdf
│   ├── MOI_Constitution.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── NPO_Registration_DSD.pdf
│   ├── PBO_Registration_SARS.pdf
│   ├── Section_18A_Certificate.pdf (if applicable)
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   ├── CSD_Registration.pdf
│   ├── DSD_Annual_Report_Filings/ (by year)
│   ├── CIPC_Annual_Returns/ (by year)
│   ├── POPIA_Compliance_Register.pdf
│   └── Child_Protection_Clearances/ (staff/volunteers)
│
├── 02 Contracts & Client Docs/
│   ├── SLAs_with_Funders/ (by funder)
│   ├── Beneficiary_Enrollment_Forms/ (anonymised)
│   ├── Volunteer_Agreements/ (by volunteer)
│   ├── MOUs_with_Partners/ (by partner)
│   ├── Sponsorship_Agreements/ (by sponsor)
│   ├── Section_18A_Receipt_Log.xlsx
│   ├── Grant_Agreements/ (by grant)
│   ├── Quotation_Proposal_Template.docx
│   ├── Confidentiality_Agreements_Staff_Board.docx
│   └── Media_Consent_Forms/ (by beneficiary)
│
├── 03 Human Resources & Governance/
│   ├── Employment_Contracts/
│   │   ├── Programme_Manager.docx
│   │   ├── Social_Worker_Field_Officer.docx
│   │   └── Administrator_Finance_Officer.docx
│   ├── Independent_Contractor_Agreements/
│   ├── Code_of_Conduct_Staff_Board.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Board_of_Directors_Register.xlsx
│   ├── Conflict_of_Interest_Register.xlsx
│   ├── Board_Meeting_Minutes/ (by date)
│   ├── Staff_Volunteer_Attendance_Registers/ (by month)
│   ├── Training_Records/ (safeguarding, first aid)
│   └── Volunteer_Timesheets/ (by volunteer)
│
├── 04 Operations & Programme Management/
│   ├── Beneficiary_Database.xlsx (anonymised)
│   ├── Attendance_Registers_Programmes/ (by session)
│   ├── Programme_Activity_Logs/ (daily/weekly)
│   ├── Case_Files/ (beneficiary – confidential, restricted access)
│   ├── Referral_Log.xlsx
│   ├── Incident_Safeguarding_Reports/ (by date)
│   ├── Whistleblower_Reports/ (anonymous)
│   ├── Donor_Funder_Communication_Log.xlsx
│   ├── Grant_Reporting_Schedule.xlsx
│   ├── Progress_Reports_To_Funders/ (by grant)
│   ├── Event_Workshop_Checklists/
│   ├── Equipment_Resource_Sign_Out_Log.xlsx
│   ├── Vehicle_Logs/ (if applicable)
│   └── Stakeholder_Partner_Contact_Register.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_NPO.pdf
│   ├── Risk_Assessments/ (programme activities, events)
│   ├── Safeguarding_Child_Protection_Policy.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Office.pdf
│   ├── PPE_Issue_Register.xlsx (if applicable)
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (fee‑for‑service)
│   ├── Donation_Receipts_Log/ (Section 18A)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Bank_Reconciliation.xlsx
│   ├── Donor_Grant_Income_Register.xlsx (restricted funds)
│   ├── Grant_Expenditure_Logs/ (by grant)
│   ├── Annual_Financial_Statements/ (by year)
│   └── Programme_Budgets/ (by grant, by year)
│
├── 07 Assets & Equipment/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Donated_Goods_Register.xlsx
│   ├── Vehicle_Logs/ (if owned)
│   ├── IT_Software_Licence_Register.xlsx
│   ├── Programme_Supplies_Inventory.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Beneficiary_Intake_Needs_Assessment.docx
    ├── Volunteer_Application_Screening_Form.docx
    ├── Staff_Offboarding_Checklist.docx
    ├── Overtime_Form.docx (if applicable)
    ├── Leave_Application.docx
    ├── New_Staff_Induction_Checklist_NPO.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Beneficiary_Satisfaction_Survey.docx
    └── Funder_Reporting_Checklist.docx

Legacy Launchpad

🤝 NGO / Non-Profit Organisation

📋 Document Roadmap

Phase 1: Registration & Compliance (14 docs)

Phase 2: Contracts & Client Docs (10 docs)

Phase 3: Human Resources & Governance (12 docs)

Phase 4: Operations & Programme Management (14 docs)

Phase 5: Health & Safety (9 docs)

Phase 6: Finance & Suppliers (10 docs)

Phase 7: Assets & Equipment (7 docs)

Phase 8: Forms & Templates (9 docs)

📁 File Directory Structure