Building what lasts.
Complete document roadmap + file directory – 77 core documents
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-001 | CIPC Registration Certificate | Proof of company registration | |
| PROP-002 | Memorandum of Incorporation (MOI) | Company constitution | |
| PROP-003 | SARS Registration (IT, PAYE, VAT) | Tax compliance (VAT if rental income >R1m) | |
| PROP-004 | Property Practitioner Licence (PPRA) | Required by PPRA | |
| PROP-005 | Fidelity Fund Certificate (FFC) | Mandatory for handling client money | |
| PROP-006 | COIDA Registration (if employees) | Workmen's compensation | |
| PROP-007 | Public Liability Insurance | Open houses, tenant injuries | |
| PROP-008 | Professional Indemnity Insurance | Valuation or advice errors | |
| PROP-009 | B‑BBEE Certificate | For corporate landlords | |
| PROP-010 | CSD Registration | For government leases |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-011 | Exclusive Mandate Agreement (Sale) | Sole agency to sell | |
| PROP-012 | Non‑Exclusive Mandate Agreement (Sale) | Open mandate | |
| PROP-013 | Exclusive Mandate Agreement (Letting) | Sole agency to rent | |
| PROP-014 | Lease Agreement (Residential) | Core contract – tenant | |
| PROP-015 | Lease Agreement (Commercial) | Shops, offices, warehouses | |
| PROP-016 | Offer to Purchase (Residential) | Standard REBOS form | |
| PROP-017 | Offer to Purchase (Commercial) | Specialised clauses | |
| PROP-018 | Deed of Sale (Vacant Land) | For undeveloped property | |
| PROP-019 | Tenant Application Form | Credit check consent, references | |
| PROP-020 | Lease Renewal Agreement | Option to extend | |
| PROP-021 | Early Termination Agreement | Tenant / landlord exit | |
| PROP-022 | Non‑Disclosure Agreement (NDA) | For off‑market listings | |
| PROP-023 | Property Management Agreement | Authority to collect rent, manage repairs | |
| PROP-024 | Suretyship Agreement (Guarantor) | For high‑risk tenants |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-025 | Employment Contract – Property Practitioner (Agent) | Commission‑based | |
| PROP-026 | Employment Contract – Property Manager | Salaried staff | |
| PROP-027 | Employment Contract – Administrator | Back office | |
| PROP-028 | Independent Contractor Agreement (commission‑only) | Commission‑only agents | |
| PROP-029 | Code of Conduct (PPRA aligned) | Required by Property Practitioners Act | |
| PROP-030 | Disciplinary Code & Procedure | HR compliance | |
| PROP-031 | Commission Split Agreement (per deal) | Between agents | |
| PROP-032 | Shift / Viewing Roster | For open houses | |
| PROP-033 | Training Record – PPRA CPD | Mandatory annual training points |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-034 | Property Inspection Report (Ingoing) | Condition check with tenant | |
| PROP-035 | Property Inspection Report (Outgoing) | Damage assessment | |
| PROP-036 | Monthly Rent Roll | All tenants, rent due, paid, arrears | |
| PROP-037 | Lease Expiry Tracker | Renewal reminders | |
| PROP-038 | Maintenance Request Log | Tenant repair tickets | |
| PROP-039 | Contractor Quote Register | For repairs | |
| PROP-040 | Key Register (per property) | Access control | |
| PROP-041 | Viewing Schedule Log | Prospective tenants / buyers | |
| PROP-042 | Offer Register (for sellers) | Track all offers received | |
| PROP-043 | Deposit Register (Rental) | Tenant deposits held in trust | |
| PROP-044 | Eviction Notice Template | Section 4(1) / Section 5(1) notices | |
| PROP-045 | Deed of Trust (deposit handling) | Required for trust account |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-046 | OHS Policy (for managed properties) | Landlord obligations | |
| PROP-047 | Electrical Certificate of Compliance (ECOC) | Legal requirement for rental | PROP-048 | Gas Certificate of Compliance | For gas appliances |
| PROP-049 | Fire Certificate (for commercial) | Municipality inspection | |
| PROP-050 | Asbestos Report (older buildings) | Health risk assessment | |
| PROP-051 | Tenant Safety Notice | Emergency numbers, exits | |
| PROP-052 | Incident Report Form (tenant injury) | For insurance | |
| PROP-053 | Pest Control Log | Regular inspections |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-054 | Invoice Template (commission) | To seller / landlord | |
| PROP-055 | Debit Order Authorization Form | For monthly rent collection | |
| PROP-056 | Landlord Payment Schedule | Monthly rental payouts | |
| PROP-057 | Trust Account Register (client money) | Mandatory for agents | |
| PROP-058 | Agent Commission Statement (per deal) | Detailed breakdown | |
| PROP-059 | Supplier Invoice Register (maintenance) | Payments to contractors | |
| PROP-060 | Payroll Register | Staff salaries | |
| PROP-061 | Petty Cash Log | Small office expenses | |
| PROP-062 | Bank Reconciliation (including trust account) | Monthly finance |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-063 | Asset Register (office) | Computers, furniture, vehicles | |
| PROP-064 | Vehicle Log Sheet (agent vehicles) | Business use tracking | PROP-065 | Sign Board Register (for sale/to let) | Location tracking |
| PROP-066 | Photography Equipment Register | Cameras, drones | |
| PROP-067 | Asset Disposal Form | Retirement of assets |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| PROP-068 | Client Registration Form (seller/landlord) | Capture mandates | |
| PROP-069 | Buyer / Tenant Registration Form | Lead capture | |
| PROP-070 | Section 13 Notice (lease renewal) | Notification to tenant | |
| PROP-071 | Section 4/5 Notice (eviction) | Legal notice | |
| PROP-072 | Rental Increase Notice (annual) | To tenant | |
| PROP-073 | Credit Check Authorization | For tenant applications | |
| PROP-074 | Agent Visit Report (after viewing) | Internal record | |
| PROP-075 | Referral Fee Agreement | For agent referrals | |
| PROP-076 | Office Trust Account Log | Monthly balancing | |
| PROP-077 | Termination Checklist (staff) | Offboarding |