Get Compliant from Anywhere, Easy and Fast!

Get Compliant from Anywhere, Easy and Fast!

Get Compliant from Anywhere, Easy and Fast!

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How to Register a Spaza Shop in South Africa: A Step-by-Step Guide

How to register a Spaza Shop in South Africa expert step by step guide

Update: The government has extended the deadline for the registration of spaza shops and other food-handling shops to 28 February 2025.

As the deadline for Spaza Shop Registration has arrived (and passed), many Spaza shop owners are requesting an extension to avoid closure. Owners wonder how to register a spaza shop online or at a municipality.

Since the official notice in November, there has been a lot of confusion about the registration process and requirements, especially regarding food-handling facilities and foreign nationals.

This article aims to provide a clear, step-by-step guide to registering your spaza shop, ensuring you meet legal requirements to keep your shop open. Answering the question of many “where can i register my spaza shop?”

Important note on how to register a spaza shop in South Africa

Please note: The information on this page is for general informative purposes and is subject to change. We advise you to confirm any details directly with your local authority/municipality.

Where can I register my Spaza Shop in South Africa?

President Cyril Ramaphosa has called for all spaza shops and food-handling facilities to register with their local municipalities. This action makes sure that food safety laws are followed and that dangerous goods are taken off the market, keeping kids safe and preventing future outbreaks.

Consequences for not registering:

Operating a spaza shop without proper registration and permits can lead to:

  • Loss of Income: The government has advised communities to not buy from spaza shops that do not display their registration certificates and permits.
  • Shop Closures: In the past month authorities have already shut down hundreds of non-compliant spaza shops across the country. 
  • Fines and Legal Prosecution: If you are selling food without a valid Certificate of Acceptability (CoA) you can be fined and face imprisonment of between 6 – 24 months.
We answer how to register a spaza shop online in South Africa

How to Reister a Spaza Shop in South Africa (step-by-step)

There are two types of registrations available for the registration of your spaza shop:

Registration at Municipality: This registration focuses on obtaining a trading licence or permit that ensures compliance with local by-laws, health standards, and zoning regulations. This step is mandatory for all spaza shops to operate legally within their communities.  

CIPC Registration: This registration involves registering your Spaza Shop as a legal entity with the Companies and Intellectual Property Commission. Having a registered business separates personal and business liabilities and provides access to funding, loans, and Spaza Shop networks.

Registered Spaza shop serving its happy customers

Municipal Registration

Registering your spaza shop with your local municipality is the first step to operating legally in your area. 

Before starting the registration process, ensure you have all the required documents. Note that the requirements may be different from Municipality to Municipality in South Africa, so it’s important to check with your local municipality what they require. Here’s what you need to know: 

Required Documents:

  •  Certified ID or Passport: If you are a foreign national, ensure you have a certified copy of your passport, asylum seeker certificate or a refugee certificate, not older than 3 months.
  • Business Visa: If you are a foreign national, you will need a valid business visa to operate a business in South Africa. This can be obtained from the South African embassy or consulate.
  • Proof of Address: This could be a municipal utility bill, rental agreement, or an affidavit confirming your shop location.
  • A copy of the Title Deed or Lease Agreement: If you are renting your shop site, you will need to provide a valid lease agreement as well as an affidavit and certified copy of the identity document of the stand or erf owner. If you are the owner of your property, you will need to provide the title deed.
  • Zoning Certificate: Depending on your municipality and type of spaza shop, you may also need a Zoning Certificate or Special Consent Approval. This can be obtained from your local municipality.
  • Affidavit: An official signed and stamped affidavit stating that you are not engaged in the trade of illegal goods.
  • Banking Confirmation Letter: Proof of your South African business or personal bank account. This can be obtained directly from your bank.
  • Tax Clearance Certificate: This is a document obtained from SARS to show that you have no outstanding taxes with SARS.

 

If you are a Food handling shop you will also need:

  • Certificate of Acceptability: This is a certificate issued by your municipality’s Environmental Health Department to prove compliance with food safety standards.
  • Menu: If you are a restaurant of café, you will need to provide a copy of your menu.
Expert tip on Spaza Shop Registration in South Africa 2024

It has been reported that a Certificate of Acceptability takes on average between three to six months to be issued. So if you still need your certificate you will need to apply asap to ensure you can continue with your Spaza Shop Registration.

Spaza Shop Application Process:

The application process can be summed up in 4 easy steps, but keep in mind that that processes and timeframe may differ from municipality to municipality.

Obtain your Application Form

  • Visit your local municipal office in person or check if your municipality offers online application options. Some areas may have designated desks or even an entire hall for spaza shop registrations, making it easier for business owners to apply.
  • The City of Tshwane has provided specific resources for Spaza Shop registration such as physical venues and online links to register your spaza shop. 
  • Here is the Spaza Shop Registration form for the City of Joburg. 
  • The Overstrand Municipality (Hermanus, Gansbaai and more) requires this form to be completed for Spaza Shop Registration. 

Complete and Submit the Form

  • Fill in the form with accurate information about your business (see details as required from the City of Tshwane
  • Submit the form online or at your local municipality along with the required documents listed above. 
  • If you are unsure about any part of the application, municipal staff can guide you through the process. 

Await Approval and Inspections

  • After submission, your municipality will review the application and conduct site inspections. This is to ensure that the premises comply with zoning and structural requirements and food safety standards are met for shops handling consumables.
  • Make sure your premises are clean, well-organised, and meet all health and safety regulations.
  • Final approval depends on verification of the applicant’s legal status by the Department of Home Affairs. 

Receive Your License or Permit

  • Once approved, you will be issued a trading license or permit.
  • Display this document prominently in your shop, as authorities may conduct follow-up inspections.  

CIPC Registration

While registering with your municipality is essential, formalising your spaza shop through the Companies and Intellectual Property Commission (CIPC) offers even greater benefits. CIPC registration transforms your business into a legal entity, setting the foundation for financial growth and sustainability.

Why It’s Important:

1. Protects Personal Assets: By separating your business from your personal finances, registration ensures that personal assets are not at risk if your business incurs debts or liabilities.

2. Access to Opportunities: Registered businesses are eligible for government loans, funding programmes, and other support initiatives such as the Spaza Shop Support Programme. A registered company also allows you to participate in formal business networks, enhancing your credibility with suppliers, customers, and financial institutions.

We answer what is a spaza shop in south africa

Steps to Register with CIPC:

Gather Required Documents

  • Certified copy of your ID or passport (for foreign nationals, a valid visa / passport).
  • Accurately captured details on the Foreigner Assurance Platform (for foreign nationals).
  • Proof of address (like a utility bill, letter from your local counsellor etc).

Online Registration Process

  • Visit the CIPC e-Services portal (available on the CIPC website).
  • Create an account and log in to access the registration system. 
  • Complete the application form with your business details, upload the required documents as stated above, and pay the registration fee of R125. 
  • You can find the step by step guide here

Choosing a Business Name

  • Choose a unique business name that complies with CIPC naming guidelines (like Your Name + Spaza Shop).
  • Use the name reservation tool on the CIPC portal to ensure your chosen name is available. 
  • Once approved, your business name will be linked to your registration documents. 
  • Name Reservation costs R50 

Fees and Processing Times

  • Registration fees are affordable making it accessible to all South Africans. As stated above, registering your own Private Company is only R125. 
  • The process typically takes a few working days, but delays may occur during high-demand periods. 
  • Once your registration is complete, you’ll receive a certificate of incorporation (your Cor.14.3) and your company number. These documents are critical for opening a business bank account, applying for funding, or bidding on tenders. 

Meeting Health and Safety Standards

Maintaining health and safety compliance is not only a legal requirement for spaza shops but also a crucial aspect of building trust with customers. Ensuring that your shop meets the required standards protects public health and positions your business as a reliable and responsible operation. 

The scrutiny during the registration process of Spaza shops will be increased after all the string of health concerns highlighted.  

Importance of Maintaining Health and Safety Compliance:

1. Food Safety Regulations: Spaza shops that sell food must adhere to strict cleanliness protocols. This includes:

  • Regular sanitisation of surfaces and equipment.
  • Proper storage of perishable goods at recommended temperatures to prevent spoilage.
  • Efficient waste management to avoid contamination and pest infestations.
  • Expired or counterfeit food products must never be sold, as they pose serious health risks.

2. Structural Requirements: Your shop must comply with zoning laws to operate legally in your area. This includes:

  • Approved building plans that outline the shop’s layout and compliance with municipal by-laws.
  • Adequate ventilation and lighting to ensure a safe environment for customers and staff.
  • Structural integrity checks may also be required during inspections.

3. Operating Hours and Customer Safety Protocols: Adhere to municipal restrictions on operating hours, typically set between 07:00 and 21:00 and implement measures to ensure customer safety, such as:

  • Maintaining clean walkways.
  • Avoiding overcrowding within the shop.
  • Displaying clear emergency exits.

How to Secure a Certificate:

To prove compliance with health standards, spaza shop owners must obtain the Certificate of Acceptability from their municipality’s Environmental Health Department. Here’s how: 

Application Process

  • Visit your local municipal office and request the application form for the Certificate of Acceptability. 
  • You can find the Application for the City of Cape Town form here
  • Provide details about your shop’s location, type of goods sold, and food-handling practices. 

Inspection by Health Officials

  • An environmental health officer will inspect your premises to ensure it meets required food safety and hygiene standards. 
  • Key focus areas during the inspection include: 
  • Cleanliness of the shop and food preparation areas. 
  • Proper storage facilities for raw and cooked food. 
  • Availability of handwashing stations and waste disposal systems. 

Issuance of the Certificate

  • Once your shop passes the inspection, the Certificate of Acceptability will be issued. 
  • Display this certificate prominently in your shop, as it signals compliance to both customers and regulatory authorities. 
  • Regularly review your operations to maintain these standards and avoid penalties. 

Special Consideration for Foreign Nationals

Foreign nationals play a significant role in the South African spaza shop sector. However, their registration process includes additional requirements to ensure compliance with immigration and business regulations.  

Understanding and meeting these requirements is key to operating legally and securely. 

Where can i register my spaza shop and other questions answered by experts in South Africa

Overview of Additional Requirements for Non-South Africans

Valid Work Permit or Asylum Seeker Permit:

  • Foreign nationals must have a valid passport and a work permit issued by the Department of Home Affairs. This permit should explicitly authorise business operations in South Africa. 
  • Alternatively, asylum seekers must hold a valid asylum seeker permit under Section 22 of the Refugees Act, allowing them to work and operate a business. 

Linking the Business Licence to Visa Validity:

  • The trading licence issued by the municipality is directly linked to the validity of the foreign national’s visa or permit. 
  • Renewing your visa or permit on time is critical to maintaining the validity of your business licence and avoiding penalties or closure. 

Your Path to Business Success

Registering your spaza shop is more than just a legal obligation—it’s a vital step toward protecting your business, building customer trust, and unlocking new opportunities for growth. Compliance ensures your shop operates safely and legally while positioning you for financial and operational support from government initiatives. 

At Company Partners, we understand the challenges that spaza shop owners face in navigating the complexities of registration. Our services are designed to make this process simpler and more accessible: 

  • We can assist with your Spaza Shop Registration and CIPC compliance, ensuring your business meets all legal requirements. 
  • We offer specialised support for foreign nationals, helping them overcome the unique challenges of setting up and running a business in South Africa. 

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