2026 Guide: Certificate of Acceptability for SA Municipalities

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South African Food Law · 2026 Guide Updated May 2026·22 min read· By Mthokozisi Nkosi — SAATCA R638 Lead Implementer

Every food business in South Africa must hold a valid Certificate of Acceptability before it opens its doors. Whether you are opening a restaurant in Sandton, a spaza shop in Khayelitsha, a catering company in Durban, or a game lodge kitchen in Limpopo — the COA is non-negotiable. What separates food businesses that sail through inspection from those that fail is preparation. This is the most complete, step-by-step COA application guide published in South Africa for 2026 — covering every document required, every EHP inspection point, municipality-by-municipality guidance for all nine provinces, and the single most common reason COA applications fail: the person in charge not holding an accredited training certificate when the EHP arrives.

R638The governing regulation for all COA applications since 22 June 2018
17Regulations inside R638 that the EHP inspects your premises against
30 daysTime limit to notify your municipality when the person in charge changes
2–16 wksProcessing time range — Cape Town metros to rural Northern Cape
No expiryA COA has no fixed expiry under R638 — but becomes void when key conditions change

What Is a Certificate of Acceptability?

A Certificate of Acceptability (COA) is the mandatory compliance certificate issued by a South African local municipal authority to any food premises where food is handled, prepared, stored, transported, or sold to the public. It is the primary mechanism through which Regulation R638 of 2018 — the Regulations Governing General Hygiene Requirements for Food Premises, the Transport of Food and Related Matters — is enforced at the operational level across all nine South African provinces.

The COA is sometimes called the “R638 certificate,” an “environmental health permit,” or a “food business licence.” Whatever the informal name, it serves one purpose: confirming that a qualified Environmental Health Practitioner (EHP) has inspected your premises and found it to comply with all applicable R638 requirements at the time of inspection.

The COA is issued in the name of the person in charge — the individual legally responsible for daily food safety management of the premises. It covers the specific food premises at the specific address described in the application. It covers only the nature of food handling described in the application. It is non-transferable between premises, between owners, or between persons in charge.

⚠ Operating Without a COA Is Illegal No person may handle food or permit food to be handled at a food premises for which a valid Certificate of Acceptability has not been issued and is not in force. An Environmental Health Practitioner can issue an immediate closure order for any food premises operating without a valid COA. Fines and prosecution under the Foodstuffs, Cosmetics and Disinfectants Act 54 of 1972 apply. South Africa recorded 18 product recalls in the first four months of 2026 alone — enforcement has never been more active.

Who Needs a COA?

Every food premises in South Africa requires a COA: restaurants, cafes, hotels, B&Bs, game lodges, caterers, food manufacturers, FMCG processors, spaza shops, informal traders, market vendors, food trucks, hospital kitchens, school canteens, staff canteens, cold storage facilities, food distributors, and packhouses. The only explicit exclusions are premises controlled under the Meat Safety Act 40 of 2000, and operations involving primary agriculture only with no food processing for sale to the public.

Before You Apply: Two Non-Negotiables

Submitting your COA application before you are ready is the most common mistake South African food businesses make. The application triggers an EHP inspection — and if the inspector finds non-compliance, you receive a deficiency notice and cannot trade legally until all issues are resolved. Two items must be in hand before you submit anything.

▶ Non-Negotiable 1 — Accredited Person in Charge Training Certificate R638 Section 10(1)(a) is the single most commonly failed requirement at COA inspections in 2026. The person in charge must hold a valid food safety training certificate from a provider accredited by SAATCA (South African Association for Training and Certification Authorities) or HPCSA (Health Professions Council of South Africa). Not any training certificate — only SAATCA or HPCSA. The EHP checks this first. Without it, the COA cannot be issued. Get it before you book the inspection.

Get Your R638 Training Certificate Before the EHP Arrives

ASC Food Safety Consultants’ HPCSA-accredited R638 Persons in Charge Course is available online at ascfoodsafetytraining.com. Self-paced. QR-coded certificate accepted by all municipalities. Complete in 2–3 days. From R879.

Enrol Now →
▶ Non-Negotiable 2 — Physical Premises Compliance Your food premises must physically comply with all R638 structural and operational requirements before the EHP arrives. This includes smooth impervious surfaces, functional drainage, adequate ventilation and lighting, screened openings, appropriate handwashing facilities, evidence of active pest control, and operational cleaning schedules. The full EHP inspection checklist is detailed in the section below.

The 8-Step COA Application Process

1
Step One
Download and Study Regulation R638

Download Regulation R638 of 2018 (Government Gazette No. 41730) from the South African Department of Health at health.gov.za (search “R638”). Read all 17 Regulations and 7 Annexures — especially Regulation 5 (structural requirements), Regulation 6 (facilities), Regulation 8 (temperature and storage), Regulation 9 (protective clothing), Regulation 10 (person in charge duties including training), and Regulation 11 (food handler duties). Understanding the regulation is the foundation of everything that follows.

If the legal language is difficult to interpret for your specific business type, ASC Food Safety Consultants can conduct a gap assessment against R638 for your premises before you apply.

2
Step Two
Complete Accredited Food Safety Training

Before doing anything else, ensure the person in charge completes a SAATCA- or HPCSA-accredited food safety training programme per R638 Section 10(1)(a). This is the most efficient first step because the certificate is required at inspection — and the training itself teaches you precisely what your premises must comply with. All food handlers must also complete basic food hygiene training with written assessment records retained on the premises (Section 10(1)(b)).

Both the Persons in Charge Course and the Food Handlers Course are available online at ascfoodsafetytraining.com.

3
Step Three
Conduct a Pre-Application Self-Assessment

Using the EHP Inspection Checklist in the section below, conduct a thorough self-assessment of your food premises before contacting the municipality. Walk through every room, every piece of equipment, every record. Identify and remediate every gap. The cost of fixing deficiencies before inspection is always lower than the cost of a failed inspection, a re-inspection visit, and lost trading days while you remediate.

ASC Food Safety Consultants can conduct a formal pre-inspection gap assessment at your premises, producing a written deficiency report with a prioritised corrective action plan — so you know with certainty that you will pass when the EHP arrives.

4
Step Four
Contact Your Local Municipality’s Environmental Health Department

Contact the Environmental Health Department (EHD) of the local municipality in whose jurisdiction your food premises falls. Request the COA application form. Ask about current processing fees, timelines, and whether your municipality accepts online applications. Contact details are usually on your municipal rates statement or utility bill, on the municipality’s official website, or by calling the general switchboard and asking for the Environmental Health Department. See the full municipality-by-municipality guide further below.

5
Step Five
Complete the Application Form and Gather All Documents

Complete the COA application form accurately and in full. Incomplete forms are the second most common cause of delays after non-compliant premises. The form will typically require: personal details of the person in charge including their ID or passport number, full premises address, a description of food handling activities, food categories handled, number of food handlers employed, and the applicant’s signature. See the full document checklist in the table below.

6
Step Six
Submit Your Application and Pay the Applicable Fee

Submit your completed form and all supporting documents to the Environmental Health Department. Some municipalities accept submissions in person only; others now accept email, WhatsApp, or online portal submissions. Pay any applicable processing fee and retain proof of payment. Do not begin operating your food premises before the COA is issued — trading while your application is pending but before a COA is issued is still illegal.

7
Step Seven
Prepare for and Pass the EHP Inspection

An Environmental Health Practitioner will conduct an inspection of your food premises — scheduled or unannounced. The EHP inspects against all material R638 requirements. Have all documentation physically available on the premises on inspection day: training certificate, food handler training records, temperature logs, pest control contract and recent service report, and cleaning and sanitation schedule. Use the full EHP inspection checklist below to verify readiness before the inspector arrives.

8
Step Eight
Receive and Display Your Certificate of Acceptability

If the EHP is satisfied that your premises complies with all R638 requirements, the COA will be issued by the municipality in the name of the person in charge. Display it prominently in a conspicuous location visible to the public at all times. Vehicles used to transport prepacked food must carry a certified copy of the COA. Keep a certified copy of your COA in a safe location separate from the displayed original.

Document Checklist for Your COA Application

The documents required vary by municipality and business type. Items marked Required are needed in virtually all applications. Items marked Conditional apply in specific circumstances. Items marked Good Practice are not always mandated but materially strengthen your application.

DocumentNotesStatus
Completed COA application formObtained from your local municipality’s Environmental Health Department. Signed by the person in charge.Required
ID document or passport of person in chargeCertified copy. Must match the name on the training certificate.Required
SAATCA- or HPCSA-accredited food safety training certificateR638 Section 10(1)(a). In the name of the current person in charge. Non-transferable. Get yours at ascfoodsafetytraining.com.Required
Food handler training recordsR638 Section 10(1)(b). Written assessment records for all food handlers retained on premises as evidence.Required
Proof of business registrationCIPC registration certificate or SARS sole trader registration. Some municipalities accept a business bank account statement.Required
Lease agreement or proof of premises ownershipSigned lease or title deed confirming legal right to occupy the food premises.Required
Floor plan of the food premisesDetailed layout showing food preparation, storage, cold rooms, ablution facilities, and handwashing stations. A clear hand-drawn plan is accepted by most municipalities.Required
Pest control contract and recent service reportCurrent written contract with a registered pest control company and a report within the last 3 months. All EHPs check for this at inspection.Required
Zoning certificate or permitted land use proofConfirmation that the premises is zoned for food business activities. Particularly important for home-based food operations and business parks.Conditional
Water quality test resultsIf using borehole or non-municipal water: current SANAS-accredited laboratory results confirming potability. Not required if connected to municipal supply.Conditional
Waste disposal arrangementMunicipal collection schedule or contract with a registered waste removal company.Conditional
Butchery-specific training evidenceIf operating a butchery: proof of training in cleaning procedures for meat-related equipment per R638 Section 6(8) and Annexure F.Conditional
Previous EHP inspection reportFor renewals or change-of-owner applications. Provides useful context and can reduce preparation time.Good Practice
Cleaning and sanitation scheduleSite-specific written schedule for all areas of the premises. Will be checked at inspection — have it ready before submission.Good Practice
Temperature monitoring recordsContemporaneous temperature logs for cold storage and hot-holding. Not always required at submission but will be checked at inspection.Good Practice

What the EHP Inspects: The Full R638 Checklist

When an Environmental Health Practitioner conducts your COA inspection, they work through a structured checklist against all material requirements of Regulation R638. Verifying compliance against every point before the inspector arrives is the most reliable way to pass first time.

Documentation
✓
Person in charge training certificate — SAATCA- or HPCSA-accredited. Original in name of current person in charge. Physically available on premises. (R638 Section 10(1)(a))
✓
Food handler training records — Written assessment results and training programme records for all food handlers retained on premises. (R638 Section 10(1)(b))
✓
Temperature logs — Contemporaneous records of cold storage (5°C or below) and hot-holding (60°C or above) with calibrated probe thermometer readings.
✓
Traceability records — Documented traceability system for all food handled at the premises. (R638 Sub-regulation 10(18))
✓
Recall procedure — Written recall procedure known to relevant staff. Includes dual reporting obligation to local EHP and National Directorate: Food Control. (R638 Sub-regulation 10(18))
✓
Processing and distribution records — Retained for at least 6 months after the shelf-life of relevant products. (R638 Sub-regulation 10(16))
✓
Pest control records — Current pest control contract, recent service report, site map of bait stations on premises.
✓
Cleaning and sanitation schedule — Site-specific, posted at the premises, completion records on site.
Premises Structure (R638 Regulations 5 & 6)
✓
Floors, walls, and ceilings — Smooth, impervious, non-absorbent, rust-free, non-toxic, dust-proof, water-resistant. Free of open joints or seams. Cleanable in place.
✓
Drainage — Functional drainage with adequate gradient. No pooling water on food preparation floors. Drains covered where relevant.
✓
Lighting — Adequate in all food preparation, storage, and washing areas. Light fittings over food handling areas shielded or protected against breakage.
✓
Ventilation — Adequate to prevent condensation and remove cooking fumes, steam, and odours. Mechanical extraction where required by the nature of food handling.
✓
Screened openings — All doors, windows, and openings adequately screened or protected against pests, dust, and contamination.
✓
Handwashing facilities — Dedicated handwashing basin accessible to all food handlers. Separate from food preparation sinks. Running water, soap, and hand drying provided at all times.
✓
Ablution facilities — Adequate toilets for staff, separate from food handling areas. Handwashing facilities accessible from toilet facilities.
✓
Storage areas — Dry goods stored off the floor. Chemicals and cleaning agents stored separately from food. Allergens segregated to prevent cross-contamination.
Equipment (R638 Regulation 7)
✓
Food contact surfaces and equipment — Smooth, impervious, non-toxic, cleanable. No cracks, chips, or exposed welds. No non-food-safe materials in contact with food.
✓
Refrigeration equipment — Functional, maintaining food at 5°C or below. Calibrated thermometer present. Coils and seals clean and intact.
✓
Hot-holding equipment — Functional, maintaining food at 60°C or above. Calibrated thermometer used and contemporaneous records kept.
Food Handling Practices (R638 Regulations 8, 9, 10, 11)
✓
Protective clothing — All food handlers wearing clean aprons or overalls, head covering, and appropriate footwear. No jewellery posing a contamination risk. Protective clothing clean at the start of each shift.
✓
Personal hygiene — Visible wounds covered with waterproof dressings. No eating, drinking, smoking, or spitting in food handling areas. Hands washed before handling food, after toilet use, and after handling allergens.
✓
Food storage temperatures — Cold food at 5°C or below, hot food at 60°C or above. Probe thermometer available and calibrated. Temperature logs current and on site.
✓
Cross-contamination prevention — Raw and cooked food physically separated. Allergens managed and segregated. Colour-coded cutting boards and utensils where relevant.
✓
Waste management — Covered waste bins in food handling areas. Regular removal of waste. Waste storage area kept clean and pest-proof.

After the Inspection: What Happens Next

✓ You Pass COA Issued

The EHP is satisfied that your premises complies with all applicable R638 requirements. The COA is issued in the name of the person in charge. Display it prominently at the food premises. You may now operate legally. Remember that ongoing compliance is required at all times — not only on inspection day. Congratulations.

⚠ Non-Compliance Found Deficiency Notice Issued

The EHP identifies one or more non-conformances. A written notice specifies each deficiency and the remediation timeline. The COA is not issued until all deficiencies are resolved to the EHP’s satisfaction (which may require a re-inspection). You cannot trade legally without a valid COA. Address every deficiency systematically and urgently.

▶ Exemptions and Conditional Compliance If certain R638 requirements are genuinely difficult to meet due to the physical constraints of your premises or the specific nature of your operation, you may apply for an exemption or conditional compliance arrangement. This requires written motivation with supporting documentation submitted to the Environmental Health Department. EHPs may also impose additional requirements beyond the standard checklist where they identify specific public health risks at your premises. Both mechanisms require proactive engagement with your local EHD — they do not happen automatically.

Municipality-by-Municipality Guide: All Nine Provinces

While COA applications are governed nationally by R638, the specific procedures, forms, fees, and submission channels vary by municipality. The guide below covers all nine provinces with specific notes on application procedures where these are publicly documented.

Gauteng City of Johannesburg

Contact the City of Joburg’s Environmental Health Section for your specific region (Regions A–G). The COA application form (also called the RP1 form) is available from Environmental Health offices. For Sandton/Randburg/Midrand: Region E. For Soweto: Region D. Confirm current submission channels (in-person vs online) with your regional office before applying. ASC Johannesburg: 272 Oak Avenue, Ferndale, Randburg · +27 010 500 4661. City of Joburg switchboard: 011 407 6111.

Walk-In / Regional Office
Gauteng City of Tshwane (Pretoria)

Apply through Tshwane’s Environmental Health Services offices covering Pretoria, Centurion, and surrounding areas. The COA application form has historically been downloadable from tshwane.gov.za — confirm whether online submission is now available. Tshwane switchboard: 012 358 9999.

Walk-In / Regional Office
Gauteng Ekurhuleni (East Rand)

Covers Boksburg, Benoni, Germiston, Springs, and Alberton. Apply to the Ekurhuleni Environmental Health Department via customer care centres in each area. Phone: 011 999 0000.

Walk-In Required
Western Cape City of Cape Town

Cape Town has South Africa’s most advanced online COA system. From 1 July 2024, all COA applications must be submitted via the City’s e-Services portal at eservices.capetown.gov.za. Register as a Business Partner first, then select “Service Activation – Environmental Health Services” and click “Certificate of Acceptability.” Email: Revenue.Eservices@capetown.gov.za for registration help. ASC Cape Town: 183 Albion Springs, Rondebosch · +27 021 300 4024. City phone: 0860 103 089.

Online via e-Services Portal
Western Cape Cape Winelands, Overberg & Garden Route

For Stellenbosch, Paarl, Franschhoek, Hermanus, George, and Knysna: apply to the relevant local municipality (Stellenbosch Municipality, Drakenstein Municipality, Overstrand Municipality, George Municipality) or the applicable district municipality’s Environmental Health Department. Each municipality has its own offices and processes.

Walk-In / Enquire Locally
Eastern Cape Nelson Mandela Bay (Gqeberha)

Apply to the Nelson Mandela Bay Municipality’s Environmental Health Department covering Gqeberha (Port Elizabeth), Uitenhage, and Despatch. Application forms available at NMBM Environmental Health offices. ASC Head Office: 14 Brickmakers Kloof Road, South End, Gqeberha · +27 041 004 0382. NMBM: 041 506 5111.

Walk-In Required
Eastern Cape Buffalo City (East London) & OR Tambo / Alfred Nzo

For East London/King William’s Town: Buffalo City Metropolitan Municipality Environmental Health Department, 043 705 1111. For Mthatha and the OR Tambo/Alfred Nzo districts: apply to the relevant district municipality. Allow longer timelines in these municipalities due to EHP capacity constraints.

Walk-In Required
KwaZulu-Natal eThekwini (Durban)

Apply to eThekwini Municipality’s Environmental Health Department covering Durban, Umhlanga, Pinetown, and Chatsworth. The eThekwini EHD is one of South Africa’s most active enforcement bodies. Application forms available at Environmental Health offices. eThekwini: 031 322 1111.

Walk-In / Regional Office
KwaZulu-Natal uMgungundlovu (Pietermaritzburg), Ugu District & King Cetshwayo

For Pietermaritzburg: Msunduzi Local Municipality’s Environmental Health Department. For the South Coast (Ugu District): ugu.gov.za has a published COA form available for download. For Richards Bay/Empangeni (King Cetshwayo District): apply to the relevant local municipality’s EHD.

Walk-In / Download Form
Limpopo Capricorn District (Polokwane), Mopani (Tzaneen) & Vhembe

For Polokwane: Capricorn District Municipality or Polokwane Local Municipality’s EHD. For Tzaneen/Hoedspruit/Phalaborwa: Mopani District Municipality. For Louis Trichardt/Musina: Vhembe District Municipality. Allow 8–12 weeks for game lodge and agri-business applications in this region.

Walk-In / Contact Locally
Limpopo Sekhukhune District (Burgersfort / Marble Hall)

The Sekhukhune District Municipality Community Services Department has a published COA application form (R638) available from their offices at sekhukhunedistrict.gov.za. Covers Burgersfort, Marble Hall, and surrounding areas.

Walk-In / Download Form
Mpumalanga City of Mbombela (Nelspruit), Steve Tshwete (Middelburg) & Emalahleni

For Mbombela/White River/Hazyview: City of Mbombela Environmental Health Department. For Middelburg: Steve Tshwete Local Municipality. For eMalahleni (Witbank) and Secunda: Emalahleni Local Municipality and Govan Mbeki Municipality respectively. High concentration of lodge kitchens, mining catering, and agri-processing in this province.

Walk-In Required
Free State Mangaung (Bloemfontein), Lejweleputswa (Welkom) & Fezile Dabi (Sasolburg)

For Bloemfontein: Mangaung Metropolitan Municipality Environmental Health Department. For Welkom and the goldfields: Lejweleputswa District Municipality. For Sasolburg: Fezile Dabi District Municipality. Mangaung is a significant enforcement area particularly for informal traders and spaza shops.

Walk-In Required
North West Bojanala Platinum District (Rustenburg) & Dr Kenneth Kaunda (Klerksdorp)

For Rustenburg and Brits: Bojanala Platinum District Municipality and Rustenburg Local Municipality. For Klerksdorp/Stilfontein: JB Marks Local Municipality. High volumes of mining-sector catering and hospitality COA applications in this province.

Walk-In Required
Northern Cape Sol Plaatje (Kimberley), ZF Mgcawu (Upington) & Namakwa (Springbok)

For Kimberley: Sol Plaatje Local Municipality. For Upington: ZF Mgcawu District Municipality. For Springbok and the Namakwa region: Namakwa District Municipality. The Northern Cape has fewer EHPs per square kilometre than any other South African province. Allow the most generous timelines of any region — potentially 8 to 16 weeks from application to COA issuance. Submit early and follow up regularly.

Extended Timeline — Apply Early
▶ Universal Advice for Any Municipality Regardless of which municipality your food premises falls under: contact the Environmental Health Department before submitting your application. Ask specifically for the current fee schedule, current processing timeline estimate, preferred submission channel, and any locally specific requirements beyond the standard R638 checklist. Municipal processes evolve — what was accurate 12 months ago may have changed. One phone call before submission can save weeks of delay.

Ongoing Obligations After Your COA Is Issued

Your COA is issued based on conditions observed at inspection. Ongoing compliance with all R638 requirements is mandatory at all times — not only when an EHP is on-site. These obligations apply from the day your COA is issued:

Display the COA Prominently

Must be displayed in a conspicuous location visible to the public at all times. Removing or concealing the COA is a regulatory offence. Vehicles transporting prepacked food must carry a certified copy.

Notify Municipality Within 30 Days of Change of Person in Charge

If the named person in charge leaves for any reason, notify the municipality in writing within 30 days. The incoming person in charge must hold their own valid SAATCA- or HPCSA-accredited training certificate from day one.

Maintain Continuous R638 Compliance

All R638 requirements must be met at all times. EHPs conduct unannounced inspections. The COA can be suspended or revoked if ongoing compliance is not maintained between inspections.

Keep All Training Records Current

Ensure the person in charge’s training certificate remains valid. Update food handler training records as new staff join and as existing staff complete refresher assessments. All records must be on the premises at all times.

Re-Apply When Circumstances Change Significantly

Significant changes to food handling activities, premises relocation, major structural changes, or ownership changes require a new COA application and a new EHP inspection. The existing COA is not automatically valid for changed circumstances.

Report Recall Incidents Immediately

If a food recall is necessary, notify both your local EHP and the National Directorate: Food Control as required by R638 Sub-regulation 10(18). Failure to report a recall incident is an additional regulatory offence.

Get R638-Compliant Before You Apply

The most preventable reason for COA application failure in 2026 is the person in charge not holding a SAATCA- or HPCSA-accredited food safety training certificate when the EHP inspects. The HPCSA-accredited courses at ascfoodsafetytraining.com can be completed online in a matter of days — before you even contact your municipality.

HPCSA-Accredited Online Training — ascfoodsafetytraining.com

Both courses below are accredited by the Health Professions Council of South Africa (HPCSA). Certificates are QR-coded for instant verification by Environmental Health Practitioners across South Africa. Used by 3,374+ enrolled students including teams from KFC Africa and SPUR Corporation.

R638 Section 10(1)(a) — Person in Charge Food Safety Practices for Persons in Charge (R638 Course)

HPCSA-accredited. Self-paced online. Covers all 17 Regulations of R638 in full, including the differences from R962. QR-coded certificate accepted by all South African municipalities for COA applications. Complete at your own pace — most students finish within 2–3 days. Ideal for restaurant owners, hotel managers, catering operators, food production managers, and any person whose name will appear on a COA. From R879.

Enrol Now →
R638 Section 10(1)(b) — All Food Handlers Basic Food Safety Practices for Food Handlers

HPCSA-accredited. Self-paced online. Includes a written assessment component with printable results satisfying R638 Section 10(1)(b) documentation requirements. Enrol all food handlers before your inspection. Corporate group pricing available for 5+ enrolments. Also available: a dedicated course for spaza shops and informal traders. From R249 per handler.

Enrol Food Handlers →

How ASC Food Safety Consultants Helps You Get Your COA

ASC Food Safety Consultants has guided more than 50 South African businesses through R638 compliance implementation and COA applications. Founded by Mthokozisi Nkosi — one of only three SAATCA R638 Lead Implementers in South Africa, verifiable at saatca.co.za/registered-implementers/ — ASC provides every service required to take a food business from non-compliant to COA in hand.

ASC Food Safety Consultants — Verified Accreditations & Credentials
SAATCA

Mthokozisi Nkosi is one of only 3 SAATCA R638 Lead Implementers in South Africa. Verifiable at saatca.co.za/registered-implementers/. This designation requires demonstrated competency assessment — it cannot be self-claimed.

HPCSA

Dual SAATCA and HPCSA accreditation for food safety training delivery. ASC certificates accepted by all South African municipalities as valid proof of R638 Section 10(1)(a) compliance.

Lead Auditor

Registered Lead Auditor under both Exemplar Global and IRCA — enabling FSSC 22000, BRCGS, and ISO 22000 certification auditing for businesses ready to go beyond the COA baseline.

GlobalG.A.P.

Registered GLOBALG.A.P. Trainer. Covers primary production and export food safety requirements for agricultural businesses requiring both COA and international standards compliance.

FOODBEV SETA

Registered Assessor: F01/585/ASR00067. BBBEE Level 1 contributor — preferential procurement advantage for B-BBEE-conscious organisations and public sector clients.

Track Record

3,374+ students trained online · 50+ companies guided to compliance · KFC Africa, SPUR Corporation, McCain Foods · SABC, eNCA, Daily Maverick, Carte Blanche · Peer-reviewed PubMed publication.

R638 Persons in Charge Course (HPCSA-Accredited, Online)

The training certificate your person in charge needs before the EHP arrives. Self-paced, online, QR-coded. Accepted by all South African municipalities. Available immediately at ascfoodsafetytraining.com.

Enrol Now →
Basic Food Safety for Food Handlers (HPCSA-Accredited, Online)

Satisfies R638 Section 10(1)(b) with printable written assessment records. Enrol all food handlers before inspection day. Corporate group pricing available. Available at ascfoodsafetytraining.com.

Enrol Food Handlers →
Pre-COA Inspection Gap Assessment

On-site assessment of your food premises against every R638 requirement before submission. Written deficiency report with prioritised corrective actions. Know you will pass before the EHP arrives. Available nationwide across all nine provinces.

Request an Assessment →
ASC Certified Hygiene Audit (5-Star Rated)

Goes beyond COA minimums. The independently scored hygiene audit with ASC’s 5-star certification — required by major retailers, hotel groups, and franchise operators as a condition of continued supply or franchise operation.

Request a Hygiene Audit →
R638 Documentation Package

Pre-built temperature logs, cleaning schedules, traceability records, allergen management procedures, and recall procedure templates — all compliant with R638 requirements and ready for immediate use on your premises.

Browse Document Toolkits →
FSSC 22000 & BRCGS System Implementation

For manufacturers, processors, and exporters who need to go beyond R638 to GFSI-recognised certification. R638 compliance is the regulatory foundation — ASC builds the complete FSSC 22000 or BRCGS system on top of it.

Contact the Team →

Ready to Get Your Certificate of Acceptability?

Start with the training your person in charge must have before the EHP arrives. HPCSA-accredited. Online. QR-coded. Accepted by all South African municipalities. Enrol today at ascfoodsafetytraining.com.

Get Persons in Charge Training → Book a Gap Assessment

Frequently Asked Questions: Certificate of Acceptability

What is a Certificate of Acceptability in South Africa? →
A Certificate of Acceptability (COA) is a mandatory compliance certificate issued by a local South African municipal authority under Regulation R638 of 2018. It confirms that a food premises has been inspected by an Environmental Health Practitioner and complies with the hygiene, structural, training, documentation, and food safety requirements of R638 under the Foodstuffs, Cosmetics and Disinfectants Act 54 of 1972. No food business in South Africa may handle, prepare, store, transport, or sell food to the public without a valid, displayed COA.
How do I apply for a Certificate of Acceptability? →
The eight steps are: (1) Download and study Regulation R638; (2) Complete an HPCSA- or SAATCA-accredited food safety training course for the person in charge; (3) Conduct a pre-application self-assessment against R638; (4) Contact your local municipality’s Environmental Health Department for the COA application form; (5) Complete the form and gather all supporting documents; (6) Submit the application and pay any applicable fee; (7) Prepare for and pass the EHP inspection; (8) Receive and display your COA. The full step-by-step guide with document checklist and EHP inspection checklist is detailed in this article.
Does a Certificate of Acceptability expire? →
A COA issued under Regulation R638 does not have a fixed expiry date under normal circumstances. However, it becomes invalid or must be renewed if: the person in charge named on the COA changes (the municipality must be notified within 30 days); there are significant structural changes to the food premises; the nature of food handling activities changes materially; or a prohibition order is issued and not resolved within six months. Previous COAs issued under the repealed Regulation R962 expired on 22 June 2019.
What training is required for a Certificate of Acceptability? →
Regulation R638 Section 10(1)(a) requires the person in charge to hold a valid food safety training certificate from a provider accredited by SAATCA or HPCSA. This certificate must be in the name of the current person in charge, physically available at the premises, and produced at EHP inspection. Without it, the COA cannot be issued. Additionally, all food handlers must receive basic hygiene training with written assessment records retained on the premises (Section 10(1)(b)). The HPCSA-accredited courses are available at ascfoodsafetytraining.com.
How much does a Certificate of Acceptability cost in South Africa? →
COA application fees vary by municipality — from free in some smaller local authorities to approximately R165 to R500 in the major metros. Some municipalities charge no fee at all. Always confirm the current fee schedule with your specific municipality’s Environmental Health Department before submitting your application, as fees are reviewed periodically.
How long does it take to get a Certificate of Acceptability? →
Processing times vary significantly: 2–4 weeks in Cape Town (which has an online portal); 4–6 weeks in City of Johannesburg and eThekwini; 6–10 weeks in smaller municipalities. In rural districts — particularly the Northern Cape and parts of Limpopo — timelines can extend to 8–16 weeks due to EHP capacity constraints. Submitting a fully compliant, complete application and ensuring the person in charge training certificate is in hand before submission is the most reliable way to avoid delays.
Can a Certificate of Acceptability be transferred to a new owner or premises? →
No. A Certificate of Acceptability is non-transferable. It is issued specifically to the named person in charge at the specific food premises described in the application. Any change of owner, person in charge, premises address, or significant change in the nature of food handling requires a new COA application and a new EHP inspection. Continuing to use a COA after any of these triggering changes have occurred without re-applying is illegal.
Does a spaza shop or informal trader need a COA? →
Yes. Regulation R638 applies to all food premises in South Africa where food is handled or sold to the public — including spaza shops, informal traders, market vendors, and street food operators. Following the 2024 national government declaration on spaza shop food safety following contamination-related deaths, enforcement of COA requirements for informal traders has intensified significantly across all nine provinces. A dedicated online course for informal traders and spaza shop owners is available at ascfoodsafetytraining.com.

Related Articles From ASC Food Safety Consultants

MN
Mthokozisi Nkosi BSc Agric Hons Food Science & Technology  ·  MPH  ·  MBA  ·  BCom Hons International Supply Chain
SAATCA R638 Lead Implementer (1 of 3 in South Africa)  ·  Registered Lead Auditor: Exemplar Global & IRCA
GLOBALG.A.P. Registered Trainer  ·  FOODBEV SETA Registered Assessor (F01/585/ASR00067)  ·  SAAFoST Professional Member
Founder & MD — ASC Food Safety Consultants  ·  ASC Food Safety Training

Mthokozisi Nkosi is the founder of ASC Food Safety Consultants — South Africa’s leading specialist food safety consulting, training, and auditing firm with offices in Gqeberha (Eastern Cape), Johannesburg (Gauteng), and Cape Town (Western Cape). He is one of only three SAATCA R638 Lead Implementers in South Africa and has guided more than 50 South African businesses through R638 compliance and COA applications. He has trained 3,374+ food safety practitioners through ASC’s online platform and his work has been featured in the Daily Maverick, SABC News, eNCA, and Carte Blanche.

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Disclaimer: This article is produced for educational and informational purposes by ASC Food Safety Consultants. Regulation R638 of 2018 (Government Gazette No. 41730) is available from the South African Department of Health. COA application procedures, fees, and timelines are determined by individual municipalities and may change without notice — always verify current requirements with your local Environmental Health Department before applying. This article does not constitute legal advice. Contact ASC Food Safety Consultants at ascfoodsafety.com/contact-us/ · Gqeberha +27 041 004 0382 · Johannesburg +27 010 500 4661 · Cape Town +27 021 300 4024.

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