Certificate of Acceptability application checklist

Before you apply

• The person in charge has completed accredited training that covers Regulation R638 (Reg 10(1)(a)); the Persons in Charge course is designed to satisfy this, and the inspector judges adequacy.
• Every food handler has completed training by a suitable person (Reg 10(1)(b)); the Food Handlers course is designed to satisfy this.
• A training programme and records exist and can be shown to the inspector (Reg 10(1)(d)); a completion report from the manager dashboard is the simplest form.
• The premises pass the R638 readiness checklist above, especially Regulations 5 and 6, because those are what the inspector assesses before recommending the certificate (Reg 3(5)(a)(i)).
• The nature of handling to be declared in section E of the form (for example manufacturing, catering, retail, transport) matches what you actually do (Reg 3(9)(b)).

The application

• Apply to the local authority in whose area the premises are, on a form substantially similar to Annexure A (Reg 3(2)).
• The local authority refers the application to an inspector without delay (Reg 3(3)); expect an inspection.
• If the premises do not yet comply with Regulations 5 and 6, the local authority may grant an extension of at most six months to rectify (Reg 3(5)(a)(ii)); ask for the findings in writing and fix them in order.
• Nothing about the certificate replaces the other approvals the local authority requires, for example zoning or a business licence (Reg 3(5)(c)).

After the certificate is issued

• Display it in a conspicuous place, or keep a copy that can be produced immediately (Reg 3(7)).
• It is not transferable to another person or another premises (Reg 3(9)(a)); a new owner applies afresh.
• A new person in charge must inform the local authority in writing within 30 days so a new certificate can be issued (Reg 3(8)); the certificate expires permanently if this is missed or the handling goes outside section E (Reg 3(9)(f)).
• A prohibition order under Regulation 4 suspends the certificate; if the order is not removed within the period it stipulates (at most six months) the certificate expires permanently (Reg 3(9)(d) and (e)).
• Keep the training records current; the inspector may ask for them at any visit (Reg 10(1)(d)).