Assembling the correct, current documents before starting the CSD registration process is one of the most practical steps you can take to ensure a smooth registration. Uploading incorrect, expired, or incomplete documents is the most common cause of CSD registration delays and failed verifications. This module provides a comprehensive checklist of all documents required for companies (Pty Ltd), close corporations (CC), and sole traders, along with the specific format requirements for each.
For private companies (Pty Ltd) registered under the Companies Act 71 of 2008, the core CIPC documents required are: the company registration certificate (CoR14.3 or CoR14.1), the memorandum of incorporation (MOI), and the most recent annual return filing confirmation from the CIPC. The company registration certificate confirms the registration number, which must match the number in the CSD. If the company has changed its name, a name change certificate (CoR14.7) is required. If there have been changes in directors, updated director information (CoR39) should be on hand even though it may not always be uploaded — CSD officials may request this during the review process.
Tax compliance documentation is central to CSD registration. The primary requirement is a valid tax compliance status, which the CSD verifies directly through its live integration with the SARS eFiling system. What the CSD requires from you is your company's SARS income tax reference number and the tax compliance status PIN (available from your eFiling profile). The PIN allows the CSD to verify in real time that your tax affairs are in order — income tax, VAT, PAYE, and any other tax types are all checked. If any tax type has an outstanding debt or unfiled return, the CSD verification will fail. Importantly, tax clearance is not a document you upload; it is a status that is electronically verified. Ensure all SARS filings are current before starting registration.
A B-BBEE certificate is required during registration for entities that have been issued one. For Generic Large Enterprises and QSEs, this is a certificate from a SANAS-accredited verification agency. For EMEs, this is an affidavit from a commissioner of oaths, or a certificate from a CIPC-registered accounting officer. The B-BBEE status level you enter on the CSD must exactly match your certificate — discrepancies between the certificate and the CSD entry will result in the B-BBEE preference claim being disallowed during tender evaluation. Upload a clear, legible scan of the full certificate including the SANAS accreditation number of the verifier.
Banking confirmation is required to verify that the bank account details you register on the CSD belong to your company. The acceptable formats for banking confirmation are: a bank confirmation letter on the bank's official letterhead (obtainable from your business banking relationship manager or branch), a stamped and signed bank statement not older than three months, or a cancelled cheque in the company's name. The bank account name must exactly match the company's registered name as it appears in the CSD — if your bank account is in a trading name that differs from the registered company name, you must either update your bank account name or use a bank confirmation letter that links the two names.
For directors and shareholders who are natural persons, the CSD requires certified copies of South African identity documents or, for foreign nationals, certified copies of passports and valid work permits. The certification must be done by a commissioner of oaths within three months of the registration date — outdated certifications are a common cause of registration rejection. For entities with black ownership, the identity documents and ownership declarations are particularly important because they support the B-BBEE ownership verification. Some bid specifications also require certified ID copies to be attached to the bid itself, so keeping a fresh set of certifications as part of your compliance file is a good practice.