How to Get a Certificate of Acceptability in South Africa
The Certificate of Acceptability (COA) is the licence every South African food premises legally needs. Here is who needs one, what to prepare, how to apply, what inspectors check, why applications get refused, and how to pass first time.
- A Certificate of Acceptability (COA) is the legal permit to handle food on a specific premises in South Africa.
- It is issued by your local municipality after an Environmental Health Practitioner inspects the premises against Regulation R638.
- Almost every food business needs one — restaurants, spaza shops, food trucks, home kitchens, factories and more.
- It is issued per premises, is not transferable, and must be displayed on site.
- Getting the premises R638-ready before you apply is the key to passing first time.
You cannot legally handle food in South Africa without a valid Certificate of Acceptability for your premises. It is the first thing an environmental health inspector asks for — and trading without one is an offence from the day you open.
- What is a Certificate of Acceptability?
- Who needs a COA?
- Before you apply: get ready
- How to apply, step by step
- Information you’ll need
- What the inspector checks
- Why applications get refused
- Cost, validity & renewal
- COA by business type
- COA vs business licence
- Trading without a COA
- How ASC helps you pass
- Frequently asked questions
What is a Certificate of Acceptability?
The Certificate of Acceptability (often called a COA) is the official certificate that proves your food premises meet South Africa’s general hygiene law, Regulation R638 of 2018. It is issued by your local municipality after an Environmental Health Practitioner (EHP) inspects your premises and is satisfied they are safe for handling food.
Think of it as your licence to handle food: without it, you are not permitted to prepare, process, store, serve or sell food on those premises — no matter how clean you believe they are. The certificate is specific to that premises and to the type of food handling you do there.
Who needs a Certificate of Acceptability?
Almost every food business does. You need a COA if you handle food that is not factory-sealed. That includes:
- Restaurants, takeaways, cafés, food trucks and caterers
- Spaza shops, supermarkets, butcheries, bakeries and delis
- Food manufacturers, processors, packhouses and cold stores
- Canteens in schools, hospitals, mines, hotels and workplaces
- Home-based food businesses, market stalls and informal food traders
One certificate per premises. The COA is tied to a specific address and is not transferable. If you move, open a second branch, or buy an existing food business, you must apply for a new certificate for that premises.
Before you apply: get your premises ready
A COA inspection is really an R638 inspection. The single biggest reason applications stall is that the premises are not ready when the EHP arrives. Before you apply, make sure the premises already meet Regulation R638:
- Smooth, washable, well-maintained floors, walls and ceilings
- Potable water supply, with hot and cold water where food and equipment are washed
- Hand-washing facilities with soap and hygienic hand drying
- Sufficient, separate, clean staff toilets and change facilities
- Proper storage for food, chemicals (kept separate) and waste
- An effective pest-control programme and refuse control
- Trained food handlers with clean protective clothing and training records
A food-safety gap audit confirms you are ready and flags anything the inspector would pick up — before it costs you a re-inspection.
How to apply for a Certificate of Acceptability, step by step
- Prepare the premises. Make sure everything meets R638 first — this is what determines whether you pass.
- Get the application form. Request the prescribed Certificate of Acceptability application form from your local municipality’s environmental health department.
- Complete the form. Provide the business and premises details, the nature and type of food handling, and the person in charge.
- Submit your application to the municipality’s environmental health department, with any supporting information they request.
- Pass the inspection. An Environmental Health Practitioner inspects the premises against R638. If everything is in order, they recommend the certificate.
- Receive and display your COA. The municipality issues the certificate. Display it on the premises and produce it whenever it is requested.
Information you’ll typically need
Requirements vary slightly by municipality, but you should be ready to provide:
- The trading name and full address of the premises
- The owner’s or applicant’s details and the person in charge of the premises
- A description of the food handling activities (for example preparing, cooking, packing, storing or selling)
- The types of food handled
- Any supporting details the municipality asks for, such as a layout of the premises
What the inspector checks
The EHP assesses your premises against R638. The most common areas they look at are:
| Area | What the inspector looks for |
|---|---|
| Structure & finishes | Smooth, washable, well-maintained floors, walls and ceilings |
| Hand hygiene | Hand-wash basins with soap and hygienic hand drying |
| Ablutions | Sufficient, separate, clean staff toilets and change facilities |
| Water & drainage | Potable water supply and hygienic drainage |
| Food storage | Correct storage, temperature control, raw/ready-to-eat separation |
| Pests & waste | Effective pest control and controlled refuse |
| People | Trained handlers, clean protective clothing, records on file |
Why Certificate of Acceptability applications get refused
Refusals almost always come down to fixable gaps. The most common reasons an EHP will hold back a certificate are:
- Floors, walls or ceilings that are damaged or cannot be cleaned
- No proper hand-washing facilities, or no soap and hand drying
- Inadequate or unclean staff toilet and change facilities
- No temperature control for cold or hot food
- Raw and ready-to-eat food stored together
- Weak pest control or signs of pest activity
- Cleaning chemicals stored with food
- Food handlers with no training records
Every one of these is preventable with the right preparation — which is exactly what a gap audit is for.
Cost, validity, display and renewal
A Certificate of Acceptability is generally issued at little or no cost — the exact fee, if any, varies by municipality. The certificate stays valid for the premises as long as they remain compliant, but it can be withdrawn if standards slip. It must be displayed on the premises and shown to any authorised official on request. If you change the nature of your food handling, alter the premises significantly, or the business changes hands, you should apply again for the new situation.
Certificate of Acceptability by business type
Restaurants & takeaways
Need a COA for the premises, with a focus on kitchens, storage, temperature control and staff hygiene.
Spaza shops & traders
Also require a COA — storage, cleanliness, pest control and safe handling of the food sold.
Home-based food businesses
A home kitchen used for a food business is a food premises and needs a COA for that address.
Food trucks & stalls
Mobile and temporary food units must meet the hygiene requirements and be covered by the necessary approval.
Manufacturers & packhouses
Need a COA and typically build additional food-safety systems (HACCP, FSSC 22000) on top.
Canteens & caterers
Workplace, school and hospital kitchens are food premises and require a COA like any other.
COA vs business licence vs other permits
The Certificate of Acceptability is a food-hygiene certificate — it is not the same as a business licence. Depending on your activity and municipality you may need more than one document:
| Document | What it is for |
|---|---|
| Certificate of Acceptability | Legal permission to handle food on the premises, under R638 |
| Business / trading licence | General permission to trade, issued under business-licensing rules |
| Zoning / land-use approval | Confirms the premises may be used for that purpose |
| Sector-specific approvals | For example meat, dairy or export requirements, where relevant |
Check with your municipality which of these apply to you — the COA is almost always one of them for a food business.
What happens if you trade without a COA?
Handling food without a valid Certificate of Acceptability is an offence under the Foodstuffs, Cosmetics and Disinfectants Act, 1972. An Environmental Health Practitioner can issue a prohibition order that stops you handling food immediately and can effectively close the business until the premises comply. You may also face fines or prosecution — and a closure or a health incident can permanently damage your reputation with customers. Getting the certificate in place before you open is far cheaper than the alternative.
Regulation R638 explained
Food-safety gap audit
Food hygiene audits & training
Accredited food-safety training
How ASC helps you pass first time
Most COA refusals come down to fixable gaps: surfaces that cannot be cleaned, missing hand-wash stations, weak pest control, or food handlers with no training records. ASC helps South African food businesses get inspection-ready by auditing the premises against R638, closing the gaps, putting the right systems and records in place, and training food handlers so the paperwork is there when the EHP asks. Talk to our team to prepare for your inspection with confidence.
Frequently asked questions
How long does it take to get a Certificate of Acceptability?
It depends on your municipality and how ready your premises are. If the premises already meet R638, it can be quick; if the inspector finds gaps, you must fix them and be re-inspected. Preparing properly — ideally with a gap audit — is the fastest route to first-time approval.
How much does a Certificate of Acceptability cost?
The certificate itself is generally issued at little or no cost, though this varies by municipality. Your real investment is in making the premises compliant — facilities, systems and food-handler training.
Does a spaza shop or home-based food business need a COA?
Yes. The requirement applies to any premises where non-sealed food is handled, including spaza shops, informal traders and home-based food businesses.
Is the Certificate of Acceptability the same as a business licence?
No. The COA is a food-hygiene certificate issued under R638 and is specific to handling food. You may also need a separate business licence or trading permit from your municipality, depending on your activity and location.
Do I need a new COA if I take over an existing food business?
Yes. The certificate is not transferable. A change of ownership means you must apply for a new Certificate of Acceptability for the premises.
Where do I apply for a Certificate of Acceptability?
You apply to the environmental health department of your local municipality, which is responsible for issuing the certificate after inspecting your premises.
Does my COA expire?
The certificate remains valid for the premises while they stay compliant, but it can be withdrawn if standards slip, and you should re-apply if the business changes hands or the nature of the food handling changes.
Is food-handler training needed to get a COA?
R638 requires food handlers to be trained in food safety and hygiene, with records kept and available for inspection. Accredited training is the clearest way to show this at your COA inspection. See our food-safety training options.
What is the difference between a COA and R638?
R638 is the regulation — the hygiene rules. The Certificate of Acceptability is the certificate your municipality issues once your premises meet those rules. Read our full R638 guide for the detail.
What South African food businesses say about ASC
ASC Food Safety Consultants is trusted by food businesses across South Africa. Here is what our clients say on Google:
Get COA-ready before the inspector arrives
An ASC gap audit checks your premises against R638 and gives you a clear, prioritised list of what to fix — so your Certificate of Acceptability inspection goes smoothly.
This guide is general information to help South African food businesses understand the Certificate of Acceptability and is not legal advice. Requirements and fees vary between municipalities — always confirm the current process with your local environmental health department.