Certificate of Acceptability (CoA): A Guide for South African Food Businesses

What is a Certificate of Acceptability?

A Certificate of Acceptability is a regulatory certificate that relates to a food premises under R638.

R638 — the Regulations Governing General Hygiene Requirements for Food Premises, the Transport of Food and Related Matters — deals with the hygiene and standards of premises from which food is handled. The Certificate of Acceptability sits within this framework and is concerned with the premises itself: how it is set up, kept and operated for the handling of food.

Because the official regulation is the authoritative source, we recommend reading R638 directly to see how a Certificate of Acceptability is described and applied.

Who needs a Certificate of Acceptability?

Whether a CoA is required depends on the wording and scope of R638 as it applies to a particular food premises.

R638 sets out its own scope and definitions for the premises it covers. Rather than making an unsupported blanket statement that “every business needs one” or that “nobody does,” the responsible approach is to read the regulation and check how it applies to your specific premises and activities.

The most reliable way to confirm whether your premises requires a Certificate of Acceptability is to consult R638 directly and to speak to the Environmental Health Services of your relevant local authority.

Who issues a Certificate of Acceptability?

A CoA is handled through the relevant local authority, with the inspector / Environmental Health Services involved in the regulatory process.

In practice, this means that the local authority (municipality) with jurisdiction over your premises is central to the process. Environmental Health Services — including the inspector, often an Environmental Health Practitioner (EHP) — are involved in assessing the premises and in the regulatory steps that lead to a decision.

Foodologists does not issue Certificates of Acceptability. Our role is limited to providing R638-aligned food-safety training for food handlers.

How do I apply for a CoA?

At a high level, applying for a CoA follows a journey from identifying your local authority through to a decision on your premises.

What does an Environmental Health Practitioner do?

An Environmental Health Practitioner (EHP) is involved in environmental health functions at local-authority level, which can include matters relating to food premises.

In practical terms, an EHP may be involved in assessing food premises and in the regulatory process connected to a Certificate of Acceptability. Their work supports the local authority in applying the relevant requirements.

To avoid overstating their powers, we do not list specific enforcement actions here. The precise role, powers and procedures applied in your area are best confirmed directly with your local Environmental Health Services.

What may be considered at a food premises?

R638 addresses a range of general hygiene themes for food premises. The list below reflects common R638 themes — it is not an exhaustive inspection checklist.

These themes are drawn from the general subject matter of R638 and are intended to help you understand the kinds of issues that relate to food premises. They should not be treated as a definitive or complete inspection checklist — the applicable requirements are set out in R638 and applied by your local authority.

Does food-handler training give you a CoA?

Training can form part of a business's broader food-safety responsibilities, but completing training does not itself issue or guarantee a Certificate of Acceptability. Training relates to people and their food-safety knowledge; a CoA relates to the premises and is handled through the relevant local authority.

Certificate of Completion vs Certificate of Acceptability

A Foodologists Certificate of Completion is learner-level evidence; a Certificate of Acceptability is a premises-level regulatory certificate.

What role does the Person in Charge play?

The Person in Charge (PIC) has a practical role in overseeing food-safety responsibilities on the premises, including matters such as staff training.

At a high level, the Person in Charge helps ensure that food handlers receive appropriate training and that food-safety practices are followed. This is part of the broader set of responsibilities a food business manages — separate from the local authority's own role in the Certificate of Acceptability process.

Does Foodologists issue CoAs?

Foodologists provides R638-aligned Basic Food Safety Training for food handlers. The Certificate of Acceptability process for a premises is handled by the relevant local authority through its Environmental Health Services. These are two separate matters: training people, and the regulatory certification of a premises.

What should a food business prepare?

The practical points below may help a food business get organised — but this is a non-exhaustive guide, and you should confirm the exact requirements with your local authority.

This list is intended as general guidance only. The definitive requirements, forms and documents are those set by the Environmental Health Services of your relevant local authority.

Municipal differences

Requirements can differ between municipalities, so it is important to confirm the specifics with the relevant Environmental Health Services.

Before relying on any general information, businesses should confirm the following with their local authority:

Frequently asked questions