In South Africa, ensuring food safety isn’t just good practice—it’s the law. Since the introduction of Regulation R638 of 2018, all food handling businesses are legally required to comply with specific hygiene and operational standards. From busy restaurants to small tuck shops, compliance with food safety regulations is essential for protecting public health.
At the core of this legal framework is the Certificate of Acceptability (COA)—sometimes informally called an “R638 certificate.” This document signifies that your food business meets the requirements of Regulation 638 and is legally approved to operate.
In this post, we’ll walk you through the COA application process, explain key regulatory responsibilities, and answer frequently asked questions to help you stay compliant.
🧾 Understanding Regulation 638
Regulation R638, which replaced the earlier Regulation R962 in 2018, applies to a broad range of food businesses, including but not limited to:
- Restaurants and cafés
- Food trucks and hawkers
- Retail stores
- Institutional kitchens (e.g., schools, hospitals)
- Catering services
- Food delivery and transport vehicles
If your business handles food intended for human consumption, Regulation 638 applies to you. It sets the standard for hygiene practices, premises layout, staff training, and operational procedures to prevent foodborne illnesses.
✅ How to Get Your COA in 5 Steps
Here’s a step-by-step breakdown of the COA application process in South Africa:
1. Familiarise Yourself with Regulation 638
Access a copy of Regulation 638 from the Department of Health website and review its requirements. Make sure you understand the responsibilities outlined for both the Person in Charge and the overall premises.
2. Assess Your Facility’s Compliance
Conduct a self-assessment to ensure your premises meet the structural and hygiene requirements. The Person in Charge must have accredited food safety training, and food handlers should receive basic hygiene training.
3. Contact Your Local Municipality
Reach out to your local municipality’s Environmental Health Department and request the COA application form. (You can often find their contact details on your municipal invoice.)
4. Prepare for the Inspection
Submit the completed application form with all supporting documents. An Environmental Health Practitioner (EHP) , formerly known as a health inspector, will then inspect your facility to determine compliance.
5. Receive Your Certificate
If your facility passes inspection, you’ll be issued a Certificate of Acceptability confirming your business is compliant with Regulation 638.
📋 Key COA Regulations You Should Know
🏷️ Display Requirements
You must display your COA clearly in your food premises. You’re also legally required to notify the local authority within 30 days if:
- The Person in Charge changes
- The layout of the physical premises or food offerings change
- You relocate or expand your operations
🔎 The Person in Charge refers to the individual responsible for daily food operations (often the manager, owner, or supervisor).
🚛 Vehicle Certification
If your business uses vehicles to transport prepacked food, each vehicle must carry a certified copy of the COA.
⚠️ Exemptions & Special Considerations
If some parts of Regulation 638 are difficult to implement due to the nature of your operation, you may apply for exemptions—but only with strong, valid reasons and supporting documentation. EHPs may also impose additional hygiene measures beyond the regulations to ensure food safety.
👮♂️ Enforcement and Compliance
Health inspectors are empowered under R638 to enforce compliance. Non-compliance may lead to:
- Temporary closure of your business
- Fines or penalties
- Prohibition orders
Fortunately, businesses are generally given the opportunity to address and resolve issues before severe actions are taken.
🚫 Who Is Exempt from Needing a COA?
Not every food-related operation requires a COA. Exemptions include:
- Businesses doing hunting or fishing only (no further processing)
- Entities handling unprocessed agricultural crops
- Private homes handling food for charitable or personal purposes without compensation
📌 Frequently Asked Questions
🧑 Can I handle food without a COA?
No. It’s illegal to operate any food handling business without a valid COA – unless you fall under one of the listed exemptions above.
📍 Where do I apply for a COA?
Contact your local municipality and ask for the Environmental Health Department. They will provide the application form and guidance.
📄 What documents must I include in my COA application?
Requirements vary by municipality, but may include:
- Zoning certificate (or proof that the premises are zoned for food business use)
- Approved building plan
- Internal layout plan
- Copy of municipal account
- ID of the Person(s) in Charge
- List of vehicle registration numbers used for food transport
- Proof of pest control and waste removal services
- Cleaning schedule
- Copy of current menu and list of suppliers
- Training certificates for the Person in Charge and food handlers
- Butcheries only: Proof of training of all food handlers in cleaning procedures for meat-related equipment (R638 Section 6(8) and Annexure F)
💰 How much does a COA cost?
Fees vary by municipality. Some local authorities may issue COAs free of charge, while others charge a small administrative fee.
⏱️ How long does it take to receive a COA?
Timelines vary depending on your municipality’s capacity. To avoid delays, ensure your facility and documentation are compliant before submitting your application.
📆 Does a COA expire?
No, a COA does not have an expiry date, unless new hygiene regulations are introduced. However, you must update your COA when changes occur—such as a new Person in Charge or major facility upgrades.
🎓 How Food Safety Matters Can Help You
Regulation 638, Section 10(1), requires the Person in Charge to be trained in food safety by an accredited provider or to hold a relevant qualification (e.g., chef or food technologist). Furthermore, all Food Handlers must receive regular food safety training.
Food Safety Matters offers:
✅ An accredited eLearning course for Persons in Charge – fully compliant with R638
✅ A fun, easy-to-follow online course for food handlers – ideal for refresher training
✅ Group discounts and company branding options
👉 Ready to train your team? Click here to learn more about our online courses.
🥇 Conclusion
Obtaining a COA is not just a legal requirement—it’s a sign of your commitment to food safety. By following Regulation 638 and engaging with your local health authority, you can help create a safer, healthier environment for your customers and community.
Whether you’re opening a new café or formalizing a long-standing food business, getting your COA is the first step toward operating responsibly and legally in South Africa’s food industry.