🏗️ Construction Industry

Complete document roadmap + file directory – 84 core documents

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Document Roadmap

R 700

Complete list of 84 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance (10 docs)

✔	Document	Description
	CON-001 – CIPC Registration Certificate	Proof of company registration
	CON-002 – Memorandum of Incorporation (MOI)	Company constitution
	CON-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance
	CON-004 – CIDB Registration Certificate	Construction Industry Development Board – required for tenders
	CON-005 – NHBRC Registration (if residential)	National Home Builders Registration Council
	CON-006 – CSD Registration	Supplier Database for government tenders
	CON-007 – B‑BBEE Certificate	Required for tenders
	CON-008 – COIDA Registration	Workmen's compensation
	CON-009 – Public Liability Insurance	Site cover
	CON-010 – Construction Permit (if structural)	Local municipality approval

Phase 2: Contracts & Client Docs (12 docs)

✔	Document	Description
	CON-011 – Construction Agreement (Master)	Core client contract
	CON-012 – Subcontractor Agreement	For hired labour or specialists
	CON-013 – Quotation / Proposal Template	Itemised pricing for tenders
	CON-014 – Non‑Disclosure Agreement (NDA)	Confidentiality
	CON-015 – Variation Order Form	Changes to scope / cost
	CON-016 – Progress Payment Certificate	Milestone billing
	CON-017 – Practical Completion Certificate	Handover to client
	CON-018 – Defects Liability Period Agreement	Snag list and warranty
	CON-019 – Site Handover Form	Client takes possession
	CON-020 – Final Account Statement	Closing out contract
	CON-021 – Client Complaint Form	Dispute logging
	CON-022 – Subcontractor Safety Indemnity	Liability waiver

Phase 3: Human Resources (12 docs)

✔	Document	Description
	CON-023 – Employment Contract – General Worker	Permanent staff
	CON-024 – Employment Contract – Skilled Artisan	Bricklayer, carpenter, etc.
	CON-025 – Employment Contract – Site Supervisor	Team leader
	CON-026 – Employment Contract – Project Manager	Senior staff
	CON-027 – Independent Contractor Agreement	Subcontractors
	CON-028 – Code of Conduct (Employees)	Behaviour rules
	CON-029 – Disciplinary Code & Procedure	HR compliance
	CON-030 – Shift Roster Template	Daily/weekly schedule
	CON-031 – Attendance Register (Daily)	Sign‑in / sign‑out
	CON-032 – PPE Issue Register	Hard hats, boots, vests
	CON-033 – Training Record – Health & Safety	Induction proof
	CON-034 – Training Record – Machinery Operation	Excavator, mixer, etc.

Phase 4: Operations & Site Management (14 docs)

✔	Document	Description
	CON-035 – Daily Site Diary	Log of activities, weather, delays
	CON-036 – Site Instruction Register	Client directions
	CON-037 – Delivery Note Register	Materials received
	CON-038 – Tool & Equipment Sign-Out Register	Tracking onsite tools
	CON-039 – Vehicle Log Sheet (per vehicle)	Fuel, trips, maintenance
	CON-040 – Concrete Pour Register	Quality control
	CON-041 – Material Requisition Form	Stock requests
	CON-042 – Plant / Machinery Daily Checklist	Excavator, mixer, compactor
	CON-043 – Scaffold Inspection Log	Safety compliance
	CON-044 – Site Diary (Supervisor Copy)	Detailed events
	CON-045 – Photographic Record Log	Progress photos with dates
	CON-046 – Client Site Visit Register	Sign‑in for client reps
	CON-047 – Waste Manifests (if hazardous)	Environmental compliance
	CON-048 – As‑Built Drawings Register	Final plans

Phase 5: Health & Safety (10 docs)

✔	Document	Description
	CON-049 – Occupational Health & Safety (OHS) Policy	Company H&S
	CON-050 – Site‑Specific Risk Assessment	Hazard identification
	CON-051 – Safe Work Method Statement (SWMS)	Task‑by‑task safety
	CON-052 – Incident / Accident Report Form	Injury or near‑miss
	CON-053 – First Aid Kit Register	Inventory
	CON-054 – Fire Extinguisher Inspection Log	Monthly check
	CON-055 – Emergency Evacuation Plan (per site)	Map and procedure
	CON-056 – Toolbox Talk Register	Weekly safety talks
	CON-057 – Personal Protective Equipment (PPE) Policy	Mandatory gear
	CON-058 – Hazardous Substance Register	Chemicals, fuels, paint

Phase 6: Finance & Suppliers (10 docs)

✔	Document	Description
	CON-059 – Invoice Template	Client billing
	CON-060 – Supplier Invoice Register	Payment tracking
	CON-061 – Payroll Register	Staff wages
	CON-062 – Petty Cash Log	Small site expenses
	CON-063 – Material Purchase Order	Bulk orders
	CON-064 – Supplier Contract – Materials	Cement, bricks, steel
	CON-065 – Plant Hire Agreement	Excavator, mixer, compactor
	CON-066 – Bank Reconciliation Template	Monthly finance
	CON-067 – Client Payment History	Accounts receivable
	CON-068 – Retention Money Register	Held back by client

Phase 7: Equipment & Assets (8 docs)

✔	Document	Description
	CON-069 – Asset Register (Master)	All tools, vehicles, plant
	CON-070 – Vehicle Maintenance Log	Service records
	CON-071 – Small Tool Register (under R500)	Hand tools, drills, etc.
	CON-072 – Equipment Calibration Log	Levels, laser distance meters
	CON-073 – Generator / Compressor Log	Running hours, service
	CON-074 – Scaffolding Register	Inspection dates
	CON-075 – Ladder Inspection Log	Monthly check
	CON-076 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates (8 docs)

✔	Document	Description
	CON-077 – Daily Work Report (for client)	Progress update
	CON-078 – Overtime Authorisation Form	Staff approval
	CON-079 – Leave Application Form	Staff requests
	CON-080 – Subcontractor Induction Form	Safety briefing
	CON-081 – Site Induction Checklist (new worker)	Initial training
	CON-082 – Toolbox Talk Template (blank)	Weekly safety topic
	CON-083 – Snag List Form	Defects at handover
	CON-084 – Termination Checklist	Offboarding

📁 File Directory Structure

Construction Company (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── CIDB_Certificate.pdf
│   ├── NHBRC_Certificate.pdf (if residential)
│   ├── CSD_Registration.pdf
│   ├── B-BBEE_Certificate.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   └── Construction_Permits/ (by project)
│
├── 02 Contracts & Client Docs/
│   ├── Master_Construction_Agreement.docx
│   ├── Subcontractor_Agreement_Template.docx
│   ├── Quotation_Template.docx
│   ├── Variation_Order_Form.docx
│   ├── Progress_Payment_Certificate.docx
│   ├── Practical_Completion_Certificate.docx
│   └── Defects_Liability_Agreement.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── General_Worker.docx
│   │   ├── Skilled_Artisan.docx
│   │   ├── Site_Supervisor.docx
│   │   └── Project_Manager.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Shift_Rosters/ (by month)
│   ├── Attendance_Registers/ (by month)
│   └── PPE_Issue_Register.xlsx
│
├── 04 Operations & Site Management/
│   ├── Daily_Site_Diaries/ (by project)
│   ├── Site_Instruction_Register.xlsx
│   ├── Delivery_Notes_Log.xlsx
│   ├── Tool_Sign_Out.xlsx
│   ├── Vehicle_Logs/
│   ├── Plant_Checklists/
│   └── Photographic_Record/ (by project)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Risk_Assessments/ (by site)
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   ├── PPE_Issue_Register.xlsx
│   ├── Hazardous_Substance_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by year)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Purchase_Orders/ (by date)
│   ├── Supplier_Contracts/
│   └── Retention_Money_Register.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Vehicle_Maintenance_Logs/
│   ├── Small_Tool_Register.xlsx
│   ├── Scaffolding_Register.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Work_Report.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Subcontractor_Induction.docx
    ├── Snag_List_Form.docx
    └── Termination_Checklist.docx

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