⚡ Electrical & Solar Installation

Complete document roadmap – 82 core documents for your electrical and solar business

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Document Roadmap

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Complete list of 82 documents with descriptions – ready to implement.

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📋 Document Roadmap

Phase 1: Registration & Compliance 12

✔	Document	Purpose
	ELC‑001 – CIPC Registration Certificate	Proof of company registration
	ELC‑002 – Memorandum of Incorporation (MOI)	Company constitution
	ELC‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	ELC‑004 – COIDA Registration	Employee injury cover
	ELC‑005 – Public Liability Insurance	Cover for property damage, third‑party injury
	ELC‑006 – Electrical Contractor Registration (ECB)	Mandatory for all electrical work
	ELC‑007 – Master Electrician / Installation Electrician License (DQ/SP)	Required for issuing COCs
	ELC‑008 – Solar PV Installation Accreditation (SAPVIA / P4 / GES)	For grid‑tied systems, Eskom registration
	ELC‑009 – Business Licence (Municipal)	Required for trading
	ELC‑010 – Zoning Certificate (if workshop / yard)	Municipality confirmation
	ELC‑011 – B‑BBEE Certificate	For tenders (Eskom, municipal, corporate)
	ELC‑012 – CSD Registration	For government tenders

Phase 2: Contracts & Client Docs 11

✔	Document	Purpose
	ELC‑013 – Electrical Installation Contract (Master)	Core client agreement
	ELC‑014 – Solar PV Installation Agreement (specific)	With warranties, performance guarantees
	ELC‑015 – Quotation / Estimate Template	Itemised (materials, labour, travel)
	ELC‑016 – Certificate of Compliance (COC) – Electrical	Required by law for any installation/sale of property
	ELC‑017 – Solar PV Certificate of Compliance (COC)	Specific to solar + grid connection
	ELC‑018 – Non‑Disclosure Agreement (NDA)	For supplier pricing, client systems
	ELC‑019 – Subcontractor Agreement (other electricians, labourers)	For larger projects
	ELC‑020 – Material / Equipment Supply Agreement	With wholesalers
	ELC‑021 – Warranty Certificate (labour and parts)	Customer confidence
	ELC‑022 – Variation / Extra Work Order Form	Scope changes
	ELC‑023 – Indemnity / Hold Harmless Agreement (for high‑risk sites)	Liability protection

Phase 3: Human Resources 10

✔	Document	Purpose
	ELC‑024 – Employment Contract – Electrician (Qualified)	Permanent
	ELC‑025 – Employment Contract – Apprentice Electrician	Trainee
	ELC‑026 – Employment Contract – Solar Installer Technician	Specialist
	ELC‑027 – Employment Contract – Site Supervisor	Team leader
	ELC‑028 – Employment Contract – Admin / Estimator	Office
	ELC‑029 – Independent Contractor Agreement (casual labour, subcontractors)	Project basis
	ELC‑030 – Code of Conduct (Employees)	Safety, professionalism, theft prevention
	ELC‑031 – Disciplinary Code & Procedure	HR compliance
	ELC‑032 – Shift / Job Roster (per project)	Daily allocation
	ELC‑033 – Attendance Register (Daily)	Sign‑in / sign‑out

Phase 4: Operations & Project Management 14

✔	Document	Purpose
	ELC‑034 – Job Card / Work Order (per site)	Scope, materials, time
	ELC‑035 – Site Assessment / Inspection Report (pre‑installation)	Existing wiring, load, roof condition (solar)
	ELC‑036 – Bill of Materials (BOM) per job	All parts, quantities
	ELC‑037 – Test Report – Electrical (mandatory for COC)	Earth, insulation, polarity
	ELC‑038 – Test Report – Solar PV (string voltage, current, earthing)	For commissioning
	ELC‑039 – Daily Site Log (progress, weather, delays)	Project tracking
	ELC‑040 – Vehicle / Van Inventory Log (tools, stock on board)	Asset tracking
	ELC‑041 – Tool Sign‑Out Register (specialist test equipment)	Calibration, loss prevention
	ELC‑042 – Stock / Inventory Register (cables, DB boards, inverters, panels)	Warehouse control
	ELC‑043 – Supplier Delivery Note Log	Materials received
	ELC‑044 – Purchase Order Template	To suppliers
	ELC‑045 – Client Site Safety Induction Form	For hazardous sites
	ELC‑046 – Commissioning / Handover Certificate (client sign‑off)	Job complete
	ELC‑047 – After‑Call / Warranty Service Log (callouts)	For defects

Phase 5: Health & Safety 10

✔	Document	Purpose
	ELC‑048 – Occupational Health & Safety (OHS) Policy	Company H&S
	ELC‑049 – Site‑Specific Risk Assessment (working at height, live electrical, solar)	Hazard identification
	ELC‑050 – Safe Work Method Statement (SWMS) – electrical isolation, roof work, ladder use	Task safety
	ELC‑051 – Lockout / Tagout Procedure (for panel work)	Mandatory for live work
	ELC‑052 – Incident / Accident Report Form (injury, shock, near‑miss)	Documentation
	ELC‑053 – First Aid Kit Register (per vehicle, per workshop)	Inventory
	ELC‑054 – Fire Extinguisher Inspection Log (vehicles, workshop)	Monthly check
	ELC‑055 – Emergency / Rescue Plan (working at height)	Fall arrest
	ELC‑056 – Personal Protective Equipment (PPE) Register	Hard hat, gloves, safety glasses, insulated tools
	ELC‑057 – Toolbox Talk Register (weekly safety)	Staff engagement

Phase 6: Finance & Suppliers 8

✔	Document	Purpose
	ELC‑058 – Invoice Template (per job)	Billing client
	ELC‑059 – Supplier Invoice Register (cables, panels, inverters)	Expense tracking
	ELC‑060 – Payroll Register	Staff wages
	ELC‑061 – Petty Cash Log	Small purchases (connectors, tape, etc.)
	ELC‑062 – Client Payment History	Accounts receivable
	ELC‑063 – Supplier Payment Schedule	Creditors aging
	ELC‑064 – Job Costing Sheet (labour + materials per job)	Profitability
	ELC‑065 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets 9

✔	Document	Purpose
	ELC‑066 – Asset Register (Master)	Vehicles, test equipment, power tools, ladders, inverters in stock
	ELC‑067 – Vehicle / Van Log Sheet (fuel, trips, maintenance)	For service vehicles
	ELC‑068 – Test Equipment Calibration Log (multimeters, insulation testers, earth loop testers)	Mandatory for COC validity
	ELC‑069 – Power Tool Inventory (drills, saws, crimpers)	Theft tracking
	ELC‑070 – Ladder / Scaffold Inspection Log	Working at height safety
	ELC‑071 – Stock / Warehouse Inventory (panels, batteries, DB boards)	Monthly count
	ELC‑072 – PPE Replacement Log (hard hat expiry, harness inspection)	Safety compliance
	ELC‑073 – Generator / Battery Charger Log (for off‑grid tools)	Maintenance
	ELC‑074 – Asset Disposal Form	Selling old vehicles / tools

Phase 8: Forms & Templates 8

✔	Document	Purpose
	ELC‑075 – Daily Job Report (for client progress)	Transparency
	ELC‑076 – Emergency Call‑Out Acknowledgment Form (client signature)	After‑hours rate confirmation
	ELC‑077 – Overtime Authorization Form	Staff approval
	ELC‑078 – Leave Application Form	Staff requests
	ELC‑079 – New Employee Induction Checklist (electrical safety, lockout/tagout)	Onboarding
	ELC‑080 – Supplier Evaluation Form	Wholesaler performance
	ELC‑081 – Customer Satisfaction Survey	After installation
	ELC‑082 – Termination Checklist	Offboarding

📁 File Directory Structure

Electrical & Solar Solutions (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── ECB_Electrical_Contractor_Registration.pdf
│   ├── Master_Electrician_Licence_DQ_SP.pdf
│   ├── Solar_PV_Accreditation.pdf
│   ├── Business_Licence.pdf
│   ├── Zoning_Certificate.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── CSD_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Electrical_Installation_Contracts/ (by client)
│   ├── Solar_PV_Installation_Agreements/ (by client)
│   ├── Quotation_Template.docx
│   ├── Certificates_of_Compliance_COC/ (by site)
│   ├── Solar_COC/ (by site)
│   ├── Subcontractor_Agreements/
│   ├── Material_Supply_Agreements/ (wholesalers)
│   ├── Warranty_Certificate_Template.docx
│   ├── Variation_Order_Form.docx
│   └── Indemnity_Form_High_Risk.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Electrician_Qualified.docx
│   │   ├── Apprentice_Electrician.docx
│   │   ├── Solar_Installer_Technician.docx
│   │   ├── Site_Supervisor.docx
│   │   └── Admin_Estimator.docx
│   ├── Independent_Contractor_Agreements/
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Job_Rosters/ (by project)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Project Management/
│   ├── Job_Cards_Work_Orders/ (by site)
│   ├── Site_Assessment_Reports/ (pre‑installation)
│   ├── Bills_of_Materials/ (per job)
│   ├── Electrical_Test_Reports/ (per COC)
│   ├── Solar_Test_Reports/ (commissioning)
│   ├── Daily_Site_Logs/ (by project)
│   ├── Vehicle_Stock_Inventory_Logs.xlsx
│   ├── Tool_Sign_Out_Register.xlsx
│   ├── Warehouse_Stock_Inventory.xlsx
│   ├── Supplier_Delivery_Notes/ (by date)
│   ├── Purchase_Orders_Issued/ (by date)
│   ├── Client_Site_Safety_Induction_Forms/
│   ├── Commissioning_Handover_Certificates/
│   └── Warranty_Service_Log.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Electrical.pdf
│   ├── Risk_Assessments/ (working at height, live work)
│   ├── Safe_Work_Method_Statements/
│   ├── Lockout_Tagout_Procedure.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx (per vehicle)
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Rescue_Plan_Roof.pdf
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by job)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_History.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Job_Costing_Sheets.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Vehicle_Logs/ (by vehicle)
│   ├── Test_Equipment_Calibration_Log.xlsx
│   ├── Power_Tool_Inventory.xlsx
│   ├── Ladder_Scaffold_Inspection_Log.xlsx
│   ├── Stock_Warehouse_Inventory_Count.xlsx
│   ├── PPE_Replacement_Log.xlsx
│   ├── Generator_Battery_Charger_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Job_Report_Template.docx
    ├── Emergency_CallOut_Acknowledgment.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Electrician_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Customer_Satisfaction_Survey.docx
    └── Termination_Checklist.docx

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