⚰️ Funeral Services

Complete document roadmap – 82 core documents

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Document Roadmap

R 700

Complete list of 82 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 (12 docs)

✔	Document	Description
	FUN-001 – CIPC Registration Certificate	Proof of company registration
	FUN-002 – Memorandum of Incorporation (MOI)	Company constitution
	FUN-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	FUN-004 – COIDA Registration	Employee injury cover
	FUN-005 – Public Liability Insurance	Cover for families, visitors at services
	FUN-006 – Funeral Undertaker Licence (Municipal/Provincial)	Required to operate
	FUN-007 – Health Certificate (Mortuary / Preparation Room)	Municipality inspection
	FUN-008 – Fire Clearance Certificate	For chapel, mortuary, office
	FUN-009 – Zoning Certificate (Commercial)	Municipality confirmation
	FUN-010 – Transport / Hearse Operator Permit (if own fleet)	Road Traffic Act
	FUN-011 – B‑BBEE Certificate	For corporate and government tenders
	FUN-012 – Professional Indemnity Insurance (for prepaid policies)	If selling funeral policies

Phase 2: Contracts & Client Docs (12 docs)

✔	Document	Description
	FUN-013 – Funeral Service Agreement (with family)	Core contract, price breakdown
	FUN-014 – Pre‑Need Funeral Plan Contract	For prepaid policies
	FUN-015 – Cremation Authorisation Form (if cremation)	Legal consent
	FUN-016 – Embalming / Body Preparation Consent Form	Family authorisation
	FUN-017 – Transport / Removal of Deceased Authorisation	From place of death
	FUN-018 – Quotation / Price List Template (standard packages)	Transparency
	FUN-019 – Supplier Agreement (coffin, flowers, catering)	With third parties
	FUN-020 – Chapel / Venue Hire Agreement (if using own chapel)	For families
	FUN-021 – Non‑Disclosure Agreement (NDA)	For sensitive family information
	FUN-022 – Indemnity Form (for delays beyond control)	Weather, road closures
	FUN-023 – Grave / Cemetery Booking Form (with municipality)	Proof of plot
	FUN-024 – Memorial / Tombstone Agreement (if selling)	With family

Phase 3: Human Resources (10 docs)

✔	Document	Description
	FUN-025 – Employment Contract – Funeral Director / Mortician	Professional staff
	FUN-026 – Employment Contract – Embalmer / Body Preparer	Skilled
	FUN-027 – Employment Contract – Hearse Driver	Drivers
	FUN-028 – Employment Contract – Pallbearers / General Assistants	Casual labour
	FUN-029 – Employment Contract – Office Administrator	Admin
	FUN-030 – Independent Contractor Agreement (e.g., florist, catering)	Subcontractors
	FUN-031 – Code of Conduct (Employees)	Dignity, confidentiality, professionalism
	FUN-032 – Disciplinary Code & Procedure	HR compliance
	FUN-033 – Funeral Staff Roster (per day / per funeral)	Scheduling
	FUN-034 – Attendance Register (Daily)	Sign‑in / sign‑out

Phase 4: Operations & Funeral Management (14 docs)

✔	Document	Description
	FUN-035 – Case File per Deceased (master record)	All documents combined
	FUN-036 – Death Certificate Copy Log	For DHA tracking
	FUN-037 – Removal of Remains Log (date, time, place, staff)	Chain of custody
	FUN-038 – Mortuary / Cold Storage Log (body holding)	Temperature, entry/exit
	FUN-039 – Embalming / Preparation Record (per body)	Chemicals, date, staff
	FUN-040 – Coffin / Casket Inventory (by type)	Stock control
	FUN-041 – Hearse / Fleet Vehicle Log (per trip)	Fuel, mileage
	FUN-042 – Order of Service (funeral programme) template	For printing
	FUN-043 – Flower Order Log (per funeral)	Supplier tracking
	FUN-044 – Catering Order Log (per funeral)	For memorial services
	FUN-045 – Cemetery / Crematorium Booking Register	Schedule
	FUN-046 – Family Complaint / Feedback Log	Service improvement
	FUN-047 – Prepaid Policy Register (clients, payments, status)	Actuarial / financial
	FUN-048 – Death Notice / Obituary Template (for newspapers)	Marketing

Phase 5: Health & Safety (10 docs)

✔	Document	Description
	FUN-049 – Occupational Health & Safety (OHS) Policy	Mortuary‑specific
	FUN-050 – Risk Assessment (Mortuary – chemicals, lifting, body fluids)	Hazard identification
	FUN-051 – Safe Work Method Statement (SWMS) per task	Embalming, lifting, driving
	FUN-052 – Incident / Accident Report Form	Staff or family injury
	FUN-053 – First Aid Kit Register (mortuary, office, vehicles)	Inventory
	FUN-054 – Fire Extinguisher Inspection Log (chapel, mortuary)	Monthly check
	FUN-055 – Emergency Evacuation Plan (chapel, mortuary)	Map and procedure
	FUN-056 – Personal Protective Equipment (PPE) Register	Gloves, gowns, masks, goggles
	FUN-057 – Hazardous Chemical Register (formaldehyde, embalming fluids)	MSDS on file
	FUN-058 – Toolbox Talk Register (staff safety)	Monthly topics

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	FUN-059 – Invoice Template (per funeral)	Billing family or insurer
	FUN-060 – Supplier Invoice Register (coffins, flowers, catering)	Expense tracking
	FUN-061 – Payroll Register	Staff wages
	FUN-062 – Petty Cash Log	Small purchases
	FUN-063 – Client Payment Log (families, insurance payouts)	Receivables
	FUN-064 – Supplier Payment Schedule	Creditors aging
	FUN-065 – Prepaid Funeral Policy Trust Account Register	Legal requirement for prepaid plans
	FUN-066 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (9 docs)

✔	Document	Description
	FUN-067 – Asset Register (Master)	Hearses, mortuary fridges, stretchers, chapel furniture
	FUN-068 – Vehicle Maintenance Log (hearses, support vehicles)	Service records
	FUN-069 – Mortuary Fridge / Cold Storage Temperature Log	Daily checks
	FUN-070 – Embalming Machine / Equipment Maintenance Log	Calibration
	FUN-071 – Stretcher / Trolley Inspection Log	Safety
	FUN-072 – Chapel Audio / Visual Equipment Log (if used)	Maintenance
	FUN-073 – Fleet Tyre / Brake Inspection Log	Vehicle safety
	FUN-074 – Generator / Backup Power Log (mortuary critical)	Runtime, fuel
	FUN-075 – Asset Disposal Form	Selling old vehicles/equipment

Phase 8: Forms & Templates (7 docs)

✔	Document	Description
	FUN-076 – Pre‑Funeral Planning Checklist (for clients)	Capture wishes
	FUN-077 – Overtime Authorization Form (staff)	For overnight services
	FUN-078 – Leave Application Form	Staff requests
	FUN-079 – New Employee Induction Checklist (mortuary safety)	Onboarding
	FUN-080 – Supplier Evaluation Form	Vendor performance
	FUN-081 – Bereavement Support / Aftercare Survey	Family feedback
	FUN-082 – Termination Checklist	Offboarding

📁 File Directory Structure

Funeral Services (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Funeral_Undertaker_Licence.pdf
│   ├── Health_Certificate_Mortuary.pdf
│   ├── Fire_Clearance.pdf
│   ├── Zoning_Certificate.pdf
│   ├── Hearse_Operator_Permit.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── Professional_Indemnity.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Funeral_Service_Agreements/ (by family)
│   ├── Pre_Need_Funeral_Plan_Contracts/ (by client)
│   ├── Cremation_Authorisation_Forms/ (by deceased)
│   ├── Embalming_Consent_Forms/ (by deceased)
│   ├── Transport_Removal_Authorisation/
│   ├── Quotation_Price_List_Template.xlsx
│   ├── Supplier_Agreements/ (coffins, flowers, catering)
│   ├── Chapel_Hire_Agreements/ (if own venue)
│   ├── Cemetery_Booking_Forms/ (by deceased)
│   └── Memorial_Tombstone_Agreements/
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Funeral_Director_Mortician.docx
│   │   ├── Embalmer_Body_Preparer.docx
│   │   ├── Hearse_Driver.docx
│   │   ├── Pallbearer_General_Assistant.docx
│   │   └── Office_Administrator.docx
│   ├── Independent_Contractor_Agreements/ (florist, caterer)
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Staff_Rosters/ (by week)
│   └── Attendance_Registers/ (by month)
│
├── 04 Operations & Funeral Management/
│   ├── Case_Files/ (by deceased name)
│   │   ├── Death_Certificate.pdf
│   │   ├── Removal_Log_Entry.pdf
│   │   ├── Embalming_Record.pdf
│   │   ├── Coffin_Type.pdf
│   │   ├── Order_of_Service.pdf
│   │   └── Cemetery_Booking.pdf
│   ├── Mortuary_Cold_Storage_Log.xlsx
│   ├── Coffin_Casket_Inventory.xlsx
│   ├── Hearse_Fleet_Logs/ (by vehicle, by trip)
│   ├── Flower_Order_Logs.xlsx
│   ├── Catering_Order_Logs.xlsx
│   ├── Cemetery_Crematorium_Booking_Register.xlsx
│   ├── Family_Complaint_Feedback_Log.xlsx
│   ├── Prepaid_Policy_Register.xlsx (critical)
│   └── Death_Notice_Obituary_Template.docx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_Mortuary.pdf
│   ├── Risk_Assessment_Mortuary.pdf
│   ├── Safe_Work_Method_Statements/
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plans/
│   ├── PPE_Issue_Register.xlsx
│   ├── Hazardous_Chemical_Register.xlsx (formaldehyde)
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (by funeral)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Client_Payment_Log.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Prepaid_Trust_Account_Register.xlsx (legal)
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Vehicle_Maintenance_Logs/
│   ├── Mortuary_Fridge_Temperature_Log.xlsx
│   ├── Embalming_Equipment_Maintenance_Log.xlsx
│   ├── Stretcher_Trolley_Inspection_Log.xlsx
│   ├── Chapel_AV_Equipment_Log.xlsx
│   ├── Fleet_Tyre_Brake_Log.xlsx
│   ├── Generator_Backup_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Pre_Funeral_Planning_Checklist.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Mortuary_Staff_Induction_Checklist.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Bereavement_Aftercare_Survey.docx
    └── Termination_Checklist.docx

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