🍽️ Restaurant & Takeaway

Complete document roadmap – 79 core documents

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Document Roadmap

R 700

Complete list of 79 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
	HOS-001 – CIPC Registration Certificate	Proof of company registration
	HOS-002 – Memorandum of Incorporation (MOI)	Company constitution
	HOS-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	HOS-004 – COIDA Registration	Employee injury cover
	HOS-005 – Public Liability Insurance	Customer injuries (slips, burns, food poisoning)
	HOS-006 – Business Licence (Municipal)	Required to trade
	HOS-007 – Health Certificate (Municipality)	Food premises inspection – mandatory
	HOS-008 – Fire Clearance Certificate	Kitchen and dining area
	HOS-009 – Liquor Licence (if selling alcohol)	On‑consumption (tavern/restaurant)
	HOS-010 – Zoning Certificate (Business zoning)	Municipality confirmation
	HOS-011 – Certificate of Acceptability (Food premises)	Issued by Department of Health – mandatory
	HOS-012 – B‑BBEE Certificate	For corporate catering tenders

Phase 2: Contracts & Client Docs (8 docs)

✔	Document	Description
	HOS-013 – Lease Agreement (Restaurant Premises)	With landlord
	HOS-014 – Catering Service Agreement (for events)	For off‑site catering
	HOS-015 – Supplier Agreement (Food & Beverage)	With wholesalers
	HOS-016 – Event Booking Form / Deposit Agreement	For private functions
	HOS-017 – Corkage Agreement (if BYO allowed)	Terms for outside alcohol
	HOS-018 – Non‑Disclosure Agreement (NDA)	For recipes, suppliers
	HOS-019 – Equipment Rental Agreement (e.g., marquee, chairs)	For events
	HOS-020 – Wedding / Function Contract (detailed)	Payment schedule, cancellation policy

Phase 3: Human Resources (11 docs)

✔	Document	Description
	HOS-021 – Employment Contract – Chef / Cook	Permanent staff
	HOS-022 – Employment Contract – Waiter / Waitress	Front of house
	HOS-023 – Employment Contract – Kitchen Assistant	Prep and cleaning
	HOS-024 – Employment Contract – Bartender (if licensed)	Alcohol service
	HOS-025 – Employment Contract – Restaurant Manager	Senior staff
	HOS-026 – Independent Contractor Agreement (DJ, entertainer)	Subcontractors
	HOS-027 – Code of Conduct (Employees)	Hygiene, professionalism, alcohol handling
	HOS-028 – Disciplinary Code & Procedure	HR compliance
	HOS-029 – Shift Roster Template	Daily/weekly schedule
	HOS-030 – Attendance Register (Daily)	Sign‑in / sign‑out
	HOS-031 – Training Record – Food Hygiene (Level 1/2)	Mandatory for all food handlers

Phase 4: Operations & Kitchen Management (14 docs)

✔	Document	Description
	HOS-032 – Daily Food Temperature Log (fridges, freezers)	Health compliance
	HOS-033 – Daily Cooking Temperature Log (meat, poultry)	Food safety
	HOS-034 – Cleaning Schedule (Kitchen & Dining)	Daily / weekly tasks
	HOS-035 – Pest Control Log (monthly inspections)	Health requirement
	HOS-036 – Stock Take Sheet (raw ingredients)	Daily/weekly
	HOS-037 – Waste / Spoilage Log	Food cost control
	HOS-038 – Supplier Delivery Note Log	Received goods
	HOS-039 – Purchase Order Template	To suppliers
	HOS-040 – Daily Sales Summary (POS report)	By item, by hour
	HOS-041 – Table Turnover Log (peak hours)	Performance tracking
	HOS-042 – Reservation Register (booking log)	For large groups
	HOS-043 – Event / Function Checklist (setup, menu, staff)	Detailed plan
	HOS-044 – Customer Feedback / Comment Card	Service improvement
	HOS-045 – Daily Cash‑Up Sheet (till reconciliation)	Sales vs cash

Phase 5: Health & Safety (10 docs)

✔	Document	Description
	HOS-046 – Occupational Health & Safety (OHS) Policy	Company H&S
	HOS-047 – Risk Assessment (Kitchen – burns, slips, cuts)	Hazard identification
	HOS-048 – HACCP Plan (Hazard Analysis Critical Control Points)	Food safety system
	HOS-049 – Incident / Accident Report Form	Customer or staff injury
	HOS-050 – First Aid Kit Register	Inventory
	HOS-051 – Fire Extinguisher Inspection Log	Monthly check (kitchen specifically)
	HOS-052 – Fire Blanket Log (kitchen)	Monthly check
	HOS-053 – Emergency Evacuation Plan (dining area)	Map and procedure
	HOS-054 – Personal Protective Equipment (PPE) Policy	Non‑slip shoes, gloves, aprons
	HOS-055 – Toolbox Talk Register (staff safety)	Monthly topics

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	HOS-056 – Invoice Template (corporate catering)	B2B billing
	HOS-057 – Supplier Invoice Register	Food, beverage, equipment
	HOS-058 – Payroll Register	Staff wages (incl. tips tracking)
	HOS-059 – Petty Cash Log	Small expenses
	HOS-060 – Daily Banking Register	Cash deposited
	HOS-061 – Supplier Payment Schedule	Creditors aging
	HOS-062 – Credit Card / EFT Transaction Log	Sales reconciliation
	HOS-063 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (8 docs)

✔	Document	Description
	HOS-064 – Asset Register (Master)	Stove, fridges, dishwasher, POS, furniture
	HOS-065 – Equipment Maintenance Log (fridge, freezer, stove)	Service records
	HOS-066 – Gas Installation Certificate (if gas stove)	Safety compliance – annual
	HOS-067 – Extracter Fan / Ventilation Cleaning Log	Fire prevention
	HOS-068 – Glassware / Crockery Breakage Register	Stock control
	HOS-069 – Cutlery / Utensil Inventory	Theft/loss tracking
	HOS-070 – CCTV Camera Log	Security footage
	HOS-071 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates (8 docs)

✔	Document	Description
	HOS-072 – Daily Specials Board Template	Menu changes
	HOS-073 – Allergen Declaration Form (for customers)	Legal requirement
	HOS-074 – Function Quotation Template	For events
	HOS-075 – Overtime Authorization Form	Staff approval
	HOS-076 – Leave Application Form	Staff requests
	HOS-077 – Supplier Evaluation Form	Vendor performance
	HOS-078 – Employee Meal / Break Policy	Internal control
	HOS-079 – Termination Checklist	Offboarding

📁 File Directory Structure

Restaurant & Takeaway (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Business_Licence.pdf
│   ├── Health_Certificate.pdf
│   ├── Fire_Clearance.pdf
│   ├── Liquor_Licence.pdf (if applicable)
│   ├── Zoning_Certificate.pdf
│   ├── Certificate_of_Acceptability.pdf (DoH)
│   └── B-BBEE_Certificate.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Lease_Agreement.pdf (signed)
│   ├── Catering_Service_Agreement.docx
│   ├── Supplier_Agreements/ (by supplier)
│   ├── Event_Booking_Form.docx
│   ├── Corkage_Agreement.docx (if BYO)
│   ├── Equipment_Rental_Agreement.docx
│   └── Wedding_Function_Contract.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Chef.docx
│   │   ├── Waiter_Waitress.docx
│   │   ├── Kitchen_Assistant.docx
│   │   ├── Bartender.docx (if licensed)
│   │   └── Restaurant_Manager.docx
│   ├── Independent_Contractor_Agreement.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Shift_Rosters/ (by week)
│   ├── Attendance_Registers/ (by month)
│   └── Training_Records/ (food hygiene)
│
├── 04 Operations & Kitchen Management/
│   ├── Temperature_Logs/
│   │   ├── Fridge_Freezer_Logs.xlsx (daily)
│   │   └── Cooking_Temperature_Logs.xlsx (daily)
│   ├── Cleaning_Schedules/ (daily/weekly)
│   ├── Pest_Control_Log.xlsx
│   ├── Stock_Take_Sheets/ (weekly)
│   ├── Waste_Spoilage_Log.xlsx
│   ├── Supplier_Delivery_Notes/ (by date)
│   ├── Purchase_Orders_Issued/ (by date)
│   ├── Daily_Sales_Summaries/ (POS reports)
│   ├── Table_Turnover_Log.xlsx
│   ├── Reservation_Register.xlsx
│   ├── Event_Function_Checklists/
│   ├── Customer_Feedback_Cards/
│   └── Daily_Cash_Up_Sheets/ (by date)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Risk_Assessment_Kitchen.pdf
│   ├── HACCP_Plan.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Fire_Blanket_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (catering)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Daily_Banking_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Credit_Card_Transaction_Logs.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Equipment & Assets/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Gas_Installation_Certificate.pdf
│   ├── Extracter_Fan_Cleaning_Log.xlsx
│   ├── Glassware_Breakage_Register.xlsx
│   ├── Cutlery_Inventory.xlsx
│   ├── CCTV_Log.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Daily_Specials_Template.docx
    ├── Allergen_Declaration_Form.docx
    ├── Function_Quotation_Template.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Employee_Meal_Break_Policy.docx
    └── Termination_Checklist.docx

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