🤝 NGO / Non-Profit Organisation

Complete document roadmap – 85 core documents for your non-profit organisation

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Document Roadmap

R 700

Complete list of 85 documents with descriptions – ready to implement.

File Directory Structure

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📋 Document Roadmap

Phase 1: Registration & Compliance 14

✔	Document	Purpose
	NPO‑001 – CIPC Registration Certificate (NPC – Non-Profit Company)	Proof of registration (if registered as NPC)
	NPO‑002 – Memorandum of Incorporation (MOI) or Constitution	Governing document
	NPO‑003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover > R1m)
	NPO‑004 – COIDA Registration	Employee injury cover
	NPO‑005 – Public Liability Insurance	Cover for events, visitors, beneficiaries
	NPO‑006 – NPO Registration Certificate (DSD)	Required for fundraising, grants
	NPO‑007 – PBO Registration Certificate (SARS)	For tax-deductible donations (Section 18A)
	NPO‑008 – Section 18A Certificate (if applicable)	For issuing donation receipts
	NPO‑009 – B‑BBEE Certificate (or affidavit)	For corporate funding
	NPO‑010 – CSD Registration	For government tenders
	NPO‑011 – DSD Annual Report Filing Proof	Compliance for NPO status
	NPO‑012 – CIPC Annual Return (if registered as NPC)	Compliance
	NPO‑013 – POPIA Compliance Register	Data protection for beneficiaries
	NPO‑014 – Child Protection Clearance (if working with children)	Police clearance for staff/volunteers

Phase 2: Contracts & Client Docs 10

✔	Document	Purpose
	NPO‑015 – Service Level Agreement (SLA) – with funder / donor	Funding terms, reporting
	NPO‑016 – Beneficiary / Participant Enrollment Form	Program registration, consent
	NPO‑017 – Volunteer Agreement (unpaid)	Roles, expectations, liability waiver
	NPO‑018 – Memorandum of Understanding (MOU) – with partners	Collaborative projects
	NPO‑019 – Sponsorship Agreement (corporate)	Benefits for sponsor, reporting
	NPO‑020 – Donation Acknowledgement / Section 18A Receipt Template	For tax-deductible donations
	NPO‑021 – Grant Agreement (with foundation / government)	Terms of grant
	NPO‑022 – Quotation / Proposal Template (for fee-for-service work)	Income generation
	NPO‑023 – Confidentiality Agreement (staff, board)	For sensitive info
	NPO‑024 – Media Consent Form (photos, videos)	For beneficiaries

Phase 3: Human Resources & Governance 12

✔	Document	Purpose
	NPO‑025 – Employment Contract – Programme Manager	Staff
	NPO‑026 – Employment Contract – Social Worker / Field Officer	Beneficiary facing
	NPO‑027 – Employment Contract – Administrator / Finance Officer	Back office
	NPO‑028 – Independent Contractor Agreement (consultants, trainers)	Project basis
	NPO‑029 – Code of Conduct (Staff & Board)	Ethics, conflict of interest
	NPO‑030 – Disciplinary Code & Procedure	HR compliance
	NPO‑031 – Board of Directors Register (names, terms, minutes)	Governance
	NPO‑032 – Conflict of Interest Register (board and staff)	Transparency
	NPO‑033 – Board Meeting Minutes Template	Governance record
	NPO‑034 – Staff / Volunteer Attendance Register	Sign‑in / sign‑out
	NPO‑035 – Training Record (safeguarding, first aid)	Compliance
	NPO‑036 – Volunteer Timesheet Log	For grant reporting

Phase 4: Operations & Programme Management 14

✔	Document	Purpose
	NPO‑037 – Beneficiary Database (anonymised where required)	Program tracking
	NPO‑038 – Attendance Register (per programme session)	Proof of delivery
	NPO‑039 – Programme Activity Log (daily / weekly)	Progress monitoring
	NPO‑040 – Case File (per beneficiary – social work, counselling)	Confidential records
	NPO‑041 – Referral Log (to other services)	Beneficiary pathway
	NPO‑042 – Incident / Safeguarding Report Form	Child protection, complaints
	NPO‑043 – Whistleblower Report Form (anonymous)	Governance
	NPO‑044 – Donor / Funder Communication Log	Relationship tracking
	NPO‑045 – Grant Reporting Schedule (per funder)	Deadlines
	NPO‑046 – Monthly / Quarterly Progress Report Template (for funders)	Accountability
	NPO‑047 – Event / Workshop Planning Checklist	Programme delivery
	NPO‑048 – Equipment / Resource Sign‑Out Log (laptops, phones, projectors)	Asset tracking
	NPO‑049 – Vehicle Log Sheet (if own transport for beneficiaries)	Fuel, trips
	NPO‑050 – Stakeholder / Partner Contact Register	Networking

Phase 5: Health & Safety 9

✔	Document	Purpose
	NPO‑051 – Occupational Health & Safety (OHS) Policy	Office / programme sites
	NPO‑052 – Risk Assessment (programme activities, events, transport)	Beneficiary and staff safety
	NPO‑053 – Safeguarding / Child Protection Policy (mandatory for child‑serving NPOs)	Legal and donor requirement
	NPO‑054 – Incident / Accident Report Form (staff, volunteer, beneficiary)	Documentation
	NPO‑055 – First Aid Kit Register (office, vehicles, event kits)	Inventory
	NPO‑056 – Fire Extinguisher Inspection Log (office)	Monthly check
	NPO‑057 – Emergency Evacuation Plan (office / programme venues)	Map and drill log
	NPO‑058 – Personal Protective Equipment (PPE) Policy (if applicable)	For programme activities
	NPO‑059 – Toolbox Talk Register (staff safety meetings)	Monthly topics

Phase 6: Finance & Suppliers 10

✔	Document	Purpose
	NPO‑060 – Invoice Template (for fee‑for‑service or cost recovery)	Income
	NPO‑061 – Donation Receipt / Section 18A Certificate Log	Tax compliance
	NPO‑062 – Supplier Invoice Register (office supplies, programme materials)	Expense tracking
	NPO‑063 – Payroll Register	Staff wages
	NPO‑064 – Petty Cash Log	Small purchases
	NPO‑065 – Bank Reconciliation Template	Monthly finance
	NPO‑066 – Donor / Grant Income Register (per funder, per grant)	Restricted funds tracking
	NPO‑067 – Grant Expenditure Log (actual vs budget)	For funder reporting
	NPO‑068 – Annual Financial Statements (compiled/reviewed/audited)	Legal requirement for PBOs
	NPO‑069 – Budget Template (per programme, per grant)	Planning

Phase 7: Assets & Equipment 7

✔	Document	Purpose
	NPO‑070 – Asset Register (Master)	Computers, furniture, vehicles, equipment
	NPO‑071 – Equipment Maintenance Log	Service records
	NPO‑072 – Donated Goods / In‑Kind Register	For audit trail
	NPO‑073 – Vehicle Log Sheet (if own vehicle)	Fuel, trips, maintenance
	NPO‑074 – IT / Software Licence Register	Compliance
	NPO‑075 – Inventory – Programme Supplies (food, blankets, stationery)	Stock control
	NPO‑076 – Asset Disposal Form	Retirement of donated / purchased assets

Phase 8: Forms & Templates 9

✔	Document	Purpose
	NPO‑077 – Beneficiary Intake / Needs Assessment Form	Programme entry
	NPO‑078 – Volunteer Application & Screening Form	Vetting
	NPO‑079 – Staff / Volunteer Exit / Offboarding Checklist	Return of assets, exit interview
	NPO‑080 – Overtime Authorization Form (if applicable)	Staff approval
	NPO‑081 – Leave Application Form	Staff requests
	NPO‑082 – New Employee Induction Checklist (NPO policies)	Onboarding
	NPO‑083 – Supplier Evaluation Form	Vendor performance
	NPO‑084 – Beneficiary Satisfaction Survey	Programme quality
	NPO‑085 – Funder Reporting Checklist (per donor)	Ensure compliance

📁 File Directory Structure

NPO Organisation (Pty) Ltd / NPC/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration_NPC.pdf
│   ├── MOI_Constitution.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── NPO_Registration_DSD.pdf
│   ├── PBO_Registration_SARS.pdf
│   ├── Section_18A_Certificate.pdf (if applicable)
│   ├── B-BBEE_Certificate.pdf (or affidavit)
│   ├── CSD_Registration.pdf
│   ├── DSD_Annual_Report_Filings/ (by year)
│   ├── CIPC_Annual_Returns/ (by year)
│   ├── POPIA_Compliance_Register.pdf
│   └── Child_Protection_Clearances/ (staff/volunteers)
│
├── 02 Contracts & Client Docs/
│   ├── SLAs_with_Funders/ (by funder)
│   ├── Beneficiary_Enrollment_Forms/ (anonymised)
│   ├── Volunteer_Agreements/ (by volunteer)
│   ├── MOUs_with_Partners/ (by partner)
│   ├── Sponsorship_Agreements/ (by sponsor)
│   ├── Section_18A_Receipt_Log.xlsx
│   ├── Grant_Agreements/ (by grant)
│   ├── Quotation_Proposal_Template.docx
│   ├── Confidentiality_Agreements_Staff_Board.docx
│   └── Media_Consent_Forms/ (by beneficiary)
│
├── 03 Human Resources & Governance/
│   ├── Employment_Contracts/
│   │   ├── Programme_Manager.docx
│   │   ├── Social_Worker_Field_Officer.docx
│   │   └── Administrator_Finance_Officer.docx
│   ├── Independent_Contractor_Agreements/
│   ├── Code_of_Conduct_Staff_Board.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Board_of_Directors_Register.xlsx
│   ├── Conflict_of_Interest_Register.xlsx
│   ├── Board_Meeting_Minutes/ (by date)
│   ├── Staff_Volunteer_Attendance_Registers/ (by month)
│   ├── Training_Records/ (safeguarding, first aid)
│   └── Volunteer_Timesheets/ (by volunteer)
│
├── 04 Operations & Programme Management/
│   ├── Beneficiary_Database.xlsx (anonymised)
│   ├── Attendance_Registers_Programmes/ (by session)
│   ├── Programme_Activity_Logs/ (daily/weekly)
│   ├── Case_Files/ (beneficiary – confidential, restricted access)
│   ├── Referral_Log.xlsx
│   ├── Incident_Safeguarding_Reports/ (by date)
│   ├── Whistleblower_Reports/ (anonymous)
│   ├── Donor_Funder_Communication_Log.xlsx
│   ├── Grant_Reporting_Schedule.xlsx
│   ├── Progress_Reports_To_Funders/ (by grant)
│   ├── Event_Workshop_Checklists/
│   ├── Equipment_Resource_Sign_Out_Log.xlsx
│   ├── Vehicle_Logs/ (if applicable)
│   └── Stakeholder_Partner_Contact_Register.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy_NPO.pdf
│   ├── Risk_Assessments/ (programme activities, events)
│   ├── Safeguarding_Child_Protection_Policy.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan_Office.pdf
│   ├── PPE_Issue_Register.xlsx (if applicable)
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (fee‑for‑service)
│   ├── Donation_Receipts_Log/ (Section 18A)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Bank_Reconciliation.xlsx
│   ├── Donor_Grant_Income_Register.xlsx (restricted funds)
│   ├── Grant_Expenditure_Logs/ (by grant)
│   ├── Annual_Financial_Statements/ (by year)
│   └── Programme_Budgets/ (by grant, by year)
│
├── 07 Assets & Equipment/
│   ├── Asset_Register.xlsx
│   ├── Equipment_Maintenance_Logs/
│   ├── Donated_Goods_Register.xlsx
│   ├── Vehicle_Logs/ (if owned)
│   ├── IT_Software_Licence_Register.xlsx
│   ├── Programme_Supplies_Inventory.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Beneficiary_Intake_Needs_Assessment.docx
    ├── Volunteer_Application_Screening_Form.docx
    ├── Staff_Offboarding_Checklist.docx
    ├── Overtime_Form.docx (if applicable)
    ├── Leave_Application.docx
    ├── New_Staff_Induction_Checklist_NPO.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Beneficiary_Satisfaction_Survey.docx
    └── Funder_Reporting_Checklist.docx

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