🏢 Property & Real Estate

Complete document roadmap + file directory – 77 core documents

View Roadmap ↓

📦 Select Your Package

Document Roadmap

R 700

Complete list of 77 documents with descriptions – ready to implement.

File Directory Structure

R 700

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

🔥 SAVE R100

R 1,300 R 1,400

Both Roadmap + Directory – the complete system.

Proceed to Order → You can also select individual documents below.

📋 Document Roadmap

Phase 1: Registration & Compliance (10 docs)

✔	Document	Description
	PROP-001 – CIPC Registration Certificate	Proof of company registration
	PROP-002 – Memorandum of Incorporation (MOI)	Company constitution
	PROP-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if rental income >R1m)
	PROP-004 – Property Practitioner Licence (PPRA)	Required by PPRA
	PROP-005 – Fidelity Fund Certificate (FFC)	Mandatory for handling client money
	PROP-006 – COIDA Registration (if employees)	Workmen's compensation
	PROP-007 – Public Liability Insurance	Open houses, tenant injuries
	PROP-008 – Professional Indemnity Insurance	Valuation or advice errors
	PROP-009 – B‑BBEE Certificate	For corporate landlords
	PROP-010 – CSD Registration	For government leases

Phase 2: Contracts & Client Docs (14 docs)

✔	Document	Description
	PROP-011 – Exclusive Mandate Agreement (Sale)	Sole agency to sell
	PROP-012 – Non‑Exclusive Mandate Agreement (Sale)	Open mandate
	PROP-013 – Exclusive Mandate Agreement (Letting)	Sole agency to rent
	PROP-014 – Lease Agreement (Residential)	Core contract – tenant
	PROP-015 – Lease Agreement (Commercial)	Shops, offices, warehouses
	PROP-016 – Offer to Purchase (Residential)	Standard REBOS form
	PROP-017 – Offer to Purchase (Commercial)	Specialised clauses
	PROP-018 – Deed of Sale (Vacant Land)	For undeveloped property
	PROP-019 – Tenant Application Form	Credit check consent, references
	PROP-020 – Lease Renewal Agreement	Option to extend
	PROP-021 – Early Termination Agreement	Tenant / landlord exit
	PROP-022 – Non‑Disclosure Agreement (NDA)	For off‑market listings
	PROP-023 – Property Management Agreement	Authority to collect rent, manage repairs
	PROP-024 – Suretyship Agreement (Guarantor)	For high‑risk tenants

Phase 3: Human Resources (9 docs)

✔	Document	Description
	PROP-025 – Employment Contract – Property Practitioner (Agent)	Commission‑based
	PROP-026 – Employment Contract – Property Manager	Salaried staff
	PROP-027 – Employment Contract – Administrator	Back office
	PROP-028 – Independent Contractor Agreement (commission‑only)	Commission‑only agents
	PROP-029 – Code of Conduct (PPRA aligned)	Required by Property Practitioners Act
	PROP-030 – Disciplinary Code & Procedure	HR compliance
	PROP-031 – Commission Split Agreement (per deal)	Between agents
	PROP-032 – Shift / Viewing Roster	For open houses
	PROP-033 – Training Record – PPRA CPD	Mandatory annual training points

Phase 4: Operations & Site Management (12 docs)

✔	Document	Description
	PROP-034 – Property Inspection Report (Ingoing)	Condition check with tenant
	PROP-035 – Property Inspection Report (Outgoing)	Damage assessment
	PROP-036 – Monthly Rent Roll	All tenants, rent due, paid, arrears
	PROP-037 – Lease Expiry Tracker	Renewal reminders
	PROP-038 – Maintenance Request Log	Tenant repair tickets
	PROP-039 – Contractor Quote Register	For repairs
	PROP-040 – Key Register (per property)	Access control
	PROP-041 – Viewing Schedule Log	Prospective tenants / buyers
	PROP-042 – Offer Register (for sellers)	Track all offers received
	PROP-043 – Deposit Register (Rental)	Tenant deposits held in trust
	PROP-044 – Eviction Notice Template	Section 4(1) / Section 5(1) notices
	PROP-045 – Deed of Trust (deposit handling)	Required for trust account

Phase 5: Health & Safety (8 docs)

✔	Document	Description
	PROP-046 – OHS Policy (for managed properties)	Landlord obligations
	PROP-047 – Electrical Certificate of Compliance (ECOC)	Legal requirement for rental
	PROP-048 – Gas Certificate of Compliance	For gas appliances
	PROP-049 – Fire Certificate (for commercial)	Municipality inspection
	PROP-050 – Asbestos Report (older buildings)	Health risk assessment
	PROP-051 – Tenant Safety Notice	Emergency numbers, exits
	PROP-052 – Incident Report Form (tenant injury)	For insurance
	PROP-053 – Pest Control Log	Regular inspections

Phase 6: Finance & Suppliers (9 docs)

✔	Document	Description
	PROP-054 – Invoice Template (commission)	To seller / landlord
	PROP-055 – Debit Order Authorization Form	For monthly rent collection
	PROP-056 – Landlord Payment Schedule	Monthly rental payouts
	PROP-057 – Trust Account Register (client money)	Mandatory for agents
	PROP-058 – Agent Commission Statement (per deal)	Detailed breakdown
	PROP-059 – Supplier Invoice Register (maintenance)	Payments to contractors
	PROP-060 – Payroll Register	Staff salaries
	PROP-061 – Petty Cash Log	Small office expenses
	PROP-062 – Bank Reconciliation (including trust account)	Monthly finance

Phase 7: Assets & Equipment (5 docs)

✔	Document	Description
	PROP-063 – Asset Register (office)	Computers, furniture, vehicles
	PROP-064 – Vehicle Log Sheet (agent vehicles)	Business use tracking
	PROP-065 – Sign Board Register (for sale/to let)	Location tracking
	PROP-066 – Photography Equipment Register	Cameras, drones
	PROP-067 – Asset Disposal Form	Retirement of assets

Phase 8: Forms & Templates (10 docs)

✔	Document	Description
	PROP-068 – Client Registration Form (seller/landlord)	Capture mandates
	PROP-069 – Buyer / Tenant Registration Form	Lead capture
	PROP-070 – Section 13 Notice (lease renewal)	Notification to tenant
	PROP-071 – Section 4/5 Notice (eviction)	Legal notice
	PROP-072 – Rental Increase Notice (annual)	To tenant
	PROP-073 – Credit Check Authorization	For tenant applications
	PROP-074 – Agent Visit Report (after viewing)	Internal record
	PROP-075 – Referral Fee Agreement	For agent referrals
	PROP-076 – Office Trust Account Log	Monthly balancing
	PROP-077 – Termination Checklist (staff)	Offboarding

📁 File Directory Structure

Property & Real Estate (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── Property_Practitioner_Licence.pdf
│   ├── Fidelity_Fund_Certificate.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Professional_Indemnity.pdf
│   ├── B-BBEE_Certificate.pdf
│   └── CSD_Registration.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Mandate_Agreements/
│   │   ├── Exclusive_Sale.docx
│   │   ├── Non_Exclusive_Sale.docx
│   │   └── Exclusive_Letting.docx
│   ├── Lease_Agreements/
│   │   ├── Residential_Lease.docx
│   │   └── Commercial_Lease.docx
│   ├── Offer_to_Purchase/
│   │   ├── Residential_OTP.docx
│   │   └── Commercial_OTP.docx
│   ├── Tenant_Application_Form.docx
│   ├── Suretyship_Agreement.docx
│   └── Property_Management_Agreement.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Property_Practitioner.docx
│   │   ├── Property_Manager.docx
│   │   └── Administrator.docx
│   ├── Independent_Contractor_Agreement.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Commission_Split_Agreement.docx
│   ├── Viewing_Rosters/ (by week)
│   └── Training_Records/ (PPRA CPD)
│
├── 04 Operations & Site Management/
│   ├── Property_Inspections/
│   │   ├── Ingoing/ (by property)
│   │   └── Outgoing/ (by property)
│   ├── Rent_Roll.xlsx
│   ├── Lease_Expiry_Tracker.xlsx
│   ├── Maintenance_Request_Log.xlsx
│   ├── Contractor_Quotes/
│   ├── Key_Register.xlsx
│   ├── Viewing_Schedule_Log.xlsx
│   ├── Offer_Register.xlsx
│   ├── Deposit_Register.xlsx
│   └── Eviction_Notices/ (legal copy)
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Electrical_COC/ (by property)
│   ├── Gas_COC/ (by property)
│   ├── Fire_Certificates/ (commercial)
│   ├── Asbestos_Reports/
│   ├── Tenant_Safety_Notice.docx
│   ├── Incident_Reports/ (by date)
│   └── Pest_Control_Log.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (commission)
│   ├── Debit_Order_Authorizations/
│   ├── Landlord_Payment_Schedules.xlsx
│   ├── Trust_Account_Register.xlsx (critical)
│   ├── Agent_Commission_Statements.xlsx
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Assets & Equipment/
│   ├── Asset_Register.xlsx
│   ├── Vehicle_Logs/
│   ├── Sign_Board_Register.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Client_Registration_Forms/
    ├── Buyer_Tenant_Registration.docx
    ├── Rental_Increase_Notice.docx
    ├── Credit_Check_Authorization.docx
    ├── Agent_Visit_Report.docx
    ├── Referral_Fee_Agreement.docx
    ├── Office_Trust_Account_Log.xlsx
    └── Termination_Checklist.docx

Back to Industries Order Selected Documents →