Tender compliance checklist: the documents government and municipal tenders ask for

1. CIPC: a registered company in good standing

Start with the company itself. Tender packs ask for your CIPC registration documents, director details and proof of who owns the business. Every company must file an annual return with CIPC each year after the anniversary of incorporation, and CIPC may deregister a company that fails to file for two or more years in a row. A deregistered or non-compliant company cannot pass the later checks.

Make sure your directors, address and beneficial ownership details are correct at CIPC now, because CSD and SARS compare against them.

2. SARS: Tax Compliance Status PIN

The Tax Compliance Status (TCS) system replaced the old tax clearance certificate. On eFiling you open My Compliance Profile, request a TCS for good standing, and SARS issues a PIN by SMS or email if your affairs are in order. A tender office uses your tax number and PIN to check your status.

To be compliant you must be registered for all the taxes that apply to you, file all returns on time and pay your tax debt. Your status is not fixed: it changes as your tax position changes, so an issue that appears after you submit a bid can still count against you. If your profile is red, eFiling shows why, and you can challenge it there.

3. CSD: National Treasury's Central Supplier Database

The CSD is the database organs of state use for supplier information. You self-register at secure.csd.gov.za, add your business details, tax, directors, banking, commodities and B-BBEE information, and submit. Registration is complete when you receive a supplier number and a unique registration reference number.

The CSD checks your details with institutions such as SARS and CIPC, and bank verification can take a few days. That is why CIPC and SARS come first: if either is out of order, your CSD profile shows it.

4. COIDA Letter of Good Standing

If you employ staff, register with the Compensation Fund, file your Return of Earnings and pay the assessment. The Fund then issues a Letter of Good Standing with an expiry date. Many tenders and main contractors ask for it because the Act can make the client liable for COIDA assessments of an unregistered contractor. Buyers can verify your letter online with the certificate number, so it must be current on the closing date.

5. B-BBEE certificate or sworn affidavit

Under the Preferential Procurement Regulations, 2022, organs of state award points for specific goals, and B-BBEE status is the usual evidence. Government guidance for bidders treats an enterprise with total revenue of R10 million or less as an Exempted Micro Enterprise (EME), and one with revenue between R10 million and R50 million as a Qualifying Small Enterprise (QSE). Both can use a sworn affidavit; bidders above R50 million generally need a SANAS-accredited verification certificate. Note that a QSE that is less than 51% black-owned is measured on a scorecard rather than an affidavit.

An affidavit that is filled in wrongly can be treated as invalid and lose you the points. Use your registered company name, give ownership percentages and revenue for a stated financial year, and sign it before a commissioner of oaths who has no interest in the business.

6. CIDB grading for construction tenders

For public sector construction, the contractor must be on the cidb Register of Contractors with a grading designation: a number for the tender value range and letters for the class of works, such as GB for general building or CE for civil engineering. The grade you need depends on the contract value, and the cidb's own grading designation calculator shows what your turnover and work history support. Grading must be renewed, so check the expiry before you bid.

Before submitting any bid, read the tender's own list of returnable documents. It overrides any general checklist, and missing one item can disqualify an otherwise strong bid.

Step by step

1. 1

   Fix CIPC first

   File any outstanding annual returns and update directors, address and beneficial ownership.

2. 2

   Get SARS compliant

   Register for the right taxes, file outstanding returns, settle debt, then request a TCS PIN for good standing on eFiling.

3. 3

   Register on CSD

   Self-register at secure.csd.gov.za, submit, and keep your supplier number and registration report.

4. 4

   Get your COIDA letter

   File the current Return of Earnings, pay the assessment and obtain your Letter of Good Standing.

5. 5

   Prepare B-BBEE evidence

   Complete the EME or QSE sworn affidavit, or get a SANAS-accredited certificate if revenue is above R50 million.

6. 6

   For construction, check CIDB grading

   Confirm your grade and class of works cover the tender value, and that registration is current.

Frequently asked questions

Official sources

• SARS: How to obtain your tax clearance information (TCS leaflet)
• National Treasury Central Supplier Database
• CSD: How to register
• Companies Act 71 of 2008 (sections 33 and 82)
• National Department of Health: guide to completing QSE/EME sworn affidavits (2026)
• cidb: Construction Industry Development Board
• cidb: Grading Designation Calculator
• COIDA, Act 130 of 1993 (section 89)

This guide explains the general rules. Requirements and portal steps change, so check the official source before you file.