What is a Certificate of Acceptability (COA)?

Do you want to start a food business in South Africa and want to know what is a Certificate of Acceptability? A Certificate of Acceptability, also called a “COA” is a food business permit/license.

It is a compliance certificate issued to food handling premises as per the requirements set out in Regulations R638: 2018 (Regulations Governing the General Hygiene Requirements for Food Premises, the Transport of Food and Related Matters). It is mandatory for any food business whose operations fall under The Foodstuffs, Cosmetics and Disinfectants Act 54 of 1972.

A COA confirms that the local authority inspected the food premises and it is compliant with the general hygiene regulatory requirements.

Let’s look at the basic requirements for a Certificate of Acceptability.

Before any food handling business starts its operations, it must obtain permission to trade from the local authority.

In South Africa, the Certificate of Acceptability (COA) is typically required for establishments that handle and prepare food, ensuring that they adhere to food safety standards and regulations.

Restaurants, cafes, food vendors, caterers, food processing plants, home-based food businesses and other food handling-related businesses (including transport and distribution) should all apply for a Certificate of Acceptability.

This certificate indicates that the establishment meets the necessary hygiene requirements to ensure the safety of the food it handles and serves the public. It’s an essential step to demonstrate your commitment to food safety and to protect consumer health.

Always check with local authorities or regulatory bodies for the most accurate and up-to-date information regarding the specific requirements and process for obtaining a Certificate of Acceptability in South Africa.

Do you want to know the basic steps to start a legally compliant food business in South Africa? CLICK HERE

The local authority would normally be a municipality and will be represented by an environmental health inspector. The Health Inspector would inspect the premises, whether mobile or immobile to determine if it complies with all regulations as stipulated in Regulations R638. The different sub-regulations within the regulation have different sets of requirements.

The inspector is required to check the following:

• The location and structure of the food-handling premises.
• If good food handling practices are implemented.
• Record keeping to ensure traceability.
• Accredited Food Safety training is in place for the person in charge (manager or owner).
• Food Safety training for all food handlers. This training can be conducted by a suitably qualified person in the business or by a training provider like ASC a.
• Equipment suitability.
• That effective pest control measures are in place.
• Any other health hazards that could potentially contaminate the food.

Only when the inspector is satisfied that the food handling operations of the business pose no harm to the food would they issue the Certificate of Acceptability.

Join our Online Self-paced Food Safety Practices for Persons in Charge of Food Premises Course here.

Regulations R638 are a set of guidelines in South Africa that ensure food safety throughout the entire food chain, from preparation to transportation. They are overseen by the Department of Health and are crucial for protecting public health. The Certificate of Acceptability is governed by Regulations R638.

Regulations R638 consist of 17 Regulations and 7 Annexures and the main regulatory requirements are:

• Regulation 3: Requirements for a Certificate of Acceptability.
• Regulation 5: Standards and Requirements for Food Premises.
• Regulation 6: Standards and Requirements for Facilities on Food Premises.
• Regulation 7: Standards and Requirements for Food Containers, Appliances, and Equipment.
• Regulation 8: Standards and Requirements for the Display, Storage and Temperature of Food.
• Regulation 9: Standards and Requirements for Protective Clothing
• Regulation 10: Duties of the Person in Charge of Food Premises
• Regulation 11: Duties of a Food Handler
• Regulation 12: Standards and Requirements for the Transportation and Handling of Meat and Meat Products
• Regulation 13: Standards and Requirements for the Transportation of Food

Our accredited Food Safety training course incorporates all the requirements of Regulations R638. Gain a thorough understanding of food safety regulations and fulfil your training requirements with our accredited R638 course. The best of both worlds!

Our options:

1. Online self-paced (a budget-friendly option and you can start any time and finish it at your own pace).
2. Virtual 2-day classroom via Zoom (more expensive than the online self-paced course, but still very cost-effective).
3. Physical 2-day classroom (only available for in-house on-site training and a minimum classroom size applies. Most expensive of the 3 options).

Here’s a simplified guide to securing your COA in 5 steps:

1. Understand the requirements: Download a copy of Regulations R638 to familiarise yourself with the requirements you need to meet. This includes mandatory food safety training for the person in charge and food handlers.
2. Prepare your facility: Ensure your facility meets the hygiene and Food Safety requirements outlined in R638. This might involve improvements to storage, waste disposal, and food handling practices.
3. Apply for a COA: Contact your local municipality’s Environmental Health Department (EHD). They will provide the specific application form and guide you through the process.
4. Inspection time: An Environmental Health Practitioner (EHP) will visit your premises to inspect compliance with regulations.
5. Get certified! If everything meets their standards, the local authority will issue your official COA.

Bonus tip: Consider taking our Food Safety Course for Persons in Charge course. It simplifies understanding R638 and equips you with the knowledge to confidently manage a safe food business. This can streamline the process and give you peace of mind during the inspection.

Once you’ve obtained your Certificate of Acceptability (COA), it’s important to understand the ongoing requirements for maintaining its validity. Here’s what you need to know:

• Displaying your COA: Make sure your COA is prominently displayed where it can be easily seen by the public. This assures customers of your commitment to food safety. If displaying it publicly isn’t practical, keep a copy readily available for inspection upon request.
• Changes in Management: If the person in charge as indicated on the COA changes, you must notify your local authority within 30 days. This ensures the COA remains associated with someone who understands and upholds food safety protocols.
• Significant Renovations: Planning major renovations to your food premises? If the renovations might alter the scope of your operations as indicated on the COA, it’s crucial to inform your local authority. This helps ensure the COA continues to reflect your operation’s current practices.
• Moving Locations: The COA applies to a specific location. If you relocate your food business, you’ll need to apply for a new COA at the new address.
• Customer Right to Access: Remember, customers have the right to request to see your Certificate of Acceptability. Being transparent about your food safety measures builds trust and confidence with your patrons.

Obtaining a Certificate of Acceptability (COA) is a crucial first step for any food business in South Africa. It demonstrates your commitment to Food Safety and ensures you comply with regulations set out in Regulations R638.

This guide provided an overview of the COA process, from understanding the requirements to maintaining your certification. Remember, food safety is paramount, and a COA gives you and your customers peace of mind.

Ready to take the next step?

• Download a copy of Regulations R638 to familiarise yourself with the details.
• Consider enrolling in our accredited Food Safety training course to gain a thorough understanding and streamline the COA process.
• Contact your local municipality’s Environmental Health Department to initiate your application.

Not many things in life are free, but we are dedicated to helping small food business owners. Join our free webinar to help you navigate the complexities of starting a food business in South Africa. Sign up today to learn more about the regulations, permits, and other important considerations for food businesses.

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