A practical checklist for assessing your certification requirements and compliance status
How to Use This Checklist
Work through each section relevant to your operation type. Mark items as:
✓ Complete/Compliant
⚠ In Progress/Partial
✗ Not Started/Non-Compliant
N/A Not Applicable
Section 1: Mandatory Legal Compliance
All Food Cold Chain Operators
Requirement Status Notes R638 compliance documentation in place Certificate of Acceptability (current) Temperature monitoring records maintained Food handler training certificates Vehicle/facility hygiene procedures Record retention (minimum 2 years)
Meat and Poultry Operators (Additional)
Requirement Status Notes R2906 compliance Meat category separation procedures Temperature requirements by meat type documented
Pharmaceutical Operators
Requirement Status Notes SAHPRA wholesale distribution license GDP compliance documentation Temperature mapping completed Qualified Person appointed Quality management system Deviation/CAPA procedures
Export Operators
Requirement Status Notes PPECB registration (if applicable) Cold store registration Export certification procedures Traceability system
Workplace Safety (All Operators)
Requirement Status Notes OHS Act compliance Health and safety policy Risk assessments completed PPE provided and used Incident reporting procedures Pressure equipment registered (if applicable)
Section 2: Customer-Driven Certifications
Food Safety Certifications
Certification Required By Status Expiry Date HACCP ISO 22000 FSSC 22000 BRC Storage & Distribution IFS Logistics
Quality Management
Certification Required By Status Expiry Date ISO 9001 ISO 13485 (medical devices)
Environmental/Sustainability
Certification Required By Status Expiry Date ISO 14001 ISO 50001 Carbon footprint verification
Religious Certifications
Certification Required By Status Expiry Date Halaal (body: _______) Kosher (body: _______)
Specialty Certifications
Certification Required By Status Expiry Date Organic handling Fair Trade Other: _____________
Section 3: Operational Readiness
Documentation
Item In Place Current Accessible Quality manual/procedures HACCP plan Temperature monitoring SOPs Cleaning and sanitation procedures Corrective action procedures Training records Calibration certificates Supplier approval records Customer complaint records
Equipment and Facilities
Item Status Last Service Next Service Refrigeration units Temperature monitoring devices Data loggers calibrated Alarm systems tested Backup power systems Cleaning equipment Pest control
Personnel
Requirement Complete Due for Renewal Food safety training HACCP training GDP training (if pharma) Hygiene training Equipment operation training Emergency response training
Section 4: Certification Body Information
Current Certifications
Certification Body Certificate No. Issue Date Expiry Date Next Audit
Certification Body Contacts
Body Contact Person Phone Email
Section 5: Regulatory Contacts
Authority Purpose Contact Last Inspection Local EHP R638/CoA SAHPRA GDP licensing PPECB Export certification DALRRD Meat/agri exports Dept of Labour OHS
Section 6: Gap Analysis
Identified Gaps
Gap Priority Action Required Responsible Target Date
Certification Roadmap
Year Q1 Q2 Q3 Q4 Current Next +2 Years
Section 7: Annual Review Schedule
Month Activity January February March April May June July August September October November December
Standing Items
Management review meetings: _____________
Internal audits: _____________
Calibration schedule: _____________
Training review: _____________
Document review: _____________
Supplier audits: _____________
Section 8: Customer Requirements Tracker
Customer Certification Required Audit Frequency Last Audit Next Audit Status
Quick Decision Guide
Do I Need This Certification?
HACCP Certification
✓ Required if: Supplying food manufacturers, retailers with food safety requirements
✗ May not need if: B2B services to non-food industries only
GFSI Certification (FSSC/BRC/IFS)
✓ Required if: Major retailer requirements, multinational food company supply chain
✗ May not need if: Small-scale operations, local market only, non-food focus
ISO 9001
✓ Required if: Pharmaceutical customers, corporate/tender requirements
✗ May not need if: SME operations, no specific customer requirement
ISO 14001
✓ Required if: Sustainability-focused customers, tender requirements, corporate policy
✗ May not need if: No specific customer requirement (but consider for differentiation)
Halaal/Kosher
✓ Required if: Handling certified products, religious market segment
✗ May not need if: No religious certification products handled
GDP/SAHPRA License
✓ Required if: ANY pharmaceutical distribution
✗ Not applicable if: No pharmaceutical products
Emergency Contacts
Situation Contact Number Refrigeration breakdown Temperature excursion Food safety incident Regulatory query Certification body Insurance
Notes
Review Record
Date Reviewed By Changes Made
This checklist is a guidance tool. Consult with certification bodies and regulatory authorities for specific requirements applicable to your operation.
Version: 1.0Date: November 2025
About ColdChainSA
ColdChainSA.com is South Africa’s dedicated cold chain industry directory and resource platform.
Download More Resources:
Certifications Guide by Operator Type
Understanding Cold Chain Certifications
Certification Bodies in South Africa
Cold Chain Glossary
