Legal Templates
Vendor Declaration Form

Vendor Declaration Form for South Africa

Vendor Declaration Form Template for South Africa

A comprehensive legal document used in South Africa that captures essential information and declarations from vendors/suppliers who wish to conduct business with an organization. The form encompasses various compliance aspects specific to South African legislation, including company registration details, tax compliance status, B-BBEE certification, ownership structure, and regulatory declarations. It serves as a due diligence tool and helps organizations maintain compliance with South African procurement laws while managing vendor relationships and risk assessment.

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What is a Vendor Declaration Form?

The Vendor Declaration Form is a fundamental document in South African business operations, designed to facilitate proper vendor verification and compliance checking. It is typically used during vendor onboarding processes or periodic vendor reviews, capturing crucial information about the supplier's legal status, compliance with various South African regulations, and business capabilities. The form includes declarations regarding tax compliance, B-BBEE status, company registration, ownership structure, and various regulatory requirements specific to South African law. Organizations use this document to ensure their supply chain partners meet legal and corporate governance requirements, maintain transparency, and adhere to procurement policies.

What sections should be included in a Vendor Declaration Form?

1. Vendor Details: Basic information including registered company name, registration number, VAT number, physical address, and contact details

2. Business Profile: Nature of business, years in operation, core business activities, and industry sector classification

3. Legal Status Declaration: Declaration of company registration status, ownership structure, and directors' information

4. Tax Compliance Declaration: Declaration of tax registration and compliance status, including VAT registration if applicable

5. B-BBEE Status Declaration: Declaration of B-BBEE status level, certificate information, and ownership details

6. Banking Details: Company banking information for payment purposes, including bank verification

7. Regulatory Compliance Declaration: Declarations regarding compliance with various regulations including OHSA, labor laws, etc.

8. Conflict of Interest Declaration: Declaration of any potential conflicts of interest with the contracting organization

9. Anti-Corruption Declaration: Declaration regarding anti-corruption compliance and ethical business practices

10. Authorization: Signature section confirming the accuracy of information provided and authorization by company representative

What sections are optional to include in a Vendor Declaration Form?

1. Industry-Specific Certifications: Section for declaring industry-specific certifications and compliance (used when vendor operates in regulated industries like food, pharmaceuticals, etc.)

2. Environmental Compliance: Declaration of environmental management systems and compliance (used for vendors whose operations have environmental impact)

3. Quality Management Systems: Information about quality certifications and standards (used for manufacturers or service providers where quality standards are crucial)

4. Previous Experience: Details of similar contracts and references (used for service providers or complex supply arrangements)

5. Local Content Declaration: Declaration of local content percentage in products (used for manufacturers and suppliers where local content is relevant)

6. Employment Equity Declaration: Declaration of compliance with employment equity requirements (used for larger vendors subject to employment equity legislation)

What schedules should be included in a Vendor Declaration Form?

1. Schedule A - Supporting Documentation Checklist: List of required supporting documents to be attached to the declaration

2. Schedule B - Company Registration Documents: Copies of company registration certificates and documents

3. Schedule C - Tax Clearance Certificate: Valid tax clearance certificate or PIN

4. Schedule D - B-BBEE Certificate: Valid B-BBEE certificate or sworn affidavit

5. Schedule E - Bank Confirmation Letter: Bank verification of account details

6. Schedule F - Directors' Information: Detailed information about company directors and ownership structure

7. Schedule G - Regulatory Certificates: Copies of relevant regulatory certificates and permits

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

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Jurisdiction

South Africa

Publisher

Genie AI

Document Type

Declaration Form

Sector

Compliance

Cost

Free to use
Relevant legal definitions
Vendor
B-BBEE
EME (Exempted Micro Enterprise)
QSE (Qualifying Small Enterprise)
Related Party
Beneficial Owner
Conflict of Interest
Tax Clearance Certificate
Principal
Associated Person
Government Official
Close Family Member
Controlled Entity
Director
Local Content
Material Interest
Valid Certificate
Verification Agency
Sworn Affidavit
Public Sector Organization
State-Owned Enterprise
Business Day
Commercial Agreement
Corrupt Act
Group Structure
Immediate Family Member
Independent Contractor
Joint Venture
Legal Entity
Operating Entity
Private Company
Public Company
Registered Office
Shareholder
Subsidiary
Ultimate Holding Company
VAT Vendor
Relevant Industries

Manufacturing

Retail

Construction

Information Technology

Professional Services

Mining

Healthcare

Financial Services

Telecommunications

Agriculture

Transportation

Energy

Education

Government and Public Sector

Hospitality

Real Estate

Relevant Teams

Procurement

Supply Chain

Legal

Compliance

Finance

Risk Management

Operations

Vendor Management

Commercial

Internal Audit

Relevant Roles

Procurement Manager

Supply Chain Director

Vendor Management Specialist

Compliance Officer

Legal Counsel

Finance Manager

Risk Manager

Commercial Director

Operations Manager

B-BBEE Compliance Manager

Contract Administrator

Chief Financial Officer

Procurement Officer

Supply Chain Analyst

Vendor Relationship Manager

Industries
Companies Act 71 of 2008: Governs the registration and operation of companies in South Africa, including requirements for business registration and compliance
Value Added Tax Act 89 of 1991: Regulates VAT registration and compliance requirements for vendors doing business in South Africa
Income Tax Act 58 of 1962: Covers tax compliance requirements and tax clearance certificates necessary for vendor registration
Broad-Based Black Economic Empowerment Act 53 of 2003: Establishes the framework for B-BBEE certification and compliance, which is often required in vendor declarations
Prevention and Combating of Corrupt Activities Act 12 of 2004: Addresses anti-corruption measures and declarations regarding business integrity
Protection of Personal Information Act 4 of 2013 (POPIA): Governs the collection and processing of personal information in vendor documentation
Preferential Procurement Policy Framework Act 5 of 2000: Provides framework for procurement policies and procedures in South Africa
Competition Act 89 of 1998: Ensures fair competition and requires declarations regarding anti-competitive behavior
Occupational Health and Safety Act 85 of 1993: Relevant for vendors providing services or goods that may impact workplace safety
Financial Intelligence Centre Act 38 of 2001: Requires certain due diligence and declarations regarding money laundering prevention
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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