CIPC Compliance Checklist for South African SMEs

Running a registered company in South Africa comes with ongoing legal obligations — and if you miss them, your business can be deregistered by the Companies and Intellectual Property Commission (CIPC).

That’s why every SME owner needs a simple, clear CIPC compliance checklist to stay in good standing all year round.

In this Smartbook guide, we’ll walk you through everything your company must do to remain compliant with CIPC in 2025 — plus how Smartbook can automate the entire process for you.

What Does CIPC Compliance Mean? 

CIPC compliance means keeping your company’s registration, records, and filings up to date with the Companies and Intellectual Property Commission — as required by the Companies Act 71 of 2008.

A compliant company is one that:

• Has filed all annual returns on time

• Keeps director and shareholder details accurate

• Has a valid registered address

• Maintains an up-to-date beneficial ownership declaration

• Submits the correct documents for B-BBEE and tax compliance

Smartbook Tip: Even if your company isn’t trading, you must still file annual returns every year — otherwise, CIPC will assume your company is inactive and start deregistration.

CIPC Compliance Checklist for 2025 

Here’s a full checklist of what every South African SME must do to stay compliant with CIPC:

1. File Your Annual Returns Every Year 

Every registered company must file CIPC annual returns within 30 business days of its registration anniversary.

What to do:

• Log in at https://eservices.cipc.co.za

• Click “File Annual Returns”

• Enter your company registration number

• Pay the filing fee (based on turnover)

Penalties: R150 per month for every late return, per outstanding year.

2. Keep Director Information Up to Date 

If directors are appointed, removed, or change details (e.g. ID or address), you must update CIPC within 10 business days.

How to update:

• Submit a CoR39 form through CIPC eServices

• Attach certified ID copies and supporting resolutions

Smartbook can file director changes on your behalf with full documentation included.

3. Maintain a Registered Business Address 

CIPC requires every company to have a valid registered address for official notices.

If your business moves, you must update it by filing a CoR21.1 form through eServices or BizPortal.

4. Update Your Beneficial Ownership Records 

Since 2023, all South African companies must declare their beneficial owners — the people who ultimately own or control the business.

How to comply:

• Log in to https://eservices.cipc.co.za

• Go to “Beneficial Ownership Declaration”

• Submit each shareholder’s ID, shareholding percentage, and contact info

💡 Failure to declare can lead to penalties or deregistration.

5. File Shareholder Changes When They Occur 

If ownership changes, you must record it with CIPC using a CoR39 or share transfer resolution.

This ensures your beneficial ownership records stay aligned with your company structure.

6. Renew Your B-BBEE Certificate or Affidavit 

If your turnover is under R10 million (Exempted Micro Enterprise), you can generate your B-BBEE certificate for free on BizPortal.

It’s valid for 12 months and must be renewed yearly to stay compliant for tenders or funding.

Where: https://bizportal.gov.za → B-BBEE Certificate

7. Keep Your Disclosure Certificate Updated 

Your CIPC Disclosure Certificate shows your company’s current legal details (status, directors, address).

It’s often requested for funding or tender submissions.

You can download it from CIPC eServices → Disclosure & Certificates → Company Disclosure Certificate.

If your status says “In Process of Deregistration,” you’re already non-compliant — Smartbook can restore your company fast.

8. Keep SARS and CIPC Records in Sync 

CIPC and SARS share company data.If your company is deregistered by CIPC, SARS will also mark your tax profile as inactive.

Stay compliant by:

• Filing all CIPC annual returns

• Submitting SARS income tax (ITR14) and provisional tax (IRP6)

• Keeping your registered representative details consistent

Smartbook monitors both CIPC and SARS compliance to ensure full alignment.

9. Keep Company Documents on Record 

CIPC may request documents during audits or reinstatement. Keep the following safely stored:

• CoR14.3 (Company Registration Certificate)

• CoR9.4 (Name Reservation Certificate)

• CoR39 (Director Changes)

• CoR21.1 (Address Change)

• Share Certificates & Register

• Proof of Beneficial Ownership Declaration

  
  

10. Check Your Status Regularly 

You can check your company’s standing anytime at:https://eservices.cipc.co.za/Search.aspx

Status meanings:

• In Business — active and compliant

• In Process of Deregistration — missed annual returns

• Deregistered — inactive, needs reinstatement

Smartbook can verify your CIPC status instantly and email you a compliance report.

Consequences of Non-Compliance 

If you don’t maintain compliance:

• CIPC will mark your company as non-compliant or deregistered.

• SARS will deactivate your tax number.

• You’ll lose tender and funding eligibility.

• You’ll pay penalties to reinstate your company.

  
  

How Smartbook Helps You Stay 100% Compliant 

Smartbook helps South African SMEs stay on top of CIPC and SARS compliance by:

✅ Filing annual returns before deadlines

✅ Updating directors, addresses, and ownership automatically

✅ Monitoring beneficial ownership submissions

✅ Renewing B-BBEE certificates

✅ Providing real-time CIPC compliance reports

Just send your company registration number, and Smartbook will handle everything — keeping you compliant and in good standing all year.

Frequently Asked Questions (FAQ) 

1. What does CIPC compliance mean?

It means keeping your company’s registration, filings, and ownership details up to date with the Companies Act.

2. How often do I need to file annual returns?

Once a year — within 30 business days of your company’s registration anniversary date.

3. What happens if I don’t stay compliant?

Your company may be deregistered, lose its tax status, and become ineligible for funding or tenders.

4. How do I check if my company is in good standing?

Search your company on the CIPC database. If it shows “In Business,” you’re compliant.

5. Can Smartbook manage my compliance for me?

Absolutely! Smartbook handles all filings, updates, and renewals automatically so your business stays compliant year-round.

Final Thoughts 

CIPC compliance isn’t just about filing paperwork — it’s about keeping your business legally active, credible, and eligible for every opportunity.

By following this checklist (or letting Smartbook handle it for you), you’ll never risk deregistration, penalties, or missed funding chances again.

Want to check if your company is fully compliant? Smartbook will run a free CIPC compliance check and send you a status report within 24 hours.