Step-by-Step Approach to Submitting Documents to CIPC

Follow these steps to ensure smooth and error-free submission of documents to the Companies and Intellectual Property Commission (CIPC), as per the updated guidelines:

Step 1: Prepare the Documents

• Complete all necessary forms using a black pen.

• Ensure the information on the forms is clear and legible.

Step 2: Scanning Requirements

• Use a scanner to create digital copies of your documents.

• Set the scan resolution to 150 dpi for optimal quality.

• Ensure that documents are scanned in black and white to minimize file size.

• Images should be scanned as close to 100% of the final size as possible.

Step 3: Save in the Correct Format

• Save the scanned documents as either PDF or TIFF format.

• Avoid using JPEG or any other file formats, as these will be rejected.

Step 4: Check File Size

• Ensure that each scanned file is less than 10MB in size. Files larger than this will be rejected.

Step 5: Prepare the E-Mail

• Send each application in a separate e-mail to the correct e-mail address (consult the CIPC website for specific e-mail addresses).

• The subject line of the e-mail must follow the format:

  • Customer code,

  • Form code (if applicable),

  • Entity name,

  • Entity registration number (e.g., ABC123, CoR21.1, ABC (Pty) Ltd, 2002/123456/07).

Step 6: Avoid Multiple or Split Submissions

• Do not split documents across multiple e-mails for one application.

• Do not submit duplicates of the same document, as this could result in duplicate processing and billing.

Step 7: Send Only Applications

• Only submit the application forms via the designated e-mail addresses.

• Do not send inquiries or unrelated queries to the same e-mail addresses, as these will be ignored. Consult the CIPC guidance on the relevant emails.

Step 8: Monitor for Rejections

• If your file exceeds the size limit or the scan quality is poor, the submission may be rejected. Always double-check before sending.

By following these steps, accountants can ensure efficient and timely processing of submissions, reducing delays and rejections​.