NPO Compliance Checklist (Free, Tick-Off)

The basics

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NPO number and the registration certificate (if you have it)Dee uses the number to check your status on the public NPO register.
Constitution (or MOI / trust deed), the latest signed versionDSD reads your report against your own rules.
Financial year-end (check the constitution)Your annual report is due 9 months after this date.
Proof of physical address where DSD can serve documentsOfficial DSD letters must be able to reach you.
Which years are outstanding: the last report you filed, any DSD letters or noticesShows whether you are behind before anything is filed.
Email + cellphone the NPO will use for the online profile (one you check)DSD's online system sends codes and notices here.

People and governance

0/5

Office-bearer list: full names, roles, ID numbers, residential and business addresses, cellphone numbersDSD keeps a record of who runs every NPO.
Any changes to office bearers this year, with the date of the election or appointmentChanges must reach DSD within one month.
Minutes of the AGM (and any meeting where office bearers were elected or the constitution changed)Proof that decisions were taken the proper way.
Constitution or name change? The resolution, plus a certificate signed by an authorised office bearerNothing changed? Tick it once you have checked.
Consent from the chairperson for Dee to act for the NPO and handle your information (POPIA)Lets Dee file for you and keeps your details protected.

Narrative report (what you did)

0/6

Main activities and programmes run in the yearThe heart of your narrative report.
Beneficiaries: who you helped, and whereShows DSD who your work reaches.
Numbers: children, meals, members, sessions, eventsReal numbers make the report stronger.
Highlights and challenges, plus plans for next yearA few lines on each is enough.
Funders and partners (names only)Names only, no amounts needed here.
Photos or a programme list, if helpful (optional)Optional, but it helps tell your story.

Money

For your bookkeeper or accounting officer

0/5

Bank statements for the whole financial year (all accounts)Your bookkeeper builds the statements from these.
Receipts, invoices, cash book, donation and grant recordsBacks up every amount in and out.
Annual financial statements: an income & expenditure statement and a balance sheetRequired with every annual report.
Accounting officer's report on those statements, signed by the accounting officer (not by Dee)DSD will not accept the report without it.
Prior year's statements (for the opening balances), if a different person did themSo this year's numbers start in the right place.

Important: signed by your accounting officer

Your financial statements and the accounting officer's report must come back signed by your accounting officer before Dee can file. Dee does not prepare or sign them. No accounting officer yet? Ask Dee and she'll refer you to a bookkeeper first.

Portal access

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Your profile on www.npo.gov.za: do you have one, and who holds the login?Saves setting up a second profile by mistake.
Office bearers available on their phones on filing dayThe portal may send SMS codes to confirm roles.
Scanned PDFs of every document above, clear and the right way upSharp phone scans are fine.

Hand-back (after filing)

Tick these once Dee has filed for you

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Proof of submission (screenshot or acknowledgement) received from DeeKeep it safe: funders may ask for it.
Copies saved in your NPO's folderReady for next year and for funders.
Next due date in your calendar, with a reminder 2 months beforeSo you never fall behind again.

Office-bearer and address changes must reach DSD within one month (Nonprofit Organisations Act, s18). Your details stay on this phone until you send them.

Send it to Dee

One tap opens WhatsApp with your list: what's ready and what's still missing. Not everything ready? Send it anyway, Dee will help.

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Saves automatically on this phone

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