Step‑by‑Step: Registering a Non‑Profit Organisation in South Africa (2025 Guide)

Introduction

A non‑profit organisation (NPO) exists to advance a public benefit rather than to make profits for members or office‑bearers. In South Africa, it can take the form of a trust, a non‑profit company (NPC), or a voluntary association. Registration with the Department of Social Development (DSD) is voluntary. Still, it carries major advantages: it enhances credibility with donors and the public, allows your organisation to open a bank account in its name and may qualify you for tax incentives and grants. This guide walks you through the key requirements and steps for registering your NPO in 2025.

1. Understand who can register and why

• Eligibility: Any non‑governmental organisation that promotes a public purpose—such as an NGO, community‑based organisation (CBO) or faith‑based organisation (FBO)—may register.
• Benefits: Registration signals that your organisation meets governance standards and is accountable, which increases donor confidence. It also allows you to open a bank account, apply for government or corporate funding and access tax benefits.
• Voluntary nature: While registration is not mandatory, operating under the guise of a registered NPO without actually being registered is a criminal offence.

2. Gather your founding documents

Your organisation must have a founding document that outlines its objectives, governance, and financial controls. The type of document depends on your organisational form:

• Trust: Requires a trust deed and a letter of authorisation from the Master of the High Court.
• Non‑profit company (NPC): Must have a Memorandum of Incorporation (MOI) and be registered with the Companies and Intellectual Property Commission (CIPC). An NPC must have at least three incorporators and three directors and may be registered online through the CIPC’s BizPortal. The MOI must state that the company’s assets and income will be used solely to further its non‑profit objectives and that no profits will be distributed to members except as reasonable compensation for services.
• Voluntary association: Must have a constitution adopted by its members at a formal meeting. The constitution should define the organisation’s purpose, membership criteria, governance structure, meeting procedures and financial policies.

Whichever form you choose, the founding document must comply with the Non‑profit Organisations Act 71 of 1997. It is advisable to use model constitutions or templates provided by provincial social development departments and to ensure the document includes clauses on asset distribution on dissolution, accountability, and meeting procedures.

3. Appoint a governing board

Legislation requires that an NPO be governed by a board or committee that is separate from its staff and volunteers. The board is legally responsible for ensuring the organisation pursues its mission with integrity and complies with relevant laws. To strengthen governance:

• Recruit board members with expertise in finance, governance, human resources and the sector in which you operate.
• Clearly define roles and portfolios to avoid conflicts of interest.
• Ensure board positions are voluntary and not used for personal financial gain.
• Hold an inaugural meeting to adopt the founding document and appoint office‑bearers (chairperson, treasurer, secretary).

4. Complete the NPO application form

Obtain the Application for Registration by a Non-profit Organisation form from a DSD office or download it from the npo.gov.za portal. Fill in your organisation’s details, board members and objectives. The form must be accompanied by:

• Two copies of your founding document (trust deed, MOI, or constitution).
• Certified ID copies of office‑bearers and, for trusts and companies, the necessary court or CIPC documentation.
• Contact details of the responsible person applying.

5. Submit your application

You can submit your NPO registration application in one of three ways:

1. Online via npo.gov.za. Upload the completed application form and founding document. Make sure the founding document has been signed and dated.
2. By post. Send the application form and two copies of the founding document to:
   NPO Directorate, Department of Social Development, Private Bag X901, Pretoria, 0001.
3. In person. Hand‑deliver the documents to your nearest provincial social development office or to the NPO Directorate at the HSRC Building, 134 Pretorius Street, Pretoria.

Keep copies of all documents and ask for an acknowledgement receipt. If you are registering a non‑profit company, ensure you have first reserved and registered the company name with CIPC before submitting your NPO application.

6. Wait for approval

The DSD acknowledges receipt of your application and assigns a reference number. Processing takes approximately two months. If your application meets the criteria of the Non‑profit Organisations Act, the DSD issues an NPO registration certificate. If your application is incomplete or the founding document fails to meet statutory requirements, the DSD will reject it and provide an explanation for the rejection. You can appeal the decision if you believe it was made in error.

7  Maintain compliance after registration

Registration is not the end of the process. To remain in good standing, your NPO must:

• Submit annual reports within nine months of the end of each financial year. The report should include a narrative report of activities and a financial statement detailing income and expenditure. You can file reports online through the NPO portal or email them to the DSD.
• Notify changes promptly. Inform the DSD of changes to your constitution, board members, name, address or contact details by completing the appropriate forms.
• Follow good governance. Hold regular board meetings, maintain accurate records, separate organisational finances from personal accounts and adhere to your founding document.
• Renew tax status. If your organisation is also registered as a Public Benefit Organisation (PBO) with SARS, file annual tax returns and issue Section 18A receipts for donations.

Failure to submit annual reports may lead to deregistration. Approximately two‑thirds of South African NPOs are non‑compliant because they neglect this obligation; don’t let yours be one of them.

8  Conclusion

Registering an NPO in South Africa is a structured process designed to ensure transparency and accountability. Start by clarifying your organisation’s purpose and choosing the appropriate legal form—trust, NPC or voluntary association. Develop a compliant founding document, appoint a competent board, and complete the NPO application form. Then, submit it along with supporting documents to the Department of Social Development. Registration is free and typically takes about two months. Once registered, stay compliant by submitting annual reports and maintaining good governance. By following these steps, your NPO will be well‑positioned to serve the public, secure funding and operate sustainably.