Documents and templates

MOKOENA MOTORS
A trading name of Mokoena Holdings (Pty) Ltd | Reg. No. 2026/123456/07

[YOUR BUSINESS NAME]
[Your name] | [Phone] | [Email]
[Physical address]
[Company registration number, if you have one]

QUOTATION

Quote number: QUO-0001
Date: [DD Month YYYY]
Valid until: [DD Month YYYY]

TO
[Customer name]
[Customer address]
[Customer phone / email]

-------------------------------------------------------------
Description Qty Unit price Amount
-------------------------------------------------------------
[Item or service] 1 R 0.00 R 0.00
[Item or service] 1 R 0.00 R 0.00
-------------------------------------------------------------
 TOTAL R 0.00
-------------------------------------------------------------

WHAT IS INCLUDED
- [Be specific]
- [Be specific]

WHAT IS NOT INCLUDED
- [List it, or you will be asked to do it free]

TIMING
Work starts [when] and takes approximately [how long] once the deposit
is received.

PAYMENT
Deposit of [X]% before work starts. Balance due [on completion / within
X days of invoice].

This quote is valid for [X] days. Prices may change after that date.
Accepting this quote means you accept my terms and conditions, attached
or available at [link].

Accepted by: ______________________ Date: ______________

[YOUR BUSINESS NAME]
[Your name] | [Phone] | [Email]
[Physical address]
[Company registration number, if you have one]

INVOICE

Invoice number: INV-0001
Date: [DD Month YYYY]
Due date: [DD Month YYYY]

TO
[Customer name]
[Customer address]

-------------------------------------------------------------
Description Qty Unit price Amount
-------------------------------------------------------------
[Item or service] 1 R 0.00 R 0.00
-------------------------------------------------------------
 AMOUNT DUE R 0.00
-------------------------------------------------------------

PAYMENT DETAILS
Bank: [Bank name]
Account name: [Exactly as it appears on the account]
Account number: [Number]
Branch code: [Code]
Reference: INV-0001

Please use the invoice number as your payment reference.
Payment is due by [date]. [State your late payment terms here.]

[YOUR BUSINESS NAME]
[Physical address]
VAT Registration Number: 4XXXXXXXXX
[Phone] | [Email]

TAX INVOICE

Invoice number: INV-0001
Date: [DD Month YYYY]

TO
[Customer name]
[Customer physical address]
[Customer VAT number, if they are a vendor]

-------------------------------------------------------------
Description Qty Unit price Amount
-------------------------------------------------------------
[Goods or services] 1 R 0.00 R 0.00
-------------------------------------------------------------
 Subtotal (excl. VAT) R 0.00
 VAT @ 15% R 0.00
 TOTAL (incl. VAT) R 0.00
-------------------------------------------------------------

[Banking details]

[YOUR BUSINESS NAME]

RECEIPT

Receipt number: REC-0001
Date received: [DD Month YYYY]
Received from: [Customer name]
Amount received: R 0.00
Method: [EFT / Cash / Card]
For invoice: INV-0001

Balance still owing: R 0.00

Thank you.

PRIVACY NOTICE

[Business name] ("we", "us") respects your privacy. This notice explains
what personal information we collect and what we do with it.

WHO WE ARE
[Business name]
[Physical address]
[Email] | [Phone]
Information Officer: [Your full name]

WHAT WE COLLECT
- Your name
- Your contact details (phone, email, address)
- Details of what you bought or asked about
- Payment information (we do not store card numbers)
[Add or remove lines so this is true for your business]

WHY WE COLLECT IT
- To give you a quote and do the work you asked for
- To send you an invoice and receive payment
- To keep records that SARS requires by law
- To contact you about your order

WHO WE SHARE IT WITH
We do not sell your information. We share it only with:
- Our bank, to receive payment
- Our accountant, if we use one
- SARS or another authority, where the law requires it
[Add any supplier or courier who receives customer details]

HOW LONG WE KEEP IT
We keep records for five years, as tax law requires. After that we
delete them.

MARKETING
We will only send you marketing messages if you agreed to receive them.
You can tell us to stop at any time by replying STOP or emailing us.

YOUR RIGHTS
You may ask us what information we hold about you, ask us to correct it,
or ask us to delete it where the law allows. Contact us using the
details above.

If you are unhappy with how we handled your information, you may
complain to the Information Regulator at inforegulator.org.za.

Last updated: [DD Month YYYY]

I am a [BUSINESS TYPE] in South Africa. I sell [WHAT] to [WHO].
I am [a sole proprietor / a registered company].
[I sell online / I sell in person / both.]

Write terms and conditions for my business in simple English that a
Grade 8 learner can read.

Cover:
- What I will do and what the customer must do
- Quotes, deposits, and payment terms
- What happens if a customer cancels
- What happens if I have to cancel
- Delivery or completion timing
- Returns, refunds, and faults
- Limits on what I am responsible for
- How disputes get resolved

Make sure it complies with the Consumer Protection Act 68 of 2008.
Where the Act gives the customer a right I cannot remove, say so in the
document rather than trying to remove it.

[If selling online, add:] I sell online, so also comply with sections 43,
44, and 46 of the Electronic Communications and Transactions Act 25 of
2002, including the seven-day cooling-off right.

After the document, list every clause where you are unsure and where I
should check with a lawyer.

I am a [BUSINESS TYPE] in South Africa. I need a short written agreement
for jobs over R[AMOUNT].

Write a one-page agreement in simple English covering:
- Who the parties are
- Exactly what work I will do
- Exactly what is not included
- Price, deposit, and payment dates
- Start date and expected finish date
- What happens if the customer changes the scope
- What happens if the customer does not pay
- Who owns the work when it is done
- How either side can cancel
- Which South African law applies

Use [SQUARE BRACKETS] for anything I fill in per job.
Keep it to one page. Do not use legal words where a plain word works.

Write a simple delivery note template for a South African small business
delivering [WHAT] to customers. Include fields for delivery number, date,
customer details, items and quantities, condition on arrival, and a
signature block for the person receiving the goods. Keep it to one page.