CIPC: Documents scanning to be black and white

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CIPC: Documents scanning to be black and white

• 02 June 2026
• CIPC
• South African Accounting Academy

Summary:

The Companies and Intellectual Property Commission (CIPC) has advised the public, customers, and stakeholders that all scanned documents must be in black and white, legible to ensure that the information is clear and easy to read.

Article:

To ensure that all your applications, including e-mail document attachments are processed promptly, the following requirements are prescribed: 

• Applications must be filed/submitted to the correct e-mail address. 
• Applications may not be filed in parts (i.e. split or divided into multiple e-mails for one application. 
• Applications or parts thereof will not be downloaded by CIPC from other sites such, as Google. 
• Each application must be scanned and submitted separately to a relevant email address. 
• Applications may not be filed in duplicate, as this will lead to duplicate tracking, processing, and billing, and will not be refunded. 
• Applications must be clear and the information legible. 
• The subject of the e-mail must clearly state the customer code, form code, where applicable, the entity name and entity registration number, where applicable (e.g. ABCI 23, CoR21.1 ABC (Pty) Ltd, 2002/123456/07), each item of data must be separated by a comma. 
• Enquiries or queries received via e-mail addresses dedicated to application filing will be ignored and will not be responded to.  

• Limitation on File Size to be e-mailed: 

• Scanned Documents/Files must be less than 10 megabytes 

Scanning requirements: 

• Copy Dot scans must have a maximum resolution of 150 dpi o Step 1 select "email 'j on the printer/copier/scanner o Step 2 select more options 
• Images should be scanned as close to 100% of final size as possible 
• Poor quality images will be rejected 
• Customers are advised to use black pen when completing the forms 

The colour of the scanned images/documents must be black and white: 

• Files biqqer than 10 megabytes will be rejected 
• File Format requisites are the standard PDF format and Tiff format only — no J-peg or other format files will be accepted 

It is an offence in terms of S215(2)(e) of the Companies Act to submit false information to the CIPC and persons found guilty of submitting such will be prosecuted.

Click here to download Notice 27 of 2026:

https://www.cipc.co.za/wp-content/uploads/2026/05/Notice-documents-scanning-V0.1-27.pdf 

Relevance to Auditors, Independent Reviewers & Accountants:

• The Companies Act is yet another piece of legislation that your clients must comply with, and which you must assess compliance with.  If they don’t comply with the relevant laws and regulations, you have certain reporting obligations in terms of NOCLAR (NOn-Compliance with Laws And Regulations) – this could include reporting to management, qualifying your audit opinion, reporting a Reportable Irregularity, etc.
• As an auditor, independent reviewer and accountant, you also need to monitor your client’s compliance with the Companies Act and all relevant notices/enforcements/practice notes issued by CIPC as the regulator.
• Where you perform these compliance tasks on behalf of your client, you need to ensure that you comply with all relevant notices/enforcements/practice notes and that you are aware of the latest media statements issued by CIPC as the regulator.
• Company Secretarial staff play a critical role in bridging the gap between entities and CIPC. As legislation, regulations and tax law are continuously changing and evolving, it is of utmost importance for companies and company secretarial practitioners to keep abreast of such changes in so that companies continue to meet their compliance obligations.

Relevance to Your clients:

• An entity (company or close corporation) has a duty to comply with the Companies Act, and all relevant notices/enforcements/practice notes and to be aware of the latest media statements issued by CIPC as the regulator.

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