Supplier notes

Contract orientation on day one

What to cover before the laptop is issued.

Start with the real paperwork

I always say, the official start of a new job is the signature, not the handshake. When a new person joins, get that signed contract front and centre, before they pick up a laptop, beep in a security tag or even get the WiFi code. Your contract must match the role, pay, leave, and most importantly, the notice period. In Strand, I once saw a signage installer mess up onboarding because their template was missing the mandatory UIF clause, and it bit them later when the employee claimed from the fund. Remember, a contract written in plain English with all the local legal bits is your best start, but let a registered tax practitioner or attorney give it the once over.

Cover compliance in the first hour

You need to tick the boxes on day one, not only for your new hire, but to keep your CIPC and SARS records straight. For a bakery owner in Brits, we found that introducing a simple checklist, based on our Hire Charm checklist, saved hours otherwise lost chasing papers. Cover the basics: certified ID, proof of address, SARS tax number. For contracts over R3,500 a month, remember the B-BBEE affidavit. If your business is VAT registered, get the VAT201 and EMP201 forms ready for their payroll files. This way, your hiring rituals become a routine, not a rush.

Don’t skip the expectations chat

Before logging into the POS or checking the stock spreadsheet, I like to walk through the contract together, line by line, not just sliding it across the table. Explain what happens if the lights go off during load-shedding (which stage are you prepped for?), who calls the shots on early closures, public holiday pay and leave during the school holidays. I’ve sat with new drivers from a Midrand florist who thought overtime started at 4pm, because no one told them otherwise. Clear is kind, even if it feels a bit slow on that first Monday.

Orientation checklist: what to prep

If you’re anything like me, you’ve double-checked the contract and then still wake up at 3am wondering what you missed. Here’s the quick list I use for day one:

Signed copy of the offer and employment contract.
Certified copy of ID and proof of address (not older than 3 months).
Banking details for payroll transfers (bring a recent bank letter or stamped statement).
SARS tax number and completed employee tax form.
UIF and COIDA registration proof, if you have it handy.
Job description, signed off and printed.
Emergency contact details written down.
Supplier access card or trading permit, if relevant.
Checklist from the Hire Charm kit, printed for reference.

Loop in your suppliers and landlords early

It sounds simple, but many SMEs forget to inform suppliers and landlords when new staff join. For instance, a clothes shop in Brits had a new manager who couldn’t collect deliveries because Makro would only release goods to names listed in the supplier portal. Update your supplier and landlord lists the same day contracts are signed. Banks will want a FICA update for any new signatories or access cards, or you'll get stuck in a branch queue. CIPC and SARS, too, EMP201 and UIF declarations must list new staff. It’s never just your HR admin; it’s how you keep things ticking along with the folks that keep you supplied and in the landlord’s good books. If you’ve got remote sites, a quick note to your nearest supplier hub helps avoid slow Mondays.

Keep the habit alive

Contracts are not a one-off. Every month or quarter, pull out the original and check: is the pay right? Are leave balances updated? With loadshedding, minimum wage adjustments, or changing supplier terms, your promises can get out of date quickly. For the bakery team I mentioned, setting a first-Friday ritual from our ops ritual kit has saved them alot of confusion, one less early Friday call from a new hire asking if the day is paid or not. Make the contract part of every admin rhythm, not just day one. For those tricky handovers, check our handoff guide for a smoother transition next time.