Guide to Completion of Bonds and Addendums

Purpose

• The purpose of the webpage is to provide instructions for completing:
  • Customs Bond (CB);
  • Customs Addendum (CA);
  • Excise Bond (EC); and
  • Excise Addendum (EA).

Scope

• This webpage describes the completion of the Bonds and Addendums which are lodged for security as required and prescribed in the Bonds Policy SC-SE-05.

Form Requirements

• All fields are mandatory for completion of the bond / addendum.
• The bond / addendum must be:
  • Printed portrait on A4 paper size;
  • Printed in black ink on white paper; and
  • The document must be printed on two (2) or more separate sheets, ensuring that each page is printed on a single side only, double-sided or multiple pages per sheet printing is not permitted.
• Information entered on the bond / addendum must be typed or printed in block letters and must be legible.
• The bond / addendum must be issued by a South African registered bank or an insurer registered with the Financial Sector Conduct Authority (FSCA) which has the legal authority of issuing bonds / addendum.
• A list of insurers approved to issue guarantees, as well as South African registered banks, is available on the reserve bank website.
• The use of correction fluid (such as tippex) is strictly prohibited on the bond or addendum.
• In a situation where a capturing error occurs during the completion of the form, the incorrect information must be crossed out by drawing two (2) parallel lines through it and writing the correct information above or under the incorrect information.
• All corrections must be initialled by all signatories of the bond or addendum, including the witnesses.
• Authorised representatives and their witness(es) whose name(s) appear on the bond or addendum must initial at the bottom of each page of the bond/addendum except for the last page.
• Authorised representatives and their witness(es) whose name(s) appear on the bond or addendum must sign in full wherever signatures are required of the representatives and their witnesses.
• If there is a change in legal identity, change of ownership, etc. the client must replace all current bonds / addendums [including addendums to these bond(s) / addendum(s)] with a new bond or addendum which must reflect the new name. (Refer to SC-CF-05).
• The individuals who act as witnesses for the legal entity can also as be witnesses for the financial institution.
• A principal signatory is not permitted to act as a witness for the same legal entity, for example, the principal signatory for the legal entity (Registrant / Licensee) cannot serve as a witness for the authorised financial institution.
• The resolution or the express consent as prescribed must be attached to the bond / addendum.

Customs Bond and Addendum

Completion of Bond – CB04

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Enter ‘Full Name of Licensee’:

• • Companies and Intellectual Property Registration Office (CIPC) registered name to be used.
  • If the registrant / licensee is an individual, then the full name and surname of the person as indicated in their identification document (ID) must be inserted on the field.
• Enter ‘Registration / Identification Number’:

• • The registration number issued by the CIPC must be inserted in the field.
  • The ID number can only be used if a private individual applies in his / her own capacity.
  • Either the word Registration / Identification Number must be deleted, whichever is not applicable deleted by drawing one (1) line through it.
• The Principal Debtor representatives must enter their full names and surname under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• Representatives must enter their designations in the field for ‘in their capacities as’ for example Financial Director.

• Depending on whether the applicant is a company, a close corporation, partners of a partnership, trustees of the trust, association or organ of State, the correct sentence must remain and the other one (1) deleted by drawing one (1) line through it.

• Representatives must enter the following details:
  • ‘Name of Town or City’ where the resolution was passed or where the express consent was drawn;
  • Date on the ‘No’ field; and
  • ‘Month and Year’.

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Enter ‘Registration / Identification Number’:

• • The registration number issued by the CIPC must be inserted in the field.
  • The ID number can only be used if a private individual applies in his / her own capacity.
  • Either the word Registration / Identification Number must be deleted, whichever is not applicable deleted by drawing one (1) line through it.
• Financial Institution and Co-Principal Debtor representatives full names and surname must be entered under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• Representatives must enter their designations in the field for ‘in their capacities as’ for example Financial Director.

• The representatives must enter the bond amount in figures and in words on applicable fields.

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Enter the following information:
  • Signatures of Principals;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The subscribed two (2) witnesses for each principal must sign on the allocated fields:

• The Financial Institution and Co-Principal Debtors must sign in the applicable fields.

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• The following details must be entered:
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Date’.

• The subscribed two (2) witnesses for each Financial Institution and Co-Principal Debtor must sign in the allocated fields:

• The Financial Institution must place their stamp impression on this field.

Completion for Addendum: Amend Bond Amount – CA01

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Enter ‘Full Name of Registrant / Licensee’:

• • Companies and Intellectual Property Registration Office (CIPC) registered name to be used.
  • If the registrant / licensee is an individual, then the full name and surname of the person as indicated in their identification document (ID) must be inserted on the field.
• The Principal Debtor representatives must enter their full names and surname under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• Representatives must enter their designations in the field for ‘in their capacities as’ for example Financial Director.

• Depending on whether the applicant is a company, a close corporation, partners of a partnership, trustees of the trust, association or organ of State, the correct sentence must remain and the other one (1) deleted by drawing one (1) line through it.

• Representatives must enter the following details:
  • ‘Name of Town or City’ where the resolution was passed or where the express consent was drawn;
  • Date on the ‘No’ field; and
  • ‘Month and Year’.

• Financial Institution and Co-Principal Debtor representatives full names and surname must be entered under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Representatives must enter their designations in the field for ‘in their capacities as’.

• Enter the original bond amount in figures on the first field and in words on the second field.

• The client must indicate whether the amount should be increased or decreased and cross out the option that does not apply by drawing a line through it.

• The representative enters the increasing or decreasing addendum amount of the bond on the below field.

• The new total amount of the bond (this is the amount stated in the SARS surety letter).

• Enter the following information:
  • Signatures of Principals;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The subscribed two (2) witnesses for each principal must sign on the allocated fields:

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• The Financial Institution and Co Principal Debtors must fill in the below:
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.
  • Signatures

• The subscribed two (2) witnesses for each Financial Institution and Co Principal Debtor must sign on the allocated fields:

• The Financial Institution must place their stamp impression on this field.

Completion of Addendum Amend Deferment Amount – CA02

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• The user must follow steps on paragraph Completion for Addendum: Amend Bond Amount – CA01.
• Enter the first Financial Institution and Co-Principal Debtor representative full names and surname must be entered under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• Enter the following details:
  • ‘Financial Institution reference’; and
  • Second Financial Institution and Co-Principal Debtor representative full names and surname must be entered under the ‘herein presented by’ field:

• Representatives must enter their designations in the field for ‘in their capacities as’.

• Enter the original bond amount in the field below.

• Enter the increase in the bond amount (this is the difference between the amount stated in the SARS surety letter and the original bond amount).

• Enter the new total bond amount (this is the amount stated in the SARS surety letter).

• Enter the effect date of the increase, insert ‘No’ and ‘Month and Year’ in the provided fields.

• The amount of the original bond must be inserted.

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• The amount that the bond is increased by must be inserted.

• The new total bond amount must be inserted which includes the original bond amount plus the amount to be increased by (the amount stated in the SARS surety letter).

• The representative must enter the ‘with effect from’ date, insert ‘No’ and ‘Month and Year’.

• The representative must enter the ‘until the last day’ date of the temporary bond increment on the fields ‘No.’ and ‘Month and Year’.

• Enter the following information:
  • Signatures of Principals;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The subscribed two (2) witnesses for each principal must sign on the allocated fields:

• Enter the following information:
  • Signatures of Financial Institution and Co-Principal Debtors;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• The subscribed two (2) witnesses for each principal must sign on the allocated fields:

• The Financial Institution must place their stamp impression on this field.

Excise Bond and Addendum

Completion: Manufacture of Excisable Products – EB04

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Enter ‘Full Name of Licensee’:

• • Companies and Intellectual Property Registration Office (CIPC) registered name to be used.
  • If the registrant / licensee is an individual, then the full name and surname of the person as indicated in their identification document (ID) must be inserted on the field.
• The Principal representatives must enter their full names and surname under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• Representatives must enter their designations in the field for ‘in their capacities as’ for example Financial Director.

• Depending on whether the applicant is a company, a close corporation, partners of a partnership, trustees of the trust, association or organ of State, the correct sentence must remain and the other one (1) deleted by drawing one (1) line through it.

• The following details must be entered:
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.
  • Enter full name and surname of the Surety(ies) and Co-Principal Debtor(s).

• Surety(ies) and Co-Principal Debtor(s) must enter their designations under ‘in their capacities as’.

• The bond sum must be entered:

• Enter the following information:
  • Signatures of Principals;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The subscribed two (2) witnesses for each principal must sign on the allocated fields:

• Financial Institution and Co-Principal Debtors(s) must sign in the spaces for the principal they represent.

• The following details must be entered:
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The subscribed two (2) witnesses for each Surety and Co-Principal Debtor must sign

• The client must enter the ‘Financial Institution reference’ and a must place their stamp.

Completion of Licensed Distributor for Fuel Addendum – EA02

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Enter ‘Full Name of Licensee’:

• • Companies and Intellectual Property Registration Office (CIPC) registered name to be used.
  • If the registrant / licensee is an individual, then the full name and surname of the person as indicated in their identification document (ID) must be inserted on the field.
• The Principal representatives must enter their full names and surname under the ‘herein presented by’ field:

• • The full names must be entered as indicated in the identification document (ID).
  • The full names must be entered exactly as they appear in the resolution passed at the directors’ meeting, or as stated in the written consent of all members of the entity, according to their identification documents.
• Representatives must enter their designations in the field for ‘in their capacities as’ for example Financial Director.

• Depending on whether the applicant is a company, a close corporation, partners of a partnership, trustees of the trust, association or organ of State, the correct sentence must remain and the other one (1) deleted by drawing one (1) line through it.

• The following details must be entered:
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.
  • Enter full name and surname of the Surety(ies) and Co-Principal Debtor(s).

• The client must enter the ‘Financial Institution reference’ issued by the financial institution.

• Surety(ies) and Co-Principal Debtor(s) must enter their designations in the field for example Financial Director.

• The following must be entered in the fields:
  • The sum of bond in figures; and
  • The sum of bond in words.

• The following details must be entered:
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• The following details must be entered:
  • The amount the bond is increased by in figures;
  • The amount the bond is increased by in words;
  • The total sum bond amount (the existing bond amount plus the increased amount in figures; and
  • The total sum bond amount (the existing bond amount plus the increased amount in words.

• The following details must be entered:
  • Signature of principals;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• Witnesses(s) for principals must sign in the spaces for the principal they are witnessing.

• The following fields must me entered:
  • The Surety(ies) and Co-Principal Debtor(s) must sign;
  • ‘Name of Town or City’;
  • The day ‘No’; and
  • The ‘Month and Year’.

• Witnesses(s) for Surety(ies) and Co-Principal Debtor(s) must sign in the spaces for the principal they are witnessing.

• The client must enter the ‘Financial Institution reference’ and a must place their stamp.

Definitions, acronyms and abbreviations

The definitions, acronyms and abbreviations can be accessed here – Glossary webpage.

Legal disclaimer: In the event of conflict or inconsistency between this webpage and the PDF version of the guide, the latter shall prevail.