Tax and SARS knowledge base
What documents must a business upload for a Customs RLA SOQS query?
What supporting documents should a business prepare for a Customs registration or licence query on SOQS?
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Direct answer
There is no safe universal document list for every Customs Registration, Licensing and Accreditation request. The documents depend on the entity and request type. SARS says users must complete mandatory fields before supporting documents can be attached and submitted through SOQS. Select the correct request first, then use the current SARS guide and onscreen requirements to prepare a complete, consistent upload pack.
The goal is not to upload every document the business has. It is to submit the documents that SARS currently requires, in legible form, with names, identifiers, dates and authority records that agree with the application. Keep copies and the SOQS query reference so the business can answer follow-up questions without reconstructing the file.
What this means in practice
Begin with the legal entity and activity. An importer, exporter, foreign importer, registered agent, clearing agent, warehouse operator or other Customs client may face different registration and licensing requirements. A document list copied from another entity or a past application can be incomplete or inappropriate.
The best preparation is a request matrix. In the first column, record the exact SOQS service or RLA request. In the second, record the entity name and identifier as it appears on official records. In the third, list each current SARS document requirement. In the fourth, link the actual source file. In the final column, record who checked that the upload is legible, current and authorised.
Avoid frequent causes of delay:
- A trading name is entered instead of the legal entity.
- An appointment or authorisation does not match the person submitting.
- A scanned document is incomplete, unreadable or expired.
- Documents show different addresses, names or numbers without an explanation.
- A request is submitted under the wrong SOQS category.
Step-by-step
- Identify the exact Customs request.
Read the current SARS RLA and SOQS options before collecting documents. Determine whether the business is applying, providing documents for an existing application, retrieving a Customs code, checking status or updating details. These are different workflows and can have different document requirements.
- Build the core entity file.
Collect official entity formation or registration information, identity or authority records for the person acting, current contact details and any existing Customs registration or licence evidence. Keep the original source files where possible. If the entity has changed name, address, director or ownership, include the records that explain the current position.
- Confirm role and authority evidence.
Identify who is authorised to submit the request and why. If an agent, employee or adviser is involved, retain the current appointment or authority document. For a foreign importer relationship, ensure the registered-agent information aligns with the foreign entity's records and the current SARS process.
- Match documents to current SARS requirements.
Use the current SARS SOQS guide and onscreen prompt for the selected request. Do not rely only on a memory of a former application. Tick off each required item against the request matrix. If an item is unclear, seek clarification before uploading a substitute that could create a conflicting record.
- Check every upload for quality and consistency.
Ensure each file is complete, readable, correctly oriented and free from irrelevant sensitive information where a redacted copy is appropriate and allowed. Compare entity name, identifier, date, address and authorised signatory across the file. Record the filename and date in the matrix.
- Submit and preserve the audit trail.
Complete all mandatory fields in SOQS, attach documents only in the current approved channel and submit. Save the reference number, confirmation, copies of uploads and a log of what was submitted. If SARS asks for more information, add it to the same controlled file and record the new reference.
Documents and records to keep
Keep a structured file containing entity documents, authority and appointment records, Customs applications or licences, prior Customs codes, SARS correspondence and the current request matrix. Retain the original upload files, query reference, confirmation and every follow-up message.
Maintain document security. Limit access to those who need it, do not place identity documents in a public shared folder and do not send passwords or one-time codes with the pack. The file should show authority without making credentials part of the evidence.
Important limits and exceptions
This article does not state every document SARS will require or confirm that an upload is sufficient. The current request category and SARS instructions govern. Uploading a document does not mean the application is approved, a Customs code has been issued or the business can start a regulated activity.
Do not use an outdated document list as an application checklist. If the online instructions conflict with an old guide or a third-party list, follow the current SARS service and obtain clarification where needed. Do not alter official documents or obscure information that SARS requires.
When to get tailored advice
Get advice where the entity is foreign, has a registered-agent relationship, has changed legal details, operates in a regulated Customs environment, cannot identify the authorised signatory or receives repeated document requests. A Customs specialist can help identify the correct request and document evidence without guessing.
TaxProof can help build a document matrix and quality-check a proposed upload pack. We cannot submit a query without authorised access, decide document sufficiency or guarantee SARS approval.