A certificate of service is commonly used in the South African workplace, but you may not know exactly what it’s used for, why you need to get it (or if you even do need to get it) and how to get one. Scorpion explains.

What Is a Certificate of Service?

A certificate of service is an official document from your employer that is issued to you when you stop working for them. It serves as proof of employment, and according to Section 42 of the Basic Conditions of Employment Act (BCEA), all employees must get one. It does not matter whether you resigned, were fired or retrenched.

What should be in a certificate of service?

A certificate of service should detail the basic terms and conditions of your employment, such as:

• Name, address and contact details of the employer
• The period for which the employee worked
• Position held by the employee and general description of work performed
• Number of hours worked per day/week and rate of pay

What do you use a certificate of service for?

Proof of employment is required in many situations, for example:

• Applying for a new job – The employer may request that you show them your certificate of service from the previous employer to check that you did not lie on your CV
• Applying for a loan (home loan, vehicle loan, etc) – Banks and other financial institutions may require this document when granting you access to credit
• Applying for unemployment benefits – The Department of Labour requires this document when you apply for social grants like UIF
• For court proceedings related to retrenchment or termination disputes – In some cases, the courts may request that the employee present a certificate of service if an employer has unfairly dismissed them or has refused to pay money due to the employee

How can you get a certificate of service?

Your employer must provide this document to you when you terminate your employment with them. It’s a good idea to plan ahead if possible and ask your employer for this document at least one month before you leave the job. The employer will fill in Form BCEA5 and provide it to you when you leave with immediate effect, or within 14 days of your resignation. It’s important to note that the form needs to be signed by both parties – you and the employer. If your employer refuses to provide you with this certificate or you are unable to locate the employer to request it yourself, you can contact the CCMA for help or hire a lawyer to help you sort things out.

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* This is only basic legal advice and cannot be relied on solely. The information is correct at the time of being sent to publishing.