How to check a caterer's hygiene certification and references

Most event organisers take a caterer's word for it. They see a smart website, get a friendly quote, and move forward without checking whether the business actually holds current food-handling credentials or whether previous clients have had problems. By the time food arrives at your event, it's too late to spot gaps in their training or their track record. A few hours of verification upfront protects your guests and your reputation.

Check registration with the local health authority

Every legitimate food business operating in South Africa must be registered with the local municipality's health department. Start by phoning your municipality's environmental health office and asking whether the caterer's business is registered and in good standing. Have the caterer's trading name and address ready. Registration alone doesn't guarantee excellence, but the absence of it is a red flag—it means they're either new (which is fine if they have other proof of competence) or operating outside the law.

Ask the caterer directly for their registration certificate or letter. Many will have it on file and can email it to you in minutes. If they hesitate or say it's "somewhere" or "not a big deal," treat that as a warning. A professional caterer keeps this document accessible because clients ask for it regularly.

Request their most recent inspection report

Municipalities conduct routine health and safety inspections of catering premises. These reports are public record. Ask the caterer for a copy of their latest inspection report—most will have it from the past 12 to 24 months. The report will flag any issues with food storage, temperature control, pest management, staff hygiene practices and kitchen cleanliness.

If they say "we haven't had an inspection yet" or can't produce one, that's unusual for an established business. You can also contact the municipality directly and ask whether an inspection report exists for their kitchen address, though turnaround times vary. Look at the date on any report and whether any findings were marked as "must rectify"—corrective action items tell you what standards they were measured against and whether they took feedback seriously.

Phone their references and ask the right questions

A caterer will always give you names of happy clients. Phone at least two or three—pick ones who hosted events similar in size and type to yours. When you call, ask specific questions about their experience:

• Was the food fresh, properly hot or cold, and well-presented when it arrived?
• Did the caterer's staff follow instructions about timing, setup and dietary restrictions?
• Were there any complaints or issues on the day, and how did the caterer respond?
• Would you book them again for another event?
• Did the menu items taste good and feel worth the price?

Listen for hesitation or vagueness. A satisfied client usually has concrete memories—"the prawns were delicious but they forgot napkins" or "they arrived 20 minutes late but communicated it beforehand." References who can't recall specifics or give only generic praise may not be real clients or may have been coached.

Verify food-handling and allergen awareness training

Ask the caterer whether their team holds current food-handling certificates—in South Africa, these are often Level 1 or Level 2 certifications through accredited providers. Request proof of at least one team member's certificate, ideally the owner or head chef. The certificate should show the name, the issuing body, the date of issue and an expiry date.

Also ask directly: "How do you manage allergen awareness and cross-contamination?" Their answer reveals whether they take this seriously. A strong caterer will describe their process for keeping nuts, gluten, dairy and shellfish separate, labelling ingredients clearly and asking clients upfront about guest allergies. If they seem uncertain or say "we just tell people to be careful," that's not good enough for a corporate event.

Take time to run these checks before you commit. Call the municipality, ask for documents, phone references and ask pointed questions about their experience. It's easier to switch caterers before you sign a contract than to manage a food safety crisis or disappointed guests on the day. Strove's verified caterers have already passed screening, but these steps apply to any provider you're considering.