RTMS toolkit
The RTMS certification process, step by step
From buying the standard to the stage 2 audit, registration and staying certified year after year. Who does what, what each audit checks and how long it usually takes.
Phase 1
Prepare and implement
Most of the work happens before an auditor is involved. The goal is a working system with a history of records, not a manual written for the audit.
Get a copy of SANS 1395-1
Buy the standard from SABS (online or at a regional office). Everything else is measured against it.Review the requirements against how you work
Go through each requirement area and note what you already do. Some operators ask for a pre-assessment visit at this stage.Do a gap analysis
List every deficiency: missing policies, registers nobody keeps, checks that happen but are not recorded. The self-assessment checklist in this toolkit is a quick way to start.Develop the missing procedures, controls and records
Write the policies and set up the registers your gap analysis identified. Keep them simple enough that they will actually be used every day.Implement and build a record history
Run the system: fleet inventory, licence checks, per-trip load records, OEM service intervals, daily roadworthiness checks, driver wellness, performance indicators and corrective actions. The RTMS website describes an internal assessment once you have implemented for three months to decide whether you are ready.
Phase 2
Audit, certification and registration
The certification body runs the audit and the certification decision. The RTMS national committee then registers you. These are the steps as a certification body describes them.
Two audits, two certificates
Accreditation rules require a two-stage audit. Passing it earns the certification body's certificate; the RTMS registration certificate follows once your quarterly report and administration are in.
Apply to a certification body
Complete the application form of a SANAS-accredited RTMS certification body.Application review and audit programme
The certification body reviews the application and plans the audit programme for your sites.Proposal, agreement and quotation
You accept the certification proposal, sign the certification agreement and accept the quotation. Audit time depends on factors such as sites, vehicles, drivers, kilometres, sector and area of operation.Stage 1 audit
Confirms you have the infrastructure, resources and processes in place. Part of it may be a document review done off-site.Stage 2 (main) audit
Examines each requirement in detail and draws random samples of vehicles, drivers and trips to test that the requirements are applied consistently.Close the non-conformances
You correct any non-conformances and submit evidence of the corrective action. Depending on the finding, an extra site visit may be needed.Certification decision
The certification body evaluates the results and, if all criteria are met, awards SANS 1395 certification.RTMS registration
You register and submit your company information and quarterly report. The RTMS national committee then issues the RTMS registration certificate and licence discs for the vehicles.
Phase 3
Stay certified: the annual cycle
Certification is not a one-off. These are the recurring obligations once you are registered.
Every day and every trip
- Pre-trip inspection of every vehicle used
- Load record for every trip
- Driving and duty hours recorded
- Speed exceptions and incidents actioned
Every month and quarter
- Overloading, speed and fine trends analysed
- Licence, PrDP and medical expiry dates checked
- Performance indicators reviewed by management
- Quarterly performance report submitted
Every year
- Internal audit across all requirement areas
- Policies and risk assessments reviewed
- Training plan refreshed
- Annual surveillance audit by the certification body
Daily, monthly and yearly groupings are T-ERP's suggested rhythm. The annual surveillance audit and quarterly reporting are requirements of continued registration; confirm the exact reporting dates with your certification body.
Roles
Who does what in RTMS certification
Top management
Commits to the RTMS, provides resources and reviews performance. Signs the road safety policy.
The person running the RTMS
Usually a named RTMS representative or compliance manager who keeps the registers current, runs internal audits and prepares the quarterly figures.
Depot managers and controllers
Make sure loads, pre-trip inspections, speed exceptions and incidents are handled and recorded at site level.
Drivers
Do the daily checks, keep to the speed, fatigue and loading rules and report incidents and near misses.
Certification body
An independent, SANAS-accredited auditor that runs the stage 1, stage 2 and annual surveillance audits and issues the audit certificate.
SANAS
The South African National Accreditation System assesses RTMS certification bodies against ISO/IEC 17021 so audits are credible and consistent.
RTMS national committee
Issues the final RTMS registration certificate and vehicle licence discs once the audit is passed and reporting requirements are met.
Before you apply
Signs you are ready for the external audit
- Every requirement area has a written process and a named owner.
- Records go back at least three months for every vehicle, driver and trip in scope.
- You can pull the records for a randomly chosen trip in minutes: load record, pre-trip inspection, driver licence and PrDP, medical and the vehicle service history.
- Your performance indicators are calculated, and negative trends have corrective actions.
- An internal audit has been done and its findings are closed.
- Management has reviewed the results and the evidence of that review is on file.
T-ERP guidance; your certification body decides readiness.
RTMS toolkit
Inside the RTMS toolkit
- Toolkit overviewWhat RTMS is, who it is for, how certification works and where to start.Open
- SANS 1395 requirementsEvery requirement area explained: what auditors look for, the evidence to keep and the gaps that fail audits.Open
- Self-assessment checklistTick off each requirement area, see your progress per area and print the result for your management review.Open
- RTMS KPIsThe performance indicators the standard asks for, how to define each one and the ratios worth trending.Open
- Policies and registersThe policies and registers an RTMS manual needs, with the contents and fields of each one.Open
FAQ
RTMS certification questions
How long does RTMS certification take?
It depends on how compliant your current processes are. The certification body FAQ says a very safe and compliant operator may be certified in four to six weeks, while others take four to five months. The RTMS website describes an internal assessment after three months of implementation before requesting the external audit.
Why are there two RTMS certificates?
The certification body issues the first certificate when the audit is successful. The RTMS national committee issues the final RTMS registration certificate only after you have submitted your quarterly report and met the administration requirements.
Is the RTMS audit every year?
Yes. Certified operators have an annual surveillance audit, and continued registration depends on passing it and submitting all reports. A certification body may audit more often if the requirements are not maintained, for example after public complaints or frequent overloading or speeding fines.
Do I have to certify all my depots and subcontractors?
No. You choose which depots to put in scope. Including subcontractors is at your discretion, but any subcontractor vehicle you include must meet every RTMS requirement.
What does RTMS certification cost?
Audit fees depend on the number of sites, vehicles and drivers, kilometres travelled, the transport sector, the area of operation and where vehicles are maintained, because these drive the number of audit days. There are also administration costs such as licence discs and vehicle boards. Ask a certification body for a current quotation.
What is the RTMS quarterly report?
A purely quantitative report of performance figures (vehicles, trips, kilometres, crashes, overloads, drivers, corrective actions and more) that certified operators submit every quarter. The RTMS KPIs page in this toolkit lists the figures and how to calculate them.
Sources
Requirements are paraphrased from the sources below; they are a summary, not the text of the standard. Buy SANS 1395-1 from SABS for the full requirements, and confirm details with your certification body.
- 1.RTMS certification process - RTMS South Africa
Steps from obtaining SANS 1395 to certification, including the internal assessment after three months of implementation. Accessed 29 October 2026.
- 2.RTMS brochure and FAQ (2021) - JC Auditors (SANAS-accredited RTMS certification body)
Registration process, stage 1 and stage 2 audits, two certificates, annual surveillance audits, quarterly performance reports, depot selection, certification time frames. Accessed 29 October 2026.
- 3.Certification process - JC Auditors
Application, review, proposal, stage 1 and stage 2 audits, corrective actions and certification decision. Accessed 29 October 2026.
- 4.RTMS - South Africa (home page) - RTMS South Africa
Definition of RTMS as an industry-led, government-supported, voluntary self-regulation scheme; getting-started steps. Accessed 29 October 2026.
- 5.SANS 1395-1:2019 Road transport management systems - Part 1: Requirements for operators, consignors and consignees - Goods and passengers - South African Bureau of Standards (SABS)
The standard itself. Buy a copy from the SABS webstore or a regional SABS office; this toolkit summarises and does not reproduce it.
This toolkit is general guidance from T-ERP Technologies, not legal advice or an official RTMS publication. T-ERP is not a certification body.
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