RTMS Certification South Africa: Complete 2026 Guide (SANS 1395)

If you operate trucks on South African roads — whether you run five vehicles or five hundred — you’ve likely heard of RTMS certification. Government and corporate tenders increasingly require it. Transport clients use it to shortlist carriers. And for many freight operators, RTMS has moved from “nice to have” to “must have” for staying competitive and compliant.

RTMS (Road Transport Management System) is a voluntary industry certification scheme aligned with the South African National Standard SANS 1395. It gives you a structured way to manage loading, driver wellness, safety, vehicle maintenance, and performance — and to prove it to auditors, clients, and regulators. This guide walks you through what RTMS certification in South Africa means in 2026: the SANS 1395 requirements, the five pillars, the certification process, who needs it, and how transport management software like Thwala can support your fleet’s RTMS compliance.

What Is RTMS and Why Does It Matter for SA Freight?

RTMS stands for Road Transport Management System. It is a certification framework that shows your operation has documented policies, procedures, and controls for safe and compliant road freight. The scheme is voluntary in law, but in practice it has become a de facto requirement for many contracts: government tenders, mining and retail supply chains, and corporate logistics agreements often specify RTMS-certified carriers only.

For South African freight operators, RTMS matters because it:

Opens doors to tenders — National and provincial government freight contracts, as well as many parastatals and large corporates, require or strongly prefer RTMS certification.
Reduces overloading risk — Overloading attracts heavy fines, impoundment, and damage to roads and vehicles. RTMS’s loading-control pillar gives you a clear system to prevent overloads and to demonstrate due diligence if something goes wrong.
Improves safety and credibility — Certified fleets show clients and the public that they take driver wellness, vehicle condition, and safety management seriously.
Aligns with consignor/consignee rules — Regulations 330A–D of the National Road Traffic Act place obligations on consignors and consignees. RTMS helps both transport operators and their customers meet those obligations with proper loading declarations and records.

The technical basis for RTMS is SANS 1395, the South African National Standard for road transport management systems. Certification is granted after an audit by a SANAS-accredited certification body against the requirements of SANS 1395. Once certified, you must maintain your system and pass surveillance audits to keep your certificate valid.

SANS 1395: The Standard Behind RTMS Certification

SANS 1395 is the standard that defines what a Road Transport Management System must cover. It is published by the South African Bureau of Standards (SABS) and is the reference document used by SANAS-accredited auditors when they assess your operation.

The standard is built around five pillars. Each pillar has specific requirements, and you need to have documented procedures and evidence (records) for all of them to achieve and retain RTMS certification in South Africa.

Pillar 1: Loading Control

Loading control is about ensuring that every load complies with legal mass and dimension limits. You must have:

Loading procedures — Who is responsible for checking mass and dimensions; where and how loads are verified (e.g. weighbridge, axle load scales).
Loading declarations — Documentation that confirms the mass and dimensions of the load and that it was checked before dispatch. This ties directly into consignor/consignee obligations under Regulations 330A–D (see below).
Driver and loader training — Evidence that staff understand overload limits and how to secure loads.
Records — Weighbridge slips, loading declarations, and any overload or near-miss incidents and corrective actions.

Without a robust loading-control system, your fleet is exposed to overloading fines, impoundment, and liability — and you will not pass an RTMS audit.

Pillar 2: Driver Wellness

Driver wellness covers fitness for duty: health, fatigue, and substance use. Requirements typically include:

Policy on fitness for duty — Clear rules on alcohol and drugs, rest before and during shifts, and when a driver must not drive.
Pre-trip and ongoing checks — Procedures (and records) to ensure drivers are fit when they start and are monitored during the trip where applicable.
Medical fitness — Where required by law (e.g. Professional Driving Permit holders), evidence that medical examinations are up to date.
Fatigue management — Compliance with driving hours and rest periods; records of rest breaks and shift patterns.
Substance abuse policy — Policy, communication to drivers, and (if applicable) testing and records.

Auditors will look for documentation that shows you take driver wellness seriously and that drivers are not sent out when unfit.

Pillar 3: Safety and Compliance

This pillar covers general safety management and regulatory compliance: licences, permits, and safe operating procedures.

Safety policy and responsibilities — Who is accountable for safety; how safety is communicated and reviewed.
Licence and permit management — Ensuring drivers have valid PDPs, and vehicles have the correct operating licences, roadworthy certificates, and (where applicable) dangerous goods or other permits.
Incident and accident reporting — How you record and investigate incidents; corrective actions and follow-up.
Traffic offences and enforcement — How you handle fines, AARTO demerits, and other enforcement actions; evidence of corrective action and training.
Safe work procedures — Loading/unloading, coupling/uncoupling, refuelling, and other high-risk activities documented and understood.

Documentation here should show that compliance is monitored and that non-compliance is acted upon.

Pillar 4: Vehicle Maintenance

Vehicle maintenance ensures that vehicles and equipment are maintained in a safe and roadworthy condition.

Maintenance policy and schedule — What is maintained, how often (time- or distance-based), and who is responsible.
Pre-trip and defect reporting — Drivers report defects; there is a process to log and fix them before the vehicle is used again where the defect affects safety.
Servicing and repair records — Evidence that services and repairs are done as planned and that critical defects are rectified.
Roadworthy and COF — Where applicable, certificates and renewal dates tracked so nothing lapses.
Tyres and critical components — Policy and records for tyre condition, replacement, and other safety-critical parts.

Auditors want to see that maintenance is planned, recorded, and that vehicles are not sent out in an unroadworthy state.

Pillar 5: Performance Monitoring

Performance monitoring is about measuring and improving your transport management system.

KPIs — Defined key performance indicators (e.g. overload incidents, breakdowns, licence/COF compliance, driver hours compliance, accident rates).
Data collection and review — How often you collect and review KPI data; who is responsible.
Management review — Periodic (e.g. quarterly or annual) review by management of the RTMS system: what’s working, what’s not, and what will be improved.
Corrective actions — When targets are missed or incidents occur, documented root cause and corrective action.
Continuous improvement — Evidence that the system is updated when procedures or regulations change.

This pillar shows that RTMS is not a one-off exercise but a living system that you monitor and improve.

The 8-Step RTMS Certification Process

Achieving RTMS certification South Africa follows a structured process. The exact steps may vary slightly between certification bodies, but the following gives you a clear roadmap.

Step 1: Gap analysis and commitment

Understand what SANS 1395 requires and compare it to your current practices. Identify gaps in policies, procedures, and records across all five pillars. Get management commitment and assign an internal owner (e.g. fleet or operations manager) for the RTMS system.

Step 2: Develop or update policies and procedures

Document (or update) your policies and procedures for loading control, driver wellness, safety and compliance, vehicle maintenance, and performance monitoring. Ensure they are practical for your operation and aligned with SANS 1395. Make sure roles and responsibilities are clear.

Step 3: Implement controls and train staff

Roll out the procedures: loading checks, driver wellness checks, licence/permit checks, maintenance schedules, and KPI reporting. Train drivers, loaders, dispatchers, and maintenance staff so they know what to do and what to record.

Step 4: Run the system and collect evidence

Operate the system for a period (often at least three months) so you have records to show the auditor: loading declarations, driver records, maintenance logs, incident reports, and management reviews. “No records” is the quickest way to fail an audit.

Step 5: Select a SANAS-accredited certification body

Choose a certification body that is SANAS-accredited to perform RTMS (SANS 1395) certification. Only certificates issued by SANAS-accredited bodies are widely recognised by government and industry.

Step 6: Stage 1 audit (documentation review)

The certification body will review your documentation: policies, procedures, forms, and sample records. They will identify any major gaps or non-conformities that must be closed before the Stage 2 (on-site) audit.

Step 7: Stage 2 audit (on-site assessment)

Auditors visit your premises and (where applicable) depots or sites. They will verify that what you documented is actually implemented: interviews with staff, checks of vehicles, review of live records, and observation of loading and safety practices. They will raise non-conformities where evidence is missing or the system is not followed.

Step 8: Close non-conformities and achieve certification

Address any non-conformities (provide missing evidence, correct procedures, or demonstrate that the system is now followed). Once the certification body is satisfied, they issue your RTMS certificate. You then enter a cycle of surveillance audits (typically annual) to maintain certification.

Who Needs RTMS Certification?

RTMS certification in South Africa is not legally mandatory for all operators. However, in practice you may need it for:

Government and parastatal tenders — Many freight contracts require RTMS-certified carriers. Without certification, your fleet is excluded from these opportunities.
Corporate and mining tenders — Large retailers, manufacturers, and mining houses often include RTMS (or equivalent) in their carrier criteria to manage risk and overloading in their supply chain.
Consignor/consignee due diligence — Under Regulations 330A–D, consignors and consignees have duties regarding mass and dimensions. Using RTMS-certified carriers is a strong way for them to show they took reasonable steps — and for you to win and retain their business.
Regulatory credibility — In the event of an overloading or safety incident, being able to show a certified RTMS (with loading declarations, driver and maintenance records) demonstrates due diligence and can support your defence.
Insurance and risk management — Some insurers and risk managers view RTMS certification positively when assessing fleet risk.

If you are an owner-operator or small fleet, certification can feel like a big step — but the documentation and discipline it brings often improve safety and efficiency and make it easier to win work. For mid-size and larger fleets, RTMS is often a baseline requirement to stay in the game.

Documentation Requirements by Pillar

Auditors need to see evidence, not just policies. Below is a summary of the kind of documentation you should have for each pillar.

Pillar	Examples of required documentation
Loading control	Loading procedures; loading declaration forms; weighbridge/scale records; training records for loaders and drivers; overload/near-miss register and corrective actions.
Driver wellness	Fitness-for-duty policy; pre-trip wellness check (where used); driver hours and rest records; medical certificates (PDP); fatigue and substance policy; any testing records.
Safety and compliance	Safety policy; licence/permit register (drivers and vehicles); incident/accident register; investigation and corrective action records; traffic fine/AARTO tracking; safe work procedures.
Vehicle maintenance	Maintenance policy and schedule; pre-trip inspection sheets; defect reporting and repair records; service and repair history; roadworthy/COF tracking; tyre and critical-component records.
Performance monitoring	KPI definitions; data collection records (e.g. overloads, breakdowns, compliance rates); management review minutes; corrective action register; improvement plans.

Keeping these documents organised, up to date, and audit-ready is a core part of RTMS. Software can help (see below).

The Role of SANAS-Accredited Auditors

SANAS (South African National Accreditation System) accredits certification bodies to perform audits against SANS 1395. When you choose a certification body, confirm that it holds SANAS accreditation for RTMS / SANS 1395. Certificates from non-accredited bodies may not be accepted by government or major clients.

The auditor’s job is to:

Review your documentation (Stage 1) and verify implementation on site (Stage 2).
Assess conformity to SANS 1395 and raise non-conformities where requirements are not met.
Recommend certification only when the system is in place and evidence is sufficient.

You cannot “buy” a certificate: you must demonstrate a working system and records. Preparing thoroughly — including having a clear filing system (or TMS) for loading declarations, driver records, maintenance, and management reviews — will make the audit smoother and increase your chance of passing first time.

Consignor and Consignee Regulations (330A–D) and RTMS

Regulations 330A to 330D under the National Road Traffic Act place obligations on consignors (who send goods) and consignees (who receive them), as well as on the operator of the vehicle. They are aimed at preventing overloading by making the whole chain responsible for the mass and dimensions of the load.

In short:

Consignors must not cause or allow a vehicle to be loaded in a way that would result in the vehicle being overloaded or exceeding dimension limits. They must provide accurate information about the mass and nature of the load.
Consignees must not cause or allow a vehicle to be overloaded when receiving or unloading.
Operators must ensure that loads are within legal limits and that they have and keep loading declarations and other relevant documentation.

How this relates to RTMS: The RTMS loading control pillar is built around the same idea: you must have procedures to check mass and dimensions, and you must keep loading declarations and weighbridge/scale records. When you are RTMS-certified, you are in a strong position to:

Satisfy your own obligations as operator.
Give consignors and consignees the assurance they need that you have a controlled loading process and that you can provide proper loading documentation.

Many tenders that require RTMS do so partly because of 330A–D: they want to show that they only use carriers with a proper loading system. So RTMS certification South Africa and consignor/consignee compliance go hand in hand.

How TMS Software Supports RTMS Compliance

A Transport Management System (TMS) does not replace your RTMS — you still need the policies, training, and discipline. But the right TMS can make RTMS certification and ongoing compliance much easier by centralising the data and reports auditors want to see.

Loading declarations and mass/dimension records

A TMS can hold loading declaration templates and capture mass, dimensions, and load description per trip. When linked to weighbridge or scale data (or manual entry), you have an audit trail that shows every load was checked and declared before dispatch — directly supporting the loading control pillar and 330A–D.

Driver records and wellness

Driver hours, rest periods, and trip history can be recorded in the TMS (and, where used, integrated with tachograph or telematics). That supports driver wellness and safety and compliance: you can prove driving and rest times, and you have a clear record of who drove which vehicle and when. Some systems also support pre-trip wellness checklists or links to medical/PDP expiry.

Vehicle maintenance scheduling and history

A TMS with maintenance modules can hold your service schedules (time- or distance-based), generate work orders or reminders, and store completion records. Pre-trip defect reports and repair history can live in the same system. That gives you the vehicle maintenance evidence auditors need: what was planned, what was done, and when.

Audit-ready reports and performance monitoring

Instead of hunting through spreadsheets and filing cabinets, you can run reports from the TMS: overload incidents, licence/COF status, maintenance compliance, driver hours compliance, and incident summaries. Those reports feed into performance monitoring and management review, and you can present them to the auditor as proof that you measure and manage your RTMS.

Thwala is Skynode’s transport management software for South African freight operators. It is designed to support loading declarations, driver and vehicle records, maintenance scheduling, and reporting — so your fleet can run an RTMS that is not only compliant on paper but practical to maintain day to day and ready for your next RTMS audit. If you’d like to see how Thwala can support your RTMS certification journey, get in touch via our contact page.

Summary: RTMS Certification in a Nutshell

RTMS is a voluntary certification scheme for road freight operators, based on SANS 1395.
SANS 1395 has five pillars: Loading Control, Driver Wellness, Safety & Compliance, Vehicle Maintenance, and Performance Monitoring. You need documented procedures and evidence for all five.
The certification process typically involves gap analysis, documentation, implementation, evidence collection, and a two-stage audit (documentation then on-site) by a SANAS-accredited certification body.
Who needs it: Operators targeting government tenders, corporate contracts, or consignor/consignee compliance (330A–D) — and any fleet that wants to demonstrate a structured approach to safety and overloading.
Consignor/consignee regulations 330A–D require proper loading control and loading declarations; RTMS gives you the system and records to meet those expectations.
TMS software can support RTMS by centralising loading declarations, driver and vehicle records, maintenance scheduling, and audit-ready reports — making certification and surveillance audits easier to manage.

Investing in RTMS certification South Africa is an investment in your fleet’s safety, credibility, and access to tenders. With the right preparation and the right tools, it is achievable for owner-operators and fleets of all sizes.

Frequently Asked Questions

What is RTMS certification South Africa?

RTMS (Road Transport Management System) certification is a voluntary scheme aligned with the South African standard SANS 1395. It certifies that your operation has documented and implemented controls for loading, driver wellness, safety, vehicle maintenance, and performance monitoring. Certification is issued by SANAS-accredited bodies after a successful audit and is often required for government and corporate freight tenders.

What are the SANS 1395 requirements?

SANS 1395 defines five pillars: (1) Loading Control — procedures and records for legal mass and dimensions; (2) Driver Wellness — fitness for duty, fatigue, and substance policy and records; (3) Safety & Compliance — safety policy, licences, permits, incidents, and safe work procedures; (4) Vehicle Maintenance — maintenance policy, schedules, and service/defect records; (5) Performance Monitoring — KPIs, management review, and corrective actions. You must have policies, procedures, and evidence (records) for each pillar.

How long does RTMS certification take?

From starting your gap analysis to holding a certificate often takes three to six months or more. You need time to document procedures, train staff, run the system, and collect at least a few months of records before the audit. The audit itself (Stage 1 and Stage 2) may be scheduled over a few weeks. Closing non-conformities can add extra time. Plan for at least one full cycle of evidence before booking your first audit.

Who can perform an RTMS audit?

Only SANAS-accredited certification bodies can issue RTMS certificates that are widely recognised. When selecting a certification body, confirm that it holds current SANAS accreditation for RTMS / SANS 1395. Auditors will review your documentation and then conduct an on-site assessment of your premises and practices.

How does RTMS relate to overloading and Regulation 330A–D?

Regulations 330A–D place duties on consignors, consignees, and operators to prevent overloading and to keep loading declarations and related records. RTMS’s loading control pillar requires exactly that: procedures to check mass and dimensions and to maintain loading declarations and weighbridge/scale records. So RTMS certification helps you meet 330A–D and reassures clients that you have a proper loading system in place.

Can TMS software help with RTMS compliance?

Yes. A TMS can support RTMS by storing loading declarations, driver and trip records, vehicle maintenance schedules and history, and reports on overloads, licence/COF status, and incidents. That gives you audit-ready evidence for the loading, driver wellness, safety, maintenance, and performance pillars — and makes it easier to run and improve your RTMS day to day.