Starting a Catering Business in Zambia: A Comprehensive Guide
Launching a catering service in Zambia can be a rewarding venture—if you navigate the country’s legal framework and food‑safety rules from day one. This guide breaks down every step, from company registration to daily operations, so you can focus on creating memorable menus instead of untangling red tape.
1. Register Your Business (PACRA)
Why it matters: PACRA registration gives your catering company legal standing, protects your business name, and opens the door to bank accounts and contracts.
- Name search & reservation – Check availability online or at PACRA offices, then reserve the name for 30 days.
- Prepare documents – Draft your Memorandum and Articles of Association plus director/shareholder details.
- Submit & pay fees – Submit forms and pay the statutory fee based on share capital.
- Get the Certificate of Incorporation – This single document confirms your catering business exists in the eyes of Zambian law.
Tip: Aim to finish this stage within two weeks to keep momentum.
2. Meet Your Tax Obligations (ZRA)
TPIN – Apply for a ten‑digit Taxpayer Identification Number; you’ll use it on every invoice.
VAT – If projected turnover exceeds ZMW 800,000, register for VAT (16 %).
PAYE – Hire staff? Register for Pay‑As‑You‑Earn so employee taxes are remitted monthly.
Keeping clean tax records positions your firm for tenders and larger corporate clients.
3. Register With NAPSA
Every employer must register with the National Pension Scheme Authority and remit monthly pension deductions (currently 10 % of gross pay, split between employer and employee). Non‑compliance leads to penalties and can stall government contracts.
4. Secure Food‑Safety Permits
4.1 Local Authority Certificates
- Certificate of Compliance under the Food Safety Act (2019).
- Health Permit (around K20) confirming sanitary premises.
- Food Handlers Certificates for all kitchen staff.
4.2 Zambia Compulsory Standards Agency (ZCSA)
- Permit to Supply – mandatory if you manufacture or distribute food beyond on‑site service (e.g., bottled sauces, pre‑packed lunches).
4.3 Ongoing Compliance
- Adequate potable water, pest‑proof storage, hygienic waste systems.
- Regular health inspections; display your compliance certificate prominently.
5. Plan Your Operations
5.1 Location & Facilities
Choose premises with:
- Sufficient kitchen space and ventilation.
- Cold‑chain storage (fridges/freezers with thermometers).
- Hand‑washing stations and grease‑trap plumbing.
5.2 Equipment Checklist
| Category | Essentials |
| Cooking | Convection oven, six‑burner range, bain‑marie, food warmers |
| Prep & Storage | Stainless tables, commercial fridge/freezer, dry‑goods shelving |
| Transport | Insulated food carriers, delivery van or pickup |
| Safety | Fire‑suppression system, first‑aid kit, temperature probes |
5.3 Insurance
- Public liability – required; covers guest illnesses or accidents.
- Property & equipment – protects against fire or theft.
- Motor – if you deliver.
- Workers’ compensation – recommended for staff safety.
6. Craft a Bankable Business Plan
Your plan should cover:
- Market analysis – corporate catering, weddings, school lunches, etc.
- Unique selling point – e.g., farm‑to‑table menus or affordable lunch buffets.
- Pricing & revenue projections – cost every menu item; target 60‑70 % gross margin.
- Marketing – social media, food tastings, strategic partnerships with event planners.
- Startup budget – kitchen fit‑out, permits, initial inventory, branding.
Strong numbers help you win bank loans or investor backing.
7. Step‑by‑Step Launch Checklist
| Step | Action |
| 1 | Define niche & menu (corporate, weddings, schools, vegan, etc.) |
| 2 | Register with PACRA |
| 3 | Obtain TPIN, VAT (if applicable), PAYE |
| 4 | Register employer account with NAPSA |
| 5 | Apply for Health Permit, Food Handlers Certificates, Certificate of Compliance |
| 6 | Secure ZCSA Permit to Supply (if producing packaged foods) |
| 7 | Open business bank account |
| 8 | Purchase equipment & hire staff |
| 9 | Launch marketing campaign & start servicing clients |
8. Growth Tips
- Upsell rentals – Table linens, glassware, or décor can double per‑event revenue.
- Standardise recipes for consistent taste and cost control.
- Build supplier relations – negotiate bulk discounts on produce and proteins.
- Collect testimonials – social proof wins repeat corporate bookings.
- Stay audit‑ready – keep hygiene logs and tax receipts organised digitally.
Conclusion
Starting a catering business in Zambia is a multi‑agency process, but each permit protects consumers and legitimises your operation. By locking down your registrations, investing in professional equipment, and positioning your service around quality and safety, you’ll be well placed to capitalise on Zambia’s growing events and corporate‑hospitality market.
