Export and Import procedures

Importation of goods into Kenya is an elaborate process that entails various documentation and procedures. Lead times are available on the Kenya Ports Authority website www.kpa.co.ke

The documents required during the import process are:

  • Bill of lading
  • Cargo release order
  • Certificate of conformity
  • Commercial invoice
  • Declaration of customs value
  • Import Declaration Form
  • Packing list
  • Proof of payments of customs duties.
  • Terminal handling receipts.

Import procedures involve the following steps:

  1. Obtain an import permit, if the types of goods require you to (food, drugs, chemicals, agricultural products)
  2. Ensure all goods to be imported meet Kenyan standards as prescribed by the Kenya Bureau of Standards (KEBS)
  3. Send information to the supplier clearly describing the following:
    • Goods description
    • Technical specifications
    • Quantity
    • Price
    • Delivery period
    • Regulatory requirements
  4. Confirm that the goods are not on the prohibited list
  5. Check to make sure that the goods do not attract anti-dumping duties
  6. Determine the cost, organise funding, and obtain advice from your bank.
  7. Discuss with the supplier, sign a contract, and make payments as agreed
  8. Before the goods get into the country you should:
    • Obtain the commercial invoice, packing list, bill of lading, certificate of conformity
    • Appoint a clearing agent who will compute the customs duty, port charges, transport charges and advice you accordingly
    • Obtain the relevant quality Certificates
  1. When the goods arrive, you should do the following:
    • Process the goods through customs
    • Obtain a release order
    • Authenticate compliance certificates
    • Pay port charges, collect goods and transport to your premise

Exporting from Kenya

The following documents are required for a typical export transaction:

  • Commercial invoice
  • Bill of lading/Airway bill
  • Packing list
  • Certificate of origin
  • All necessary permits

Export procedures

Step Step Activity description Whom to contact Output
1 Ensure you have a trade
licence		 Ministry of Industry, Trade and
Cooperatives
www.industrialization.go.ke
2 Ensure you have secured
an exporters’ code
number		 Kenya Revenue Authority www.
kra.go.ke
3 Ensure you have an
export licence		 Kenya Revenue Authority www.
kra.go.ke		 Export
licence
4 Ensure you have the
necessary permits or
certificates; in the case of
fish, plant, horticultural
products, minerals		 Department of Fisheries
Horticultural Crops
Development Authority
www.horticulture.
agricultureauthority.go.ke
KEPHIS
www.kephis.org		 Permit /
Certificate
5 Obtain the standard
requirements of the
buyer and ensure you can
comply		 Buyer Standards
specification
6 Determine and organise
adequate funds		 Firm
Bank		 Funding
7 Ensure the supply
contract is fully signed
indicating:
• Description of goods
• Technical specifications
• Quantity
• Price
• Payment term
• Delivery time		 Buyer Contract
8 Obtain payment
guarantee and confirm
with your bank on its
validity		 Buyer Confirmed
payment
9 Obtain/prepare all the
necessary documents:
• Commercial invoice
• Certificate of origin
• Special licences
• Packing list		 Firm Documents
10 Forward the documents to
your bank for payment		 Bank
11 Release the goods to your
freight
forwarders for dispatch		 Freight forwarder
12 The freight forwarders
declares the goods
with Customs Services
Department		 KRA
13 The goods are inspected
by all parties		 Customs, KEPHIS
14 Goods are cleared for
export		 Customs, KEPHIS
15 Bill of lading or airway
bill is issued		 Shipper

 

(Handbook on importing and exporting in Kenya www.industrialization.go.ke/images/downloads/handbook_
importing_exporting.pdf