KRUX · Kenya Import Intelligence

Kenya Import Compliance Checklist 2026

Every document, every regulator, every stage. Built from real clearance data across the Kenya import corridor. Use this before any shipment leaves origin — not after it arrives at Mombasa.

Updated May 2026
Regulators covered 9
Stages 5
Checklist items 28
1
Pre-Shipment
Before goods leave origin
  • File Import Declaration Form (IDF) via KenTrade Critical
    Required before goods arrive. Filed through the KenTrade Single Window portal. IDF fee: 3.5% of CIF value. Generates your IDF reference number — keep it. Goods without a valid IDF cannot clear customs.
  • Obtain Certificate of Conformity (CoC) from KEBS-appointed agent Critical
    Required for all regulated goods. Appointed agents: SGS, Intertek, Bureau Veritas, COTECNA. Inspection happens at origin before shipment. Without a valid CoC, goods are rejected at Mombasa port. Allow 10–21 days. KEBS
  • Confirm HS code classification for every line item
    Wrong HS code = wrong duty rate and wrong regulator routing. Multi-line shipments must classify each product separately. Reclassification at port triggers re-examination and delays.
  • Calculate full landed cost before committing KES Exposure
    CIF value + IDF (3.5%) + CET duty (0–100% depending on HS code) + VAT (16%) + excise duty if applicable + KPA charges ($150–$175/container) + clearing agent fees. Never quote a client without running the full stack.
  • Obtain PPB Import Permit (pharmaceuticals, supplements, medical devices) PPB
    Products must be registered with the Pharmacy and Poisons Board before import. Product registration: 30–45 days. Import permit required per shipment. Apply at web.pharmacyboardkenya.org.
  • Obtain EPRA Import Licence (petroleum, LPG, lubricants) EPRA
    Energy and Petroleum Regulatory Authority licence required for all petroleum product imports. Apply at epra.go.ke. Licence window: 14–20 days. Excise duty and petroleum development levy apply on top of CET.
  • Obtain KEPHIS Phytosanitary Certificate (plants, seeds, fresh produce) KEPHIS
    Kenya Plant Health Inspectorate Service. Certificate issued at origin by an accredited phytosanitary authority. KEPHIS inspects on arrival — 3–5 days. Any pest detection = fumigation hold or destruction.
  • Confirm customs regime Duty Impact
    Standard (full duty at entry) · Bonded Warehouse (duty deferred) · Transit (no Kenya duty, transit bond required) · SEZ/EPZ (duty-free for licensed operators) · Temporary Import (duty suspended, security bond = full duty+VAT). Wrong regime = wrong financial plan.
2
In Transit
While goods are on the water
  • Pre-register on KEBS PVoC portal
    Register your shipment at pvoc.kebs.org before vessel arrives. Pre-registration speeds up KEBS processing on arrival. Have your CoC number and IDF reference ready.
  • Draft customs entry on KRA iCMS
    Clearing agents file directly through KRA's iCMS portal (icms.kra.go.ke). KES 15,000 annual access fee. Draft the entry now so it's ready to submit the moment the vessel arrives. Late submission = demurrage clock running while you type.
  • Verify duty funds are available before vessel ETA Critical
    KRA requires duty payment before releasing goods. If funds aren't available on the day of customs assessment, your cargo sits at port accumulating KPA storage fees ($30/container/day) and shipping line demurrage. Confirm your bank has funds cleared, not just committed.
  • Track vessel ETA — compliance windows start on arrival
    Every day after arrival that goods are not cleared is KES exposure. Know your vessel's name, voyage number, and ETA at Mombasa. Monitor for port delays. Your compliance window countdown begins the day the vessel berths.
3
At Port
Vessel has arrived at Mombasa
  • Submit customs entry on iCMS immediately Critical
    Do not wait. Every hour of delay is KPA storage accruing. Submit the pre-drafted customs entry the moment the vessel is confirmed berthed. iCMS submission triggers the KRA assessment process.
  • Pay KPA charges KES Exposure
    Kenya Ports Authority: Examination fee $150/container · Terminal Handling Charge (THC) $175/container · Storage $30/container/day after free period (typically 7 days). Delays beyond the free period are pure loss — plan for it in your landed cost estimate.
  • Monitor for KRA examination order — respond within 48 hours
    KRA may order a physical examination of your container. If ordered, respond immediately — arrange the examination appointment, ensure your clearing agent is present, and have all documents accessible. Missed examination appointments restart the queue.
  • Present all original documents to KPA / customs examiner
    Required at examination: Original Bill of Lading · Packing List · Commercial Invoice · Certificate of Conformity (CoC) · IDF receipt · All regulator permits (PPB, EPRA, KEPHIS etc.). Photocopies are not accepted. Missing originals = goods held.
4
Customs Clearance
KRA assessment and duty payment
  • Respond to KRA queries within stated deadline
    KRA may raise queries on your customs entry — missing documents, valuation disputes, HS code challenges. Respond within the deadline stated in the query. Late responses pause the assessment clock and extend port time.
  • Pay assessed duties via KRA iTax Critical
    Once KRA issues the customs assessment, pay immediately via iTax. Payment confirmation triggers release process. Any dispute on the assessed amount must be raised formally — goods are not released pending dispute. Know this before arrival.
  • Obtain Release Order from KRA
    The Release Order is issued by KRA after duty payment is confirmed. Take it to KPA for the Gate Pass. No Release Order = no cargo movement. Keep a copy — you will need it for your records.
  • Coordinate KPA Gate Pass and cargo collection
    Present the KRA Release Order at KPA to obtain the Gate Pass. Gate Pass authorises your truck to collect the container. Confirm your transporter is booked and ready — don't let Gate Pass time expire.
5
Post-Clearance
After goods are released
  • Reconcile actual landed cost vs. estimate
    Compare every line: actual duties assessed vs. estimated, actual port charges vs. projected, actual exchange rate vs. used in quote. The gap tells you whether your pre-shipment calculation is reliable or needs recalibrating.
  • Archive all documents for 7 years KRA Requirement
    KRA can audit any shipment up to 7 years after clearance. You need every document: IDF, CoC, Bill of Lading, Packing List, Commercial Invoice, customs entry, duty payment receipts, Release Order, all regulator permits. No exceptions.
  • Issue final client invoice with actual duties applied
    If you quoted on estimated duties, reconcile and reissue. Any variance between quoted and actual landed cost must be captured and communicated. This is what protects your margin and your client relationship.
  • Check duty drawback eligibility
    If imported goods are subsequently exported, you may be eligible for a duty drawback from KRA. File within the required window. Most operators miss this — it's free money if your goods are re-exported.
  • File a clearance debrief
    Record actual clearance time, examination result, dwell days, shipping line performance, and any issues encountered. This data makes the next shipment on the same corridor faster and cheaper. Without a record, you repeat the same mistakes.
Regulator Quick Reference
Regulator What they control Typical window Portal
KEBS
 Standards compliance, PVoC Certificate of Conformity 21–30 days pvoc.kebs.org
KRA
 Customs duty assessment, iCMS filing, Release Order 3–7 days icms.kra.go.ke
PPB
 Pharmaceuticals, supplements, medical devices 30–45 days web.pharmacyboardkenya.org
EPRA
 Petroleum products, LPG, lubricants, energy 14–20 days epra.go.ke
KEPHIS
 Plants, seeds, fresh produce, agricultural inputs 3–5 days kephis.org
PCPB
 Pesticides, agrochemicals 10–14 days pcpb.or.ke
NEMA
 Environmentally sensitive goods, waste, chemicals 21–35 days nema.go.ke
DVS
 Veterinary products, animal feed, animal products 14–18 days dvs.go.ke
CA
 Communications equipment, electronics, type approval 30–40 days ca.go.ke
Regulator windows are based on typical clearance data across the Kenya import corridor as of 2026. Actual timelines vary by product, volume, examination result, and port congestion. Always verify current SLA figures directly with the relevant regulator before quoting a client.

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The most common mistakes

No CoC before shipment. Goods arrive without a Certificate of Conformity. They sit at port. Every day costs money.

Wrong HS code. Triggers re-examination at port. Classification risk is highest on multi-line shipments and regulated goods.

Funds not ready. Duty is assessed and the client can't pay. Container holds accumulate while the bank sorts it out.

No clearance record. Seven years later, KRA audits the shipment. The documents aren't there. This is an avoidable problem.