A clearing agent for real estate developers manages more than just a shipment, they play a crucial role in the success of a project. A single building can require lifts, air conditioning, glazing, sanitaryware, cables, lighting, doors, fire systems and generators from a dozen countries, all of which have to arrive in construction order. Delay on one item can hold up handover and rental income, so sequencing, certification and post-delivery obligations deserve as much planning as freight.

Project Cargo

Each package in a fit-out follows its own rules: building products under our building materials guide, electrical items under our electrical equipment guide, cooling equipment under the energy-efficiency rules in our appliances guide, and plant machinery under our industrial equipment guide. A developer’s procurement team should give the agent a consolidated schedule early, showing what is needed on site, in what order, and by when.

Lifts and Escalators: The Obligation Starts After Delivery

Building regulations require passenger lifts in taller buildings, so most multi-storey projects import them. Under occupational safety law, a lift or hoist must be notified to the Directorate of Occupational Safety and Health Services within a month of first use, with an approved examiner’s report, the manufacturer’s test certificate and a registration fee. Business Daily has reported sharp growth in elevator imports during the building boom, and industry commentary has questioned the quality of some imported and second-hand units, which is why test certificates and examiner reports matter. Ask suppliers for the documentation your examiner will want before shipment, and don’t promise tenants a handover date that ignores examination.

Air Conditioning, Cabling and Fire Systems

Air conditioners are subject to energy performance registration, and the 2019 tightening of that standard shows how quickly models can fall out of compliance; confirm registration at model level. Cables, switchgear and lighting need conformity certificates that match the exact consignment, as KEBS’s recent action on mismatched cable certificates shows. Fire-protection equipment should be checked against the requirements your engineer and county authorities specify, before you order.

Phase Deliveries to Site Readiness

Cargo that arrives before the building is ready generates storage cost and damage risk; cargo that arrives late stalls trades. Agree phased shipments with your agent, plan where cargo will be cleared under the CFS nomination rules, and use LCL consolidation for smaller packages so late-stage items don’t hold up the main programme. For large or bonded packages, ask whether a bonded warehouse could help cash flow.

Protect the Project’s Paper Trail

Developers typically need to evidence compliance to financiers, insurers, tenants and authorities, sometimes years after delivery. Keep conformity certificates, import documents, test reports and examiner records together by building and by trade. This also prepares you for any later KRA review of past imports.

Documentation Pack for Fit-Out Imports

Itemised invoices by trade package, with models, quantities and values
Packing lists and drawings showing dimensions and weights
Certificates of Conformity and test reports matching exact models
Manufacturer test certificates for lifts and pressure equipment
Certificate of Origin, export declaration document and Advance Cargo Declaration reference
Local marine cargo insurance certificate
Delivery schedule aligned with the construction programme

Working With Clearon Logistics on Development Projects

We treat developments as programmes: packages classified and certified early, shipments sequenced to the build, and post-delivery obligations flagged so handover dates stay realistic.

Fitting out a building with imported materials and equipment? Talk to Clearon Logistics with your procurement schedule, and we’ll build a clearance programme around your construction timeline.

Frequently Asked Questions

Do lifts need to be registered after installation? Yes. Under occupational safety law, lifts and hoists are notified and registered, with an approved examiner’s report and manufacturer’s test certificate.

Why do cable certificates matter so much? KEBS has acted on shipments where the model delivered differed from the certified model, so certificates must match the exact consignment.

Can I ship all my fit-out materials together? You can, but each trade package should be itemised and may need different certification, so phased and packaged shipments often work better.

How long should I keep import records for a building project? At least five years, since KRA can review imports that far back, and financiers and insurers may ask for them too.