Clearing goods in Kenya is not just about paying taxes and waiting for release. One missing or incorrect document can delay your cargo for days—or even weeks—leading to storage charges, penalties, and unnecessary stress.

Whether you’re a first-time importer or a seasoned trader, understanding the exact documents required for clearing goods in Kenya is critical. In this guide, we break down every essential document, explain why it matters, and share real examples of how documentation errors affect clearance timelines—and how Clearon Logistics helps importers get it right the first time.

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Why Documentation Is Critical in Kenya’s Clearance Process

Kenya’s customs clearance process is driven by KRA (Kenya Revenue Authority) systems, mainly ICMS. Customs officers rely entirely on documents to:

• Determine the correct HS code
• Calculate import duty, VAT, RDL, and IDF
• Verify compliance with KEBS, KEPHIS, PPRA, and other agencies

If documents don’t match, clearance stops.

👉 This is why professional clearing agents like Clearon Logistics review and validate all documents before lodging entries in ICMS—saving clients time and money.

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Core Documents Required for Clearing Goods in Kenya

1. Commercial Invoice

This is the most important document in the clearance process.

What it contains:

• Seller and buyer details
• Description of goods
• Unit price and total value
• Currency used
• Incoterms (FOB, CIF, EXW, etc.)

Common mistake:
Importers submit invoices with vague descriptions like “machinery parts”. Customs may reject this and request clarification.

Clearon Tip:
Clearon Logistics ensures invoice descriptions match HS code requirements to avoid reclassification and delays.

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2. Bill of Lading (B/L) or Air Waybill (AWB)

This document proves ownership of the cargo.

• Bill of Lading → Sea freight
• Air Waybill → Air freight

Required details:

• Consignee name (must match importer)
• Container numbers
• Port of loading and discharge

Real example:
A client’s cargo was delayed because the consignee name on the B/L differed from the KRA PIN name. Clearon Logistics resolved it through a shipper amendment before demurrage escalated.

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3. Packing List

This supports physical verification by customs.

Includes:

• Number of packages
• Weight (gross & net)
• Package type (cartons, pallets, drums)

Why it matters:
During verification, customs officers compare the packing list with actual cargo. Any mismatch raises red flags.

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4. Import Declaration Form (IDF)

The IDF is mandatory for all commercial imports into Kenya.

• Generated through KRA/ICMS
• Attracts IDF fee (currently 3.5% of CIF, capped)

Important:
IDF must be applied before shipment arrives.

Clearon Advantage:
Clearon Logistics handles IDF applications early to prevent last-minute clearance pressure.

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5. Certificate of Conformity (CoC) – KEBS

Issued by KEBS-appointed agents in the country of origin.

Applies to:
Electronics, machinery, household goods, building materials, and many consumer products.

Without CoC:
Goods are subjected to Destination Inspection, which is expensive and slow.

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6. Permits from Government Agencies

Some goods require special permits, such as:

Goods Type	Required Permit
Food products	KEPHIS / Ministry of Health
Chemicals	PPRA / NEMA
Pharmaceuticals	Pharmacy and Poisons Board
Plants & seeds	KEPHIS
Telecom equipment	CAK

Example:
Importing cosmetics without a PPB permit can result in seizure. Clearon Logistics advises clients on permit requirements before shipping.

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7. Insurance Certificate (If Not CIF)

If goods are imported under FOB or EXW, insurance must be arranged locally.

Customs will request proof of insurance to finalize CIF value.

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8. Tax Compliance Documents

• Importer’s KRA PIN
• VAT registration (if applicable)

Incorrect PIN details can freeze the clearance process.

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Common Documentation Mistakes Importers Make

• Using proforma invoices instead of commercial invoices
• Mismatch between invoice and packing list
• Missing permits
• Wrong consignee details
• Late IDF application

These mistakes cost importers thousands in:

• Storage charges
• Demurrage
• Customs penalties

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How Clearon Logistics Simplifies Documentation

Clearon Logistics doesn’t just clear goods—we manage the entire documentation process.

✅ Pre-shipment document review
✅ Permit advisory before shipping
✅ Correct HS code alignment
✅ Accurate duty and tax calculation
✅ Fast ICMS entry and follow-up

This proactive approach ensures faster cargo release and predictable costs.

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Final Thoughts

Understanding the documents required for clearing goods in Kenya is not optional—it’s the foundation of successful importing. One missing paper can delay your cargo longer than the shipping itself.

If you want smooth, compliant, and stress-free clearance, partner with professionals who understand the system inside out.

👉 Clearon Logistics is trusted by importers across Kenya to handle documentation, customs clearance, and cargo release—accurately and efficiently.

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