The documents your Chinese supplier must provide have changed in 2026. Kenya now expects several of them to be prepared in China before your cargo is loaded, and a supplier who has never shipped to Kenya may not know what you need. This checklist sets out each document, who issues it and why Kenya asks for it, followed by a message you can send to your supplier before you pay a deposit.

The Checklist

Document	Who provides it	Why Kenya needs it
Commercial invoice	Supplier	Declares value, description, HS code, Incoterm
Packing list	Supplier	Matches cartons, weights and volumes to the invoice
Bill of Lading or Airway Bill	Carrier or forwarder	Proof of shipment and title
Certificate of Origin	Issuing authority in China, arranged by the supplier	Required for every import into Kenya
Export declaration document	Chinese customs, via the supplier	Proof the goods were lawfully exported, retained for five years
Advance Cargo Declaration reference	Arranged at origin for containerised sea cargo	Must be on the Bill of Lading before loading
Certificate of Conformity	KEBS-appointed inspection body	Required for regulated products
Wood packaging treatment evidence	Packer or supplier	ISPM 15 compliance for crates and pallets
Product data (specifications, safety data sheets, test reports)	Supplier	Supports classification, permits and dangerous-goods handling

The Documents Kenya Added in Recent Months

The Certificate of Origin became mandatory for every import, the export declaration document requirement took effect on 1 September 2026, and the Advance Cargo Declaration became a loading-stage gate for containerised sea cargo, with carriers validating the reference before loading. Our 2026 compliance overview explains each. Older shipping habits don’t cover them, so spell them out in your purchase agreement.

Make Sure the Documents Agree With Each Other

Descriptions, quantities, values and HS codes should match across the invoice, packing list, certificates and Bill of Lading. Mismatches create reassessment risk and delays, and inconsistencies between documents and payments attract attention. Check them against each other before the goods ship, not after arrival; see our HS code guide and common clearance mistakes.

Products That Need More

Regulated goods need additional approvals, such as KEBS certification, EPR certificates for electrical goods and batteries (see our EPR guide), chemical registration (see our chemicals guide) or sector permits. Ask us about your product before ordering, so the documents you request from the supplier are the right ones.

A Message You Can Send Your Supplier

Hello, we are importing your goods into Kenya. Before we confirm the order, please confirm that you can provide: (1) a commercial invoice with detailed descriptions, HS codes and unit prices; (2) a packing list with carton counts, weights and dimensions; (3) a Certificate of Origin for this shipment; (4) a copy of the Chinese customs export declaration; (5) wood packaging treatment evidence if crates or pallets are used; (6) test reports or safety data sheets for the product. For sea freight we will also need your help obtaining an Advance Cargo Declaration reference before loading. Please confirm the delivery term (EXW or FOB) and the cargo-ready date. Thank you.

Don’t Wait Until the Goods Are Packed

Ask for these documents before you pay a deposit, and make them conditions of the order. A supplier who struggles with the checklist is telling you something about how smoothly the shipment will go. For help with the Incoterm side, read our guide to EXW versus FOB.

Send Us Your Proforma Invoice

What the product is, and its HS code if you know it
Your supplier’s location (city and province), which decides the port or airport
Cargo size: cartons, total cubic metres (CBM) and gross weight in kg
The Incoterm on your supplier’s quotation (EXW or FOB) and the supplier’s contact
Your target arrival date, and any permits or certificates your product needs

Not sure your supplier’s paperwork will satisfy Kenya? Send us the proforma invoice and product details, and we’ll tell you what’s missing before you pay.

Frequently Asked Questions

Which documents are new in 2026? The Certificate of Origin for every import, the export declaration document requirement, and the Advance Cargo Declaration for containerised sea cargo, among other changes.

Who issues the Certificate of Origin? A competent authority in the exporting country, arranged through your supplier. Confirm the correct issuer with your agent.

Does air freight need an Advance Cargo Declaration? No. It applies to containerised sea cargo, but the Certificate of Origin and export declaration document still apply.

Should documents be requested before the deposit? Yes. Make them conditions of the order so problems surface before you’ve paid.