Anyone who is a natural person or a legal company may perform exports and imports in Kenya. However, to export or import commercial goods into or out of Kenya, a registered business with the appropriate business license is required. Kenya’s official customs agency is the customs services division of the Kenya Revenue Authority (KRA). The department’s duties include collecting and keeping track of import taxes and VAT, facilitating legal trade, and guarding against the smuggling of illegally imported and exported items. The document’s validity, the information quality contained in the paperwork, as well as the promptness with which the documents are submitted and filed, are all requirements for the customs clearance procedure to be effective. The exporter must ensure that they have created the precise export documentation needed to have the items delivered through the port, cleared through customs, and in conformity with all laws and regulations before they are loaded onto the pre-selected carrier. For the business to prevent missing shipments, port demurrage fees, or fines, all export documents must be correctly filled out. There are typically three stages to the export procedure in any nation. Documentation requirements for exportation, the one-time registration process for an export license, and procedures for export customs clearance.

Basic export paperwork

The exporting process frequently makes use of the following documents:

A statement of accounts (certified invoice)

This “charge” document includes information about the seller, buyer, items, price, and the transaction terms (such as FOB, CIF, etc). When used to clear products through customs, it must adhere to the importing nation’s rules. The invoice must precisely match the letter of credit’s description of the goods being sold. Additionally, this invoice must adhere to all other conditions outlined in the letter of credit and include the same package markings and numbers as those found on the bill of lading or other transport papers.

B/L, or bill of lading

This is issued by or on the shipping business’s behalf and functions as a contract of carriage, a receipt for goods lifted for shipment, and a legal document of title. The consignee must hand over a negotiable bill of lading copy to receive possession of the goods after delivery. The conventional marine bill of lading is now used less frequently in international trade as a result of the growth of containerization and the utilization of several modes of transportation (land and sea) under one contract of carriage. A maritime bill of lading, a combination transport document, or a house bill of lading are examples of these documents’ variants.

Air waybill (AWB)

An aviation freight bill of lading would be comparable to an AWB. Note that courier services frequently pack the products with their paperwork that is specific to that transaction.

Authentication document

The rate of customs duty that will be assessed directly depends on the origin of the items. A separate document issued or countersigned by the Chamber of Commerce in the nation of origin may frequently be required, even though the certification of origin may be included in the commercial invoice. Some importing nations demand that their embassies in the exporting nation confirm the certificate of origin.

Certificate of Insurance

Any conditions in a letter of credit must be followed by the insurance document. Agreements between the buyer and seller will decide the insurance coverage for products transported without a letter of credit.

Shipping Insurance

Both parties to the export transaction must be fully informed of their responsibilities and the export items must be adequately insured. While buyers may be “at risk” before the items are even received, exporters frequently have an insurable interest even after the goods have left their hands. The selling contract or letter of credit will often contain the terms of cover.

Packing order

This document includes information on the weight, volume, contents, and packaging of the entire shipment as well as each export package. When seeking to inspect the contents of each specific shipment, customs in the country of import frequently require it. Banks frequently need a packing list outlining the shipment, especially if a letter of credit is involved.

Certificates of pre-shipment inspection

The majority of products exported from Kenya go through pre-shipment inspection as a means of authenticating quality, quantity, value, and conformity with export rules. Depending on the kind of product and the requirements of the importing country, a product may go through a pre-shipment process. Furthermore, several jurisdictions demand that Kenya’s competent authorities on phytosanitary and sanitary (public health) confirm the quality and security of goods being exported to those nations. These Competent Authorities consist of:

• Fisheries department, for fish and fish products.
• Ministry of Health, for food product public health.
• Phytosanitary certification is provided by the Kenya Plant Health Inspectorate Service (KEPHIS).
• For animal products, the department of veterinary services.
• For manufactured goods, there is a Kenya Bureau of Standards.