What Documents Do You Need to Import a Car to Kenya? The Complete Checklist

The car import process in Kenya has three distinct stages: pre-shipment (in Japan, the UK, or wherever you're buying from), customs clearance at Mombasa port, and NTSA registration once the car is on Kenyan soil. Each stage has its own set of required documents. Miss one and the whole process stalls.

Print this out before you start. Check off items as you go.

Stage 1: Pre-Shipment Documents (From the Source Country)

Before your car is loaded onto a vessel, you need to gather — or request from the seller — the following documents. Some of these you'll receive automatically; others you need to ask for explicitly.

Export Certificate / Certificate of Title

This document proves the seller legally owns the vehicle and has the right to sell it. In Japan, it's the vehicle's deregistration certificate — the Japanese vehicle registration system issues this when a car is taken off Japanese roads in preparation for export. In the UK, it's the V5C logbook.

Without this, you have no evidence the seller was entitled to sell you the car. Do not pay a full deposit until you've confirmed the seller can produce this document.

Bill of Sale / Commercial Invoice

This is the purchase invoice — the document that records what you paid for the car, in what currency, and from whom. KRA will use this as one input (alongside their own CRSP table) when assessing the customs value. Keep a clean, accurate copy. Do not accept invoices with amounts different from what you actually paid — discrepancies between the invoice and your payment records can create customs disputes.

Bill of Lading

The Bill of Lading (B/L) is issued by the shipping company once the car is loaded onto the vessel. It is the master shipping document — proof that your car is on a specific ship, in a specific container, bound for a specific destination. Shipping companies typically issue three originals. Guard these carefully: you must surrender an original to your clearing agent at Mombasa port, and losing the originals causes serious delays (you'll need to arrange an indemnity letter from the shipping line, which takes time and costs money).

Your clearing agent needs the B/L details — vessel name, voyage number, container number — before the ship arrives so they can prepare the customs entries in advance.

Pre-Export Verification of Conformity (PVOC / KEBS Certificate)

This is the document most first-time importers don't expect, and it is non-negotiable. Kenya Bureau of Standards (KEBS) requires that all imported vehicles pass a physical inspection in the source country before shipping. The inspection verifies that the vehicle meets Kenya's roadworthiness and safety standards.

In Japan, this inspection is carried out by SGS or Bureau Veritas — KRA-recognised inspection bodies. In the UK, similar accredited inspectors perform the same role. Your Japanese dealer or clearing agent in Japan should arrange this; in most cases it's included in their export service, but confirm explicitly.

The PVOC inspection costs approximately USD 150–250 and takes 2–5 days. It must be completed before the car is loaded. The resulting Certificate of Conformity is what KRA will demand at Mombasa before releasing your vehicle. Without it, the car sits at the port.

Marine Insurance Certificate

Required to cover the vehicle during transit from the source port to Mombasa. Standard marine insurance is approximately 0.4% of the customs value (minimum premium around KES 3,600). Your clearing agent or a Kenyan insurer can arrange this. Ensure the certificate names you as the insured party and covers the full journey.

Stage 2: Mombasa Port — Customs Clearance Documents

When your car arrives at the Port of Mombasa, it enters KRA's custody. Your clearing agent presents a package of documents to initiate the customs clearance process. Here is everything that package must contain.

Original Bill of Lading

One of the three originals you received from the shipping company. Your clearing agent surrenders this to the port or shipping line to take physical custody of the container. This is why losing the originals is so damaging — you cannot release the vehicle without them.

Commercial Invoice / Purchase Invoice

The same invoice you received from the seller. KRA uses this to cross-check the purchase price against their CRSP valuation. Note: KRA taxes on the higher of the two values — if they believe the invoice understates the true value, they'll use the CRSP.

Packing List

A document listing what is inside the shipment. For a car, this is straightforward — it describes the vehicle (make, model, year, VIN/chassis number, colour, engine size) and notes any accessories or items shipped inside it. Your Japanese agent typically prepares this alongside the commercial invoice.

Import Declaration Form (IDF)

The IDF is filed online on the KRA iTax system, and this is where many importers make a costly mistake: the IDF must be filed before the ship arrives at Mombasa, not after. In practice, the safest approach is to file the IDF when the ship departs the source port — that gives you typically 4–6 weeks of transit time as buffer.

The IDF fee is 3.5% of the customs value (minimum KES 5,000). If you file late — meaning the ship has already docked when you submit the IDF — KRA applies a late filing penalty on top of the 3.5%. The penalty can be substantial and is entirely avoidable. Your clearing agent should handle IDF filing, but confirm the timeline with them explicitly and ask for the IDF reference number once it's submitted.

RDL Payment Receipt

The Railway Development Levy — 2% of customs value — must be paid as part of the import process. Your clearing agent handles this payment and presents the receipt as part of the customs entry package.

PVOC / KEBS Certificate of Conformity

The same document arranged in the source country before shipping. Your clearing agent presents this to KRA customs at Mombasa. Without it, KRA will not release the vehicle — full stop. If somehow the certificate was not obtained before shipping, the vehicle will be held at port until the inspection is arranged retrospectively, which is far more difficult and expensive to do from Kenya than from Japan or the UK.

Importer's KRA PIN Certificate

Your KRA Personal Identification Number certificate. Every importer must have a KRA PIN registered on iTax — this is the same PIN you use for filing tax returns. If you don't have one, register at itax.kra.go.ke before you start the import process. Your agent will need your PIN to file the IDF and to complete the customs entry in your name.

National ID or Passport

A copy of your national identity card (for Kenyan citizens) or passport (for foreign residents). Your clearing agent may also present their own KRA agent licence alongside these documents.

The Clearing Agent's Role

Most importers use a licensed clearing and forwarding agent based in Mombasa. This is not legally mandatory for individuals, but it is strongly advisable. The customs entry process involves the KRA eSS (electronic Single Window System), the Single Administrative Document (SAD) — also called the C17 or customs entry form — and direct interaction with KRA valuation officers. Licensed agents are registered with KRA and know the process. Their fees (typically KES 30,000–60,000 for a standard car) cover document handling, customs entries, port liaison, and release of the vehicle from the container freight station.

Vet your agent before you commit. Ask for their KRA licence number and check reviews from people who've used them for Japan imports. A good agent can save you money by ensuring everything is filed correctly the first time. A bad one will leave you paying demurrage (daily port storage charges) while they sort out their paperwork.

Stage 3: NTSA Registration Documents

Once your car is released from Mombasa port, it can be driven on a transit pass to Nairobi or elsewhere for registration. NTSA registration is the final stage — this is where the car gets Kenyan plates and a logbook, making it legally yours in Kenya.

Customs Entry (C17) or Final Release Order

When KRA releases your vehicle after all taxes are paid, they issue a release document — the Customs Entry (C17) or a Final Release Order. This is proof that the car has cleared customs and all duties have been settled. NTSA requires this document to register the vehicle.

Insurance Cover Note

Before NTSA will register a vehicle, you need at minimum a third-party insurance cover note. Most importers take out comprehensive cover from the start — strongly recommended for a newly imported car. Your insurer will issue the cover note once you provide the vehicle details (VIN, make, model, year). You can arrange this in advance using the details from your shipping documents.

NTSA Vehicle Inspection

Your car must go through an NTSA inspection bay before registration. The inspection checks roadworthiness and verifies that the physical VIN/chassis number on the car matches the documents. Inspection costs approximately KES 1,500–2,500. Bring the customs release documents and your ID to the inspection bay.

If there is any discrepancy between the VIN stamped on the car and the VIN on your shipping documents, sort this out before inspection — a mismatch triggers a hold and requires an amendment letter from the source country, which can take weeks. Check the VIN carefully at every stage of the process.

Vehicle Valuation (If Financing)

If you are financing the car through a bank, the bank will commission an independent vehicle valuation before disbursing funds. This is separate from the KRA customs value — it's a market valuation for lending purposes. The bank arranges this and charges a valuation fee (typically KES 3,000–8,000 depending on the bank). The valuation report goes into the bank's file, not NTSA's.

Registration Fee and Number Plates

New Kenyan number plates cost KES 3,000–5,000 through NTSA. Pay the registration fee (amounts vary — your NTSA portal account will show the applicable fee based on vehicle type) and collect your plates. Keep the receipt.

The eLogbook

The logbook is the official ownership document for a vehicle in Kenya — the equivalent of a title deed for property. NTSA now issues logbooks digitally through the NTSA eCitizen portal (eLogbook). Once registration is complete, your logbook will appear in your eCitizen account linked to your national ID or KRA PIN.

If you financed the car, the bank holds the logbook (or a lien is registered against it on NTSA's system) until the loan is fully repaid. You'll see this as a charge on the eCitizen logbook record. The charge is lifted once you clear the loan and formally request discharge from the bank.

Common Pitfalls — and How to Avoid Them

Filing the IDF After the Ship Docks

This is the single most common avoidable mistake. The IDF must be submitted on KRA iTax before the ship arrives in Mombasa — not when it arrives, not the day before, not while your clearing agent is scrambling at the port. File it when the ship departs Japan. Your agent should handle this, but confirm with them: "Has the IDF been filed? Can I have the reference number?" If they can't give you a reference number, it hasn't been filed.

No PVOC Certificate

Some buyers — especially those sourcing from smaller dealers or arranging their own shipping from Japan — discover at Mombasa that no PVOC inspection was done before loading. The vehicle cannot clear customs without it. Arrange the SGS or Bureau Veritas inspection before the car is loaded at the Japanese port. Your Japan-side agent should include this as standard; if they don't, arrange it separately and build the cost (USD 150–250) and time (2–5 days) into your timeline.

Losing the Bill of Lading Originals

Three originals are issued; you need one for port release. If you lose all three, the shipping line can issue a Letter of Indemnity to allow release, but this takes time and involves bank guarantees. Keep the originals in a secure place and courier them to your clearing agent early — don't email scans and assume that's sufficient for port release.

VIN / Chassis Number Discrepancies

A single character difference between the VIN on the Bill of Lading and the VIN on the Export Certificate can bring the entire process to a halt. KRA will not release a vehicle if the VINs don't match across documents. Resolving a discrepancy requires an amendment or correction letter from the original source — the Japanese dealer, the shipping company, or the inspection body — which can take two to four weeks. Check the VIN on every document before the car ships. Check it again when the car arrives.

The 8-Year Age Limit

Kenya prohibits importing vehicles that are more than 8 years old at the time of registration. A 2017 vehicle must be registered in Kenya by the end of 2025. A 2018 vehicle has until the end of 2026. This sounds straightforward, but port delays, customs hold-ups, and slow NTSA processing can push a borderline vehicle past the limit. If you're importing in late 2026, do not buy a 2018 car — the margin is too thin. Stick to 2019 or newer to give yourself buffer.

The Complete Document Checklist at a Glance

Stage	Document	Who Provides It
Pre-shipment	Export Certificate / Certificate of Title	Seller / Japanese dealer
Pre-shipment	Bill of Sale / Commercial Invoice	Seller
Pre-shipment	Bill of Lading (3 originals)	Shipping company
Pre-shipment	PVOC / KEBS Certificate of Conformity	SGS / Bureau Veritas (arranged by Japan agent)
Pre-shipment	Marine Insurance Certificate	Insurer (via clearing agent)
Mombasa port	Original Bill of Lading (1 of 3)	You / clearing agent
Mombasa port	Commercial Invoice	Seller
Mombasa port	Packing List	Seller / Japan agent
Mombasa port	Import Declaration Form (IDF)	Filed by clearing agent on KRA iTax
Mombasa port	RDL Payment Receipt	Clearing agent
Mombasa port	PVOC / KEBS Certificate of Conformity	From pre-shipment stage
Mombasa port	Importer's KRA PIN Certificate	You (via iTax)
Mombasa port	National ID / Passport	You
NTSA registration	Customs Entry (C17) / Final Release Order	KRA (after taxes are paid)
NTSA registration	Insurance Cover Note	Your insurer
NTSA registration	NTSA Inspection Certificate	NTSA inspection bay
NTSA registration	National ID / KRA PIN	You

One More Thing: Know the Tax Bill Before You Buy

Documents are the process. The tax bill is what determines whether the import actually makes financial sense. KRA taxes on imported cars — import duty (25%), excise duty (20–35% depending on engine size), VAT (16% on the combined base), IDF (3.5%), and RDL (2%) — routinely add 70–100% of the purchase price on top of what you paid for the car.

Run the numbers before you wire a deposit. The Sharp.co.ke Car Import Duty Calculator uses KRA's CRSP data to give you the full tax breakdown for your specific make, model, year, and engine type. Takes about 30 seconds. It's the one calculation worth doing before anything else on this checklist.