Importing a car into Kenya is a popular way to get a high-quality vehicle at a reasonable price, especially from markets like Japan, the UK, or Dubai. However, the importation process doesn’t end when the car lands at the Port of Mombasa. The real work begins with clearing and registering your imported car — a process that involves multiple government agencies, inspections, and payments.
This guide provides a step-by-step breakdown of what happens from the moment your car arrives in Kenya until it’s legally registered and ready to drive on the road. It explains the required documents, taxes, fees, and best practices to help you avoid delays, fines, or costly mistakes.
1. Overview of the Clearing and Registration Process
When a car arrives at the Port of Mombasa, it cannot be released until it has been cleared by Kenya Revenue Authority (KRA) and inspected by the Kenya Bureau of Standards (KEBS). After clearance, the vehicle must be registered by the National Transport and Safety Authority (NTSA) before it can be driven legally in Kenya.
The process involves three major stages:
- Customs clearance (handled through a licensed clearing agent)
- Inspection and verification (to confirm eligibility and condition)
- NTSA registration (to obtain a logbook and number plates)
The entire process can take between one to three weeks, depending on documentation, payments, and port congestion.
2. Why Vehicle Clearance Is Necessary
Vehicle clearance is a legal requirement for every imported car. The Kenya Revenue Authority uses this process to:
- Assess and collect taxes (Import Duty, VAT, Excise, IDF, and RDL)
- Ensure compliance with age and emission standards set by KEBS
- Verify ownership and prevent car theft or fraudulent imports
- Confirm eligibility for registration and road use in Kenya
Failure to follow clearance procedures may result in seizure, penalties, or re-exportation of the vehicle at the importer’s cost.
3. Step-by-Step Process of Clearing an Imported Car
Let’s go through each phase of the clearing process in detail.
Step 1: Hire a Licensed Clearing and Forwarding Agent
You cannot personally clear your car at the port — only a KRA-licensed clearing and forwarding agent can do this on your behalf.
Your agent will:
- File import documentation through the Customs Simba System
- Calculate duties and taxes
- Handle communication with KRA, KEBS, and port authorities
- Organize physical inspection and release of the car
Always choose a reputable, licensed agent to avoid fraud and ensure efficiency.
Step 2: Prepare Required Documentation
Before your agent starts clearance, make sure you have all necessary documents in order. The key documents include:
- Bill of Lading – Issued by the shipping company; shows details of shipment and ownership.
- Commercial Invoice – Provided by the exporter; lists vehicle details, purchase price, and seller info.
- Import Declaration Form (IDF) – Generated through KRA’s system and required for all imports.
- Certificate of Conformity (CoC) – Issued after pre-shipment inspection by an approved agent (like JEVIC or QISJ).
- Export Certificate or De-registration Certificate – Proof that the car has been legally de-registered from its country of origin.
- Insurance Certificate (Marine Insurance) – Covers the vehicle while in transit to Kenya.
- PIN Certificate – Your Kenya Revenue Authority Personal Identification Number (for individuals or companies).
- Purchase Agreement or Proforma Invoice – Optional but useful for valuation reference.
Make sure these documents are authentic and match the details on the car (chassis number, engine capacity, manufacture year, etc.).
Step 3: Lodging the Import Entry
Your clearing agent will create an electronic entry in the KRA’s Integrated Customs Management System (iCMS). The entry contains the vehicle’s details, declared value, and calculated taxes.
After verification, KRA issues a Unique Consignment Reference (UCR) number, which will be used throughout the clearance process.
The import entry must be lodged within 21 days after the vessel arrives in Mombasa. Late entries can lead to demurrage or storage charges at the port.
Step 4: Valuation and Tax Assessment
KRA determines the Customs Value of the car using the Current Retail Selling Price (CRSP) list or the declared invoice value, whichever is higher.
The taxes are calculated as follows:
- Import Duty: 25% of the Customs Value (CIF – Cost, Insurance, and Freight)
- Excise Duty: 20–30%, depending on engine capacity and fuel type
- VAT: 16% of (Customs Value + Import Duty + Excise Duty)
- Import Declaration Fee (IDF): 3.5% of CIF
- Railway Development Levy (RDL): 2% of CIF
Your agent will print a Customs Payment Slip (CPS) indicating the exact amount payable. Once duties are paid, KRA issues a Customs Release Order.
Step 5: Port and KEBS Inspection
If not already done abroad, the car undergoes a roadworthiness inspection by KEBS or its authorized agents. The inspection ensures:
- Vehicle age does not exceed 8 years
- Vehicle is right-hand drive
- It meets emission and safety standards
- Physical condition matches documentation
If the car passes inspection, KEBS issues a Certificate of Conformity (CoC).
Cars that fail inspection cannot be registered in Kenya.
Step 6: Customs and Security Clearance
Once taxes are paid and the inspection certificate verified:
- The clearing agent presents all documents to KRA Customs for approval.
- Port security inspects the vehicle to ensure no prohibited goods are inside.
- KRA seals are removed and the vehicle is authorized for release.
The car can now be collected from the port or transported to Nairobi or your preferred location using a registered transporter.
Step 7: Payment of Port and Handling Charges
Even after customs clearance, you will still need to pay:
- Port Handling Fees (Kenya Ports Authority – KPA)
- Storage or Demurrage Charges (if clearance delays occurred)
- Shipping Line Delivery Order Fee
- Clearing Agent Fee
Your agent will consolidate all these payments and issue receipts.
4. Cost Breakdown for Car Clearance in Kenya
While costs vary based on car value and engine capacity, here’s a general breakdown of what to expect:
| Cost Item | Approximate Range (KSh) |
|---|---|
| Import Duty + Taxes (KRA) | 300,000 – 800,000+ |
| Port Handling & KPA Fees | 15,000 – 25,000 |
| Shipping Line Charges | 10,000 – 20,000 |
| Clearing Agent Fees | 20,000 – 35,000 |
| NTSA Registration & Number Plates | 15,000 – 25,000 |
| Insurance (Third Party) | 6,000 – 10,000 |
| Transport from Mombasa (optional) | 25,000 – 60,000 |
These figures can fluctuate depending on currency rates, port congestion, or recent government tariff changes.
5. Registering the Vehicle with NTSA
After your vehicle is cleared by customs and released from the port, you must register it through the National Transport and Safety Authority (NTSA).
Step 1: Log into the NTSA TIMS Portal
Visit the NTSA TIMS (Transport Integrated Management System) website and create an account if you don’t already have one. Use your KRA PIN, ID number, and email to log in.
Step 2: Submit Application for Registration
- Navigate to the “Register Vehicle” option.
- Enter details such as chassis number, make, model, and year of manufacture.
- Upload supporting documents (Customs Release Order, Bill of Lading, Certificate of Conformity, etc.).
Step 3: Payment of Registration Fees
Registration charges depend on the engine capacity and vehicle category:
- Motorcycles: ~KSh 4,000
- Small Cars (up to 1500cc): ~KSh 15,000
- Larger Cars (over 2000cc): ~KSh 20,000–30,000
- Commercial Vehicles: Higher based on tonnage
You’ll also pay for number plates and logbook processing.
Step 4: Number Plate and Logbook Issuance
Once your application is approved:
- NTSA assigns a registration number (e.g., KDC 123A)
- You’ll receive new number plates (usually within a few days)
- A logbook is generated and mailed or made available through your TIMS account
At this stage, your car is fully registered and legally allowed on Kenyan roads.
6. Insurance and Roadworthiness Requirements
Before driving your vehicle, ensure you meet these legal requirements:
- Insurance: Obtain at least third-party insurance coverage before driving.
- Inspection: Some imported vehicles may require a motor vehicle inspection by NTSA before registration if pre-shipment inspection was not done.
- Road License: Pay the annual motor vehicle license fee.
Failure to meet these requirements can attract fines or invalidation of your registration.
7. Timeline: How Long the Process Takes
| Process | Estimated Duration |
|---|---|
| Shipping from Japan | 3 – 5 weeks |
| Port clearance & inspection | 7 – 10 days |
| Customs release | 1 – 3 days |
| NTSA registration & plates | 3 – 7 days |
Total estimated time: 5 – 8 weeks from the date of shipment.
To speed things up, ensure all documents are prepared early and your clearing agent is proactive.
8. Common Challenges and How to Avoid Them
a) Delays due to incomplete documentation
Missing paperwork like an inspection certificate or original invoice can cause long delays. Always verify your exporter provides all documents before shipment.
b) Under-declaration of value
Some importers try to declare a lower car value to reduce taxes. KRA can penalize this heavily or confiscate the vehicle. Always declare the correct value.
c) Expired inspection certificate
KEBS requires inspection to be done within six months of shipment. If it expires, you may have to redo it, incurring extra costs.
d) Using unlicensed clearing agents
Unqualified agents often make errors, delay clearance, or even disappear with your documents. Always confirm your agent’s KRA license number.
e) Port storage charges
If your car stays at the port beyond the free storage period (usually 7 days), storage fees apply daily. Stay in contact with your agent to avoid this.
f) Fake or invalid documentation
Ensure all certificates (especially JEVIC or CoC) are authentic. KRA verifies document serials electronically; falsified papers can result in seizure or penalties.
9. Tips to Save Money and Time
- Book your shipment early. Avoid peak seasons when port congestion is high.
- Pay taxes promptly. Delays in payment attract penalties.
- Bundle multiple vehicles. If you’re importing several cars, shipping companies may offer discounts.
- Use Ro-Ro shipping. It’s cheaper than container shipping.
- Stay updated on KRA regulations. Check the latest duty rates and valuation methods before purchase.
- Engage a trusted agent. Professional agents know how to expedite clearance and avoid unnecessary fees.
- Check NTSA status online. You can track your registration progress through the TIMS portal.
10. After Registration: Final Steps
Once your car has been cleared and registered:
- Verify that your logbook details (name, chassis, engine number) match the car.
- Install your number plates and carry your insurance certificate at all times.
- Schedule regular maintenance and inspection to ensure compliance with NTSA regulations.
- Keep all receipts and import documents safely; you’ll need them if selling the car in the future.
Conclusion
Clearing and registering an imported car in Kenya may seem complicated, but once you understand the process, it becomes quite manageable. The key to success is preparation, compliance, and professionalism.
Start by hiring a reliable clearing agent, gather all your documents early, and pay all required duties promptly. Then, complete your NTSA registration online to obtain your number plates and logbook.
By following the steps in this guide, you can confidently import, clear, and register your dream car from Japan — without unnecessary stress or surprises.
Remember: staying updated with the latest KRA and NTSA regulations ensures your import journey remains smooth, legal, and cost-effective.
Frequently Asked Questions (FAQs) About Clearing and Registering Imported Cars in Kenya
1. How long does it take to clear and register an imported car in Kenya?
The full process usually takes 7 to 14 working days once your car arrives at the Port of Mombasa — provided all documents are in order and duties are paid promptly. Customs clearance itself may take about 3 to 7 days, while NTSA registration and number plate issuance take another 3 to 5 days. However, the total time may be longer if the car was shipped late, inspection delays occur, or during periods of port congestion.
2. Who is allowed to clear imported cars at the port?
Only licensed clearing and forwarding agents accredited by the Kenya Revenue Authority (KRA) can clear imported cars. Importers cannot personally handle customs clearance because it requires access to the Integrated Customs Management System (iCMS). Always verify your agent’s license number on the KRA website to ensure they are authorized and reputable.
3. What documents are required for customs clearance and registration?
You will need the following documents for a successful clearance and registration process:
- Bill of Lading
- Commercial Invoice
- Import Declaration Form (IDF)
- Certificate of Conformity (CoC)
- Export Certificate or De-registration Certificate
- KRA PIN Certificate
- Marine Insurance Certificate
- Customs Payment Slip (CPS)
- Proof of Duty Payment
- NTSA application details for registration
Having all these documents ready speeds up clearance and avoids costly delays or penalties.
4. How are import taxes and duties calculated?
KRA calculates taxes based on the Customs Value (CIF) — which includes the cost of the car, insurance, and freight to Kenya. The taxes include:
- Import Duty: 25% of CIF
- Excise Duty: 20–30% (depending on engine size and fuel type)
- VAT: 16% on the sum of CIF + Duty + Excise
- Import Declaration Fee (IDF): 3.5% of CIF
- Railway Development Levy (RDL): 2% of CIF
These figures are applied cumulatively, meaning your total payable tax could exceed 45%–60% of the car’s CIF value. Always consult a KRA duty calculator before purchase.
5. How do I register my imported car with NTSA?
You must register through the NTSA TIMS portal using your KRA PIN. Once logged in, you’ll enter vehicle details (chassis number, make, model, and year), upload clearance documents, and pay registration fees. NTSA then assigns a registration number (e.g., KDC 123A) and issues number plates and a logbook. The logbook will be available digitally on your TIMS account or mailed to you after processing.
6. How much does it cost to register an imported car in Kenya?
Registration fees depend on the engine capacity and vehicle type.
- Cars below 1500cc: ~KSh 15,000
- Cars 1500–2000cc: ~KSh 20,000
- Cars above 2000cc: ~KSh 25,000–30,000
- Commercial vehicles and buses: higher rates apply.
This includes the cost of number plates, logbook, and registration fees. NTSA payments are made directly via the eCitizen or TIMS platform.
7. What happens if my imported car fails inspection?
If a car fails KEBS inspection due to non-compliance (for example, left-hand drive, excessive age, or mechanical issues), it cannot be registered in Kenya. The vehicle must either be re-exported, destroyed, or undergo corrective inspection abroad (which is often expensive). To avoid this, ensure your car meets all Kenyan import standards before shipping.
8. How can I verify if my car is registered with NTSA?
You can confirm registration by logging into your NTSA TIMS account and checking under “My Vehicles.” Alternatively, you can send your registration number via SMS to 22846 or check via the NTSA mobile app. The details displayed should include the owner’s name, chassis number, and vehicle type. If the details do not match, contact NTSA immediately.
9. Can I drive my car from the port before registration?
No. You cannot legally drive an unregistered vehicle on public roads in Kenya. The car must first be cleared by KRA, inspected, insured, and registered by NTSA. Driving without number plates or valid registration attracts fines or impoundment.
10. How can I avoid delays and hidden costs when clearing a car?
- Hire a reliable clearing agent early.
- Prepare all documents before the vessel arrives.
- Pay duties and fees immediately after assessment.
- Track your vehicle’s arrival and release dates to avoid storage charges.
- Confirm all fees with KRA and NTSA — avoid intermediaries who overcharge.
By staying proactive and working with professionals, you’ll save time and money while ensuring full compliance.
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