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We navigate the logistics, regulations, and compliance, connecting global businesses to a growing digital economy. We help you import compliantly, reduce risks, and accelerate your time to market.
Yes. A foreign seller, maker or project owner can use an Importer of Record (IOR) Service when they do not have a suitable Kenyan importing company, or when they do not want the customer to act as the importer. In Kenya, the IOR Service role must match the legal owner/importer, a valid KRA PIN, and a licensed customs agent filing in the Integrated Customs Management System (iCMS). Before the goods leave, the shipment may also need proof of origin, KEBS conformity papers, Communications Authority approval for the exact model, NEMA producer-responsibility checks, or another sector approval. One Union Solutions checks these points first, then says whether the shipment can go ahead, can go ahead with conditions, or cannot be handled.
These are planning checks, not rules that apply to every product. The exact path depends on the product, the parties, the origin, the customs process and how the goods will be used or sold in Kenya.
The customs entry must use a suitable owner/importer setup and a valid KRA PIN. Do not assume the consignee, customer, freight forwarder or a DDP term automatically makes someone eligible to import. See KRA: About PIN.
KRA’s general import guidance says licensed customs clearing agents file commercial import papers electronically in iCMS. Using an agent does not remove the owner’s customs responsibility. See KRA: About Importing.
KenTrade runs Kenya’s National Electronic Single Window System, now called the Trade Facilitation Platform, for electronic trade documents, approvals and government payments. Find out which permits you need before you lock the shipping timetable. See KenTrade: Mandate.
KRA requires goods imported into Kenya to have a Certificate of Origin, with limited exceptions. Make sure the exporter can get acceptable origin proof before shipping. See KRA: Mandatory COO notice.
Products covered by KEBS Pre-Export Verification of Conformity are usually checked in the country of supply/origin and need a Certificate of Conformity before shipment. Confirm whether PVoC applies before the supplier ships. See KEBS: PVoC.
KEBS applies the Import Standardization Mark to imported products meant for the local market where the product and process fall in scope. Do not assume every server or telecom item always needs ISM. See KEBS: Marks of Quality.
Communications equipment used with public networks, and radio equipment, can need model-specific type approval from the Communications Authority of Kenya. Routers, modems, switches, cellular, Wi-Fi, microwave, satellite and other radio-enabled models need an early check for each model. See CA: Type Approval.
Kenya’s EPR rules cover listed product and packaging groups, including electrical and electronic equipment, batteries and accumulators. If the goods will be placed on the Kenyan market, confirm NEMA registration and import-certificate needs before import. See NEMA: EPR.
Confirm the right insurance path and certificate before customs entry. Do not assume foreign cargo insurance is automatically enough. See IRA: Digital MCI procedure.
Special Economic Zones follow special trade, tax and customs rules. Confirm whether the goods are for home use, an SEZ/free-zone activity, temporary admission, repair/re-import or another special process. See SEZA: Special Economic Zones.
An HS chapter is only the first screening level. The final answer depends on the exact product composition, model/brand, country of origin, country of export, end use, and whether the goods are new or used. A single HS chapter can contain freely importable, permit-controlled and completely prohibited products.
A normal commercial product is often importable when it is not prohibited, meets applicable Kenyan standards, and the correct importer, customs agent and product permits are in place. The Certificate of Origin, conformity documents and shipping documents must also be available, and the correct duties and taxes must be paid. Ordinary industrial machinery, IT hardware, tools and similar products may therefore be imported, but individual models can still trigger KEBS, Communications Authority, environmental, anti-counterfeit or other controls.
“Restricted” does not always mean “prohibited.” It usually means the product can be imported only when the importer has the correct licence, permit or approval for the exact HS line. Important restricted categories include arms and ammunition, explosives and security-related items, controlled products, radio-enabled models, and medical or diagnostic technology that needs sector approvals.
Some goods cannot be imported at all. Examples include counterfeit goods of all kinds, false or counterfeit currency, pornographic or indecent material, hazardous waste covered by applicable conventions, mercury-containing soaps and cosmetics, and used tyres for passenger cars and light commercial vehicles. The exact prohibited list is contained in the Second Schedule under the EAC Customs Management framework, so every shipment still needs a product-specific review.
Kenyan customs law gives duties to recognised parties. A commercial label or Incoterm cannot replace that role map.
Importer of Record Service (commercial service term):
The party setup that takes on the import duties needed for the shipment. It must become the right owner/importer, tax identity, customs declaration and regulatory duties. IOR Service is not a legal title written into Kenyan customs law.
Owner / importer:
The person or company responsible in the customs transaction and bound by the declarations made for the goods. The owner stays responsible for what an authorised customs agent does and declares.
Licensed customs agent:
The licensed party that prepares and files customs documents and links the importer with KRA and other agencies. The agent helps with clearance but is not automatically the commercial buyer or end user.
Freight forwarder / carrier:
Arranges transport, bookings, manifests and cargo movement. Handling transport does not by itself make the forwarder the eligible importer.
Consignee / customer / end user:
Receives or uses the goods in Kenya. The consignee can be different from the importer, but the contract, invoice, end use and customs data must still match.
DDP seller:
A seller that accepts the Incoterms delivery duties linked to Delivered Duty Paid. DDP sets seller/buyer duties but does not by itself create a Kenyan importer, KRA PIN, product approval or customs-agent authority.
Vendor-to-customer technology sale:
An overseas OEM, distributor or reseller is selling equipment to a Kenyan customer that will not act as importer, or does not have the right import setup for the product.
Data-centre or colocation deployment:
Servers, storage, racks, network gear, power units or spare parts are going to a Kenyan data centre, and the project owner has no local importing company.
Telecom and connected equipment:
The shipment includes routers, switches, modems, cellular, Wi-Fi, microwave, satellite or other radio/network functions that need a model-level Communications Authority check.
Warranty, RMA or replacement:
A failed part is being replaced or returned. The customs value, reason for movement, serial numbers and re-import/re-export logic must match the chosen process.
Temporary, demonstration or project equipment:
Goods will leave Kenya again or move into a controlled project/SEZ route. A temporary or special-route review is needed before using an ordinary home-use entry.
Regulated or multi-function hardware:
One product mixes electrical safety, radio, battery, environmental, medical, surveillance or drone functions, so more than one regulator may be involved.
At the first step, share your full name, company and business email, destination (Kenya), seller/exporter country, consignee and end-user type, a broad product group with a plain description of what it does, and whether the goods are new, used, refurbished, repair, replacement or demonstration items. Also share estimated quantity and customs value, the proposed Incoterm and transport mode, target dispatch and delivery dates, whether the product has radio, battery, medical, drone, surveillance or encryption functions, and whether the goods will be sold locally, used in a project, re-exported or delivered into an SEZ.
After qualification, sensitive documents move to a controlled second step. These can include the model/SKU list and datasheets, commercial or pro forma invoice and packing list, country-of-origin proof, freight and insurance information, existing KEBS CoC/PVoC, CA type approval, NEMA, PPB or other regulator documents, end-user and end-use statements, serial numbers for RMA or temporary cases, export-control information where relevant, and secure copies of contracts or permits only after qualification.
A product name alone is not enough. The same device can need a different approval path when it has radio, network, battery, medical, security or other controlled functions.
Servers, storage, racks and data-centre hardware:
Screen HS classification, value support, COO, KEBS scope, power/electrical parts, and EPR if the goods are placed on the Kenyan market. Confirm whether the hardware is passive infrastructure or includes network, radio, battery, security or other regulated functions.
Routers, modems, switches and radio-enabled equipment:
Screen Communications Authority type approval by model, KEBS conformity, wireless bands/interfaces and the importer/vendor route. Check the exact model against the type-approved list and get approval before import where required.
UPS, batteries, power units and electrical equipment:
Screen KEBS electrical/safety scope, battery chemistry and transport data, NEMA EPR, packaging and hazardous-goods controls. Provide chemistry, capacity, safety data and how the item will be placed on the market.
Medical, diagnostic or health-purpose technology:
Screen PPB medical-device/health-product rules, KEBS, CA for connectivity, labelling and the authorised market route. The intended medical purpose and claims can change the regulator path even when the hardware looks like ordinary IT.
Drones, UAS, surveillance and sensitive electronics:
Screen KCAA UAS rules, CA radio approval, end-use/end-user review, and possible security or controlled-goods escalation. These categories are reviewed case by case.
Used, refurbished, repair and RMA equipment:
Screen condition, age, serial numbers, valuation evidence, waste/end-of-life concerns, temporary/re-import logic and product approvals. Acceptance is not automatic.
Use the current regulator material for the exact SKU and route. Starting points include KEBS PVoC, CA type approval, NEMA EPR, PPB market authorisation and KCAA drones.
Kenya’s current Miscellaneous Fees and Levies Act text shows Import Declaration Fee at 2.5% and Railway Development Levy at 2% of customs value for goods entered for home use, subject to the law’s scope, exemptions and amendments. KRA’s general VAT guidance states a standard VAT rate of 16%, but the exact product and treatment must be verified.
Kenya Law: Fees and Levies Act↗KRA: Value Added Tax↗KRA: Advance Ruling FAQ↗
Accurate product and transaction facts:
The client provides complete models, functions, values, parties, end use and shipping plan. One Union Solutions challenges gaps and turns the information into an import-readiness decision. Customs or regulators may ask for evidence, inspect, reclassify, revalue or reject unsupported information.
Importer and agent structure:
The client confirms contract roles and does not name the customer without agreement. One Union Solutions uses its reviewed Kenya operating structure and coordinates the licensed customs agent. KRA recognises the customs declaration and applies owner/agent responsibility under the legal rules.
Classification and customs value:
The client supplies technical and commercial evidence. One Union Solutions prepares classification/value assumptions and flags advance-ruling needs. KRA keeps final customs powers, including checks and post-clearance review.
Product approvals:
The client provides manufacturer documents and funds required testing/approval work. One Union Solutions coordinates the applicable path and tracks conditions before shipping. KEBS, CA, NEMA, PPB, KCAA or another regulator decides approval/acceptance.
Duties, taxes and government fees:
The client accepts shipment-specific assumptions and funds amounts due under the agreed commercial model. One Union Solutions coordinates reviewed payment/filing and keeps the customs file. KRA and other agencies assess, collect, audit and may change amounts under law.
Shipping documents and timing:
The client makes sure the supplier/carrier can issue correct invoice, origin, export, freight and transport documents. One Union Solutions orders the customs/regulatory plan and flags ACD/DMIC/pre-export timing. Carrier, KRA and regulators control acceptance, inspection and release events.
One Union Solutions handles the pre-shipment review of parties, product, end use, customs route and regulator triggers; direct IOR Service delivery through its own Kenya operating structure; coordination of the licensed customs-agent filing; review of HS classification, origin, value and tax assumptions; regulator coordination where needed; ACD, origin, insurance and carrier-data readiness checks; shipment file and document tracking; and clear acceptance conditions before cargo is booked or shipped.
Customs and regulators make the final decisions and may inspect, query, reclassify, revalue, hold or reject goods. No clearance time, approval result, duty rate, landed cost, tax recovery or freedom from penalties is guaranteed before the exact shipment is reviewed. One Union Solutions does not accept prohibited, sanctioned, counterfeit, deliberately misdeclared, deliberately undervalued or otherwise unlawful transactions. Sensitive categories such as used/refurbished, dual-use, encryption, surveillance, defence, drone or medical goods can need extra approvals or may be declined. Local entity names and addresses are not published on this page.
Origin proof is requested after shipping:
Kenya’s COO need should be checked with the exporter before booking. An unsupported invoice statement may not be enough.
Container cargo is loaded without the ACD reference:
For the 3 August 2026 launch scope, the shipper/exporter must get the ACD reference at the port of loading and show it on the Bill of Lading.
A radio-enabled model is treated as ordinary IT:
Routers, modems, switches and other communications/radio equipment can need model-specific CA approval even when the sales description says server accessory.
PVoC or CoC is only considered at destination:
Where KEBS PVoC applies, conformity is normally handled in the country of supply/origin. Fixes after shipment can be limited, slower or more expensive.
DDP or a broker is used instead of importer eligibility:
Incoterms and transport/customs service roles do not by themselves create the proper owner/importer, KRA PIN or regulatory standing.
An old levy or duty table is used for the quote:
Older online guidance may still show 3.5% IDF. The consolidated law checked on 28 July 2026 lists 2.5%, subject to legal scope, exemptions and later changes.
EPR and local-market duties are ignored:
Electronics, batteries and packaging can trigger NEMA EPR duties when products are introduced into the Kenyan market.
Documents do not describe the same deal:
Differences in model, quantity, origin, value, consignee, freight or Incoterm across invoice, packing list, CoC, declaration and Bill of Lading create avoidable queries.
One Union Solutions will decline or escalate prohibited, sanctioned, counterfeit, stolen, deliberately misdeclared or deliberately undervalued goods; unclear or unacceptable party, end-user or end-use information; controlled, defence, surveillance, encryption, drone or dual-use goods without the required authorisation path; used, damaged or end-of-life equipment that cannot be supported under the selected route; products needing approval that cannot be finished before shipment; supplier refusal or inability to provide origin, export, technical, commercial or valuation evidence; and requests to name an uninformed customer, employee, consignee or unrelated party as importer.
Some of your burning questions answered.
It can use a reviewed IOR Service setup when a suitable Kenya-recognised importer can lawfully take on the deal. One Union Solutions provides this role directly through its own Kenya operating structure, subject to product, party, end-use, customs, tax and regulator review.
No. A licensed customs agent prepares and files customs documents and works between the importer and KRA. The owner/importer role and liability still need to be set up correctly. Kenya’s customs rules can make both the owner and the authorised agent responsible for declarations and duties.
No single answer fits every case. KEBS applies ISM to imported products within its local-market scope, while PVoC/CoC and other standards needs depend on the exact product and route. Each model and intended use should be checked.
KRA says the ACD platform is due to go live on 3 August 2026 for container cargo going to Kenyan ports. The shipper or exporter must get the ACD reference at the port of loading before cargo is loaded, and the reference must appear on the Bill of Lading. Recheck the live KRA notice right before shipment.
DDP can be used commercially only when the seller’s duties are matched to a workable Kenyan importer, customs, tax, regulator and delivery setup. The Incoterm itself does not create importer eligibility or product approval.
No. Recovery depends on the lawful importer, VAT registration and status, business use, valid customs/tax documents and the tax rules that apply. It must not be promised as an automatic feature of IOR Service or DDP service.
There is no responsible fixed timeline before the shipment is reviewed. Timing depends on document readiness, route, risk selection, inspection, valuation, product approvals, ACD or insurance steps, system availability and authority decisions. The aim is to fix avoidable issues before shipping, not to promise a number of days.
Important customs, tax and product statements are linked to current official sources. Prepared by: One Union Solutions Trade Compliance Editorial Team.
Reviewed by: Wahid Azeem, Trade Compliance Manager.
Sources checked: 28 July 2026.
Corrections: info@oneunionsolutions.com
Update rule:
Immediate review for changes to importer eligibility, tax responsibility, sanctions, ACD and operating route; at least quarterly human review for critical claims.
Key references include the Kenya Revenue Authority Advance Cargo Declaration, Mandatory Certificate of Origin notice, KRA About Importing, Customs Agents Roles, KenTrade Mandate, Miscellaneous Fees and Levies Act, KRA Value Added Tax, KEBS PVoC, KEBS Marks of Quality / ISM, Communications Authority Type Approval, NEMA Extended Producer Responsibility, Sustainable Waste Management (EPR) Regulations, IRA Digital Marine Cargo Insurance procedure, Kenya Civil Aviation Authority Unmanned Aircraft Systems, and the Special Economic Zones Authority.
Operational information, not legal or tax advice.
This page gives general import-planning information based on sources checked on 28 July 2026. Customs and regulators decide classification, value, admissibility, inspection, permits, taxes, release and enforcement. Every shipment needs its own review. One Union Solutions does not accept prohibited, sanctioned, counterfeit, misdeclared, deliberately undervalued or otherwise unlawful transactions.
