Kenya serves as one of the most critical trade gateways in East Africa. With growing investment in infrastructure and increased regional trade activity, it offers immense opportunity—but also comes with regulatory complexity. For international manufacturers and local buyers alike, understanding how to navigate Kenya’s logistics and customs clearance process is essential for smooth, cost-effective operations.
This guide outlines proven best practices that minimize delays, ensure compliance, and optimize delivery performance.
1. Prepare Before Cargo Arrival
Proactive planning begins well before goods land at the Port of Mombasa or Jomo Kenyatta International Airport. Importers should work with a licensed clearing agent who can initiate documentation and ensure pre-verification of cargo. Gathering complete documentation—such as Import Declaration Forms (IDF), commercial invoices, bills of lading, and permits—is key to avoiding unnecessary delays at customs.
2. Classify Goods Accurately
Using the correct Harmonized System (HS) codes when declaring goods is non-negotiable. Incorrect classification may result in underpayment of duties, inspections, fines, or even confiscation. It’s crucial to match product descriptions accurately with their globally recognized HS codes to streamline the process and avoid penalties.
3. Account for All Duties and Levies
Kenya imposes several statutory fees beyond standard import duties. These include:
- Import Declaration Fee (IDF): 2.5% of the Customs Value (CIF)
- Railway Development Levy (RDL): 2%
- Excise Duty: Applicable on select products like alcohol, tobacco, and cosmetics
Understanding these fees helps businesses accurately price their goods and avoid surprises during clearance.
4. Ensure Regulatory Compliance
Kenya has product-specific regulatory requirements, especially in sectors such as food, alcohol, cosmetics, and pharmaceuticals. Permits and quality standard certifications from agencies like KEBS or AFA must be acquired before shipment arrives. Staying updated on evolving import laws is vital for repeat importers and new entrants alike.
5. Optimize Supply Chain Design
Kenya’s logistics landscape is evolving rapidly. With the development of the Standard Gauge Railway (SGR), improved roads, and Inland Container Depots (ICDs), businesses can now distribute goods more efficiently across the region. Outsourcing to third-party logistics providers (3PLs) can reduce operational costs and enhance agility.
6. Embrace Digital Systems
Kenya’s TradeNet system and single-window electronic submission platforms have simplified import processes. Businesses that embrace these digital systems can reduce paperwork bottlenecks, automate duty payments, and track shipments in real-time. Clear communication among all parties—from suppliers to warehouse managers—ensures everything flows smoothly.
7. Plan for the Unexpected
Even with perfect planning, customs inspections, strikes, or port delays can disrupt timelines. It’s important to build flexibility into your logistics plans. This includes having alternative transport routes, extra warehousing days, and contingency budgets in place to handle surprises without derailing business operations.
Why Work With RTH
Russia Trade House (RTH) offers importers and exporters a trusted, experienced partner to handle the entire logistics chain—from customs documentation and duty classification to delivery and warehousing. Our team ensures:
- Accurate pre-clearance preparation
- Timely duty payments and regulatory approvals
- End-to-end cargo coordination
- Strong partnerships with licensed agents and freight handlers
We simplify the complexity so you can focus on growth.