How to Import Cars to Kenya (2025): A Professional Dealer’s Step-by-Step Guide
How to Import Cars to Kenya (2025): A Professional Dealer’s Step-by-Step Guide
Karibu! I’m a Kenyan car dealer and importer. In this guide, I’ll walk you—just like I do with new clients—through the exact steps we use to import cars safely and profitably to Kenya: from choosing the right unit, to shipping, clearing at Port of Mombasa, paying the correct duties, registering on NTSA TIMS, and handing over a clean car that sells itself.
- Who I Wrote This For
- Kenya Import Overview (End-to-End)
- What You Need: Documents & Accounts
- Sourcing the Right Car (Dealer Tips)
- Costing: The Landed-Cost Formula
- Duties, Taxes & Fees (Understand the Basket)
- RoRo vs Container: What I Recommend
- Typical Timeline From Deposit to Handover
- Clearing at Mombasa: How We Move Fast
- NTSA Registration, Plates & Insurance
- If You’re a New Dealer: Models That Work
- Marketing Your Imports (Get Your First 10 Sales)
- Beginner Mistakes I See (And How to Avoid)
- Case Study: From Inquiry to Keys (Step-by-Step)
- Mini Glossary (You’ll See These Terms)
- Frequently Asked Questions
- Free Checklist + Contact
Who I Wrote This For
🏁 First-Time Importers
You want your first import to be smooth, legal, and within budget—and you want a pro to check your decisions.
💼 New/Small Dealers
You’re starting a small yard or selling on demand. You want reliable sourcing, transparent costing, and a referral-worthy handover.
🧭 Side Hustlers
Import one car at a time for clients and build a portfolio of happy referrals. Low overhead, high trust.
Reader promise: I’ll keep this practical. I’ll explain what I actually do with clients—no fluff, no hype.
Kenya Import Overview (End-to-End)
- Spec & budget — Confirm model, year band, mileage, fuel type, and must-have features.
- Source & vet — Shortlist clean units from trusted exporters/auctions; verify chassis, images, inspection.
- Payment & insurance — Pay via secure channels; ensure CIF (Cost + Insurance + Freight) to Mombasa.
- Shipping — Choose RoRo for single units or container for multiple/high-value units.
- Clearing — Licensed C&F agent lodges customs, coordinates duties/fees, releases quickly to avoid storage.
- Inland transport — Move the car to your city with transit insurance.
- NTSA registration — Plates, logbook, and insurance; then a clean handover with documents.
What You Need: Documents & Accounts
Personal/Business
- National ID/Passport + KRA PIN (iTax active)
- NTSA TIMS account access
- Business registration (if importing as a dealer)
- Bank account capable of international transfers
Vehicle/Shipment
- Commercial/Proforma Invoice
- Bill of Lading (original or telex release)
- Pre-shipment inspection certificate
- Marine insurance (then local insurance at handover)
- Import Declaration Form (IDF) & customs entries via agent
Pro tip: Keep clean digital copies in a shared folder with your agent. Fast documents = lower storage costs at the port.
Sourcing the Right Car (Dealer Tips)
Most profits (and headaches) are decided at sourcing. Here’s how I keep clients happy and deals clean.
What I Look For
- High-demand models with strong resale: compact SUVs, efficient saloons, reliable hatchbacks, verified hybrids.
- Verified condition — inspection grade, consistent photos (exterior, interior, engine bay, underbody), and service history if available.
- Chassis/VIN match — documents and images must align; avoid any sign of tampering.
- Transparent CIF — clear breakdown (vehicle price, ocean freight, insurance) to Mombasa.
How I Vet Exporters
- Proven track record and verifiable address
- Company bank details (no “pay personal account” tricks)
- Inspection certificate numbers I can cross-check
- Contracts with recourse for non-conforming units
Red flags: unbelievable prices, stock photos only, refusal to share chassis, and pressure to send money “quickly” to private accounts.
Costing: The Landed-Cost Formula
Before we pay a cent, I estimate the total landed cost and share it with you. This is the formula I use:
Landed Cost ≈ CIF (Car + Ocean Freight + Marine Insurance) + Duties/Taxes + Port & Agency Fees + Inland Transport + Registration/Plates + My Service Fee
Line-by-Line Notes
- CIF: Ensure destination is Mombasa and sailing window is realistic.
- Duties & Taxes: Based on customs valuation. I get a pre-shipment estimate from my agent so you’re not surprised.
- Port & Agency Fees: Handling, scanning, documentation, and storage (storage balloons if documents lag).
- Inland Transport: Mombasa to your city; I add transit insurance for peace of mind.
- Registration/Plates: NTSA TIMS, number plates, and local insurance.
- Service Fee: Covers sourcing, due diligence, shipping coordination, clearing oversight, and handover QC.
Example Matrix (Illustrative)
| Cost Item | What It Covers | Risk if Ignored |
|---|---|---|
| CIF | Unit price + freight + marine insurance to Mombasa | Wrong destination or missed sailings |
| Duties & Taxes | Customs valuation based on unit specs | Underestimation → budget shortfall |
| Port & Agent | Handling, scanning, documentation, agent fees | Demurrage/storage penalties |
| Inland Transport | Truck + transit insurance to your city | Damage without cover |
| Registration | NTSA TIMS, plates, logbook processing | Delays in handover |
| Service Fee | End-to-end professional management | DIY errors, slow timelines |
Transparency wins: I share these numbers before payment so you can make a calm, informed decision.
Duties, Taxes & Fees (Understand the Basket)
Exact percentages can change. Rather than give outdated figures, here’s the basket I budget for and confirm with my agent before shipping:
- Import Duty & Excise — applied on customs value; varies by vehicle category/spec.
- VAT — applied after other duties are considered in the taxable base.
- RDL & IDF — Railway Development Levy, Import Declaration Fee.
- Port Charges — handling, scanning, storage (time-sensitive).
- Agent Fees — clearing & forwarding, documentation.
Important: I always request a written estimate from my licensed agent using the car’s exact specs (chassis, engine, year, transmission). That keeps us aligned with what customs will use.
RoRo vs Container: What I Recommend
RoRo (Roll-On/Roll-Off)
- Best for: Single units, budget-sensitive clients
- Pros: Frequent sailings, simpler logistics, competitive pricing
- Cons: Less protection than sealed containers
Container Shipping
- Best for: Multiple cars or high-value units
- Pros: Added security; can ship accessories (declare properly)
- Cons: Higher total cost; stuffing/de-stuffing required
Once we confirm the route, I ask for the provisional sailing schedule and share the vessel name. When the Bill of Lading (BL) is issued, I send it to my agent the same day to pre-advise customs and avoid storage.
Typical Timeline From Deposit to Handover
- Day 0–3: We lock specs & budget, sign a simple agreement, and receive a deposit.
- Day 3–10: I secure the unit, verify inspection & documentation, and finalize CIF.
- Day 10–25: Vessel booking + sailing window confirmed; I share the vessel name/ETA.
- Day 26–50: Ocean transit (varies by route and schedules).
- Arrival: BL issued, documents sent to agent; entries lodged, duties/fees settled.
- Release + Inland: Car released and transported to your city with transit insurance.
- Final: NTSA registration, plates, insurance; PDI and handover.
Reality check: Weather and port congestion can nudge dates. I communicate updates early so you can plan calmly.
Clearing at Mombasa: How We Move Fast
Clearing is where a beginner bleeds money—or saves it. My licensed Clearing & Forwarding (C&F) agent is worth their weight in gold.
Key Documents
- Commercial invoice & proof of payment
- Bill of Lading (original/telex release)
- Pre-shipment inspection certificate
- Import Declaration Form (IDF) & customs entries
- Consignee ID/Passport & KRA PIN
What We Do, Step by Step
- Agent lodges entries and duty/tax assessment
- We settle duties, port charges, and agency fees
- Customs/port release is issued
- Vehicle exits yard; we arrange inland transport
Speed principle: The day we get BL and invoices is the day my agent sees them. That habit alone saves most storage fees.
NTSA Registration, Plates & Insurance
After transport to your city, we finalize NTSA TIMS registration, get number plates and insurance, then perform a proper PDI (pre-delivery inspection)—fluids, brakes, tires, lights, infotainment, tools, and keys.
Handover Checklist I Use
- Logbook/registration details and copies of import documents
- Spare key, toolkit, jack, wheel spanner, locking nuts
- Service/inspection report and next-service guidance
- Receipt summary (so you understand what you paid for)
Aftersales = Referrals: I call clients within a week. A 5-minute call often turns into your next buyer.
If You’re a New Dealer: Models That Work
1) Pre-Order (Lean Capital)
Collect a deposit after a written brief, then source the exact unit. You avoid stock risk and build trust with transparency.
2) Consignment
Sell on behalf of owners/importers and earn a fee. Great for building inventory and audience without tying up cash.
3) Micro-Stock
Hold 1–3 highly liquid models. Quick turn if you present clean units with verified history and sharp pricing.
Kenya-Friendly Picks I Like
- Reliable saloons and hatchbacks for commuters (fuel efficient, affordable parts)
- Compact SUVs with good ground clearance (popular with families and upcountry trips)
- Well-kept hybrids for city economy (battery health verified)
Pricing & Margin
- Use the landed-cost sheet; price fairly with room for negotiation.
- Offer value adds: detailing, first service, full documentation pack.
- Know your city’s price bands; don’t over-stock slow movers.
Risk Controls I Use
- Written deposit agreement (specs, budget, timelines, refund terms)
- Reserve buffer for surprise fees/reconditioning
- Only verified, traceable payments
Marketing Your Imports (Get Your First 10 Sales)
Free Wins
- Create a Google Business Profile with WhatsApp and photos.
- Publish real before/after inspection photos and landed-cost breakdowns.
- Record short vertical videos: “How I imported this car in 42 days”.
- Collect testimonials at handover; post them the same day.
Content That Converts
- “How much to import a [MODEL, YEAR] to Kenya?” (show the math)
- “RoRo vs Container for beginners” (link back to this guide)
- “Pre-order process explained” (your step-by-step with timelines)
- Weekly “Top 5 deals I’d import today” with real CIF examples
Every page needs a clear CTA. Copy this anywhere: Ready to import? WhatsApp 0717423659 or visit codeandclutch.blogspot.com.
Beginner Mistakes I See (And How to Avoid)
- Chasing “too good” prices: If it’s far below market, assume hidden damage or a paperwork issue.
- Late paperwork: Storage charges at port snowball. Send BL and invoices to your agent the day you get them.
- Weak sourcing checks: No inspection report? Poor photos? Walk away.
- No transit insurance: A minor incident can become a major loss—always cover the drive from Mombasa.
- Unclear client communication: Share timelines (e.g., 6–10 weeks) and update with vessel ETAs and milestones.
- Spec lock + deposit received
- Unit secured + inspection verified
- Sailing date + vessel name
- BL issued + docs sent to agent
- Arrival notice + clearing underway
- Release + inland transport
- NTSA registration + handover
Case Study: From Inquiry to Keys (Step-by-Step)
Here’s a realistic flow based on how I help first-time importers. Details like dates and models vary, but the structure is the same.
1) Inquiry & Brief (Day 0)
Client messages: “Budget KSh X, wants a compact SUV, 2016–2018, petrol, must have reverse camera.” I clarify use-case (city vs. upcountry), fuel preference, and maintenance expectations. We sign a simple deposit agreement and collect a modest, protected deposit.
2) Sourcing & Verification (Days 1–5)
I shortlist 3 units from trusted networks. I send a neat comparison with CIF, photos, inspection notes, and my recommendation. Client chooses one; I verify the chassis and inspection certificate and confirm availability.
3) Payment & Booking (Days 5–10)
Funds move via secure, traceable channels. We confirm CIF to Mombasa and place a booking. I share the provisional sailing schedule and expected ETA.
4) Transit & Documentation (Days 10–45)
We get the Bill of Lading (BL) details. I send BL + invoice to my agent immediately. Client receives periodic updates—simple, screenshot-friendly messages.
5) Arrival & Clearing (ETA)
Agent lodges entries; we settle duties, IDF/RDL, port and agency fees. I push for zero storage by being early on documents. Release is issued and we schedule inland transport.
6) NTSA & Handover
In your city, we complete NTSA registration, plates, insurance, and a full PDI. I hand over with a neat document pack and basic maintenance guidance. We snap photos (with your permission) for testimonials—those help reduce your future costs.
Result: Client refers two friends within a month. That’s the compounding effect of transparency and punctual updates.
Mini Glossary (You’ll See These Terms)
- CIF: Cost + Insurance + Freight to the destination port (Mombasa).
- BL (Bill of Lading): Shipping document proving title/receipt of goods; needed for clearance.
- RoRo: Roll-On/Roll-Off, where cars are driven onto the ship; great for single-unit shipping.
- Container: Sealed box shipping; better protection and useful for multiple/high-value cars.
- NTSA TIMS: Kenya’s platform for vehicle registration and logbook services.
- KEBS Inspection: Pre-shipment vehicle inspection confirming compliance.
- IDF/RDL: Import Declaration Fee / Railway Development Levy—part of the import cost basket.
- C&F Agent: Licensed Clearing & Forwarding professional handling customs and port processes.
Frequently Asked Questions
How long will my first import really take?
Plan for 6–10 weeks from payment to handover. The biggest time swings are vessel schedules and clearing speed. The fastest lever is sending correct documents to my agent immediately.
RoRo vs container — which should I start with?
For a single unit and tighter budget, start with RoRo. If you’re importing multiple cars or a premium/high-value model, consider a container for extra protection.
What documents are absolutely essential?
Commercial invoice, Bill of Lading, pre-shipment inspection certificate, consignee ID/Passport and KRA PIN, plus IDF and customs entries via a licensed clearing agent.
Can I import a left-hand drive (LHD) car?
Kenya typically restricts LHD units with narrow exceptions. Always confirm with KEBS/NTSA before you pay for an LHD vehicle.
How do we estimate the total landed cost?
We use: CIF + Duties/Taxes + Port/Agency Fees + Inland Transport + Registration/Plates + Service Fee. I share a transparent sheet before payment.
Do I really need a clearing agent?
Yes. A skilled, licensed agent is the difference between a clean release and unnecessary storage penalties. I work with vetted professionals only.
What do you check at handover?
We do a full PDI, verify documents, plates, and insurance, and provide a neat pack with copies and maintenance notes. You leave confident.
Where do you prefer sourcing from?
Where the cleanest units and best documentation are—often Japan, UK, UAE, or South Africa—depending on model and budget. I prioritize exporter transparency over headline price.
Can you help me choose between two similar cars?
Absolutely. I’ll compare inspection notes, service history, expected duty impact, and resale considerations—then recommend the better buy.
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