Garages, dealers and fleet owners across Kenya rely on imported spare parts, from brake pads and filters to batteries and engine components. The margin on parts can be good, but the risks are real: wrong classification, goods held for standards checks, counterfeit products and costs that eat the profit. Importers who understand the process make steady money; those who do not find out at the port. This guide covers the main points. Rates and rules change, so confirm them before you order.

Know exactly what you are importing

Spare parts are not one product. A tyre, a battery, a spark plug and an exhaust system each have their own classification and may carry different duty and conditions. Write a precise description for each item: part number, make and model fit, material and use. This detail matters at the customs entry, where the description determines the code. HS codes and customs classification explained shows how codes are chosen.

Work out the duty and taxes

Customs duty is charged on the customs value at the rate for the item's code, with import VAT and other levies on top. Use the import duty calculator for each product, and the landed cost calculator for the full cost per unit. How to calculate import duty on goods walks through the steps and IDF and RDL explained covers two common charges. Registered VAT traders can usually reclaim import VAT; see import VAT: how to claim it back.

Standards and inspections

Many automotive parts and accessories are subject to conformity requirements, and some products need approval before shipment. Parts such as tyres, batteries and certain safety components are commonly checked. Read KEBS, PVoC and import standards explained, and ask your supplier to confirm what certificates they can provide. Goods that fail inspection can be held, re-exported or destroyed at your cost.

Avoid counterfeits

The market for counterfeit parts is large, and fake brake pads or filters can be dangerous. Buy from authorised distributors or reputable manufacturers, and check packaging, part numbers and holograms. Beware of prices far below the market. Customs may seize counterfeit goods, and selling them exposes you to legal risk. Use the checks in how to vet an overseas supplier before you pay and importing from China: risks and checks.

Used and refurbished parts

Used or reconditioned parts can face different treatment and restrictions. Some may be prohibited or require extra approvals. Check prohibited and restricted imports into Kenya before ordering, and describe the goods honestly on the entry.

Packing and documents

Parts are small and varied, so packing lists must be precise: item, quantity, part number and weight. Mismatches between the invoice and the packing list cause delays. Prepare the full document set; the import documents checklist lists what to have, and how to read a bill of lading and a packing list shows what to check.

Choose how to ship

Urgent parts may go by air, while bulky or heavy lines suit sea freight. Consolidating with other importers can lower costs. Compare options in air freight vs sea freight and how to plan container loading and reduce freight cost. Insure the goods; marine cargo insurance for importers explained lists what to check.

Price and stock sensibly

Many part numbers means many slow movers. Track what sells, hold fast movers and order slow ones to order. Use the reorder level and safety stock calculator and the inventory and stock tracker. Work out margins per part with working out your profit on imported goods after all costs.

Keep your records

Keep supplier invoices, entries, duty receipts, certificates and sales records. They support your VAT claim, your costs and any query from customs. Importing goods for resale: VAT and records lists what to keep, and the import duty and landed cost workbook keeps the figures for each shipment. Careful classification, genuine suppliers and tidy records turn spare parts into a dependable business.

Build a parts list

Keep a list of every part you import with the part number, make and model fit, supplier, landed cost, selling price and sales rate. Update it after each shipment. It shows which lines earn the most, which tie up cash and which to drop, and it gives customs and your accountant the details they need. For parts, a good catalogue is as valuable as good stock, because customers pay for finding the right part quickly.