Importing goods into Kenya is not only about duty. Many products must also meet quality and safety standards, and the paperwork that proves it has to be in order before the goods leave the supplier's country. Importers who learn this at the port pay storage charges, face re-inspection or see their goods rejected. This guide explains the system in plain language so you can plan for it.

What PVoC is

The Kenya Bureau of Standards (KEBS) runs a Pre-Export Verification of Conformity (PVoC) programme. Goods covered by the programme must be inspected, and sometimes tested, in the country of export by a KEBS-appointed inspection company before they are shipped. If they pass, the inspector issues a Certificate of Conformity (CoC). Kenyan customs requires the CoC when the goods are cleared.

Which goods are covered

The list of products is wide and is based on mandatory standards. It includes many electrical and electronic appliances, tyres, toys, cosmetics, building materials, some foods and many consumer goods. Some categories are exempt or have special routes, such as used goods that follow other rules, and certain low-value consignments. The exact list changes, so check the KEBS website or ask your clearing agent before you pay the supplier.

Routes to a certificate

KEBS describes several routes to a certificate, usually called routes A, B and C. In general terms, the route depends on whether the product already holds a recognised product certification, whether it is registered with the inspector for regular supply, or whether it has to be inspected and tested consignment by consignment. A manufacturer with a good record and a registered product can use a lighter route for later shipments. Your supplier usually works with the inspection company, but as importer you remain responsible for having the CoC. Agree in the contract who arranges it, and ask the inspector which route applies to your product.

The cost

Inspection and certification fees are charged as a percentage of the free-on-board (FOB) value of the shipment, with a minimum fee, and testing costs may be added. These fees are part of the cost of importing, though not part of the customs value in every case, so ask your agent how to treat them. Include them in the landed cost calculator. For the formula, see how to lower your landed cost legally.

Steps to follow

  1. Before ordering, identify the HS code and check whether the product is covered by mandatory standards: HS codes and customs classification.
  2. Choose a supplier who understands PVoC and can work with the inspector, and see importing from China: risks and checks.
  3. Apply for inspection once the goods are ready, giving the invoice, packing list and product documents.
  4. Get the CoC and check that the details match the invoice: description, quantity, value, supplier and consignee.
  5. Ship, and send the CoC and other documents to your clearing agent before the vessel or flight arrives. The full list is in the import documents checklist.
  6. Clear the goods through the customs system with the CoC attached.

Other agencies you may meet

Depending on what you import, you may also need approvals from the Pharmacy and Poisons Board for medicines, KEPHIS for plants and seeds, the Directorate of Veterinary Services for animal products, the Communications Authority for radio and telecom devices and NEMA for hazardous or ozone-depleting items. Used vehicles have their own inspection regime: importing a used car: inspection and registration.

What goes wrong

  • A CoC that does not match the invoice or arrives after the goods
  • Goods outside the registered product range
  • Shipping first and planning to inspect later
  • Labels missing the information required by the standard
  • Assuming "small quantity" means no inspection

Delays at the port bring storage and demurrage costs. Plan for them using a purchase order and goods received tracker that records the status of documents for each order.

Pricing in the costs

Add inspection fees and the risk of delay to your product price. Then add the taxes: duty, IDF, RDL and VAT at 16%. The import duty calculator and import duty and landed cost workbook will show the totals.

Frequently asked questions

Can I get a CoC after the goods arrive? Generally no. The system is designed for inspection before shipment, and goods without a certificate can be held or re-inspected at extra cost.

Do personal imports need a CoC? Personal-use items follow different arrangements, but regulated goods may still need approval. Check before you ship.

Who pays for PVoC? It is agreed in the sale contract. Importers often bear it, but suppliers sometimes include it in the price.

Is a CoC proof of quality for my customers? It shows conformity with the standard at inspection. It does not replace your own quality checks.