Importing is rarely one event. It is a chain of steps, each handled by a different person, and a delay at one step holds up everything after it. Importers who track the shipment stage by stage solve problems while they are small, while those who wait for the phone call usually pay storage charges. This checklist follows a typical sea or air consignment from order to delivery.

Stage 1: Order and agreement

Before money moves, agree the product, the quantity, the price, the delivery terms and the payment schedule in writing. The terms matter: Incoterms explained for importers shows who pays for freight, insurance and risk at each point. Check that the product is allowed in; the rules in prohibited and restricted imports into Kenya and KEBS, PVoC and import standards can stop a shipment that looks fine on paper.

Stage 2: Production and inspection

If the goods are made to order, ask for photographs or an inspection before they ship. Any quality problem is far cheaper to fix at the factory than at the port. Where a standards certificate is needed, make sure the inspection is booked early. Agree what happens if the goods do not match the sample.

Stage 3: Documents from the supplier

Ask the supplier for the commercial invoice, the packing list and the transport document as soon as they are ready, and check them carefully. Names, addresses, descriptions and values must match, since mismatches cause delays at customs. The import documents checklist lists each document and what to look for. Check the customs code and description with HS codes and customs classification.

Stage 4: Shipping

Get the booking details, the vessel or flight and the expected arrival date, and track the cargo using the carrier's system. Allow for delays at transhipment ports. If you are weighing the options, compare cost and time in air freight vs sea freight. Arrange insurance if the terms do not include it.

Stage 5: Pre-arrival planning

A week before arrival, appoint your clearing agent, send them the documents and agree the charges. Clearing agent or clear it yourself helps you decide. Estimate duty and taxes with the import duty calculator and the full cost with the landed cost calculator, and make sure the money is available.

Stage 6: Customs entry and valuation

The agent lodges the entry and customs assesses the duty on the declared value and classification. Be ready to explain the price you paid; customs valuation explained shows what evidence is accepted. Understand the charges that will appear, including IDF and RDL.

Stage 7: Payment and release

Pay the assessed duty and taxes promptly and keep the receipts. Release depends on payment, any required inspection and clearance from other agencies. Ask for the release order and confirm the free days for storage; the costs of delay are covered in storage charges and demurrage.

Stage 8: Transport and delivery

Book the truck before the cargo clears so it does not sit at the port. Check the goods on arrival against the packing list, note any damage on the delivery note and take photographs before signing. Report shortages and damage to the carrier and insurer within the time allowed.

Stage 9: Records and tax

After delivery, file the documents together: invoices, bill of lading, entry, payment receipts and delivery note. They support your VAT claims and your cost of goods. Import VAT: how to claim it back explains the claim, and importing goods for resale: VAT and records shows what to keep. Update your costing in the import duty and landed cost workbook.

One page to run it all

Use a simple tracker with a row for each shipment and a column for each stage, with the date planned and the date done. Whoever sees a gap knows which stage to chase. Review it twice a week, and keep a note of how many days each stage really took. Over a few shipments, the pattern will show where time and money are being lost, and you can fix the weakest link first.

Who to call at each stage

Keep a short contact sheet: the supplier's sales and logistics contacts, the freight forwarder, the clearing agent, the port or container freight station, the transporter and your insurer. Write the phone number and the name of a person at each. When something stalls, you can reach the right person in minutes instead of searching for a number while charges accumulate.