A container sitting at the port is expensive. Storage charges, demurrage, trucking rebooking and lost sales mount daily. Most delays are not caused by bad luck. They come from the same few problems, almost all of which can be prevented before the goods leave the supplier. This guide lists the causes and the fixes.

1. Incomplete or inconsistent documents

Customs compares the invoice, packing list, bill of lading and certificates. Differences in quantity, description, value or consignee name raise queries. Typical errors are an invoice that says one thing and a packing list another, a company name spelled differently, or a missing document. Fix: check every document against the others before shipment, and send copies to your agent early. Use the import documents checklist.

2. Valuation queries

If the declared value is much lower than customs' reference prices or the market, officers will ask for proof, such as proof of payment, contracts or supplier price lists. Delays last until you respond. Fix: declare the true price, hold evidence of payment and understand customs valuation explained. Do not accept invoices that understate the price.

3. Wrong HS code

A disputed classification leads to reassessment, additional duty and sometimes inspection. Fix: classify with care and ask for a ruling for big or unusual goods: HS codes and customs classification.

4. Missing permits or certificates

Goods that need a KEBS Certificate of Conformity, an agency permit or a phytosanitary certificate cannot be released without it. Fix: check requirements before ordering: KEBS, PVoC and import standards and prohibited and restricted imports.

5. Importer and tax compliance problems

An expired tax compliance certificate, a PIN with outstanding returns or a blocked profile on iTax can stop clearing. Fix: keep your tax affairs up to date. File returns on time, including nil returns: nil returns explained, and see getting a tax compliance certificate.

6. Payment and system errors

The duty must be paid and confirmed in the system before release. Payment slips can expire, be paid under the wrong reference or be delayed in banking. Fix: pay using the right payment registration number, early in the day, and keep the confirmation. Ask the agent to confirm that the system shows the payment.

7. Examination and scanning

Some consignments are selected for scanning or physical examination. This is partly random and partly risk based. Goods stuffed carelessly, unlabelled or mixed with other items take longer. Fix: ask the supplier to pack neatly and label cartons, and keep a packing list matching the contents.

8. Slow response from the importer

Queries arrive by email or the system. If you or your agent are slow to answer, the clock keeps running. Fix: appoint one person to respond, and make sure your phone and email details are current.

9. Port congestion and free days

Shipping lines give a limited number of free days before demurrage starts, and the port has its own storage fees. A delay of a few days can cost more than the duty. Fix: pre-lodge the declaration before the ship arrives where allowed, line up transport and know your free days. Read clearing agent or clear it yourself.

10. Poor choice of agent

Agents differ widely. A weak one misses deadlines and delivers surprises. Fix: ask for references, a written quote and a list of what is included, and never pay in cash without receipts.

Estimate the cost of delay

Add a delay allowance to your landed cost. If demurrage and storage run at KES 15,000 a day and a delay lasts six days, that is KES 90,000. Use the landed cost calculator with the extra charges field, and the import duty and landed cost workbook to model scenarios. Late filing and payment of tax also costs money: test with the KRA penalty calculator.

Prevention checklist

  1. Product classified and permits identified
  2. Supplier documents checked for consistency
  3. Value declared truthfully with payment proof
  4. Tax compliance and PIN in order
  5. Agent briefed and documents sent early
  6. Duty payment funds ready
  7. Transport booked for collection
  8. Free days known

Track each shipment in a purchase order and goods received tracker, which records the dates for documents, arrival and release.

Frequently asked questions

What is demurrage? A charge by the shipping line when a container stays outside the port beyond the free days allowed.

Can I clear goods myself to save fees? Yes, if you understand the system and documents. Many first-time importers use an agent until they are confident.

How long does clearing normally take? It varies with the cargo, the documents and port conditions. Well-prepared consignments can clear within days, but plan for delays.

Who pays for delays caused by missing documents? The importer usually bears storage and demurrage unless the contract places responsibility on the supplier.