Simple Steps to Register as a Clearing and Forwarding Agent at Mombasa Port

Becoming a licensed clearing and forwarding agent at Mombasa Port is a crucial step for anyone seeking to enter Kenya’s logistics and import-export sector.

The role is crucial in international trade, as agents help importers and exporters clear goods through customs efficiently and effectively.

However, the registration process as an agent at Mombasa Port involves strict procedures overseen by the Kenya Revenue Authority (KRA) and other regulatory bodies.

Key Requirements to Register as an Agent at Mombasa Port

To register as a clearing and forwarding agent at Mombasa Port, one of the key requirements is a Certificate of Incorporation or Registration (CR12), which confirms the company’s legal status.

Alongside this, the company and all its directors must have a KRA PIN and valid tax compliance certificates to demonstrate their good standing with tax authorities.

Applicants are also required to have verifiable office premises, supported by either a tenancy agreement or proof of property ownership.

For directors, national identification cards or passports must be submitted together with certified passport-size photographs.

Additionally, every director is required to provide a Certificate of Good Conduct, issued by the Directorate of Criminal Investigations.

A functioning company bank account is necessary, showing that the business is financially operational.

The Memorandum and Articles of Association must also clearly specify clearing and forwarding activities as part of the company’s objectives.

For businesses that have been in operation, audited accounts covering at least three years are required to demonstrate financial stability and accountability.

Also Read: Step-by-Step Process of Export Clearance at Mombasa Port

Where applicable, applicants must further provide clearance certificates from the Bonds Management Unit and the Debt Management Unit to ensure there are no outstanding obligations.

Steps to Register as a Clearing & Forwarding Agent at Mombasa Port

1. Register a Business – Incorporate a company or register a partnership with the Registrar of Companies.
2. Obtain Tax Compliance – Secure KRA PINs and valid tax compliance certificates for both the company and all directors.
3. Set Up an Office – Provide a verifiable physical office with either a tenancy agreement or a title deed.
4. Prepare Director Details – Submit national IDs/Passports, passport photos, and police certificates of good conduct for all directors.
5. Open a Bank Account – Show proof of an active bank account in the company’s name.
6. Fill Application Form (C20) – Attach supporting documents such as CR12, Memorandum & Articles of Association, and audited accounts (if applicable).
7. Vetting & Verification – KRA conducts inspections to confirm compliance and office authenticity.
8. Approval & Licence Fee – Pay the licence fee (approximately USD 400) and execute the required customs bond.
9. System Access – Pay for access to the Integrated Customs Management System (iCMS) and undergo mandatory training.

Renewal of Licence

Licences are valid for one year and must be renewed annually. Renewal requires:

• Valid tax compliance certificate.
• Updated certificates of good conduct for all directors.
• Evidence of no pending customs debts or unresolved transactions.
• Proof of membership in a recognised professional body such as the Kenya International Freight & Warehousing Association (KIFWA).
• Submission of the previous year’s licence copy.

Important Considerations

While KRA is the main licensing authority, additional regulations are enforced by the Kenya Maritime Authority (KMA) for maritime service providers, including clearing agents.

Also Read: Guide to Clearing Your Car at Mombasa Port

Applicants must remain fully compliant with customs laws, tax obligations, and professional standards. Non-compliance may lead to licence suspension or cancellation.

It is also important to note that the application fee, customs bond, and system access charges are separate costs in addition to the licence fee.

Regular audits and vetting are integral to the process of ensuring professionalism and accountability in the sector.

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