How to File for a Customs Declaration Form in Kenya

Kenya’s trade sector often involves importing and exporting goods, a process that requires proper documentation to ensure compliance with customs regulations.

The Customs Declaration Form (CDF) is a critical document for declaring goods to the Kenya Revenue Authority (KRA). Filing this form accurately is essential for businesses and individuals involved in cross-border trade to avoid delays, penalties, or legal issues.

In this guide, we’ll take you through the step-by-step process of filing a Customs Declaration Form in Kenya, helping you navigate the system efficiently.

What is a Customs Declaration Form (CDF)?

The Customs Declaration Form is a document submitted to the KRA to declare the type, quantity, and value of goods being imported or exported. It ensures that:

• Proper duties and taxes are assessed and paid.
• Goods comply with Kenyan trade regulations.
• Accurate records are maintained for auditing purposes.

The filing process has been digitized through the Kenya TradeNet System, making it easier for traders to manage their declarations.

Step-by-Step Guide to Filing a Customs Declaration Form

Step 1: Register on the Kenya TradeNet System

To file a customs declaration, you need to create an account on the Kenya TradeNet System:

1. Visit the Kenya TradeNet System website.
2. Click on Register and provide your business details.
3. If you’re an individual, register using your ID or passport details.

Step 2: Gather the Required Documentation

Before filing your CDF, ensure you have the following documents ready:

• A commercial invoice detailing the goods.
• Packing list showing the contents of each package.
• Bill of lading or airway bill.
• Import/export license (if applicable).
• Certificates of origin for certain goods.
• Proforma invoice (for imports).

Step 3: Login and Start the Declaration Process

1. Log in to your Kenya TradeNet account.
2. Navigate to the Customs Declaration Module and select Create New Declaration.
3. Choose the type of declaration:
   • Import Declaration Form (IDF) for imports.
   • Export Declaration Form (EDF) for exports.

Step 4: Fill in the Customs Declaration Form

Provide accurate details about your shipment, including:

• Consignor and Consignee Details: Enter the names and addresses of the sender and recipient.
• Description of Goods: Specify the type, quantity, and value of goods.
• Harmonized System (HS) Codes: Include the HS codes for your goods to determine applicable duties and taxes.
• Port of Entry or Exit: Mention the customs station handling your shipment.

Tip: Use the HS Code Lookup tool on the Kenya TradeNet system for accuracy.

Step 5: Attach Supporting Documents

Upload scanned copies of the required documents (e.g., invoices, licenses, certificates). Ensure that all documents are clear and legible.

Step 6: Submit and Pay Duties

1. Review your declaration for accuracy.
2. Submit the form for review by the KRA.
3. Pay the assessed duties and taxes via mobile money (M-Pesa), bank transfer, or online payment options.

Step 7: Await Approval and Clearance

After submission:

1. The KRA will review your declaration.
2. If approved, you’ll receive a Release Order for your goods.
3. In case of queries, respond promptly through the Kenya TradeNet portal to avoid delays.

Conclusion

Filing a Customs Declaration Form in Kenya is an essential part of cross-border trade. By following this guide and utilizing tools like the Kenya TradeNet System, you can streamline the process, avoid delays, and ensure compliance with KRA regulations.

Whether you’re a seasoned trader or new to the world of imports and exports, understanding these steps will empower you to handle your customs declarations with confidence.