Got crops you want to ship beyond Kenya’s borders? Let’s cut through the red tape and get your produce moving.
The international market is hungry for Kenya’s agricultural products, with our exports making up about 60% of the country’s export earnings. But between you and those foreign buyers stands a wall of paperwork that can seem overwhelming at first glance.
This guide breaks down exactly what you need, when you need it, and how to get it—all without the bureaucratic double-talk.
Getting Started: The Registration Hustle
Before you can ship a single avocado or coffee bean across borders, you need to make yourself official in the eyes of the government. Here’s your first move:
Register Your Business
Your export journey starts with basic business registration. You’ll need:
- A registered company with the Registrar of Companies
- Your KRA PIN certificate
- Company Director’s ID copies
Think of this as creating your business identity card—without it, you’re basically invisible to the export system.
Once you’ve got these basics sorted, you’ll submit copies to KEPHIS (Kenya Plant Health Inspectorate Service) to start building your exporter profile.
Product-Specific Registration
Depending on what you’re growing, you’ll need to register with the right agricultural authority:
Horticultural Crops? Register with the Horticultural Crops Directorate (HCD).
Coffee? Head to the AFA Coffee Directorate.
Other crops? Check with the Agriculture & Food Authority (AFA) for the specific directorate that governs your product.
This isn’t just bureaucratic box-ticking—these directorates actually help ensure your produce meets quality standards that’ll make foreign buyers want to work with you.
Get Tech-Ready: Electronic Systems Registration
Paper forms are becoming dinosaurs. Get yourself set up on these digital platforms to speed things up:
- KEPHIS Electronic Certification System (ECS): Required for submitting consignments for inspection and getting export clearance at exit points like JKIA
- Kentrade Single Window System: If you’re exporting dairy products, you’ll need to register here with your username, KRA PIN, organization name, and full organizational details
Trust me, learning these systems now saves countless headaches later. Plus, digital processing typically moves faster than paper-based methods.
Licenses & Certificates: Your Export Passport
Now that you’re registered, you need the licenses that actually permit you to export. These vary by product, but here are the major ones you’ll encounter:
Export Licenses
For horticultural produce: Get an Export License from the Horticultural Crops Development Authority (HCDA). This costs Sh5,000 yearly and requires:
- Certificate of business registration
- KRA PIN
- Bank details
- ID card photocopy
- Evidence from overseas clients
- Packing facilities inspection report
- Farm inspection report
- Buyer-produce contracts witnessed by HCDA
For dry grains: You’ll need an export license from the Agriculture & Food Authority (AFA).
For nuts: Go to the Nuts Directorate for licensing.
For coffee: Apply for either an export/dealer license or a grower market license from the AFA Coffee Directorate.
Think of these licenses as your permission slip to play in the international market. Without them, customs officials will show your shipment the door before it even has a chance to leave the country.
The Critical Phytosanitary Certificate
Every single plant product leaving Kenya needs a Phytosanitary Certificate from KEPHIS. This document is your crop’s health certificate—it confirms your products are free from pests and diseases.
Foreign buyers won’t touch your produce without this certification, and for good reason. Nobody wants to import agricultural problems along with agricultural products.
The certification process involves physical inspection of your produce. Only after passing this inspection can your goods be cleared for export.
Market-Specific Certificates
Depending on where you’re selling, you’ll need additional paperwork:
European Union: Need a Euro 1 Certificate to qualify for lower tariffs under EU trade agreements. This document proves your products meet EU standards.
COMESA Countries: Require specific certificates of origin. You’ll need to register with the Rules of Origin office in the Customs Services Department.
United States (AGOA): Has specialized documentation requirements, including compliance with US import regulations.
Smart exporters research destination requirements well before harvest time to ensure they can meet all documentary needs.
The Export Process: Step-By-Step
Ready to move your produce? Here’s the play-by-play of getting it from your farm to foreign markets:
1. Pre-Export Preparation
Before you even think about shipping:
- Ensure your produce meets quality standards (cleanliness, proper grading)
- Check that it meets the Maximum Residue Limits (MRLs) of your destination market
- Establish documented contact with clients at the destination
- Schedule farm and facility audits with relevant authorities
- Book shipping and engage clearing agents
2. Documentation Assembly
Gather all your paperwork:
- Export license
- Phytosanitary certificate
- Market-specific certificates (Euro 1, Certificate of Origin, etc.)
- Commercial invoice
- Packing list
- Bill of lading/Airway bill
3. The Declaration Form
The Kenya Revenue Authority Import/Export Declaration Form C.63 is mandatory for all exports. This form requires:
- Complete exporter details
- Clearance office information
- Regime codes
- Importer/consignee information
- Declarant/agent details
- Transportation specifics
- Detailed goods descriptions
- Tax information
Fill this form out completely—missing details mean processing delays.
4. Verification & Authentication
After completing your certificates:
- Submit forms in triplicate
- Attach your export invoice
- Return for authentication (the authorizing stamp and signature)
- Keep duplicates for your records
The original certificate of origin travels with your goods, while you keep the duplicate. Think of the original as your product’s passport—it needs to travel with the shipment.
5. Inspection & Clearance
Before final clearance, your produce undergoes physical inspection by KEPHIS and other relevant authorities. This inspection ensures your products meet:
- Quality standards
- Safety requirements
- Phytosanitary conditions
Fair warning: Non-compliant goods will be rejected at this stage, potentially causing significant losses. Don’t cut corners on quality or preparation.
6. Shipping & Tracking
Once cleared:
- Your goods are loaded for export
- Transport documents are finalized
- The shipment begins its journey
- You can track your shipment through the carrier’s system
Keep communication lines open with your buyer throughout this process.
Product-Specific Requirements
Different crops have different hoops to jump through. Here’s the breakdown for Kenya’s major exports:
Horticultural Produce
Kenya’s reputation for quality horticultural exports means higher scrutiny:
- Farm audits are mandatory and thorough
- MRL standards must be meticulously followed
- Products must be physically clean and disease-free
- You must have established contacts with destination market clients
Coffee Exports
Our premium coffee requires premium documentation:
- Licenses from AFA Coffee Directorate
- Movement permit
- ICO certificate of origin
- Phytosanitary certificate
- Port health certificates
Additionally, you’ll need to:
- Engage clearing agents
- Book shipping
- Complete customs entry
- Undergo KEPHIS inspection
- Submit documents for verification and export certification
Avocado: Kenya’s Green Gold
Kenya has become Africa’s top avocado exporter, surpassing South Africa. In 2023, we exported approximately 122,581 MT, earning around $140.9 million. Despite challenges from low rainfall, 2024 saw an 11% price increase.
Main markets include:
- European countries (Netherlands, France, Spain, Germany)
- United Arab Emirates
- Emerging opportunities in China and India
For avocados specifically, timing matters—understand your target market’s seasons and requirements before shipping.
Market-Specific Documentation
Each destination has its own documentary preferences. Here’s what the major markets want:
European Union
The EU market is documentation-heavy but lucrative:
- Euro 1 Certificate required for preferential tariff treatment
- Strict MRL regulations
- Verification of origin based on specific Rules of Origin
The EU pays premium prices but expects premium documentation and quality.
Regional Markets (COMESA)
When exporting to neighboring countries:
- Specific certificates of origin are required
- Registration with the Rules of Origin office is necessary
- Different documentation may apply to different COMESA member states
Regional markets often have faster transport times but still require proper documentation.
United States Market (AGOA)
The US market offers opportunities under the African Growth and Opportunity Act:
- Specialized documentation required
- Compliance with US import regulations
- Potential need for sanctions compliance verification with the Office of Foreign Asset Control
Breaking into the US market can mean higher prices but requires navigating more complex regulations.
Common Pitfalls & How to Avoid Them
Even experienced exporters stumble sometimes. Here’s how to stay on track:
Documentation Errors
Problem: Incomplete or inaccurate forms cause customs delays. Solution: Double-check all entries before submission. Consider hiring an export documentation specialist for your first few shipments.
Quality Inconsistency
Problem: Produce rejected for quality issues after shipping costs are incurred. Solution: Implement strict pre-export quality control. Test samples as if you were the receiving inspector.
Market Mismatch
Problem: Targeting markets without understanding their specific requirements. Solution: Research thoroughly before committing to a market. Start with less restrictive markets while building your export capabilities.
Timing Issues
Problem: Missing seasonal windows or experiencing delays that affect product freshness. Solution: Build extra time into your schedule and have contingency plans for transport delays.
The Digital Export Future
The export game is changing fast. Stay ahead with these digital tools:
- KEPHIS Electronic Certification System: Speeds up certification processes
- KRA’s iCMS (Integrated Customs Management System): Facilitates faster customs clearance
- Digital Tracking Solutions: Allow real-time monitoring of your shipments
Exporters who embrace these digital tools typically experience fewer delays and paperwork problems.
Your Export Journey: Next Steps
Now that you understand the documentation landscape, here’s your action plan:
- Determine your target market and understand its specific requirements
- Register your business and obtain appropriate licenses
- Implement quality control systems that meet international standards
- Build relationships with reliable shipping and clearing agents
- Start with small test shipments before scaling up
Remember, successful exporting is a marathon, not a sprint. Build your systems properly from the beginning, and you’ll avoid the headaches that plague hasty exporters.
Conclusion
Breaking into international markets requires jumping through documentation hoops—there’s no way around it. But with proper preparation and understanding of the process, you can transform bureaucratic barriers into stepping stones toward global success.
Kenyan agricultural products are world-class. With the right documentation approach, you can ensure they reach the international markets they deserve.
Got questions about specific export documentation? Drop them in the comments, and we’ll get you answers from our export specialists.
Frequently Asked Questions
How long does the export license application process take?
For most agricultural products, expect 2-3 weeks from application to receiving your license. Coffee export licenses can take slightly longer—up to 4 weeks—due to additional verification steps. Plan accordingly and start the process well before your intended export date.
What’s the cost breakdown for a first-time exporter?
Initial costs typically include:
- Export license: Sh5,000-10,000 (varies by product)
- Business registration: Sh10,000-20,000
- Phytosanitary certification: Sh2,500 per consignment
- Inspection fees: Sh4,000-6,000 per inspection
- Electronic system registration: Mostly free, but training may cost Sh2,000-5,000
Always check current fees as they may change with new government budgets.
Can I export without registering a company?
No. All agricultural exporters must have a registered business entity. However, farmer cooperatives can register as a single entity, allowing member farmers to export collectively under the cooperative’s documentation.
Which crops have the easiest documentation requirements for first-time exporters?
Dry grains and legumes typically have simpler documentation requirements compared to fresh produce, as they’re less perishable and have fewer phytosanitary concerns. Many new exporters start with products like beans, lentils, or corn before moving to more complex products like fresh fruits.
How strict is the inspection process for agricultural exports?
Very strict, especially for EU-bound products. Inspectors check for pests, diseases, chemical residues, packaging quality, and proper labeling. Even minor issues can result in rejection, so prepare thoroughly. About 15-20% of first-time export attempts face some form of rejection or delay due to inspection issues.
Can I handle export documentation myself or should I hire an agent?
While you can handle the process yourself, most successful exporters use clearing agents for at least their first few shipments. Agents typically charge Sh15,000-30,000 per shipment but can save you significant time and prevent costly mistakes. As you become familiar with the process, you can take over more of the documentation yourself.
What happens if my shipment is rejected at the destination country?
If rejection is due to documentation issues, you may be able to correct the paperwork remotely. However, if rejection is due to product quality or phytosanitary concerns, you’ll likely face the choice of destroying the shipment or paying to have it returned—both costly options. This is why pre-export preparation is crucial.
How do I stay updated on changing export requirements?
Join agricultural export associations, subscribe to KEPHIS and relevant ministry newsletters, and establish relationships with trade officials at your target market’s embassy in Kenya. Export requirements can change with little notice, especially following food safety incidents.
