Clearing heavy industrial exports at Mombasa Port requires a systematic process involving multiple regulatory bodies, documentation, and physical inspections. Here’s the complete step-by-step process:

Step 1: Pre-Export Registration Requirements

Before export clearance can begin, you must:

Requirement	Details
Legally registered business	Valid business registration with Kenyan authorities
KRA PIN	Valid Kenya Revenue Authority PIN certificate
County business permit	Current operating permit from local county government
KenTrade Single Window account	Create account at https://www.kentrade.go.ke/single-window-system (integrates 40+ government agencies)

Step 2: Obtain Product-Specific Licences and Certificates

Depending on your industrial goods, obtain required regulatory approvals through KenTrade at https://infotradekenya.go.ke:

Export Type	Required Certificate	Issuing Authority
Agricultural products	Phytosanitary certificate	KEPHIS (Kenya Plant Health Inspectorate Service)
Industrial goods	Export licence	Relevant regulatory authority
All exports	Certificate of Origin	Authorised chambers or trade bodies
Food products	Certificate of Conformity (CoC)	KEBS (Kenya Bureau of Standards)

Step 3: Engage a Licensed Clearing Agent

KRA law requires exporters to work with a KRA-licensed clearing agent to handle customs documentation:

Clearing agents specialize in customs compliance and documentation
They navigate complex regulatory requirements
They submit all declarations electronically through iCMS

Step 4: Prepare and Submit Export Documentation

Your clearing agent gathers all mandatory documents:

Document	Purpose
Commercial invoice	Proof of transaction value
Packing list	Details of cargo contents and weights
Buyer’s contract	Purchase agreement documentation
Permits & certificates	Product-specific regulatory approvals
KRA PIN certificate	Exporter’s tax registration
Bill of lading	Proof of shipment

The agent then lodges an export declaration through KRA’s Integrated Customs Management System (iCMS):

Supporting paperwork uploaded for review
Customs and partner government agencies review electronically

Step 5: Book Shipping Space and Container

Before documentation submission:

Book space on ship scheduled to leave Port of Mombasa to export destination
Get shipping order from shipping agent
Collect container release to enable picking empty container from shipping line’s designated depot
Submit container booking forecast to Kenya Ports Authority (KPA)

Step 6: Mombasa Port Delivery, Stuffing, and Inspection

Once export entry is approved:

Cargo Delivery

Cargo delivered to approved Container Freight Station (CFS) or directly to Mombasa port
New directive (2026):
- General dry export containers: Gate 24, Lane 23A
- Reefer export containers: Gate 24, Lane 23B

Stuffing and Sealing

Customs officials witness container stuffing
Inspection conducted
Container sealed
Seal numbers recorded in the system
VGM (Verified Gross Mass) details taken and verified

X-Ray Scanning

Truck carrying cargo proceeds to port gates
Position slip issued allowing cargo verification
X-ray scanning conducted for verification

Step 7: Submit Pre-Advice and Pay Port Charges

Submit pre-advice to Kenya Ports Authority
Pay charges for services rendered at the port

Step 8: Obtain Release Order

Clearing agent enters export entry into KRA system
Release order issued by KRA
Final release authorized by Kenya Revenue Authority

Step 9: Export General Manifest and Final Clearance

Before vessel departs:

Action	Details
Shipping line files Export General Manifest (EGM)	With KRA, referencing exporter’s entry number
Container loading list submitted	By shipping agent to port authority
KRA issues Exit Clearance	Or Certificate of Export
Authorization granted	Goods approved to be loaded and shipped

Step 10: Cargo Stacking and Loading

Cargo offloaded at stacking area awaiting final export journey
Loading onto ship for export destination

Clearing Timeline

Port	Average Clearance Time
Mombasa Port	6 days on average
Airports	2 days on average

Key Reforms for Efficiency (2025-2026)

KRA and KPA have rolled out major reforms to accelerate clearance:

Pre-Arrival Processing framework expanded for bulk cargo, low-risk shipments, and Authorized Economic Operator consignments
Cargo processed before arrival, significantly reducing clearance times
Additional SGR wagons deployed to accelerate transfer to Embakasi and Naivasha Inland Container Depots
Empty container management framework effective January 26, 2026, improving coordination and turnaround times

Summary Checklist

✅ Registered business with KRA PIN
✅ KenTrade Single Window account
✅ Product-specific permits/certificates
✅ KRA-licensed clearing agent engaged
✅ Shipping space booked
✅ Container released and booked
✅ Commercial invoice, packing list, buyer’s contract prepared
✅ Export declaration lodged through iCMS
✅ Cargo delivered to CFS/port (Gate 24)
✅ Container stuffed, sealed, inspected with customs witness
✅ VGM verified, seal numbers recorded
✅ Pre-advice submitted to KPA
✅ Port charges paid
✅ Release order obtained from KRA
✅ EGM filed by shipping line
✅ Exit Clearance/Certificate of Export issued
✅ Cargo loaded onto vessel

Following this systematic process ensures compliance with Kenyan export regulations and smooth clearance of heavy industrial exports at Mombasa Port.