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:
Step 2: Obtain Product-Specific Licences and Certificates
Depending on your industrial goods, obtain required regulatory approvals through KenTrade at https://infotradekenya.go.ke:
Step 3: Engage a Licensed Clearing Agent
KRA law requires exporters to work with a KRA-licensed clearing agent to handle customs documentation:
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Clearing agents specialize in customs compliance and documentation
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They navigate complex regulatory requirements
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They submit all declarations electronically through iCMS
Step 4: Prepare and Submit Export Documentation
Your clearing agent gathers all mandatory documents:
The agent then lodges an export declaration through KRA’s Integrated Customs Management System (iCMS):
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Supporting paperwork uploaded for review
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Customs and partner government agencies review electronically
Step 5: Book Shipping Space and Container
Before documentation submission:
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Book space on ship scheduled to leave Port of Mombasa to export destination
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Get shipping order from shipping agent
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Collect container release to enable picking empty container from shipping line’s designated depot
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Submit container booking forecast to Kenya Ports Authority (KPA)
Step 6: Mombasa Port Delivery, Stuffing, and Inspection
Once export entry is approved:
Cargo Delivery
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Cargo delivered to approved Container Freight Station (CFS) or directly to Mombasa port
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New directive (2026):
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General dry export containers: Gate 24, Lane 23A
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Reefer export containers: Gate 24, Lane 23B
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Stuffing and Sealing
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Customs officials witness container stuffing
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Inspection conducted
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Container sealed
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Seal numbers recorded in the system
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VGM (Verified Gross Mass) details taken and verified
X-Ray Scanning
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Truck carrying cargo proceeds to port gates
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Position slip issued allowing cargo verification
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X-ray scanning conducted for verification
Step 7: Submit Pre-Advice and Pay Port Charges
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Submit pre-advice to Kenya Ports Authority
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Pay charges for services rendered at the port
Step 8: Obtain Release Order
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Clearing agent enters export entry into KRA system
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Release order issued by KRA
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Final release authorized by Kenya Revenue Authority
Step 9: Export General Manifest and Final Clearance
Before vessel departs:
Step 10: Cargo Stacking and Loading
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Cargo offloaded at stacking area awaiting final export journey
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Loading onto ship for export destination
Clearing Timeline
Key Reforms for Efficiency (2025-2026)
KRA and KPA have rolled out major reforms to accelerate clearance:
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Pre-Arrival Processing framework expanded for bulk cargo, low-risk shipments, and Authorized Economic Operator consignments
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Cargo processed before arrival, significantly reducing clearance times
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Additional SGR wagons deployed to accelerate transfer to Embakasi and Naivasha Inland Container Depots
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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.