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We have previously received emails from our clients on clearance procedure at the port of Mombasa and Inland container Depots(ICD) In Nairobi, Naivasha and Kisumu. We thought our response below would be  helpful to you too. 

To shade light below are our Customs clearance service flow of procedures.

  1. Customer inquiries on our services and request for a specific quotation. Customer forward copies of import documents if available.
  2. Our team responds with a quotation containing all charges, duty payable and documents required for Customs clearance within 6 working hours.
  3. Client responds with an approval- Letter/Email Of Intent (loi) or Rejection of the quotation. If Quote is approved we request for original documents that are available to commence the initial clearance processes.
    1. For Motor vehicles:Documents are collected from the clients or/and forwarded to Our Offices at NACICO Plaza, 4thfloor Office 416D, Landhies Rd Nairobi for Dispatch to Mombasa. 
  4. Purchase proforma/ invoice of the cargo and inspection certificate (where applicable) from the supplier are forwarded via email for Import Declaration Form (IDF) application. We then track the cargo and give the client regular updates
  5. Once the car or the cargo arrives at the port of destination, an invoice as per our quotation is forwarded to the client. Any discrepancy is well explained to the client.Any amount paid to our online tool is discounted and credited to the user account.
  6. Payments are made directly to our bank account as indicated on the proforma invoice. Notwithstanding clients are allowed to withhold Duty/Taxes amount to later remit directly to KRA when the customs declaration documents are ready.
  7. Once Ship/Vessel manifest has been approved by KRA we apply to the ship agent to for a delivery order of the consignment and pay relevant charges
  8. On approval of import declaration licence (IDF), Single Administration Document Customs form C17B is prepared in the KRA customs systemin readiness of Custom duty payment.(Subject to vessel manifest and IDF approval by KRA)
  9. Duty paymentsare made vide an eslip  to a KRA teller in either NationalCooperative Bank of Kenya or any other bank authorized to collect revenue on behalf of KRA. The client is at liberty to make payments in person and therefore the C17B form and eslip can be forwarded for the same to be effected. However, clear copy of bank payments slips must be emailed to our offices for records as they are mandatory for customs clearance
  10. Customs entry is processed automatically by the system.
  11. C&F Clerks proceed to the custom Controlled yard(CFS) for tax assessment, physical verification, payment of port charges, vehicle registration and physical release, if no issues are raised pertinent to the imported cargo. Other Government agencies that have to clear imports before they are released include KEBS, Radiation Board, Immigration office, Port health, etc
  12. Cargo is loaded on trucks for delivery to the consignee. As for Motor vehicles, they are driven to storage yards awaiting collection by owners. At the motor vehicle storage yards the following takes place;
    1. Vehicles are cleaned up and number plates affixed on the proper places.
    2. With authority from the owners vehicles are serviced to give them a clean bill of health for delivery and initial use.
  13. Client account with us is reconciled and final Tax invoice generated. Refunds/Credits/ extra charges are processed accordingly and forwarded to client. Any extra charges incurred must be reimbursed by the client before cargo/ vehicle is released..
  14. By written instructions and payment of the relevant charges Motor vehicles are delivered to the consignee by our drivers (Driven) or loaded on car carrier.
  15. Client receives Cargo/Motor vehicle and signs the delivery note. Any short comings noted must be indicated on the delivery note for further action.

It's our hope that these will help you understand us better. We look forward to serving you now and in the future. 

For Derrickson Systems Limited