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Clearing Agent vs Freight Forwarder in Kenya: What an Importer Should Ask
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Published 18/09/2026 - 2 min read
Clearing Agent vs Freight Forwarder in Kenya: What an Importer Should Ask
An importer can lose margin through a poor handoff even when the supplier and selling price are sound. The first control is understanding who is responsible for which step.
Clearing agent
KRA says imported goods such as machinery or general merchandise require the engagement of a customs clearing agent. The agent processes import documentation in the Customs system and assists with clearance. Ask for the agent's legal identity, scope, written estimate, document list, payment instructions and exception process.
Freight forwarder
A freight forwarder coordinates transport and may arrange booking, consolidation, origin handling, documentation and delivery through other providers. The exact scope varies. Ask where the quote begins and ends, which charges are included, who handles destination charges and what happens if the cargo is delayed or inspected.
Questions for both
- What exact product description and provisional HS code are being used?
- Which documents must arrive before dispatch?
- Is the quote for origin, freight, destination or door delivery?
- Which taxes, levies, inspection, storage, demurrage, port and local delivery items are excluded?
- Who pays and who approves additional charges?
- Which official receipt, assessment or release evidence will be supplied?
- How will a mismatch in quantity, value, origin or product specification be handled?
Do not send payment to a personal account or accept an unexplained “facilitation” charge. Keep the quote, invoice, official payment record and final reconciliation in the shipment file.
The Import Landed Cost & Margin Planner helps separate cost lines. The Import Compliance & Documentation Control Pack helps assign document owners and evidence.
Last verified: 18 September 2026. Import procedures, fees, taxes, permits, shipping terms and product standards change. Confirm the current requirement with the named authority and use your own dated quotation or record before committing money.
Sources
- KRA: How to import
- KenTrade: Single Window System
- Kenya Ports Authority FAQ
- KRA: cargo-clearance clarification, September 2026
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