Company registration in Kenya.

Our company will look at the detailed process for company registration (Private Limited Liability Company) in Kenya and other approvals the company needs to obtain during formation and registration. Any Adult person or company qualifies to register a Limited company in Kenya. There is no restriction on foreign nationals or foreign companies from owning a Kenyan company 100%. However, there are some specific licenses under other legislations that require Kenyan shareholding.
We offer a friendly price for all your needs that fit your for registering a company in Kenya for anyone thinking of setting up a company in Kenya.

How to register a Company in Kenya

Having a company be it a limited or unlimited company is everyone dream Registering a company in Kenya, you require the following.

  • Documents prescribed for incorporation of a company.
    The company Memorandum and Articles of Association – Highlights the objectives of the company, the subscribers, the share structure of the company and the subscribers to the Memorandums and Articles of the company.
    – Form CR1 – Application for registration of a Limited company, Unlimited company or a company limited by guarantee.
    – Form CR2 – Model memorandum for a company with a share capital.
    – Form CR8 – Notice of Residential address of the Directors.
    – Statement of nominal capital – Declaration of Nominal Capital of the company.

  • Only companies with a Nominal capital of over Kshs 500,000 are required to have a Certified company Secretary.
  • The Statement of Nominal capital is exempted from stamp duty under the new company regulations

  • Registration – Certificate of Incorporation is processed and issued thereafter.

Requirements for company registration in Kenya.

Registering a company in Kenya you shall require the following information and documents.

  1. Proposed company names for name search approval. – 5 names in order of priority.
  2. Objectives of the Company. The nature of Business / activities the company shall undertake.
  3. Names of the shareholders in Full.
  4. Names of the Directors in full if different from the shareholders.
  5. Contact information of the directors / shareholders. – Postal addresses, Email address and Telephone Number.
  6. Number of shares to be held by each shareholder.
  7. Proposed Physical address of the company. The Physical Address includes road, plot number, town, county.
  8. Email address of the company. Distinct from that of the directors / shareholders.
  9. Contact information of the company – Postal addresses and Telephone Number.
  10. Copy of ID / Passport of the Shareholders / Directors.
  11. Passport photos of the Shareholders / Directors.
  12. Copy of tax PIN certificate of the Shareholders / Directors.

An application is then made to the registrar of companies. Upon a successful application a certificate of incorporation is issued to the directors / shareholders of the Company.

With the above in mind, let us delve into the formation It and registration process of a company.

1. Create an e-citizen account

have an e-citizen account to access government services. To create an e-citizen account, you require your national id, email address, passport photo, and your phone number. You can make your application 

2. Suggest five unique company name using e-citizen

The Companies Act, part V, makes provision for company names. This name will be used when registering the company.

Important: Always make sure you also conduct a trademark search to ensure that your name does not infringe on an existing trademark.

3. Apply and pay for the registration of the company

  1. Articles of association
  2. Registered office address
  3. Share information
  4. Ownership information/director’s information

The Applicant can either adopt the model articles of association provided under the Companies Act or modify the articles as he deems fit.

Next, the Applicant pays the prescribed fee (usually a KES 10,000 (registration fee) + KES 600 (CR2 or company search fee) + KES 50 (convenience fee). This can be done through mobile money, credit card, or any other stipulated method.

Upon payment, the platform generates the following forms:

  1. Details of the first directors, Secretary and Authorized Signatory of the Company: This form needs to be signed by all the first directors, secretary and authorized signatory of the company
  2. Form CR 2 (Memorandum for a company with a share capital): This form is to be signed by all the subscribers to the shares of the company
  3. Form CR 8 (Notice of Residential Address/Change of Address of Director of a Company)-This form is to be signed by the applicant.
  4. Statement of Nominal Capital: this is to be signed by any of the first directors of the company

One is required to download the forms, sign them, and re-scan them back to the system. The Registrars at the Company registry will consider your application and if successful, one is issued with a certificate of incorporation.

4. Tax Requirements/KRA registration

Company Pin

Income from businesses is taxable under the Income Tax Act. Similarly, the Tax Procedures Act requires companies to register for a company pin. Remember, a pin is required for the filing of returns. Also, the company register for income tax or incorporation tax

To apply for a pin, a company requires

 Copy of Certificate of Incorporation.

  1. Copy of CR12.
  2. Copy of Memorandum and Article of Association (optional).
  3. Copy of PIN Certificate for all the company’s directors.
  4. Copy of Tax Compliance certificate for all the company’s directors.
  5. Copy of the Acknowledgement receipt.

Pin registration is done online.

NOTE: Upon completion, you will receive an acknowledgement receipt

A follow-up email will be sent to you with either further instructions on where to present the required documentation for verification or a PIN certificate.

VAT Registration

Under the Value Added Tax Act, any person whose business is expected to/makes taxable supplies worth KES 5,000,000 for any period up to twelve months to apply for a VAT.

Register for PAYE

Under the Income Tax Act Cap 470, an employer is required to deduct Pay As You Earn (PAYE) from an employee’s remuneration.

As such, all employers are thus required to register for PAYE once they have employees.

5. Obtain a unified business permit.

is a mandatory license issued to traders by the county governments and has to be renewed before the 31st of March every year? Check the relevant county government applicable to you.

6. National Hospital Insurance Fund

Under section 16 of the NHIF Act, an employer has the obligation to make statutory deductions from the employee’s salaries and remit them to the board. However, for this to happen, one must apply for NHIF employer registration. This can be done online atNHIF website or at regional county offices

you submit the following documents online:

  1. The employer’s registration form; (this document is easily accessible from the NHIF’s website.)
  2. Certificate of registration;
  3. Pin certificate.

Upon successful registration, one is issued with an employer’s code.

7. Social security registration

Under section 19 of the NSSF Act, every employer, who under a contract of service, employs one employee or more shall register with the Fund as a contributing employer and shall, register his employees as members of the Fund.

The procedure of setting up a company in Kenya is lengthy. Nonetheless, it has been simplified as most procedures are done online. Moreover, incorporation has several advantages.

8. Register with the National Construction Authority (NCA)

This is done under the national construction authority act of 2015.

To register with NCA as a contractor, one needs the company registration documents. List of equipment’s, CV of technical personnel and the category for the work being registered for.

Also, construction workers are registered under the act to work in construction site.

This is done online atNCA website

9. NATIONAL ENVIROMENT MANAGEMENT AUTHORITY

Companies dealing with any activity that affects the environment are supposed to register with the national environment management authority under the national environment management authority. This can be done online.

10. Register the workplace with the Directorate of Occupational Safety and Health Services

Under the Occupational Safety and Health Act, all Occupiers (employers) are required to register their workplace with the Director of Occupational Safety and Health Services. As such, a company must obtain a Certificate of Registration of a Workplace from the Directorate in respect of each of the premises as a workplace by the company.

It is noteworthy that employers with less than 100 employees are no longer required to register and obtain a certificate of registration from the National Council for Occupational Safety and Health for the first twelve months from the date of registration of the business. The Business Laws (Amendment) Act, 2020 introduced this change.

11. PHARMACY AND POISON BOARD

Companies operating hospital and pharmacy are supposed to register with the pharmacy and poison board. This is done at the board headquarters.

13. COMMUNICATION AUTHORITY OF KENYA

Companies offering telecommunication, broadcasting services and internet solution are supposed to register with the authority. The authority issues them with the relevant license.

14. HOTEL AND TOURISM BOARD

This board issues permit to hotel and restaurant companies in Kenya.

CASINO AND PUBLIC GAMING BOARD IN KENYA

This board issue license to casino and public gaming companies in Kenya.

Advantages of incorporation

Separate legal liability: Members cannot be liable for the company’s debt as it is a separate legal entity.

Perpetual succession. The death of a company official does not affect the company. Thus, a company can only be terminated by the operation of the law.

Disadvantages of incorporation

Lengthy incorporation and registration procedure: The process of forming a company is lengthy and there are too many formalities when it comes to the formation and registration of a company.

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