Importing used excavators into Kenya involves a series of customs and regulatory steps that can determine whether your machine reaches the job site on time and within budget. This walkthrough outlines the typical process from inquiry to after-sales, based on standard export practices and documentation requirements. While the focus is on Kenya, the principles apply broadly to East African destinations. For region-specific guidance, consult your clearing agent and refer to Kenya Revenue Authority (KRA) guidelines.
Inquiry
Start by defining your machine requirements: class, brand, model, year, hours, and condition grade. ExcaYard grades used excavators as A (clean, low wear, strong operation record), B (normal used condition with moderate wear), or C (working machine needing visible repair or refurbishment planning). For Kenyan road construction, quarry, and general earthmoving, medium excavators (20–30 tons) such as the Komatsu PC200-8, Hitachi ZX210K, or Doosan DX225LC are common choices. Share your intended use and site conditions so we can match you with suitable units. At this stage, also confirm your preferred Incoterms: EXW yard, FOB Shanghai/Tianjin/Qingdao/Ningbo/Guangzhou, CFR destination port, or CIF destination port. FOB gives you control of freight, while CIF simplifies shipping but requires you to review insurance scope and destination charges. Your inquiry should also note any Kenyan conformity requirements, such as SON or local standards, and whether you have a clearing agent familiar with Mombasa port procedures.
Quote
Within one business day, we provide a detailed quotation that includes make, model, year, hours, condition grade, and price. The quote also specifies Incoterms and estimated shipping costs to Mombasa. For example, a 2016 Komatsu PC200-8 with 6,500 hours, Grade B, might be quoted FOB Shanghai at a certain price, with CFR Mombasa added separately. We also outline the documents you will need for Kenyan customs: commercial invoice, packing list, bill of lading, certificate of origin, China customs export declaration, inspection report, serial-number photos, and insurance document if CIF. Confirm that your clearing agent can handle these documents and that HS code classification is correct. Kenyan import duties for used machinery are based on HS codes; your agent should provide a duty estimate before purchase. If you require third-party inspection, we can arrange SGS, Bureau Veritas, or Intertek at cost.
Sample
While physical samples are not typical for heavy machinery, we provide a digital sample package: a 150-point inspection report covering serial number, engine, hydraulics, undercarriage, boom and arm, bucket, cab, electrical system, fluid leaks, and test operation. Deliverables include a photo set, video walkaround, condition grade, repair notes, and loading readiness. For medium excavators, inspection focuses on engine hours, undercarriage percentage, hydraulic pump pressure, and boom and arm cracks. For large excavators (35+ tons), we emphasize structural welds, slew bearing, track frame, cooling system, and transport dimensions. Review these materials carefully; they form the basis for your acceptance and are often required by Kenyan customs to verify the machine's condition and value. If anything is unclear, request additional photos or a live video inspection.
Production
Once you confirm the order and pay the deposit, we prepare the machine for shipment. This includes cleaning, securing loose parts, draining fluids where required, and loading onto the transport vehicle. For Kenyan imports, ensure the machine meets any pre-shipment inspection requirements. We also finalize the export document pack: commercial invoice, packing list, bill of lading, certificate of origin, China customs export declaration, inspection report, serial-number photos, and insurance document if CIF. Note that document names and destination requirements should be confirmed with your clearing agent. We coordinate with the freight forwarder to book space on a vessel to Mombasa. Typical transit time from Shanghai to Mombasa is around 30–40 days, depending on the shipping line and route.
QC
Before shipment, we conduct a final quality control check to ensure the machine matches the agreed specifications and that all documents are in order. This includes verifying serial numbers, confirming the inspection report, and checking that the machine is loaded securely. If you arranged third-party inspection, we facilitate access for SGS, Bureau Veritas, or Intertek. Their independent condition verification before payment or shipment provides an extra layer of trust. The QC step also ensures that the certificate of origin and China customs export declaration are accurate, as discrepancies can cause delays at Mombasa. We provide you with copies of all documents for your records and for your clearing agent to begin pre-clearance.
Shipping
We handle shipping under your chosen Incoterms. For FOB, you or your agent arrange freight; for CFR/CIF, we book and manage the shipment to Mombasa. We provide the bill of lading, which is essential for customs clearance. Once the vessel departs, we share tracking details and estimated arrival. Your clearing agent should submit the documents to Kenya Revenue Authority (KRA) and the Kenya Ports Authority before arrival to avoid demurrage. Mombasa port requires advance documentation, including the bill of lading, commercial invoice, packing list, and certificate of origin. Duties and taxes are assessed based on the HS code and declared value. Work with your agent to ensure all fees are paid promptly. After arrival, the machine is offloaded and cleared for release.
After-sales
After clearance, we support you with technical documentation, parts references, and operational advice. For Kenyan buyers, we can recommend local service providers familiar with Komatsu, Hitachi, and Doosan equipment. We also maintain records of the transaction for any future needs. If you encounter issues during customs clearance, we can provide additional documents or clarifications. Our goal is to ensure your used excavator is operational and profitable as quickly as possible. For more information on available machines and export processes, visit our Kenya market page or contact our export team.
This walkthrough is based on standard practices and should not replace professional customs advice. Always consult your clearing agent and refer to KRA guidelines for the most current regulations.