Importing a vehicle can save you money and offer access to better models—but success depends on getting your paperwork right. Missing documents can cause delays, penalties, or even seizure at the port.
At Tembo Car Export Company, we guide our clients through every step of the process. Here’s a list of essential documents you need when importing a vehicle into most African countries.
🧾 1. Proforma Invoice
This is the initial sales agreement between you and the exporter. It includes:
- Vehicle details (make, model, year, VIN/chassis number)
- Price (CIF: Cost, Insurance & Freight)
- Seller and buyer information
✅ This is needed to initiate the transaction and arrange payment.
📑 2. Bill of Lading (B/L)
A crucial document issued by the shipping company. It proves:
- The car was shipped
- The vehicle’s port of origin and destination
- Who is authorized to receive it
📌 Tip: Ensure your name or your clearing agent’s name is listed correctly.
🔍 3. Export Certificate / Deregistration Certificate
Provided by the country of origin (e.g., Japan, UK), this document proves:
- The vehicle has been officially deregistered for export
- Ownership is legally transferred to you
Used to verify the car’s history, mileage, and previous use.
🧾 4. Commercial Invoice
This is the final bill showing the actual amount paid for the vehicle. It’s required by customs for:
- Import duty assessment
- Tax calculation
✅ Make sure the invoice value matches the declared value to avoid issues at the border.
📋 5. Inspection Certificate (If Required)
Some African countries (like Kenya, Uganda, Tanzania) require pre-shipment inspection for:
- Roadworthiness
- Emissions standards
- Year-of-manufacture limits
🛠️ This ensures the car meets national standards before arriving.
🛂 6. National ID / Taxpayer Identification Number (TIN)
Most customs agencies require your:
- National ID or passport (for individuals)
- Tax ID / TIN number (for individuals or businesses)
📌 Needed to register the vehicle in your name and for customs clearance.
📝 7. Import Declaration Form / Entry Document
This is a form you (or your clearing agent) submit to your country’s customs office declaring:
- What you’re importing
- Its value and origin
It’s the official record used for duty assessment and clearance approval.
🧰 Optional but Recommended:
- Vehicle Insurance Certificate (for shipping or after delivery)
- Clearing Agent Authorization Letter (if using an agent)
- Port Handling Receipts
✔️ Final Checklist Summary:
| Document | Purpose |
|---|---|
| Proforma Invoice | Purchase agreement |
| Bill of Lading | Shipping proof |
| Export Certificate | Ownership transfer |
| Commercial Invoice | Duty assessment |
| Inspection Certificate | Compliance verification |
| National ID/TIN | Legal registration |
| Import Declaration | Customs processing |
🚗 Let Tembo Handle It for You
At Tembo Car Export Company, we don’t just ship vehicles—we guide you through the entire documentation and clearance process. Our goal is simple: no delays, no surprises, just smooth and stress-free car imports.