Preparing Bill of Lading and Export Declarations for USA to Kenya Car Shipping

Shipping a car from the USA to Kenya isn’t just about picking a model you like and wiring money. Behind the scenes, there’s paperwork that can make or break the process. Two of the most critical documents are the Bill of Lading (BOL) and the Export Declaration. If you’re like me, you may have thought, “How hard can a piece of paper really be?” Well, I learned the hard way that overlooking details can cost both time and money.

Understanding the Bill of Lading

The first time I shipped a car, I remember staring at the Bill of Lading and feeling completely lost. At first glance, it looks like a jumble of numbers, codes, and shipping jargon. Essentially, though, the Bill of Lading is your car’s passport. It’s a document issued by the shipping company that confirms they have received your car and outlines the terms of transport to Kenya.

What I didn’t realize initially is that there are different types of BOLs, and picking the wrong one can create headaches at customs. For instance, an Original Bill of Lading is required for releasing the car once it arrives in Kenya. Meanwhile, a Sea Waybill can make the process smoother if the shipping agent is handling all the customs paperwork, but it might offer less control over the car’s release.

When filling it out, I learned that small mistakes—like a typo in the VIN, the wrong model year, or mismatched engine number—can delay your car for weeks at the port. Once, I double-checked my BOL against the car title, only to realize the model year was off by one. It’s a minor detail that, if unchecked, could have caused a major headache with Kenyan customs.

Export Declarations: Why They Matter

While the Bill of Lading travels with your car, the Export Declaration is essentially the US government’s way of keeping track of goods leaving the country. It’s a legal requirement for shipments valued over $2,500 and includes details like the vehicle’s value, VIN, seller information, and shipping terms.

I remember one friend who tried skipping this step, thinking, “The shipping agent will handle it.” Big mistake. Without a proper Export Declaration, the car sat in the US port for days, and the shipping agent couldn’t release it. Even when working with professionals, I’ve found that double-checking these details saves headaches later.

Preparing the Export Declaration usually involves entering data into the Automated Export System (AES), which might seem intimidating if you’re not tech-savvy. When I did it the first time, I spent a full afternoon learning the system and confirming all the codes, but it was worth it. One tiny error in the Harmonized System (HS) code could have flagged the shipment for inspection.

Step-by-Step Tips for Accurate Preparation

From experience, getting these documents right is often about attention to detail rather than complexity. Here’s what I do now before shipping a car:

Cross-check all vehicle information: VIN, make, model, year, color, engine number—every single detail must match across the title, BOL, and Export Declaration. Mismatches are a common reason cars get delayed.

Verify shipping details: The port of departure, shipping method, and delivery port in Kenya must be accurate. One time, I accidentally listed Mombasa when my agent was routing to Kisumu. It took three calls to fix.

Use professional guidance: If you’re not confident, enlist a shipping agent familiar with US-to-Kenya car exports. A good agent will review your BOL and Export Declaration and catch errors before they cause delays.

Keep copies of everything: Digital and physical copies. I’ve learned that having scanned copies ready helps when Kenyan customs request confirmations. Once, a customs officer needed a scanned BOL before releasing a car, and having it handy saved me a day of unnecessary back-and-forth.

Confirm with customs in Kenya: It may seem tedious, but checking requirements with the Kenya Revenue Authority or your shipping agent helps ensure your documents meet local regulations. Rules change often, and what worked last month may not apply today.

Common Mistakes to Avoid

Even experienced importers make mistakes. Here are a few that I’ve encountered personally or heard about in online car import communities:

Typos in vehicle details: Simple, yet surprisingly common. VIN and engine numbers are critical.

Incorrect HS codes: Misreporting the category can trigger inspection or fines.

Listing wrong ownership info: The Export Declaration must match the seller on the title; mismatches are a red flag.

Failing to get the original BOL: Digital copies are fine for some stages, but the original is usually required to release the car in Kenya.

Ignoring deadlines: AES filings must happen before departure. Last-minute submissions can stall the process or attract penalties.

I’ve learned that a slow, careful approach is far better than rushing. Checking, double-checking, and even triple-checking details may seem overkill, but it has saved me time and money more than once.

Real-Life Anecdotes

One memorable shipment involved a friend who had his car shipped with a mislabeled engine number on the Export Declaration. The car arrived in Mombasa but was held in customs for nearly a week. The issue was eventually resolved, but not without extra storage fees and stress. It reinforced for me the importance of cross-referencing every single detail.

Another time, I opted to use a Sea Waybill instead of an Original BOL. The shipping agent handled everything smoothly, and I didn’t need to be present at the port in the US. While it made the process convenient, it did limit my control over the car’s release. These experiences taught me that there’s a trade-off between convenience and control, and each importer has to decide what works best for them.

Balancing Accuracy with Convenience

Preparing the Bill of Lading and Export Declaration can seem overwhelming, but it doesn’t need to be a nightmare. The trick is balancing accuracy with efficiency. Using templates, double-checking details, and leaning on trusted agents can make the process smoother. I usually spend at least a few hours reviewing each document, even if I’m shipping with a seasoned agent. Mistakes at this stage can cause delays of weeks or unexpected costs, so the effort is worth it.

Wrapping It Up

Shipping a car from the USA to Kenya involves more than just logistics—it requires careful attention to paperwork. The Bill of Lading confirms your car’s journey, while the Export Declaration ensures legal compliance. Neglect either, and you’re likely to face delays, fines, or worse.

Through trial and error, I’ve learned that preparation, double-checking, and patience are essential. While it may feel tedious at first, having these documents correctly completed provides peace of mind, knowing your car will arrive safely and on schedule. If I could give one piece of advice to someone preparing to ship their first car, it would be: treat your paperwork like the car itself—handle it carefully, double-check every detail, and never assume anything will sort itself out.

Published on: Sep 08, 2025

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