KENYA · GUIDE 0520 · EDITION 4.2
Proof-of-delivery record service in Kenya: Registration and Activity Checks
Define the activity that authorities need to assess
Set up a proof-of-delivery process without claiming to certify the underlying transaction.
Offer delivery evidence administration tied to the client's parcel references, defining acceptable signatures or images, missing-evidence follow-up, access permissions, and the correction process for mistaken records.
Describe that exact operation when checking requirements. State where the work takes place, whether customers enter the premises, who performs technical tasks and whether you manufacture, resell, deliver or coordinate the service. Requirements can change with these facts; a broad business category is not a complete permit determination.
Sector questions to investigate
- Before trading, ask CA whether the proposed parcel, courier, platform or agency model needs a licence or a licensed-partner arrangement.
- Verify the current market category because CA announced a revised structure in October 2026.
- Check vehicle/rider permissions and protect recipients addresses and delivery evidence.
Keep registration separate from permission to operate
A registered business name does not itself establish approval of premises, products or professional work. Use the Business Registration Service to check the appropriate registration route. Ask the relevant county office which premises and trading checks apply to the actual activity. Confirm tax and invoicing obligations with KRA for your circumstances rather than copying another trader's treatment.
Prepare a written enquiry
| Information to provide | Business-specific starting point |
|---|---|
| Proposed output | Set up a proof-of-delivery process without claiming to certify the underlying transaction. |
| Scope and exclusions | Offer delivery evidence administration tied to the client's parcel references, defining acceptable signatures or images, missing-evidence follow-up, access permissions, and the correction process for mistaken records. |
| First operating step | Agree which delivery evidence is necessary, who may access it and how long it is retained before configuring any record form. |
| Quality and acceptance | Ask a client administrator to retrieve evidence for sampled deliveries, including duplicate references and an incomplete receipt, without exposing unrelated recipients or accepting unverifiable completion claims. |
Add the county, location, premises arrangement, scale, equipment and responsible person's qualifications. Ask which authority handles an issue if it falls outside the first office's remit. Record the answer, reference link, date checked and any renewal or inspection condition. A guide's reference list is a route to verification, not an approval document.
Decide what must wait
Do not offer a regulated service or make a safety, accreditation or certification claim that you cannot substantiate. Resolve an unanswered prerequisite before accepting work that depends on it. A demand interview can often precede trading; a paid or physical trial still needs the appropriate permissions and safe arrangements.
A photograph proves little when it cannot be linked to the correct parcel, authorized recipient, and handover event within the client's own delivery records reliably.
No universal licence package, current fee or exemption is asserted here. The official links below support only their stated scope.
Prepare a precise activity enquiry
Describe this actual operating scope to the relevant authority or competent adviser: Fictional proof-of-delivery record project POD-20 organises fifty existing delivery events supplied by a small wholesaler into a searchable reference register and weekly exception report. It is record preparation, not a courier service or independent verification that delivery occurred. The sample row has order O024, package P024, carrier reference, sender-provided delivery time, receiver role, evidence-file link and status 'missing receiver acknowledgement'. The operator labels source records and uncertainty rather than constructing missing signatures. The client retains original evidence and decides who may access personal information. No legal opinion on evidential sufficiency or debt collection is included.
Use these operating details to make the enquiry specific:
| Detail to disclose | Why it can affect the answer |
|---|---|
| Register platform - Client-controlled spreadsheet or database with reference validation, filters and access control. | Explain the actual premises, scale, use and who will perform the task. Ask which current rule applies to these facts. |
| Evidence storage - Restricted folder structure with stable links and a client-approved retention process. | Explain the actual premises, scale, use and who will perform the task. Ask which current rule applies to these facts. |
| Capture template - Fields for source, provenance, event time, acknowledgement and exception owner. | Explain the actual premises, scale, use and who will perform the task. Ask which current rule applies to these facts. |
Keep the reply date, official source, exact activity facts and any conditions together. This is an enquiry preparation method, not a determination that a licence, exemption or fee applies. The earlier source dates do not mean legal requirements were rechecked today. Resolve these outstanding checks before relying on a broad business description:
- No delivery event is independently verified and no legal sufficiency opinion is supplied.
- Actual source quality, storage fees, retention period and privacy/access obligations need client-specific approval.