Starting a business in Kenya is one of the most exciting decisions you can make — but trading under an unregistered name is a legal risk that can cost you far more than the registration fee. Whether you are a freelancer in Nairobi, a trader in Mombasa, or setting up a small shop in Eldoret, registering your business name is a legal requirement under the Business Registration Act, 2015.
The good news: the entire process can now be completed online through the eCitizen portal, often within 3 to 7 working days, without visiting a government office. This guide walks you through every step.
Registering a sole proprietorship business name in Kenya costs approximately KES 950, takes 3–7 working days, and is done entirely online at ecitizen.go.ke. You will need your national ID and a M-Pesa or card payment.
Business Name Registration vs. Company Registration — Which Do You Need?
Many first-time entrepreneurs confuse these two different legal structures. Here is the practical distinction:
A business name registration (sole proprietorship or partnership) is simpler, cheaper, and faster. It registers your trading name with the government, but you and the business are legally the same person — meaning you are personally liable for all debts and obligations of the business.
A company registration (limited liability company) creates a separate legal entity. Your personal assets are protected from business debts. It is more complex, involves more ongoing compliance obligations, and costs more.
For most small businesses, sole traders, consultants, and micro-enterprises just starting out, business name registration is the right first step. You can always convert to a limited company later as your business grows.
Documents You Will Need
- Your Kenyan National ID (both sides — you will upload a photo or scan)
- A passport photograph (clear, recent photo of yourself)
- Your KRA PIN (you must have a KRA PIN before you can register a business)
- A valid email address (for your eCitizen account and registration certificate delivery)
- A mobile phone with M-Pesa or a bank card for payment
- Your proposed business name (prepare two or three alternatives in case your first choice is taken)
- A brief description of your business activities (what the business does)
If you do not yet have a KRA PIN, register at itax.kra.go.ke first. It is free and takes about 15 minutes. A KRA PIN is a prerequisite for all business registration in Kenya.
Step-by-Step: How to Register Your Business Name in Kenya
Create or Log Into Your eCitizen Account
Go to ecitizen.go.ke and create an account using your national ID number and email address. If you already have an eCitizen account (for example, from applying for a passport or driving licence), use those same login credentials. Verify your account via the email confirmation link sent to you.
Navigate to the Business Registration Service (BRS)
Once logged in, look for the Business Registration Service tile on the eCitizen dashboard. Click on it. Then select "Business Name — Sole Proprietorship" (or "Partnership" if you are registering with one or more partners). Click "Apply Now" or "Make Application."
Search and Reserve Your Business Name
Enter your proposed business name in the search field. The system will check whether the name is already taken. If it is available, you will be prompted to proceed. If your first choice is taken, try your alternatives. Note: business names must not be identical or deceptively similar to existing registered names. Avoid names that imply government affiliation (e.g. "Kenya National...") or professional licences you do not hold.
Fill in the Application Form
Complete the online form with your personal details, KRA PIN, physical and postal address for the business, nature of business activities (a brief 1–2 sentence description is sufficient), and the date you intend to commence trading. Upload your national ID scan and passport photo when prompted. Double-check all details — errors at this stage cause delays.
Pay the Government Fee
The current fee for registering a sole proprietorship business name is KES 950 (subject to revision by the Registrar of Companies). Pay via M-Pesa Paybill or debit/credit card through the eCitizen payment portal. You will receive a payment confirmation via SMS and email. Keep this — it is your proof of application submission.
Track Your Application and Download Your Certificate
After payment, your application enters the processing queue at the Business Registration Service. You can track the status on your eCitizen dashboard under "My Applications." Processing typically takes 3 to 7 working days. When approved, your Certificate of Registration of Business Name will be available for download directly from eCitizen. Print it and keep it — you will need it to open a business bank account, apply for business permits, and for various supplier or client agreements.
What Does It Cost to Register a Business Name in Kenya?
| Item | Cost (KES) | Notes |
|---|---|---|
| Sole Proprietorship Registration | 950 | Government fee, paid via eCitizen |
| Partnership Registration | 950 | Same fee for 2+ partners |
| KRA PIN Registration | Free | Done at itax.kra.go.ke |
| eCitizen Account | Free | One-time account creation |
| Total (Sole Proprietorship) | KES 950 | No hidden fees if done yourself |
Many business registration agents in Nairobi CBD and online charge between KES 3,000 and KES 10,000 to register your business name on your behalf. This is entirely optional — the process is straightforward enough to do yourself in under 30 minutes on eCitizen. If you do use an agent, ensure they are legitimate and never share your eCitizen login credentials.
How Long Does Business Registration Take in Kenya?
Under normal processing conditions, business name registration takes 3 to 7 working days after payment. Some applicants have reported receiving their certificate within 24 hours during quieter periods. Delays are common in January and July when application volumes spike after the new year and mid-year business review periods.
If your application is taking longer than 10 working days, log back into eCitizen and check your application status. Look for any notifications requesting additional documents or corrections. If your application has been "returned," you will need to correct the specified issue and resubmit — no additional fee is charged for corrections.
After Registration — What You Must Do Next
Registering your business name is the first step, but several other compliance requirements apply to Kenyan businesses:
- Single Business Permit: Obtained from your county government. Required annually to legally operate a business premises. Cost varies by county and business type.
- Business Bank Account: Open a separate bank account in the business name. You will need your Certificate of Registration plus your personal ID and KRA PIN.
- VAT Registration: Mandatory once your annual turnover exceeds KES 5 million. Register at KRA iTax.
- Annual Returns: Business names must file annual returns with the Registrar of Companies (a simple confirmation that the business is still trading). Failure to file attracts penalties.
A registered business name in Kenya does not last forever. You must renew your business name registration every one year to remain in good standing. Renewal is done through eCitizen and costs the same as initial registration. Operating under an expired registration can result in fines.
Common Mistakes to Avoid
The most frequent reasons for rejected or delayed business name applications in Kenya include choosing a name that is identical or too similar to an existing one; using restricted words like "Bank," "Insurance," "National," or "Government" without approval; submitting unclear ID or photo uploads; and errors in KRA PIN details that do not match KRA records.
Take 10 extra minutes to double-check every field before hitting submit. A clean first application is always faster than a resubmission.
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View Document Templates →Frequently Asked Questions
Can a foreigner register a business name in Kenya?
Yes, with some additional requirements. Foreign nationals must present a valid passport and a Kenyan work permit or entry permit that authorises business activities. A foreigner cannot register a business name using a tourist visa. The process is otherwise the same through eCitizen.
Can two businesses have the same name in Kenya?
No. The Business Registration Service will reject any application for a name that is identical or deceptively similar to an already registered business name. This is one of the key reasons for having backup name options ready before you apply.
Do I need a physical address to register a business name in Kenya?
Yes. The application requires a physical address (not a P.O. box) where the business is or will be located. If you are working from home, your residential address is acceptable at the registration stage.
Can I change my business name after registration?
Yes. You can change a registered business name by filing an amendment with the Registrar of Companies through eCitizen. A fee applies. The change takes effect from the date the amended certificate is issued.