A review sequence to organise the file; the evidence and applicable rules determine the decision. Ongoing review follows onboarding.
Regulatory requirements
Establish the legal customer and your firm’s obligations. The practical checks below support the assessment; the document list is a starting point.
- Legal entity
- An incorporated company is distinct from a business name used by a proprietor or partnership. Match the contracting person’s name and identifier to its BRS evidence; the Companies Act (opens in a new tab) provides the corporate framework.
- Applicable due diligence
- Kenyan reporting institutions within POCAMLA (opens in a new tab) must identify customers and beneficial owners, carry out required verification and monitor relationships. Apply the relevant regulations and sector guidance, using the relationship’s purpose and expected activity to inform the assessment.
- Filing and access
- The Companies Act (opens in a new tab) and applicable regulations govern companies’ beneficial-ownership records and filing duties. These differ from the reviewer’s duties: an ordinary search does not complete a beneficial-owner assessment, and restricted records require an appropriate permitted route.
- Overseas reviewers
- Kenyan incorporation determines the registry source. A firm reviewing the customer from another country applies its own jurisdiction’s and sector’s requirements when assessing that evidence.
Documents to collect
Choose evidence for the entity, relationship and applicable obligations. Separate registry requests from documents needing client cooperation or another source.
Registry records
Ask Fill Easy to confirm availability for the named company.
| Document or evidence | What it helps establish | Source |
|---|---|---|
| Incorporation or business-registration evidence | Entity type, legal name and registration identifier | BRS |
| Official company search / CR12 | Particulars and people recorded within the issued search’s scope | BRS service |
Supporting customer evidence
Collect through the client or the appropriate verification route.
| Document or evidence | What it helps establish | Source |
|---|---|---|
| Current member register and ownership chart | Ownership layers and changes since filed information | Client or permitted source |
| Constitution, resolution or mandate | Governance and authority to establish the relationship | Client or accessible records |
| Relevant individual identity evidence | Identity of owners and people acting for the customer | Appropriate verification source |
| Relevant tax evidence, licences and contracts | Tax identity, permissions and expected business activity | Authority and client |
Read both dates. The issue or retrieval date shows when a record was supplied; its information may describe an earlier position. Keep both dates.
Three practical checks
Compare the records with the customer’s explanation when these situations arise.
Trading name and contracting entity differ
- Situation
- The contract uses a trading name, while the applicant supplies a company’s documents.
- Check
- Establish the legal person behind the name and match its company number and relevant KRA tax evidence.
- Why it matters
- A KRA PIN identifies a taxpayer; it does not replace the company number or establish contracting authority.
The customer reports a recent change
- Situation
- A new shareholder or director appears in the application but is absent from the search.
- Check
- Compare the search with the current member register and relevant transfer or appointment evidence, including effective dates.
- Why it matters
- A recently issued CR12 does not resolve a change that the underlying record has not yet captured.
A shareholder is another company
- Situation
- The member information names a corporate shareholder.
- Check
- Obtain that company’s ownership evidence and investigate any unexplained nominee or control arrangement.
- Why it matters
- Membership does not establish ultimate control or signing authority; confirm the applicant’s mandate separately.
- Customer company
- Corporate shareholder
- Further ownership / control evidence
Illustrative enquiry: the arrows show the next evidence to obtain. The final owners and control arrangements remain to be established.
Request records
Approved organisational senders can email agent@fill-easy.com with the Kenyan entity’s legal name, registration number, requested documents and case reference.
Email example · replace the bracketed details
To: agent@fill-easy.com
Subject: Kenya company records — [case reference]
Please obtain an official company search / CR12 and available incorporation evidence for [legal name], registration number [number], Kenya.
Case reference: [reference].
Please confirm availability, price and turnaround, and include source references.For approved organisational senders.
The agent confirms availability and terms, reports item status and returns PDFs with source, retrieval time and request ID. Compare them with the remaining customer evidence.
See the email-order guide for detailed ordering instructions and the Kenya registry reference for record types.