Professional Corporate Services Provider in Kenya

We also offer registered office, due diligence and compliance services both to local and international clients.

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A common problem faced by our clients here in Kenya is how to legalize or attest or apostille documents for use in another country e.g. in the US, UAE, Malaysia, Belgium, Spain, Italy. See a list of Embassies, High Commissions, and Consulates in Kenya that we can legalize documents.

Kenya is not a signatory to the Hague Convention and therefore does not issue apostille rather legalization of documents is required.

What is legalization? This is verification that an original document is legitimate and authentic for use in another country.

Below the procedure of legalization of a document in Kenya;

  1. Present the document (s) that need to be legalized and your identification card or passport to the Notary Public.
  2. The notary public place a seal on the documents and sign. Request to see that the Notary Public is admitted in Kenya and has a valid certificate.
  3. The notary public will be required to obtain a letter from the High Court of Kenya stating that he/she is recognized in Kenya as a notary public and for verification of the signature. The High Court officer will issue a letter.
  4. The notarized documents will be taken to the Ministry of Foreign Affairs (This can be done at Huduma Centre, City Centre branch) for verification. The foreign affairs officer will issue a letter. This should take at least 4 working days
  5. The notarized documents will then be taken to the Embassy e.g. if the document is required to be used in the US, they will be taken to the US Embassy. This can take a maximum of 3-5 days depending on the Embassy procedures. Please NOTE that this varies from Embassy to Embassy. Please check with the relevant Embassy beforehand for the number of days required.

Note/ Please arrange to have your documents legalized as early as possible as time may vary from embassy to embassy.

Birth Certificates- It is now required that birth certificates obtain certification from the Ministry of Interior, Civil Department before they are taken to the Ministry of Foreign Affairs in Kenya.

Educational Certificates need to be verified by the relevant University before they can be taken to the Ministry of Foreign Affairs in Kenya.

Attestation of Marriage Certificates requires authentication by the Registrar of Marriages in Kenya.

If you would like to legalize a document in Kenya, please fill in this legalization request form DOCX or legalization request form PDF

Fees

Our professional fee inclusive of certification/ notarization of the documents is US $ 250 per document excluding embassy fees.

Update

If you are traveling to Dubai, you will be required to obtain a Clearance Certificate from the CID and have it legalized at the UAE Embassy. Please contact us for assistance.

Links
Apostille and the Authentication/Legalization of Documents

www.hcch.net/en/instruments/convent

TYPE OF DOCUMENT
PARTICULARS
REQUIREMENTS
RELEVANT CERTIFICATION OFFICES
DURATION
STANDARD RATES

EDUCATION CERTIFICATES

Degree certificates

 

KCSE certificates

 

Diploma Certificates

i.              Original certificate and copy

ii.             Relevant Transcripts (stamped)

iii.            Copy of biometric passport page

iv.           Travel Stamps/ visa (outgoing and incoming dates if applicant is out of the country)

Authorization letter to us to act for applicant

Relevant University/School

 

Ministry of Education (requires transcripts and travel information)

Ministry of Foreign Affairs

(Only on Mon, Wed, Fri)

 

Relevant country Embassy

1 day

 

2 days

 

2-4 days

 

1 day

 

 

 

KES 100.00

BIRTH CERTIFICATE

Certificate of birth

The original certificate of birth and copy

Registrar of Births

 

Ministry of Foreign Affairs

(Only on Mon, Wed, Fri)

 

Relevant Embassy

3 days



 

 4 days

 

 

 
1 day

MARRIAGE CERTIFICATE

Certificate of marriage

Proof of marriage (evidence)

Certificate of marriage

E-citizen Application for modern marriage certificate (blue in colour)

Registrar of Marriages

 

Ministry of Foreign Affairs
(Only on Mon, Wed, Fri)

 

Relevant Embassy

2 days, 4 days


 

 
1 day

POLICE CLEARANCE FORM

Downloaded police clearance certificate from E-citizen

Ministry of Foreign Affairs

(Only on Mon, Wed, Fri)

Relevant Embassy

4 days

COMPANY INCORPORATION DOCUMENTS

Company registration certificate

Articles of Association/ Incorporation

Original incorporation documents

(notarized)

Translation to English Language where necessary

Registrar of Companies (if incorporated in Kenya)

Ministry of Foreign Affairs

NO TYPE OF DOCUMENTPARTICULARSREQUIREMENTSRELEVANT CERTIFICATION OFFICESDURATIONSTANDARD RATES
1EDUCATION CERTIFICATES Degree certificatesi.              Original certificate and copyRelevant University/School1 day100/-
ii.             Relevant Transcripts (stamped)
KCSE certificatesiii.            Copy of biometric passport pageMinistry of Education (requires transcripts and travel information)
iv.           Travel Stamps/ visa (outgoing and incoming dates if applicant is out of the country)Ministry of Foreign Affairs2 days
Diploma CertificatesAuthorization letter to us to act for applicant(Only on Mon, Wed, Fri)
Relevant country Embassy
2-4 days
1 day
2BIRTH CERTIFICATECertificate of birthThe original certificate of birth and copyRegistrar of Births3 days
Ministry of Foreign Affairs
(Only on Mon, Wed, Fri)4 days
Relevant Embassy
1 day
3MARRIAGE CERTIFICATECertificate of marriageCertificate of marriage Registrar of Marriages2 days
Proof of marriage (evidence)Ministry of Foreign Affairs
E-citizen Application for modern marriage certificate (blue in colour)(Only on Mon, Wed, Fri)4 days
Relevant Embassy
1 day
4POLICE CLEARANCE FORMDownloaded police clearance certificate from E-citizenMinistry of Foreign Affairs4 days
(Only on Mon, Wed, Fri)
Relevant Embassy
5COMPANY INCORPORATION DOCUMENTSCompany registration certificateOriginal incorporation documents (notarized)Registrar of Companies (if incorporated in Kenya)
Articles of Association/ IncorporationTranslation to English Language where necessaryMinistry of Foreign Affairs
Relevant Embassy or embassies
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Good corporate governance should provide proper incentives for the board and management to pursue objectives that are in the interests of the company and its shareholders and should facilitate effective monitoring. The Corporate Governance principles’ purpose is to facilitate effective, entrepreneurial, and prudent management that can deliver the long-term success of the company.

To achieve this, our firm offers the following services;

Secretarial audits

This would involve an audit on compliance in an organization. It is an important element of corporate governance that helps to detect non-compliance and take corrective measures such as filing the necessary returns, organization of books, and maintenance of accounts, records, etc…

Corporate Governance audits

The Board should ensure that a governance audit of the organization is undertaken on an

annual basis. The purpose of the governance audit is to ensure that the organization

conforms to the highest standards of good governance. The governance audit should cover

the following parameters among others:

(a) Leadership and strategic management;

(b) Transparency and disclosure;

(c) Compliance with Laws and Regulations;

(d) Communication with stakeholders;

(e) Board independence and governance

Board Evaluation

In terms of the design and coverage of the evaluation, there are at least nine areas that are required to be addressed. These touch on Shareholders and other Stakeholder-interests, the Company itself, legal and ethical issues, the Chief Executive Officer, Board meetings and individual member contributions, the general direction of the Company as well as any other business considered pertinent to the Board’s ability to discharge its mandate.

Corporate Governance Training

Board members highly benefit from board training and ensure that everyone is on the same page. It leads to efficient meetings and decisions. In a Board Training, we cover statutory responsibilities of directors, the role of directors, board charters, board meetings among other things.

Compliance with corporate governance codes and principles

The Board shall exercise leadership, enterprise, integrity, and sagacious judgment in directing the Company and will always act in the best interest of the Company so as to achieve continuing prosperity. The Board is responsible for considering the legitimate interests and expectations of its Stakeholders in its deliberations, decisions, and actions.

The Board is responsible for ensuring that Senior Management and the subsidiaries actively cultivate a culture of ethical conduct and ensuring that integrity permeates all aspects of the Company’s operations. The Board shall align its conduct and the conduct of Senior Management with the values that drive the Company’s business and ensure that these values are adhered to in all aspects of its business.

The Board shall ensure that the Company’s ethical standards as stated in this Code are integrated into all the Company’s strategies, policies, and operations.

Developing corporate governance reports

This would involve the preparation of reports on the corporate governance compliance measures that a company has in place within the period of the report. The report would include corporate governance steps taken, steps to be implemented, and recommendations

Development of a comprehensive compliance program

A compliance program needs to be set up in the form of policies that an organization can have in place to ensure compliance with laws, rules, and regulations. This program would involve the necessary procedures such as weekly reports, due diligence, monthly reviews, status reports among others.

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Due Diligence Services in Kenya

Capita Registrars offers corporate due diligence services in Kenya in respect of corporate filings.

We can help you obtain information on the following;

  1. Verification of registration of the Company and Corporate Information
  2. Shareholders and type of Shareholding
  3. Any company charges
  4. Issued Share Capital
  5. Directors of the company and their addresses
  6. Details of the Registered office

Corporate due diligence is conducted by our experienced team and a report given to our clients in a quality and timely manner.

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