Registering a cleaning company in Kenya involves a structured process through government portals and local authorities to ensure legal compliance. Begin with the Business Registration Service (BRS) via eCitizen for name search and incorporation.
Business Name Search and Reservation
Conduct a name search on the eCitizen portal or at Huduma Centres to confirm availability of your preferred business name, such as "CleanPro Services Limited." Reserve the name for 30 days at a cost of Ksh 150, preventing others from using it. This step typically takes 1-2 days and forms the foundation for sole proprietorships, partnerships, or limited companies.
Choose Business Structure and Register
Select a structure: sole proprietorship (simplest, Ksh 1,000-5,000 fee), partnership, or private limited company (Ksh 10,000-30,000). Submit Form BN/2 for proprietorships or CR1/CR2 for companies via eCitizen, including copies of national IDs/passports for directors, proposed name certificate, and memorandum/articles of association. Pay Ksh 1,050-10,650 registration fee; processing yields a Certificate of Registration or Incorporation within 3-7 days.
Obtain County Business Permit
Apply for a Single Business Permit from your county government (e.g., Nairobi City County), costing Ksh 5,000-30,000 annually based on business size and location. Requirements include the registration certificate, ID copies, premises lease (if applicable), and public health clearance. For cleaning firms, emphasize waste disposal plans; approval takes 7-14 days.
Tax Registration with KRA
Register for a KRA PIN (free) online via iTax portal using your business certificate and IDs. If annual turnover exceeds Ksh 5 million, enroll for VAT; all employers need PAYE for staff. Obtain an Employer PIN for NSSF/NHIF compliance, mandatory for hiring cleaners.
Additional Permits and Compliance
Secure a health permit from the Ministry of Health (Ksh 2,000-10,000) verifying hygiene standards, and NEMA environmental clearance (Ksh 5,000-20,000) for chemical use and waste management. Cleaning companies handling hazardous materials may require extra safety certifications. Public liability insurance (Ksh 10,000-50,000/year) protects against damages.
Registration Steps Table
| Step | Key Actions | Cost (Ksh) | Timeline |
|---|---|---|---|
| 1. Name Search | eCitizen portal/Huduma Centre | 150 | 1-2 days |
| 2. Business Reg. | Submit forms, pay fee, get cert. | 1,050-30,000 | 3-7 days |
| 3. County Permit | Apply at county offices | 5,000-30,000 | 7-14 days |
| 4. KRA PIN/Taxes | iTax portal registration | Free | 1-3 days |
| 5. Health/NEMA | Submit compliance docs | 7,000-30,000 | 7-21 days |
| 6. Insurance | Purchase policy | 10,000+ | Immediate |
Post-Registration Essentials
Open a business bank account with the registration certificate and PIN. For staff, register with NSSF (Ksh 400/employee monthly) and NHIF. Maintain records for annual renewals; non-compliance risks fines up to Ksh 50,000. Digital platforms like eCitizen streamline 80% of processes, reducing visits to Sheria House or county offices. Total initial costs range Ksh 20,000-100,000, enabling operations within 1-2 months.
