Step-by-Step Logbook Transfer in Kenya: A Comprehensive Guide

Buying a car in Kenya is an exciting milestone, but the following paperwork can be overwhelming. One of the inevitable processes is the transfer of a logbook. This is a requirement for everyone selling and or buying a car or a motorbike.

Kenyan laws, specifically the Traffic Act (CAP 403) Section 9 explicitly state that you cannot retain a motor vehicle for more than 14 days without initiating vehicle and logbook transfer.

This means that every time you buy or sell a car or a motorcycle, you must effect a transfer of ownership immediately – and this involves the seller applying for the transfer and the buyer accepting ownership within the stipulated period.

Luckily, transferring a logbook in 2024 is easier than a decade ago. How? Because you can access all the services of the National Transport and Safety Authority (NTSA) easily on the eCitizen portal. Nevertheless, the process has to be initiated by the seller and the seller accepting the process.

Before we show you how the whole process works, let’s clarify what a logbook is. 

What is a Logbook?

A logbook is an official document issued by the NTSA that proves ownership of a vehicle. It contains vital details about the car, including: 

• Vehicle Identification Number (VIN): A unique identifier that distinguishes the vehicle from others.
• Engine and Chassis Numbers: Essential for verifying the vehicle’s authenticity and preventing theft.
• Make, Model, and Year of Manufacture: Key details for classification and insurance purposes.
• Color: Used for identification and legal requirements.
• Owner Information: Personal details of the registered owner, including name, address, and contact information.
• Vehicle Registration Number: The official number assigned to the vehicle for identification.
• Insurance Details: Information about the vehicle’s insurance coverage.

Transferring a logbook means changing the ownership details on this document to reflect the new owner. The process, however, isn’t free. There are charges involved, which are often defined by your vehicle’s engine capacity as follows:

• 1000cc and below: Ksh 2,210
• 1001-1200cc: Ksh 2,440
• 1501-1700cc: Ksh 2,960
• 1701-2000cc: Ksh 3,245
• 2001-2500cc: Ksh 4,395
• 2501-3000cc: Ksh 5,505
• 3001cc and above: Ksh 6,465

Trailers and tractors have different rates, so check the NTSA service guide for details.

How to Transfer a Logbook in Kenya

Transferring a logbook to a different car owner in Kenya involves two processes. The first step is initiated by the seller and the second part is the acceptance by the new buyer.

Below is a step-by-step guide on how to do it:

Initiating the Logbook Transfer

After selling your vehicle, the first step is to initiate the logbook transfer on eCitizen (yes, you can do the whole process online nowadays):

1. Create an eCitizen Account: If you don’t have one already, you’ll need to create an eCitizen account. This is a government portal that allows you to access various government services online, including logbook transfer. For a detailed guide on creating an eCitizen account, check out our article on how to create an eCitizen account. 
2. Gather Necessary Documents: Both the buyer and seller will need to have the following documents ready:
   • Original logbook
   • Vehicle inspection report (valid for 30 days)
   • Identification documents (ID card or passport)
   • Transfer fee
3. Initiate the Transfer on eCitizen:
   • Log in to your eCitizen account.

• Enter the OTP verification

• Navigate to the NTSA services portal.

• Scroll down until you see the vehicles registered under your name and click on the vehicle you wish to transfer:

• Select the ‘Motor Vehicle Services’ option.

• Apply for vehicle transfer

• Provide the required vehicle details and upload the necessary documents.

• Confirm if all the details are okay and scroll down to the ‘Written Off’ section. Choose the appropriate answer and select the appropriate answer. Since the vehicle is still functionals, `we’ll choose the answer “No.” 

• Then attach a coloured copy of the old logbook. Kindly note that you have to do this in PDF format.
• After you’re done click “Next” and select the ‘Type of Ownership’ and under the ‘New Owners’ details, enter their KRA pin and ‘Search’. This function will populate the new owners details.
• Under New Owner enter th KRA PIN and click on the search button. The rest of the field will populate with the new owners’ details. 

• Scroll down and click on preview if the information shown is correct. 
• On the next page confirm all the details you have provided are accurate, if yes scroll down and click Submit to proceed.
• Pay the prescribed transfer fee.

2. Accepting Logbook Ownership on NTSA

Once the seller initiates the transfer, the buyer will receive a notification on their eCitizen account. Here’s what to do:

1. Log in to Your eCitizen Account: Access your eCitizen account using your credentials.
2. Accept or Decline the Transfer: You’ll be prompted to either accept or decline the transfer request. If you accept, proceed to the next step.

3. Provide Collection Details: Indicate where you want to collect the new logbook. You can choose an NTSA office that is convenient for you.

4. Submit the Request: Once you’ve provided the required information, confirm thet the number is correst including the email address, then click preview:

Next, confirm that all the details provided are correct then confirm and click submit to finish the Logbook acceptance process. 

NTSA will initiate the logbook transfer processing and will notify you once it is for collection.

Typically, the process takes three working days.

Accepting Logbook Ownership: Beyond the Buyer’s Acceptance

Once the buyer accepts the transfer on eCitizen, there are additional responsibilities:

• Vehicle Valuation: In some cases, determining the vehicle’s current market value might be necessary. This could be required for tax purposes or insurance claims. Car dealerships like Peach Cars can help you with car valuation tools that’ll help you get the best deal while selling your vehicle.
• Vehicle Inspection: It’s highly recommended to conduct a thorough inspection of the vehicle before completing the transfer. This helps identify any potential mechanical or structural issues. Consider consulting a qualified mechanic for peace of mind.
• Outstanding Loans: If the vehicle has an outstanding loan, the transfer process might require the lender’s approval. Ensure all financial obligations are cleared before initiating the transfer.
• Transfer of Insurance: The buyer should arrange for insurance coverage for the vehicle under their name. Inform the insurance provider about the change of ownership. You can find a variety of insurance companies offering vehicle coverage in Kenya through online research.
• Change of Ownership Notification: Inform relevant parties, such as insurance providers and financial institutions, about the change of ownership to avoid discrepancies.

Common Challenges and Tips

While the process has been simplified, you might encounter a few challenges. Here are some common issues and tips to overcome them:

• Delayed Processing: NTSA systems can sometimes experience delays. To avoid frustrations, initiate the transfer process well in advance of when you need the new logbook.
• Incorrect or Missing Information: Ensure all information provided is accurate and complete. Errors can lead to delays or rejection of the application.
• Vehicle Inspection: Make sure the vehicle inspection report is valid at the time of transfer. An expired report will require a new inspection.
• Lost or Damaged Logbook: If the logbook is lost or damaged, you will need to apply for a replacement through NTSA. This process might involve additional fees and documentation. You can find the official NTSA website with detailed instructions for replacement applications on the NTSA website.
• Disputes Between Buyer and Seller: In case of disagreements, it’s advisable to involve a neutral party, such as a lawyer or mediator, to resolve the matter.
• Tax Implications: Understanding the tax implications of vehicle ownership transfer is crucial. Consult a tax professional for guidance on any applicable taxes or fees.

To avoid these issues, it’s advisable to double-check all information before applying. Also, consider seeking assistance from a professional if you encounter difficulties.

In Closing

Transferring a logbook in Kenya has become increasingly efficient with the introduction of online platforms. By following the steps outlined above and being prepared with the necessary documents, you can smoothly complete the process. Remember, if you face any challenges, Peach Cars is here to help you complete the process. 

That said, if you’re in the market for a quality pre-owned vehicle, we’ve got you covered! Peac Cars is here to make your car-buying experience as smooth as your new logbook transfer.

Why Choose Peach Cars?

• Wide selection of thoroughly inspected vehicles
• Competitive prices and flexible financing options
• Expert assistance with logbook transfers
• Exceptional customer service from start to finish

Visit Peach Cars Today! Don’t let the logbook transfer process intimidate you. At Peach Cars, we’ll guide you through every step, ensuring a hassle-free experience when you drive off in your dream car.

Give us a call today at +254709726900 for more information and how to get started with a logbook transfer.