How to register an NGO in Kenya (2026). Requirements, cost and process.

Complete Step-by-Step Guide to NGO Registration in Kenya

If you are planning to start a Non-Governmental Organization (NGO) in Kenya, this guide walks you through the entire process. clearly, practically, and step by step.

At Makabe Consulting, we handle NGO registrations every day. We know where people get stuck, what the NGO Coordination Board looks for, and how to get your application approved without unnecessary delays.

If you want a smooth, compliant registration, this guide is for you.

What Is an NGO?

An NGO is a private, voluntary, non-profit organization formed to serve the public good — such as development, health, education, environment, human rights, or community empowerment.

Once registered under the NGO Coordination Act, an NGO becomes a legal body that can:

• Enter into contracts
• Own property
• Open bank accounts
• Receive grants and donor funding
• Sue or be sued in its own name

Step-by-Step NGO Registration Process in Kenya

Step 1: Name Search & Reservation (Form 2)

Before anything else, you must reserve your NGO’s name.

What you do:

• Submit three proposed names (in order of preference)
• Complete Form 2 – Application for Name Reservation
• Apply through the NGO Board / eCitizen portal

Cost: KES 1,000
Validity: 60 days

Important tip: Avoid generic names. Use clear identifiers such as location, target group, or sector.

Example: Mama Masai Women & Community Trust

At Makabe Consulting, we help you choose names that are less likely to be rejected.

Step 2: Prepare All NGO Registration Requirements

This is where most delays happen. Missing or incorrect documents can push your application back by months.

Below is the complete checklist required by the NGO Coordination Board.

A. Mandatory Application Forms

• Form 1 – Organization contact and address details
• Form 2 – Name reservation (approved)
• Form 3 – Application for registration
  • Three copies for local NGOs
  • Additional copies for international NGOs

B. NGO Constitution

You must prepare a draft constitution that clearly states:

• Objectives of the NGO
• Governance and management structure
• Membership rules

Requirements:

• Signed by all proposed officials and board members
• Each page initialed by an official
• Execution page signed by all signatories

We review and align constitutions to meet NGO Board expectations.

C. Officials & Board Members’ Details

You need at least five officials:

• Three principal officers
• Two additional board members

For each official, provide:

• Full names and occupations
• Postal and physical address
• Phone number and email
• Copy of National ID or passport
• Copy of KRA PIN certificate
• Two recent coloured passport-size photos (clearly labeled)
• Police Clearance Certificate (not older than 6 months)
  • Foreigners must provide notarized police clearance from their home country

D. First Meeting Minutes

You must submit minutes from the first official meeting, showing:

• Resolution to register the NGO
• Election of interim officials
• Authority granted to file the application

E. Financial Information

The NGO Board requires:

• A one-year proposed budget (program + admin costs)
• A clear statement of expected funding sources

This must look realistic and structured — not guesswork.

F. Additional Supporting Documents

• Cover letter addressed to the Executive Director, NGO Coordination Board
• Physical and postal address of the NGO
• Proposed areas of operation (county, sub-county, locations)
• Disclosure of any local or international affiliations

 

Extra Requirements for International / Foreign NGOs

If registering an international NGO:

• At least one-third of board members must be Kenyan citizens
• Provide constitutions of foreign branches
• Evidence of governance structures abroad
• Appoint a Kenyan liaison officer
• Foreign staff must hold valid work permits

Step 3: Submit Application & Pay Registration Fees

Once documents are ready:

• Upload and submit via the NGO Board eCitizen portal
• Some original signed documents may still be required physically

Official Registration Fees:

• Local / National NGO: KES 16,000
• International NGO: KES 30,000
• Name reservation: KES 1,000

Additional costs may include notarization, police clearance processing, courier services, or professional support.

Step 4: Verification & Certificate Issuance

After submission, the NGO Coordination Board:

• Reviews all documents
• May request clarifications or additional proof
• Conducts due diligence

If approved, you receive a Certificate of Registration, legally authorizing your NGO to operate in Kenya.

How Long Does NGO Registration Take in Kenya?

On average, 3 to 5 months.

Timelines depend on:

1. Accuracy and completeness of your documents
2. Speed of response to Board queries
3. Workload at the NGO Coordination Board

Well-prepared applications move faster. Poorly prepared ones stall.

Post-Registration Compliance (Very Important)

Once registered, your NGO must:

• File annual returns (program & financial reports)
• Maintain proper books of accounts
• Conduct annual audits by a certified auditor
• Notify the Board of any changes (officials, constitution, address)
• Comply with KRA tax obligations (PAYE, withholding tax, exemptions)
• Ensure foreign staff have valid immigration permits

Non-compliance can lead to penalties or deregistration.

 

Frequently Asked Questions

Can I register an NGO online?
Yes. The process starts online via the NGO Board eCitizen portal, though some physical documents may still be required.

How many people are required to start an NGO?
A minimum of five officials , three principal officers and two board members.

Are police clearance certificates mandatory?
Yes. All officials must provide valid police clearance certificates.

 

Why Register Your NGO with Makabe Consulting?

NGO registration is paperwork-heavy and unforgiving mistakes.

When you work with us, we:

• Review and finalize your constitution and meeting minutes
• Prepare Form 1 and Form 3 correctly
• Draft a compliant one-year budget
• Package and submit your application professionally
• Follow up with the NGO Coordination Board on your behalf

You focus on your mission. We handle the process.

👉 Ready to register your NGO in Kenya?
Contact Makabe Consulting today for a smooth, compliant, and stress-free registration.