Minimum setup (quick clarity)

Information you must provide (BRS / eCitizen)

• 3 proposed company names (in priority order)
• Business activities / nature of business (brief description)
• Directors/shareholders names in full (as per ID/passport)
• Contacts: email address + phone numbers (directors)
• Addresses: postal address + residential address (directors) + physical address for the registered office
• Shareholding split (who owns what %) + number/value of shares (e.g., 1,000 shares)

Download: Private ompany registration Checklist (PDF)

Get a printable checklist of the documents and information needed for eCitizen/BRS registration.

Download PDF checklist PDF • Print-friendly

CR forms people search (plain-English meaning)

On eCitizen BRS, much of this is captured digitally. These form labels are included here because users commonly search them.

• CR14 – Company name reservation / name search (commonly referenced)
• CR1 – Application for company registration
• CR2 – Model constitution / memorandum & articles (where applicable)
• CR8 – Directors’ addresses / residential address notice (commonly referenced)
• Nominal capital / statement of capital – Share capital declaration
• BO / BOF1 – Beneficial ownership disclosure (ultimate owners/controllers)

If there are foreign directors/shareholders (common extra friction)

• Use a clear passport biodata page scan (full page, readable numbers)
• Ensure names match exactly across passport and any supporting documents
• Be precise on beneficial ownership (banks often ask for the same BO details during account opening)

Step 1 — Login to eCitizen and open BRS

Open Business Registration Service (BRS) from your eCitizen dashboard.

Company name review (how it works on BRS)

• Enter your three proposed names in priority order during the company application.
• The Registrar reviews the names as part of processing and may reject names that are too similar, restricted, or misleading.
• If your first choice is rejected, the system may consider the next name(s) to reduce delays.

Tip: Avoid restricted terms (e.g., “Bank”, “Insurance”, “University”) unless you have sector approvals, and keep 2–3 strong backups ready.

Step 2 — Start the company application (names + core details)

• Enter up to 3 names
• Registered office address
• Business activities
• Share capital + shareholding

Step 3 — Add directors & shareholders

• Full names, contacts, nationality
• Upload ID/passport copies
• Upload KRA PIN (where applicable)

Step 4 — Beneficial ownership (BO)

Provide BO details accurately and consistently (this is one of the most common sources of Registrar queries and bank onboarding friction).

Step 5 — Pay the invoice and submit

Pay online and submit; keep the reference number for tracking.

Important: the portal may require signed uploads

In some cases, eCitizen/BRS generates forms that must be downloaded, signed, scanned and re-uploaded before the application can proceed to final approval.

Step 6 — Respond to Registrar queries (if any)

If queries are raised, respond fast with corrected scans/details.

Step 7 — Download your incorporation documents

• Certificate of Incorporation
• Any available registry outputs / extracts (as provided in your dashboard)

Registrar review (what the clock depends on)

Approval time mostly depends on name acceptance, document clarity, beneficial ownership completeness, and how fast you respond to queries.

Delay-proof checklist (do this before submission)

• Names: avoid restricted terms; keep 2–3 backups.
• Scans: no blur, no cropped edges, readable numbers.
• Consistency: names/spellings match across passport/ID and PIN.
• BO: disclose ultimate owners/controllers properly.
• Foreign owners: use full biodata page scans; prepare KYC evidence early (banks can be stricter than the Registrar).

Related guides (internal linking)

• Cost of company registration in Kenya (fees)
• Foreign company registration (branch vs subsidiary)
• Foreign-owned business rules & ownership requirements