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Charity

How to Register a Charity in Kenya: Step-by-Step

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Easy Access Staff

Introduction

Many Kenyans want to help their communities through organized charity work. Whether you want to support orphans, help the elderly, provide education scholarships, or address other community needs, registering your charity properly is important.

Registered charities in Kenya can receive donations, open bank accounts, apply for grants, and operate legally. This guide explains how to register a charity organization in Kenya, the requirements you need, costs involved, and steps to follow.

Understanding Charities in Kenya

Types of Charitable Organizations

Non-Governmental Organizations (NGOs)

  • Provide services and support to communities
  • Can be local, national, or international
  • Governed by NGO Coordination Board
  • Most common type for community work

Community-Based Organizations (CBOs)

  • Serve a specific community or location
  • Smaller scale than NGOs
  • Registered with Department of Social Development
  • Less paperwork than NGOs

Trusts

  • Governed by trustees
  • Focus on specific charitable purpose
  • Registered with Registrar of Trusts
  • Good for scholarship funds, welfare programs

Foundations

  • Usually started by wealthy individuals or companies
  • Endowment-based (large initial funding)
  • Focus on grants and funding
  • More complex structure

Self-Help Groups

  • Very small community groups
  • Registered with Department of Social Development
  • Minimal requirements
  • Good starting point

For most community charity work, you will choose between CBO, NGO, or Self-Help Group registration.

Before You Start Registration

Define Your Purpose

Be Specific

  • What problem will your charity address?
  • Who will benefit? (children, elderly, specific community, etc.)
  • What geographical area will you serve?
  • What activities will you do?

Write a clear statement of purpose. This will guide all your registration documents.

Example Purpose Statements

  • “To provide educational support to orphans and vulnerable children in Kiambu County”
  • “To support elderly persons with healthcare and social services in Kisumu”
  • “To promote environmental conservation through tree planting in Nairobi”

Gather Founding Members

How Many People You Need

  • Self-Help Group: Minimum 10 members
  • CBO: Minimum 10 members
  • NGO: Minimum 3 directors/trustees

Choose Reliable People

  • Committed to the cause
  • Trustworthy with finances
  • Available for meetings
  • From the community you serve (preferred)

Define Roles

  • Chairperson/President
  • Secretary
  • Treasurer
  • Committee members

Decide on a Name

Requirements for Charity Names

  • Must be unique (not used by another organization)
  • Should reflect your purpose
  • Cannot be offensive or misleading
  • Add “Foundation,” “Trust,” “Organization,” or “Initiative” as appropriate

Examples

  • “Hope for Orphans Kenya”
  • “Kiambu Elderly Care Initiative”
  • “Green Nairobi Environmental Trust”

Check Name Availability

  • Search online for similar names
  • Check with registrar before proceeding
  • Have 2-3 alternative names ready

Registering a Community-Based Organization (CBO)

This is the easiest and most affordable option for local charities.

Requirements

Documents Needed

  1. List of founding members (minimum 10)

    • Full names
    • ID numbers
    • Phone contacts
    • Physical addresses
    • Signatures

  2. Minutes of inaugural meeting

    • Meeting date and venue
    • Members present
    • Election of officials
    • Adoption of constitution
    • All members’ signatures

  3. Constitution (the rules of your organization)

    • Name and objectives
    • Membership criteria
    • Management structure
    • Meeting procedures
    • Financial management
    • Amendment procedures

Sample constitutions available from Social Development offices.

  1. Location/Physical Address

    • Office or meeting place
    • Letters from chief or landlord confirming location

  2. Recommendation Letter from Area Chief

    • Confirming you operate in that area
    • Get from your local chief’s office

  3. National ID Copies of Officials

    • Chairperson, Secretary, Treasurer
    • Clear copies, signed

Registration Steps

Step 1: Hold Inaugural Meeting

  • Gather all founding members
  • Elect officials
  • Adopt constitution
  • Write clear minutes
  • All members sign minutes

Step 2: Get Chief’s Recommendation

  • Visit your area chief
  • Explain your charity purpose
  • Provide list of members
  • Pay small fee (usually KES 50-100)
  • Collect recommendation letter

Step 3: Prepare Documents

  • Type all documents neatly
  • Make copies (3 sets usually needed)
  • Bind documents together
  • Include cover page with organization name

Step 4: Submit to Social Development Office

  • Go to your county’s Department of Social Development
  • Submit complete application
  • Pay registration fee: KES 1,000-2,000
  • Get acknowledgment receipt

Step 5: Wait for Processing

  • Takes 1-3 months usually
  • May be asked for more information
  • Follow up regularly (call or visit)

Step 6: Collect Certificate

  • Notified when ready (SMS or call)
  • Pay for certificate printing (if not included)
  • Collect official registration certificate

Total Cost: About KES 2,000-5,000 (including fees, transport, photocopies)

Registering an NGO

For larger operations or if you plan to work across multiple counties.

Requirements

Documents Needed

  1. Application Form CR12

    • Get from NGO Coordination Board website or office
    • Fill completely and accurately

  2. Constitution/Memorandum of Association

    • Detailed organizational rules
    • Objects and powers
    • Management structure
    • Available as template from NGO Board

  3. List of Directors/Trustees (minimum 3)

    • Full details and ID copies
    • Must be Kenyan citizens
    • Police clearance certificates

  4. Physical Office Address

    • Must have actual office
    • Tenancy agreement or ownership documents
    • Not just P.O. Box

  5. Minutes of First Meeting

    • Founding members meeting
    • Appointment of directors
    • Adoption of constitution

  6. Work Plan

    • What you will do in first year
    • How you will fund activities
    • Expected outcomes

  7. Recommendation Letters

    • From area chief
    • From District Social Development Officer

Registration Process

Step 1: Name Reservation

  • Apply to reserve your chosen name
  • Submit Form CR3 to NGO Board
  • Pay KES 100
  • Wait 1-2 weeks for approval

Step 2: Prepare Documents

  • Complete all required documents
  • Get them notarized by commissioner of oaths (KES 200-500 per document)
  • Make multiple copies

Step 3: Submit Application

  • Go to NGO Coordination Board offices (Nairobi)
  • Submit complete application
  • Pay registration fee: KES 10,000-13,000
  • Get acknowledgment receipt

Step 4: Inspection (Sometimes)

  • Board may visit your office
  • Check you have actual premises
  • Interview directors
  • Verify community support

Step 5: Processing

  • Takes 3-6 months typically
  • Board reviews application
  • May request additional information
  • Conducts due diligence

Step 6: Certificate Issuance

  • Notified when approved
  • Collect NGO registration certificate
  • Register with tax authorities (KRA PIN)

Step 7: Compliance

  • Submit annual returns every year
  • Report activities and finances
  • Maintain proper records

Total Cost: About KES 30,000-50,000 (fees, lawyer help, documents, transport)

Registering a Trust

Good for scholarship funds, memorial trusts, or specific funding purposes.

Requirements

  1. Trust Deed

    • Legal document creating the trust
    • Prepared by lawyer (KES 10,000-30,000)
    • Signed by trustees

  2. List of Trustees (usually 3-7 people)

    • Full details and ID copies
    • Signatures accepting trusteeship

  3. Trust Property

    • Initial assets or funding
    • Can be money, land, or other property

Process

Step 1: Engage Lawyer

  • Trusts require legal expertise
  • Lawyer prepares trust deed
  • Reviews and advises on structure

Step 2: Execute Trust Deed

  • Trustees sign in presence of witnesses
  • Properly witnessed and dated

Step 3: Register with Registrar of Trusts

  • Submit trust deed and supporting documents
  • Pay registration fees: KES 2,000-5,000
  • Processing takes 1-2 months

Step 4: Get Tax Exemption (if qualified)

  • Apply to KRA for tax exemption
  • Must meet charitable purpose criteria
  • Allows donors to get tax deductions

Total Cost: KES 30,000-60,000 (mainly lawyer fees)

After Registration: Important Next Steps

1. Open Bank Account

Requirements

  • Registration certificate
  • Minutes appointing signatories
  • IDs of signatories
  • Filled bank forms

Choose Appropriate Bank

  • Look for low fees
  • Good branch network
  • Online banking
  • Charity-friendly policies

Most banks offer NGO/charity accounts with lower fees than business accounts.

2. Get KRA PIN

Register your charity with Kenya Revenue Authority:

  • Go to KRA iTax portal or office
  • Apply for organization PIN
  • Provide registration certificate
  • Free service

Needed for:

  • Opening bank account
  • Receiving grants
  • Tax exemption applications
  • Official transactions

Benefits

  • Donors can claim tax deductions
  • Attracts more donors
  • Shows legitimacy
  • May exempt you from certain taxes

How to Apply

  • Submit application to KRA
  • Provide registration documents
  • Show charitable purpose
  • Detail use of funds
  • Wait for approval (can take months)

4. Register with eCitizen (for NGOs)

  • Go to www.ecitizen.go.ke
  • Register organization
  • Needed for annual returns
  • Maintains compliance

5. Set Up Proper Systems

Financial Management

  • Open receipt books
  • Create simple accounting system
  • Appoint treasurer
  • Decide approval processes for spending

Record Keeping

  • Keep all registration documents safe
  • File meeting minutes
  • Document all activities
  • Keep donor and beneficiary records

Meeting Schedule

  • Plan regular committee meetings
  • Keep proper minutes
  • Make decisions democratically

6. Create Basic Operational Documents

Donor Receipt Template

  • For acknowledging donations
  • Must include organization name and registration number

Project Proposals

  • For approaching donors
  • Outline needs and budget

Activity Reports

  • Document what you do
  • Show impact
  • For donors and annual reports

Compliance and Reporting

Annual Requirements

For CBOs

  • Submit annual returns to Social Development
  • Usually a simple activity report
  • Update member list if changed
  • Fee: Free or KES 500-1,000

For NGOs

  • Submit detailed annual returns to NGO Board
  • Financial statements
  • Activity reports
  • Audited accounts (if income over certain threshold)
  • Fee: KES 5,000-10,000 annually
  • Due date: Within 3 months of financial year-end

For Trusts

  • File returns with Registrar of Trusts
  • Financial statements
  • Fee: KES 1,000-3,000

Keep Updated Records

What to Maintain

  • All registration documents
  • Meeting minutes (all meetings)
  • Financial records (all income and expenses)
  • Bank statements
  • Donor correspondence
  • Beneficiary lists
  • Activity photos and reports

Penalties for Non-Compliance

Consequences

  • Late filing fees
  • Certificate suspension
  • Deregistration
  • Legal issues
  • Loss of donor confidence

Stay compliant by:

  • Setting calendar reminders
  • Filing on time
  • Keeping good records
  • Responding to government queries promptly

Common Challenges and Solutions

Challenge: Fundraising is Difficult

Solutions

  • Start small with local community contributions
  • Use social media to share your work
  • Approach local businesses
  • Apply to donor organizations
  • Host fundraising events
  • Show transparency in how funds are used

Challenge: Volunteer Retention

Solutions

  • Recognize and appreciate volunteers
  • Create clear roles and expectations
  • Provide learning opportunities
  • Make volunteering meaningful
  • Communicate regularly
  • Celebrate achievements together

Challenge: Financial Management

Solutions

  • Use simple accounting book or spreadsheet
  • Require two signatories for spending
  • Regular financial reports to committee
  • Keep receipts for everything
  • Consider training in basic bookkeeping
  • Hire part-time accountant when you can afford

Challenge: Measuring Impact

Solutions

  • Set clear, measurable goals
  • Keep records of beneficiaries helped
  • Document before and after situations
  • Collect testimonials
  • Take photos (with permission)
  • Write simple progress reports

Challenge: Board/Member Conflicts

Solutions

  • Have clear constitution and follow it
  • Regular communication
  • Transparent decision-making
  • Define roles clearly
  • Address issues early
  • Focus on mission, not personalities

Tips for Successful Charity Operation

Start Small and Grow

  • Begin with what you can manage
  • Prove concept in small area first
  • Scale up as you gain experience and funding
  • Quality over quantity

Be Transparent

  • Share financial information with members
  • Report regularly to community
  • Welcome questions
  • Admit mistakes and learn

Focus on Impact

  • Measure what you achieve, not just what you do
  • Document stories of people helped
  • Continuously improve your approach
  • Learn from both successes and failures

Network with Others

  • Join charity networks
  • Learn from other organizations
  • Collaborate where possible
  • Share resources and knowledge

Maintain Ethical Standards

  • Use funds only for stated purposes
  • Avoid conflicts of interest
  • Treat beneficiaries with dignity
  • Keep promises to donors
  • Follow the law

Resources and Contacts

Government Offices

NGO Coordination Board

  • Website: www.ngobureau.go.ke
  • Location: NSSF Building, Block A, Nairobi
  • Phone: Check website for current contact

Department of Social Development

  • Located in every county
  • Visit your county headquarters
  • Ask for Social Development office

Registrar of Trusts

  • Sheria House, Nairobi
  • Part of Attorney General’s office

Useful Websites

Support Organizations

Several organizations help NGOs and CBOs:

  • Kenya Community Development Foundation
  • Various donor organizations
  • UN agencies working in Kenya
  • Faith-based support organizations

Conclusion

Registering a charity in Kenya requires paperwork and some costs, but it is achievable. CBO registration is simplest and cheapest (KES 2,000-5,000), good for local community work. NGO registration costs more (KES 30,000-50,000) but allows larger operations. Trusts are best for specific funding purposes.

Choose the right structure for your goals. Prepare documents carefully. Follow the legal process. Once registered, maintain good records, file annual returns, and operate transparently.

The most important thing is your commitment to helping your community. Registration is just the legal framework. Your impact comes from the actual work you do to improve lives. Many successful Kenyan charities started small with passionate people who cared about their communities.

If you have a vision to help others, do not let the registration process stop you. Take it step by step, seek help when needed, and stay focused on your mission. Your registered charity can make a real difference in people’s lives.