EXPLAINER: How to re-register an ex-diplomatic vehicle on NTSA

Re-registering an ex-diplomatic vehicle on NTSA requires prior approval from the Ministry of Foreign Affairs.

If you’re dealing with an ex-diplomatic vehicle and need to re-register it through NTSA, the process can look technical at first glance.

In reality, it follows a clear sequence, as long as you understand the documents involved and the roles played by the buyer, the seller, and NTSA.

This guide walks you through the process in simple, easy-to-understand steps.

First things first: get your documents in order

Before you touch the NTSA portal, make sure all the required paperwork is complete and approved. This is the foundation of the entire process.

You’ll need a filled Form A and a filled Form C, both approved by the Ministry of Foreign Affairs.

Keep the original customs entry and the original payment receipt ready, alongside the original logbook.

Two documents are especially critical - PRO 1B and PRO 1C

These two forms often cause the most confusion, so it helps to know what they actually do.

A PRO 1B is a specialised, approved document issued by the Ministry of Foreign and Diaspora Affairs.

It is used by diplomats, UN officials and other authorised personnel to import personal vehicles duty-free.

The original approved PRO 1B confirms that the vehicle was imported duty-free.

PRO 1B is required during transfer of ownership of a vehicle back to diplomatic status if both the buyer and seller qualify for duty-free vehicles.

The form facilitates tax exemptions on import duty, VAT and excise duty and confirms that the vehicle is not subject to physical inspection.

The other document is the original approved PRO 1C, which authorises the disposal or sale of that duty-free vehicle.

A PRO 1C is a formal authority document issued by the Ministry of Foreign Affairs through the protocol office.

It grants permission to dispose of or sell a duty-free vehicle.

This document is essential for diplomats, staff of international organisations such as the UN and UNEP, and expatriates who imported vehicles without paying taxes and now wish to transfer ownership, especially when the buyer is not a diplomat.

You must also have the KRA PINs of both the buyer and the seller, valid diplomatic IDs for both parties, and be ready to surrender the diplomatic number plates at the designated collection point.

Starting the process on the NTSA portal

Once your documents are ready, the application moves online.

Log in to serviceportal.ntsa.go.ke and select the vehicle under motor vehicle services.

From there, choose motor vehicle re-registration and fill in all the required details.

After submitting that information, look up the customs entry and KRA PIN, confirm the details and click next.

You’ll then select the type of number plate, upload all the required documents, complete the declaration and submit the application.

The process at this stage is completed by paying the re-registration fee and the inspection fee.

What the buyer needs to do

The buyer must log into their NTSA account and check the notifications section.

Here, they will accept or decline the consent request related to the re-registration.

Once consent is accepted, the buyer selects the number plate and logbook collection point, choosing the re-registration counter.

The buyer also provides details of the authorised person who will collect the logbook and number plates.

What the seller needs to do

The seller’s role centres on inspection and document verification.

After submission, the seller receives a notification prompting them to book a re-registration inspection.

By clicking on the notification, the seller selects a preferred inspection centre and date, then submits the booking.

After the inspection, the seller presents all the required original physical documents for verification.

Once this is done, the application goes through approval, and NTSA proceeds with number plate allocation.

Handled in the right order, the re-registration of an ex-diplomatic vehicle through NTSA can be completed without unnecessary delays.