Company Records Search in Kenya: CR12, Company Verification & Certified Copies

Company Records Search Cost in Kenya

The total cost depends on whether you need a simple CR12 / Official Search, an interpreted company verification report, certified copies, or enhanced corporate due diligence.

Requirements for Company Records Verification in Kenya

To start a company records search in Kenya, provide at least one of the following:

• The official registered company name.
• The company registration number, if available.
• The purpose of the search: tender, supplier onboarding, bank KYC, investment, litigation, immigration, contract verification or general due diligence.
• The required output: CR12/Official Search, certified copy, status confirmation, shareholder check, director check or full due diligence report.
• Any supporting documents you already have, such as letterhead, certificate copy, tax PIN, invoice, contract, tender document or previous CR12.
• Authorisation or company-side support where deeper document retrieval or certified copy requests require additional confirmation.

The original record search can begin with only the company name or registration number, but more details help avoid confusing similar company names or relying on outdated documents.

How to Do a Company Records Search in Kenya

The official CR12/Official Search process is handled through the Business Registration Service and eCitizen. RVS Kenya assists by confirming the correct entity, managing the verification steps and interpreting the output for your transaction or compliance file.

1. Share the company details.
   Email the registered company name and/or company registration number to RVS Kenya.
2. Confirm the search objective.
   We confirm whether you need a simple company status check, CR12/Official Search, certified copy of incorporation documents or enhanced corporate due diligence.
3. Identify the correct company record.
   We check the company name or number carefully to avoid mismatches with similar names, old records or incomplete details.
4. Conduct the official search.
   The BRS guide describes the process as logging into eCitizen, selecting Business Registration Service, choosing Official Search formerly “CR12” for private limited companies, entering the registration name or number, saving and continuing, then paying the applicable prerequisite fee.
5. Review directors, shareholders and registered details.
   We check the company particulars shown on the registry output and highlight relevant verification points.
6. Share the verification output.
   You receive the required search result, due diligence summary or next steps for certified copy requests.

What Does a CR12 / Official Search Show in Kenya?

A CR12 is commonly requested because it consolidates key company particulars used for due diligence, banking, tendering, contracts and compliance. A typical company records search can show:

• Registered company name.
• Company registration number.
• Registered office address.
• Names and postal addresses of directors.
• Names of shareholders and shareholding details.
• Details of charges or debentures where applicable.
• Current registry status or available registration particulars.

Certified Copy of a Certificate of Incorporation in Kenya

A certified copy of a company certificate of incorporation in Kenya may be needed for bank onboarding, tenders, contracts, compliance files, overseas use, legal due diligence or transaction support. RVS Kenya can assist with requesting certified copies after confirming the correct registered entity details.

For a certified copy request, you typically need:

• The registered company name.
• The company registration number, if available.
• The exact document required: certificate of incorporation, CR12/Official Search, change of name certificate, certificate of compliance or other company registry document.
• The intended use of the document, especially where further attestation, notarisation or legalisation may be required.

What You Get from RVS Kenya

Depending on your need, our company records verification Kenya service can include:

• CR12 search Kenya covering directors, shareholders and shareholding.
• Company registration status confirmation.
• Registered office address verification.
• Director and shareholder name checks as per official extracts.
• Certified copy request support for certificate of incorporation and related registrar documents.
• Corporate due diligence summary for onboarding, tendering, lending, contracts, investigations or partnerships.
• Related organization checks where applicable, including NGO or non-profit verification.

When Should You Request Company Records Verification?

A company search is most useful before you rely on a company’s letterhead, invoice, pitch deck, certificate copy or verbal representation. It helps confirm whether you are dealing with the correct legal entity.

• Supplier or vendor onboarding.
• Tender evaluation and procurement due diligence.
• Investment screening, mergers and partnerships.
• Loan, security or KYC verification.
• Litigation support and corporate dispute checks.
• Fraud prevention, impersonation checks and shell-entity screening.
• Bank account opening, compliance file updates and contract review support.

Common Mistakes to Avoid

• Relying on an old CR12: directors and shareholders can change, so obtain an updated search where the transaction is current.
• Confusing similar company names: always verify the registration number where available.
• Accepting screenshots only: for serious onboarding or lending decisions, request official records or certified copies.
• Ignoring registered charges: charges or debentures may matter in finance, asset and security transactions.
• Mixing business names and limited companies: a business name search and a company CR12 are not the same document.

FAQs: Company Records Search in Kenya