The Ultimate 10-Step Checklist for Buying a Used Car in Nairobi (Logbook, NTSA, & Scams)

 

I. Introduction: Trust, Verify, Then Pay 

Buying a used car in Nairobi can feel like navigating a minefield. The market is full of tempting deals, but also riddled with scams, logbook caveats, and misrepresentations about a vehicle’s true condition. Your only defense is due diligence and following the official, digital process set by the National Transport and Safety Authority (NTSA).

This is the ultimate, step-by-step checklist to ensure you secure a genuine logbook, a clean car, and avoid the devastating scam where you pay for a car you can’t legally own. Never pay the full amount until the final legal steps (Steps 8-10) are complete. Use this 10-step guide to protect your investment.

II. Phase 1: Verification (The Non-Negotiable Steps) 

This phase MUST be completed before you shake hands on a price.

1. The Physical Inspection (The Car)

• The Mechanic (Fundi): This is non-negotiable. Hire a trusted, independent mechanic (not the seller’s) to conduct a Pre-Purchase Inspection (PPI). Pay KES 3,000 – KES 5,000 for this.

• Checkpoints: Insist the mechanic checks the chassis (for previous accident damage), the gearbox (smooth shifting, especially on CVTs), and suspension (no loud knocking or leaks). If the seller refuses a PPI, walk away immediately.

• VIN/Chassis Match: Physically verify the Vehicle Identification Number (VIN) stamped on the car's body (usually under the bonnet or passenger seat) against the logbook.

2. The Logbook/Ownership Search (The Paper)

This single step prevents 90% of all car scams in Kenya.

• Action: Log in to your eCitizen account and access the NTSA Services Portal (TIMS).

• The Search: Request a Motor Vehicle Copy of Records (CoR) Search. This costs approximately KES 550.

• Red Flag Check: The downloaded CoR must show the exact same Registered Owner Name, ID Number, and KRA PIN as the person or company selling the vehicle. If they don't match, or the car has a Caveat (attached loan or legal dispute), DO NOT PROCEED.

3. Negotiate & Document the Sale

• Sale Agreement: Draft a physical, simple Sale Agreement signed by both parties, witnessed, and clearly stating:

  • The full names, ID numbers, and KRA PINs of both buyer and seller.

  • The vehicle's exact details (Registration, Chassis No., Make/Model).

  • The agreed-upon sale price and any payment terms (e.g., "KES X paid as deposit, balance KES Y upon successful NTSA transfer").

III. Phase 2: The Digital Transfer (NTSA TIMS) 

The legal change of ownership happens here. Both buyer and seller must have active NTSA accounts linked to their eCitizen profiles.

4. Seller Initiates Transfer

The seller logs into their NTSA account and selects Vehicle Transfer. They then:

• Enter your (the buyer's) KRA PIN and ID Number.

• Upload a clear PDF scan of the vehicle’s Original Logbook.

• Submit the request.

5. Buyer Accepts Consent (Within 7 Days)

• You (the buyer) will receive an SMS and a notification on your NTSA dashboard.

• Log in immediately, view the application, and Accept/Decline the transfer request.

• Crucial Step: Double-check that all details (Vehicle, Seller, and Yourself) are 100% accurate before accepting.

6. Buyer Pays Transfer Fees

Once you accept the request, the system will prompt you to pay the NTSA Transfer Fee. This is calculated based on the vehicle’s engine capacity (CC):

Engine Capacity (CC)	NTSA Transfer Fee (Ksh)	Mandatory E-Sticker Fee	Total Due (KES)
1000cc and below	2,210	750	2,960
1001cc – 1200cc	2,440	750	3,190
1201cc – 1500cc	2,615	750	3,365
2001cc – 2500cc	4,395	750	5,145

Payment is made directly via the eCitizen portal using M-Pesa or card.

7. Logbook is Processed

NTSA processes the transfer. This takes an average of 3-7 working days if all documents are clean. You will receive notifications.

8. Settle Balance and Collect

Once you receive the notification that the transfer is APPROVED and the new logbook is ready (in your name), you can safely pay the remaining balance of the agreed sale price to the seller.

9. Get the New Logbook

Collect the new logbook from your chosen NTSA collection center (e.g., a specific Huduma Centre or NTSA office). You must present your original ID and the old logbook (for cancellation) if it was physically in the seller’s possession.

10. Final Administrative Steps

• Insurance: Transfer or purchase a new insurance policy (Third Party is the minimum legal requirement, starting at KES 7,500/year).

• Inspection Sticker: Affix the new NTSA E-Sticker (Digital Vehicle License) to the windscreen.

• Driving: You are now the undisputed legal owner. Congratulations!

IV. Avoiding Scams: Nairobi's Biggest Pitfalls 

Be wary of these common scams:

• The Loaned Logbook: A seller tries to sell a car with an outstanding bank loan. The NTSA CoR search (Step 2) will show a Caveat on the logbook, preventing transfer. Never pay in full.

• Stolen/Borrowed Logbook: The logbook is genuine, but the person selling the car is not the legal owner. The CoR search (Step 2) is your defense—if the ID/KRA PIN doesn't match the CoR, it’s a fraud attempt.

• The Expired Inspection: The seller pressures you to skip the required vehicle inspection (required for the NTSA process). A recent, valid inspection report (within 30 days) is mandatory.