You just bought a car from a guy in Industrial Area or found a sweet deal on Facebook Marketplace. The handshake is done, cash has changed hands, but now what? The biggest headache begins: transferring that logbook into your name through NTSA. It feels like a maze, right? Everyone has a story about being sent from Ardhi House to Times Tower and back.
Relax, you don’t need a broker. This guide breaks down the 7 steps to successfully transfer a vehicle on NTSA, both online and offline. We’ll give you the straight talk, expected costs, and local tips to get it done fast. Let’s get your ride officially yours.
Step 1: Get Your Paperwork in Order (Before Anything Else)
This is where most people mess up. Going to the NTSA office or starting online without the right documents is a sure way to waste a whole day. You need everything ready, scanned, and in the correct format.
Here’s the mandatory checklist:
- Original Logbook (Blue Book): From the seller. Check that the details match the car.
- Copy of Seller’s ID: National ID or Passport. Must be signed by the seller.
- Copy of Buyer’s ID: Your National ID or Passport.
- Duly Filled & Signed Form NTSV 4: The transfer form. Download it from the NTSA website or pick it at their offices.
- Clearance from KRA (iTax Compliance Certificate): The seller must be tax compliant. They can download this from the iTax portal.
- Sale Agreement: A simple letter stating the car details, sale price, and signatures of both parties. It adds proof.
Local Tip: Beat the Long Rains Rush
During the long rains (March-May), many people avoid using bodas and rush to buy cars. NTSA offices get extremely crowded. Have your documents photocopied and scanned at home or in town before this season hits to avoid last-minute dashes in the rain to cyber cafes near the offices.
Step 2: Secure the All-Important PIN from the Seller
For the NTSA transfer process, especially online, you need a secret weapon: the seller’s NTSA TIMS PIN. This is different from their KRA PIN. It’s the password they use to log into the NTSA portal.
The seller must log into their NTSA TIMS account and generate a “Transfer PIN” specifically for this transaction. They give this PIN to you, the buyer. Without it, you cannot proceed online. It’s a security measure to prevent fraud.
Practical Advice: Meet the seller at a cafe, let them log in on their phone, and generate the PIN right there. Don’t accept a PIN they generated days ago. Do it together to be sure.
Step 3: Initiate the Transfer on the NTSA TIMS Portal
Now, go to the NTSA TIMS website. If you don’t have an account, create one using your ID details. Once logged in, look for the “Transfer Vehicle” option.
You will be prompted to enter the vehicle’s registration number (e.g., KCB 123A) and the Transfer PIN from the seller. The system will pull up the vehicle details. Carefully fill in all your details as the new owner and upload clear scans of all the documents from Step 1.
Double-check every entry. A small mistake like a wrong ID number can cause a rejection and you’ll have to start over, losing the transaction fee.
Step 4: Pay the NTSA Transfer Fees Online
After submitting your application, the system will prompt you to pay. The main government fee for a change of ownership is Ksh 1,050. Pay via M-Pesa (Paybill number 222222, Account is your NTSA TIMS username), debit/credit card, or bank.
Keep the payment confirmation message or receipt safe. The system needs to reflect this payment before your application is reviewed. This usually happens within a few hours, but can take up to a working day.
Kenyan Pricing & The “Agent” Trap
Many “agents” outside offices like Transport House on Ngong Road or in major towns will quote you Ksh 5,000 to Ksh 15,000 to “handle everything.” Now you know the official fee is just over Ksh 1,000. The rest is their “service charge.” If you follow these steps, you save that money for your next tank of fuel or a nice car wash at a local spot like Car Bazaar.
Step 5: Seller’s Final Approval in Their TIMS Account
Your part is done for now. An SMS and email notification will be sent to the seller. They must log back into their NTSA TIMS account to approve the transfer you initiated.
They will see the application, verify your details as the buyer, and click “Approve.” If they don’t do this, the transfer stalls. Follow up with them politely but firmly. Once they approve, the application goes to NTSA for final processing.
Step 6: Track Application & Wait for Approval
Back in your own TIMS account, track the application status. It will move from “Pending Seller Approval” to “Under Review” to (hopefully) “Approved.”
This NTSA review can take 2 to 7 working days. If there’s an issue, they will notify you via SMS/email. If all is well, you’ll get an alert that your new digital logbook is ready and the old physical one is invalidated.
Expert Tip: Avoid applying on Mondays or right before a holiday. Systems are often overloaded. A mid-week application has a smoother ride.
Step 7: Collect Your New Logbook (Or Go Fully Digital)
Once approved, you have two options. You can download and print the digital logbook (e-logbook) from your TIMS account immediately. This is legally valid. Many insurance companies and police checks now accept the printed copy or the digital version on your phone.
If you prefer the traditional blue book, you must request for its printing. You will get an SMS to collect it from a designated NTSA office. Bring your original ID. The collection points are often less crowded than the main service centres.
Navigating the “Offline” Route & Police Roadblocks
Let’s be real, the internet can be jana usiku. If the TIMS portal is down or you’re not tech-savvy, the manual process still works. You’ll need to visit an NTSA office with the seller. Yes, both of you. Popular ones are at Times Tower, Upper Hill, or county offices in towns like Nakuru’s NTSA centre near the CBD.
Submit the physical documents. The challenge? The queues can be legendary. Go as early as 6:30 AM. Carry a pen, your own photocopies, and patience.
Driving Before the Transfer is Complete: A Calculated Risk
What if you need to use the car before the logbook is in your name? You must have the signed sale agreement, copy of the seller’s ID, and the original logbook with you. If stopped at a police roadblock (common on routes like Mombasa Road or at Maili Saba in Eldoret), explain the transfer is in process. Most officers will understand if you have these papers. However, you are technically liable. The safest bet is to complete the vehicle transfer on NTSA as fast as possible to avoid any “kitu kidogo” negotiations.
Conclusion
Successfully transferring a vehicle on NTSA is straightforward when you break it into these seven steps. It boils down to: get your documents ready, work with the seller to get their TIMS PIN, apply and pay online, and follow up until you get that sweet approval notification. The digital system is designed to save you trips and hassle.
You now have the knowledge to do it yourself and save thousands. Take action this week. Got a tricky transfer story or a tip we missed? Share it in the comments to help another Kenyan out!
