You’ve just hit ‘submit’ on that job application, feeling a bit hopeful, then boom! An email arrives asking for more details. Pole sana, but this is actually a common step in the hiring process here in Kenya.
Knowing how to respond correctly can be the difference between moving forward or being overlooked. We’ll look at how to gather what’s needed, present it professionally, and avoid common mistakes that can cost you the opportunity.
First, Don’t Panic – Understand What They Really Need
Getting that request for more info can feel like a setback, but it’s often a sign they are seriously considering you. A common misconception is that it’s a trick question or that you’ve already failed. In reality, it usually means they need clarity to process your application fairly, especially with strict compliance checks common in Kenyan companies.
Decoding the Specific Request
Read the email carefully. Are they asking for a copy of your KRA PIN certificate, your academic certificates from KNEC, or perhaps a detailed breakdown of a past project? For example, a bank might ask for a CRB clearance certificate, while a contractor might need your NCA registration details. Identify exactly which document or piece of information is missing.
Check the Deadline and Submission Method
Always note the deadline given. Some employers, especially in government-linked roles via the eCitizen portal, are very strict about timelines. The submission method is also key – they may want it emailed as a single PDF, uploaded to a portal, or even physically delivered to their offices in Westlands or Upper Hill. Missing the specified deadline or format can automatically disqualify you.
The Smart Way to Gather and Submit Your Documents
Now that you know what’s needed, the next step is pulling it all together correctly. This is where many applicants make simple errors that create a bad impression. You want to show you are organised, attentive, and understand professional standards, which Kenyan employers highly value.
Start by creating a checklist of every item requested. For official documents, know where to get verified copies:
- KRA PIN Certificate: Download instantly from the iTax portal. Ensure your name matches your ID exactly.
- Academic Certificates: Have clear, scanned copies of your KCSE or university certificates from KNEC or your institution.
- Professional Certificates: For bodies like ICPAK or EBK, provide your current membership certificate.
- CRB Clearance: You can get this online from licensed providers like Metropol for roughly KES 1,100.
When submitting, follow their instructions to the letter. If they ask for a single PDF, use a free online tool to merge your documents. Name the file professionally, like “JohnDoe_AdditionalDocs_Accountant.pdf”. For physical delivery to an address in Nairobi’s CBD, use a reliable courier and keep the receipt. Always send a polite, one-sentence email confirmation once you’ve submitted, stating what you sent and how.
Pitfalls to Avoid: Don’t Let Small Errors Cost You
Sending Unclear or Blurry Scans
Many people quickly snap a photo of their ID or certificate with their phone, resulting in a dark, blurry image that looks unprofessional. This forces the HR person to struggle to read your details. Instead, use a proper scanner or a scanning app on your phone in good light to create a clean, legible PDF.
Ignoring the Specific Format Request
If the email says “send as one PDF,” don’t send five separate JPEG attachments. Similarly, if they ask for files under 5MB, compress them. Disregarding these simple instructions signals you can’t follow directions, a major red flag for any employer in Kenya.
Providing Inconsistent Personal Details
Your name on your CV, ID, KRA certificate, and academic papers must match exactly. A common issue is using a middle name on one document and initials on another. Cross-check everything; a mismatch can raise doubts about the authenticity of your documents during verification.
Taking Too Long to Respond
Don’t sit on the request for a week thinking you have time. While you shouldn’t rush and make mistakes, aim to respond within 24 to 48 hours. Delaying suggests you’re not seriously interested or are disorganised, especially when other qualified candidates are responding promptly.
Kenyan-Specific Documents and Logistics
Some requests are uniquely Kenyan and require you to navigate our local systems. Knowing the right process saves you time, money, and stress.
If asked for a Certificate of Good Conduct, apply via the Directorate of Criminal Investigations (DCI) portal. The standard processing fee is KES 1,050, but expedited services through approved agents can cost more. Be wary of agents asking for exorbitant amounts; the official fee is fixed. For NTSA logbook or driver’s license copies, use the TIMS portal, not a physical visit to the offices, which can take hours.
When submitting physical documents to a Nairobi office, factor in traffic. If they need it by 5 PM in Upper Hill, don’t use a boda boda with original certificates during the afternoon rain—use a tracked courier service like G4S or Sendy instead. For documents requiring a stamp from your local chief, go early in the morning to avoid long queues. A small tip here is to always make and keep certified copies of everything you submit; you might need them for another application, and getting duplicates from some institutions can be a hassle.
The Bottom Line
When a potential employer asks for more information, see it as your chance to shine and prove your attention to detail. Your prompt, precise, and professional response can be the final nudge that moves your application to the ‘yes’ pile. It’s not a hurdle, but an opportunity to stand out from the crowd.
Got a request sitting in your inbox right now? Don’t overthink it—re-read it carefully, gather your documents using the tips above, and send that polished response today. Your next job could be waiting on the other side of that email.
Frequently Asked Questions About What to do when a job application asks for additional information in Kenya
What if I can’t get a document, like a stamped transcript, in time for the deadline?
Communicate immediately! Email the contact person, explain the delay politely, and give a specific date you will submit it. Most Kenyan HR officers will understand genuine delays with institutions like universities.
Offer to send a proof of application, like a payment receipt or a stamped application form from the registry, to show you are acting in good faith.
How much should I budget for getting these extra documents in Kenya?
Budget at least KES 2,000-3,000 for common requests. A CRB clearance is about KES 1,100, a Good Conduct certificate is KES 1,050, and certified copies from an advocate might cost KES 200-500 per page.
Factor in transport or courier costs if you need to deliver physical documents to an office in Nairobi’s CBD or Industrial Area.
Is it okay to follow up after I’ve submitted the additional information?
Yes, but be patient and strategic. Wait at least 5-7 working days before sending a very brief, polite follow-up email to confirm receipt and reiterate your interest in the role.
Avoid calling repeatedly, as this can be seen as pestering. One well-timed email is sufficient.
What should I do if the employer asks for my current payslip, but I don’t want my boss to know I’m looking?
This is a sensitive but common request. You can provide the payslip but politely request confidentiality in your cover email. Some companies use it purely for background checks.
If you’re very uncomfortable, you can state your current salary band in writing instead, but be aware some employers insist on the document for verification.
Can a request for more information be a scam in Kenya?
Unfortunately, yes. Be wary if they ask for money, your ATM card details, or sensitive info like your ID number and mother’s maiden name upfront. Legitimate companies won’t ask for payment.
Verify the sender’s email address matches the company’s official domain. If in doubt, call the company’s main switchboard to confirm the request is genuine.
