Kenya - Get Introduction Letter for Self-Help Group (Youth, Women, Men, PWD, Older Persons, Community Project Group)

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Procedure

Step 1 : Write Minutes of Group Meeting

1. The first step in obtaining a Self-Help group letter of introduction, is for the group to hold a meeting proposing the acquisition of an introductory letter from the State Department for Social Protection.
2. Minutes of the meeting proposing the acquisition of an introductory letter, should be written and attested by the appointed group officials.
   

Step 2: Make Application
Apply In-Person

1. To make the application for an Introductory letter for a Self-Help Group the applicant has to make an in-person application to the State Department for Social Protection of the Ministry of Labour and Social Protection.
2. To do this the applicant needs to visit a “Huduma Center’’ to make the application by booking an appointment through the following link.
3. The locations for “State Department for Social Protection offices” and “Huduma Centers” can be found in the ’ Office Locations & Contacts’ of this page.
4. After booking the appointment, the applicant should visit the State Department for Social Protection desk at the Huduma Center to make the application.
5. Upon visiting the desk, the applicant should request for an introduction letter from one of the officers present.
6. The applicant should then complete the application form with appropriate information under relevant sections. Attest the form with your signature once completed.
7. Submit the completed application form to the Social Protection officer together with the required documents. A list of the required documents can be found in the ‘Required Documents‘ section of this page.
8. The Social Protection officer will then verify the documents submitted and draft the introduction letter for the Self-Help group.
9. The officers will then hand the drafted letter to the applicant for proofreading and approval. If the applicant is satisfied with the introduction letter. The social protection officer will sign and stamp the letter with the official Ministry of Labour and Social Protection stamp.
10. The whole process takes a period of one day.
    

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Required Documents

• Applicants ID card
  
• Groups constitution
  
• Minutes showing the intent of writing of introduction letter.
• Identity document for each member
  
• Registration fee receipt.
  

Office Locations & Contacts

State Department for Social Protection - Head Office,
Ministry of Labour and Social Protection,
Bishops Road, Social Security House
P.O. Box 40326 – 00100, Nairobi
Telephone: +254 (0) 2729800
Fax: +254 020 2726497
Email: [email protected] / [email protected]
Website Contact link
The State Department for Labour Desk Huduma Center Locations
SERVICE BY APPOINTMENT Link

Eligibility

The appointed officials of the self-help group are eligible to make the application.

Fees

The service is free of charge.

Validity

The introduction letter has a one-year validity.

Documents to Use

Please attach documents that can be used by people. e.g. links

Sample Documents

Please attach sample completed documents that would help other people.

Processing Time

The processing time is one day.

Related Videos

Videos explaining the procedure or to fill the applications.
Attach videos using the following tag <&video type='website'>video ID|width|height<&/video&> from external websites.
Please remove the '&' inside the tags during implementation.
Website = allocine, blip, dailymotion, facebook, gametrailers, googlevideo, html5, metacafe, myspace, revver,
sevenload, viddler, vimeo, youku, youtube
width = 560, height = 340, Video ID = Can be obtained from the URL of webpage where the video is displayed.
e.g In the following url 'http://www.youtube.com/watch?v=Y0US7oR_t3M' Video ID is 'Y0US7oR_t3M'.

Instructions

Provide the self-help group’s constitution to the social protection officer to help in the drafting introduction letter.

Required Information

• Name of the Group
  
• Names of Members
  
• Proof of Identity for each member
  
• Group’s constitution.
• Mission and objectives of the Group
  
• Names of Members
  
• Physical ad postal address
  

Need for the Document

An introduction letter can help show potential clients or other organizations in the area what activities the self-help group does, what products and services it offers, and how it can help the community or other related self-help groups.

Information which might help

• Every registered group must furnish the registrar with the annual returns at a fee of Sh100. Failure to file returns is an offense and a group that fails to do the same can be de-registered.
  
• Any change in group officials or office titles should be notified to the registrar within 14 days of the notice and signed with three officials.
  
• A group planning to amend its constitution must obtain permission from the registrar. This too must be signed by three officials, the chairperson, secretary, and treasurer.
  
• Registered groups are required to hold an annual general meeting once a year and all members must be invited.
  

Other uses of the Document/Certificate

Please explain what are other uses of obtaining this document/certificate.
e.g. Birth Certificate can be used as proof of identity.

External Links

Registration of Self-Help Group

Others

More information which might help people.