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Kenya - Obtain Coffee Miller License

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Procedure[edit]

  • “Coffee miller” means a person licensed by the Authority in consultation with the respective county government to conduct the business of coffee milling;
  • “Coffee milling” means mechanical hulling or de-husking of parchment or buni coffee and includes the polishing and grading of the clean coffee;
  • The coffee miller license is issued by the Agriculture and Food Authority in consultation with the respective county governments.

Apply In-Person

  1. Application for a Coffee miller license (Commercial/ Grower) is done in person by visiting the Agriculture and Food Authority Board Head Offices or their field offices in the counties.
  2. Here you will be issued with Application for Milling License – Form C1 to fill and submit.
  3. This form can also be downloaded online by visiting the Agriculture and Food Authority- Coffee Directorate Web page
  4. Fill in the required information carefully and attached the required documents. These include:
    • A certified copy of certificate of incorporation.
    • A certified copy of memorandum and articles of association.
    • A paid up share capital of not less than KSh. 300,000.
    • Names of company directors, individual National ID/Passport No, Pin Numbers and certificate of good conduct.
    • Names and addresses of two business referees.
    • Compliance with Statutory requirements, including but not limited to, NEMA certificate Safety & Occupational Health Certificate and Local Authority Business Permit.
    • A certified copy of a comprehensive insurance cover from a reputable firm proportionate to volume of coffee handled as per insurance valuation.
    • Compliance with minimum specifications as required by Kenya Bureau of Standards
    • A sworn affidavit by the applicant of their involvement by themselves, their servants, spouses, next of kin, holding companies, associated companies, or partnerships in the business of commercial dealers, management agents, warehousemen, pulping station or marketing agents.
    • Proof of engaging services of a coffee liquorer registered by the Directorate.
    • Undertaking to furnish the Directorate with monthly stock returns.
    • valid pulping station license ( for grower millers)
    • Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors. ( for commercial millers)
    • Any other requirements that may be prescribed by the Directorate from time to time.
  5. Submit the completed application form and pay the required application fee of Ksh. 1000 and submit the receipt as proof of payment.
  6. This is followed by an inspection of applicants farm/facilities by the Board field Officers
  7. The Board field officers will make recommendations on the application and forward their report forwarded to Board’s Headquarters for the ultimate Board approval.
  8. Upon a successful approval by the board a list of approved applicants is published in the Kenya gazette.
  9. At this point the applicant is notified and he/she will be required to pay the respective license fee of US$ 1,000 to the board and submit the receipt as proof of payment.
  10. Once the license processing is done the Milling License is issued to the applicant of license by the Managing Director of the Agriculture and Food Authority.
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Required Documents[edit]

  1. A certified copy of certificate of incorporation.
  2. A certified copy of memorandum and articles of association.
  3. A paid up share capital of not less than KSh. 300,000.
  4. Names of company directors, individual National ID/Passport No, Pin Numbers and certificate of good conduct.
  5. Names and addresses of two business referees.
  6. Compliance with Statutory requirements, including but not limited to, NEMA certificate Safety & Occupational Health Certificate and Local Authority Business Permit.
  7. A certified copy of a comprehensive insurance cover from a reputable firm proportionate to volume of coffee handled as per insurance valuation.
  8. Compliance with minimum specifications as required by Kenya Bureau of Standards
  9. A sworn affidavit by the applicant of their involvement by themselves, their servants, spouses, next of kin, holding companies, associated companies, or partnerships in the business of commercial dealers, management agents, warehousemen, pulping station or marketing agents.
  10. Proof of engaging services of a coffee liquorer registered by the Directorate.
  11. Undertaking to furnish the Directorate with monthly stock returns.
  12. Valid pulping station license ( for grower millers)
  13. Tax compliance certificate from Kenya Revenue Authority (KRA) for the Company and Directors. ( for commercial millers)
  14. Any other requirements that may be prescribed by the Directorate from time to time.


Office Locations & Contacts[edit]

Coffee Directorate
Coffee Kenya (So rich so Kenya)
Coffee Plaza Building, 10th Floor
Exchange lane, off Haile Selassie Avenue
PO BOX 30566 - 00100
NAIROBI, KENYA
Phone: +254 20 342717, +254 20 342358
Mobile: 0710 670 026, 0788109426
Website:Coffee Directorate

Agriculture and Food Authority
Tea House; Naivasha Road, off Ngong Road
P.O Box 37962 - 00100, Nairobi
Cell Phone: +254-722200556/734600944
Wireless: +254 - 020 - 2536869/2536886
E-Mail: info@afa.go.ke
Website: AFA


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Eligibility[edit]

  • Any person, cooperative society, group or company who wants to erect/operate a coffee milling plant in Kenya can make this application.

Fees[edit]

  • Application fees is Ksh 1,000 (Non-refundable)
  • License fees US$ 1,000

Validity[edit]

  • The license is valid for a period of one year.
  • The license expires on the 30th June of every year.

Documents to Use[edit]

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Sample Documents[edit]

Please attach sample completed documents that would help other people.

Processing Time[edit]

  • New licenses take a maximum of 90 days to process

Related Videos[edit]

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'.

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Instructions[edit]

Please provide other instructions related to the certificate/documents.
e.g. The state office holds birth records since january 1908.

Required Information[edit]

  1. Name of the applicant (individual / Organization)
  2. Address (Postal)
  3. Telephone
  4. Physical location
  5. Proposed name of farm
  6. L.R. Number (title deed number)
  7. Milling capacity (in tonnage)
  8. License category (Estate / Co-operative Society)
  9. Milling category applying for (Grower-miller/ Commercial-miller)
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Need for the Document[edit]

  • A Coffee miller license authorizes to erect/operate a coffee milling plant.
  • No person can operate a coffee milling plant unless he is the holder of a current license issued in respect thereof by the Board after consultation with the Director.

Information which might help[edit]

  • Coffee licenses in the coffee industry expire by the 30th of June of every year and license holders apply to the Board for renewal one month prior to the expiry.
  • New license applicants apply any time within the financial year for consideration and licensing.
  • Applicants can deliver or send hard copies of the application to the Coffee Directorate offices countrywide. Details of the various offices can be found in the “Office Locations & Contacts” section of this page.
  • In Kenya No person shall, for commercial purposes of buy, sell, pulp, mill, warehouse, export or otherwise deal in or transact any business in coffee unless he holds a current license issued by the Authority or the respective County Government for that purpose.
  • a coffee grower’s milling license authorizing the holder, being a co-operative society or other legal entity comprising growers, to pulp, mill, market or roast coffee; (
  • a commercial miller’s license authorizing the holder to conduct the business of milling coffee at a fee.
  • The milling of coffee may be carried out by-
    • a coffee grower or grower’s co-operative society, under a coffee grower’s milling license, or
    • a commercial miller under a commercial miller’s license.
  • Coffee milling shall only be conducted at premises that are specified as such in the register maintained by the Authority.
  • A miller shall ensure that the grower or grower’s representative is notified and is present during the milling process.
  • A commercial coffee miller shall take out insurance cover against fire, theft and other risks for all coffee delivered for milling and for milled coffee which has not yet been handed over for marketing.
  • Every miller shall account for mill spillage or sweepings and all other coffee by-products to the Authority and the growers at such intervals and in such format as may be prescribed by the Authority.
  • The Authority shall from time to time prescribe the maximum proportion of milling losses allowable per parchment type and publicize the information in such a manner as to be easily accessible to the grower.
  • A grower who mills his own coffee shall ensure production and delivery records are submitted to the Authority in form C3 set out in the First Schedule.
  • For purposes of direct sales, a miller shall categorize and bulk coffee to meet specific market requirements as instructed by the grower and in the best interest of the grower.

Other uses of the Document/Certificate[edit]

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

External Links[edit]

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Others[edit]

  1. The Authority may vary, suspend or cancel the milling license issued if the holder fails to abide with the terms and conditions of the license.
  2. The millers shall submit their milling returns to the Authority on a monthly basis.
  3. A milling license may be suspended where a licensee, without any good reason acceptable to the Authority, continues to default in submitting returns.

OBLIGATION OF MILLING LICENSEE A cooperative society or other entity delivers parchment coffee or buni to a mill for further processing at a fee and grants the licensee the authority to mill and deliver the coffee to a warehouse accredited by the Exchange and expressly stated in the contract to be the warehouse for the grower’s coffee:

  1. There shall be a service contract between the parties, a copy of which shall be forwarded to the Authority.
  2. The cost of the service shall be agreed in terms of Kenya Shillings for every kilogram of processed parchment or buni at the beginning of each year and the same shall be paid by the grower upon sale of the coffee.
  3. The licensee shall publish the tariffs that are approved by the Authority and shall not charge the grower more that the approved amounts.
  4. The licensee shall be accountable to the grower for the coffee received and shall acknowledge receipt of the same from the grower or his authorized agent by endorsing the movement permit, confirming whether the volume, the grading and the owner of the coffee is as indicated in the permit and by issuing an identifying outturn number for the coffee so delivered.
  5. The miller shall issue a goods received note (GRN) to the grower or his authorized agent and transmit data of the same to a central database operated and maintained by the licensee.
  6. The licensee shall take the agreed sample of the parchment and distribute it between the grower and the regulator and retain a portion thereof.
  7. The licensee shall, if it has not done so, digitize its weighing scales and its grading equipment to ensure precision and protect against loss of coffee volume.
  8. In the event of bulking, the licensee shall indicate the minimum millable lot in the contract, inform the grower and receive the grower’s consent to bulk his coffee with the coffee of others, file a log and share with the owners of the coffees being bulked, stating their names, volume, and quantities of the batches being bulked and provide each person in the bulk a copy of the sales receipt indicating the distribution of the value of the same upon sale.
  9. The licensee shall provide a statement on milling losses and sweepings, stating the range of expected milling loss for every parchment type and buni as approved by the Authority,, provide a target milling loss per delivery on analysis of the sample and grant the grower the right of advance adequate notification of the time and date of the milling of the grower’s coffee to enable the grower to be present at the milling.
  10. The licensee shall submit monthly milling returns to the Authority.
  11. The licensee shall insure the coffee against loss and damage during milling and storage including insurance against theft by servant and shall install CCTV and retain the CCTV files for the entire season and adhere to the security guidelines that may be set by the Authority.
  12. The licensee shall not in any event lend money or make any advances or any other support to the grower.
  13. The licensee’s liquorers shall take out and maintain professional indemnity insurance covers.
  14. The licensee shall file copies of the movement permit returns duly endorsed by the accredited warehouseman, upon delivery of the milled coffee to the warehouse.
  15. The licensee shall provide copies of warehouse receipts to the grower and ensure that auditors have verified that movement permits were endorsed by the licensed warehouseman.
  16. The licensee shall in consultation with the Exchange prepare a catalogue for the coffee to be offered for sale at the Exchange.