Trade Documentation & Record-Keeping for Small Agroecological Traders

• Many small traders lose time and money because their paperwork is incomplete or disorganised.
• Missing or incorrect documents cause delays, fines, bribes, or confiscation of goods.
• Good record-keeping builds credibility, improves access to finance, and protects against valuation disputes.
• Donors and buyers increasingly require traceability and compliance proof.

According to TMA (2023), 42% of informal cross-border traders in the EAC were turned back or fined due to missing/incorrect documentation.

1. Essential Trade Documents

• Identification: Passport / National ID / Cooperative membership card.
• Invoices: A Simple invoice or receipt showing seller, buyer, quantity, and price.
• Certificate of Origin (CoO or Simplified CoO): AfCFTA info | EAC STR info
• Sanitary & Phytosanitary (SPS) Certificates: Plant/animal health clearance.
• Technical Standards Certificates: e.g., KEBS/TBS/UNBS for packaged goods.
• Transport documents: Delivery notes, waybills, consignment notes.
• Insurance certificates (if goods insured).

2. Optional but Valuable

• Organic or PGS Certificate: IFOAM PGS
• Fair Trade/eco-label evidence (if relevant).
• Pre-clearance/electronic CoO or SPS docs.

3. Digital vs Paper Records

• Paper: Good backup but easily lost/damaged.
• Digital: Photos/scans stored on phone/cloud (Google Drive, Dropbox).
• Hybrid: Keep originals + digital copies.

4. Simple Record-Keeping System

• Maintain a logbook or spreadsheet of:
  • Date of shipment
  • Product, HS code, quantity
  • Buyer & price
  • Transport details
  • Duty paid & receipt number
• Helps with customs valuation disputes and credit applications.

5. Using Digital Tools

• EAC-ATKH (coming soon): Document templates & secure storage.
• KoBo Toolbox: https://www.kobotoolbox.org for mobile data collection.
• Mobile scanning apps: CamScanner, Adobe Scan (free).
• Mobile money statements: as proof of payment for customs.

Trader Record Book Sample Columns

• AfCFTA Trade Portal: https://trade.africa
• EAC STR & CoO Info: https://www.eac.int/customs/simplified-trade-regime
• WTO Trade Facilitation: https://www.tfafacility.org
• KoBo Toolbox: https://www.kobotoolbox.org
• IFOAM PGS: https://www.ifoam.bio/pgs
• National Standards Authorities:
  • KEBS (Kenya): https://www.kebs.org
  • TBS (Tanzania): https://www.tbs.go.tz

UNBS (Uganda): https://www.unbs.go.ug