KEBS Water Refill Requirements 2026: Cost and Documents

Updated 1 November 2026

KEBS water refill requirements for 2026-2027 are the same as for bottled water: you need a KEBS Standardization Mark (S-Mark) permit. KEBS’s October 2026 notice puts the cost at KSh 55,000 plus KSh 8,800 VAT for the first product, KSh 17,400 for each additional product and a KSh 50 eCitizen convenience fee, for a permit valid two years. You apply on the KIMS portal, pass an inspection against KS EAS 153:2018 (packaged drinking water), and must already hold a public health licence and food handlers’ certificates for staff.

Updated 1 November 2026 from KEBS Quality Assurance “Standardization Mark Requirements for Bottled Water and Water Refills 2026-2027”.

KEBS water refill requirements: cost

Source: KEBS Water Bottling Requirements 2026-2027, linked from the KEBS fee schedule page. KEBS places all containerised drinking water firms in the large-enterprise (LME) band regardless of turnover, which is why a small refill shop pays the same as a bottling plant. Ask KEBS how it will count your products (for example still water in different pack sizes) before paying for extras.

Forms to complete

• STA 1: Application for grant or renewal of a permit to use the Standardization Mark
• STA 10: Initial (routine) inspection report
• Standards Levy notification form

Apply online at kims.kebs.go.ke. After you pay, KEBS assigns a quality assurance officer to inspect.

What the KEBS inspector checks

• Public health approval: the premises must meet Public Health Act thresholds, shown by a valid public health licence.
• Food handlers’ certificates for all production staff.
• Label: must comply with KS EAS 38 (labelling of pre-packaged foods) and the product standard. Bring a hard copy or artwork.
• Quality controls: hygiene schedules, product recall procedure and complaints handling procedure.
• PPE for staff and visitors.
• Hand-washing point with running water, hand drying and food-grade sanitiser.
• Separate spaces for raw materials (bottles, caps, labels), staff changing, production (only staff with medical certificates), packaging and finished goods storage.
• Raw water tanks that are secure and segregated.

Documents to have ready on inspection day

1. A copy of the standard, EAS 153:2018 (buy at the KEBS Standards Information Centre or webstore.kebs.org)
2. Valid public health permit (food and hygiene licence)
3. Medical certificates for employees
4. Quality control records
5. A lab test report for your water from an accredited laboratory (KEBS may accept one; see KENAS’s list)
6. Certificates of your quality assurance personnel
7. Customer complaints handling procedure
8. Cleaning and maintenance schedules
9. A copy of your product label

Step by step: certify a water refill shop

1. Register the business and get the KRA PIN.
2. Get the county single business permit and public health licence; have staff tested for food handlers’ certificates.
3. Fit out the shop with separated areas, a hand-wash station and secure tanks; install treatment (filtration, UV or ozonation as your design requires).
4. Get your water tested at an accredited lab.
5. Apply on KIMS with STA 1, STA 10 and the levy form; pay on eCitizen.
6. Pass the KEBS inspection, fix any nonconformities and receive the permit.
7. Print the S-Mark and permit number on your labels.

KEBS’s FAQ says a manufacturer can get the S-Mark within about eight weeks of applying if all requirements are met.

Water refill business: other costs to budget

Beyond the KEBS fee, plan for treatment equipment, bottles and caps, label printing, county permits and monthly lab tests. Our water bottling business guide breaks down the full start-up list, and KEBS certification cost covers other KEBS charges.

Running a compliant water refill shop after certification

Getting the permit is the start. KEBS carries out surveillance during the two-year validity, so keep daily cleaning logs, filter and UV maintenance records, and regular lab test results. Customers bringing their own containers is common in refill shops; have a written rule for rinsing or sanitising containers and refuse visibly dirty ones. Label every bottle you sell with your brand, the S-Mark and permit number, and the batch or filling date.

Budget for recurring costs that meeting KEBS water refill requirements involves: replacement filters and UV lamps, monthly or quarterly lab tests, public health permit renewals, staff medical tests and the S-Mark renewal every two years. Shops that keep these up rarely fail surveillance visits, and a valid permit number is the first thing supermarkets, schools and offices ask for before ordering water in bulk.

Frequently asked questions

How much is KEBS certification for a water refill?

KSh 55,000 plus KSh 8,800 VAT for one product, KSh 17,400 for each extra product, and a KSh 50 eCitizen fee. The permit lasts two years.

Which standard applies to water refills?

KS EAS 153:2018, the specification for packaged drinking water, with labelling under KS EAS 38.

Do I need a public health licence before KEBS?

Yes. KEBS asks for a valid public health licence and food handlers’ certificates at inspection.

Will KEBS accept my own lab results?

KEBS may accept test reports from ISO/IEC 17025 accredited labs after evaluating them.