NTSA Issues Fresh Guidelines On Services That Generate Digital eLogbooks

The National Transport and Safety Authority (NTSA) has clarified the specific vehicle-related services that automatically trigger the issuance of an electronic logbook (eLogbook) under Kenya’s digital vehicle registration system.

NTSA continues to roll out measures aimed at modernising vehicle ownership records and enhancing security. In a notice dated June 29, the transport regulator explained that an eLogbook is not generated automatically for every vehicle owner but is only issued upon the successful completion of designated vehicle registration and ownership-related transactions.

NTSA’s clarification comes amid growing public interest in the digital platform and concerns from motorists seeking to understand how and when they can obtain the electronic document.

According to NTSA, motorists who have not previously applied for an eLogbook will receive one after completing eligible transactions through the authority’s digital vehicle registration system.

Among the key services that trigger the issuance of an eLogbook is the registration of a new motor vehicle, where the digital ownership document is generated once the registration process has been completed and approved.

The authority further noted that transfer of ownership remains one of the primary services that leads to the issuance of an eLogbook. Whether through a standard vehicle sale or an alternative ownership transfer arrangement, the digital logbook is generated after NTSA verifies and approves the transaction, effectively reflecting the new legal owner of the vehicle.

In addition, NTSA stated that the electronic logbook will also be issued in cases involving asset financing.

This includes situations where a vehicle is registered under a financing arrangement, commonly referred to as an “in-charge” transaction, as well as when the financing institution formally releases its interest in the vehicle through a discharge process after the loan has been fully settled.

The digital logbook is updated to accurately reflect the vehicle’s financing status and ownership details. The authority also identified re-registration as another qualifying process that results in the issuance of an eLogbook.

Such cases may involve changes to a vehicle’s number plates, ownership records, or other registration particulars that require the vehicle to be entered into the digital registration system. Similarly, vehicles undergoing de-registration will also have updated digital records generated.

NTSA explained that de-registration applies in several circumstances, including when a vehicle is permanently exported from the country, declared a total loss following an accident, deemed unserviceable, or found to have been irregularly registered. These processes ensure that the national vehicle registry remains accurate and up to date.

Motorists whose vehicles undergo inspection and subsequently require amendments to their registration details will also receive an updated eLogbook.

According to the authority, any changes in a vehicle’s physical particulars, once verified through the inspection process, will be reflected in a newly generated digital logbook to ensure the official records match the vehicle’s current specifications.

NTSA further indicated that motorists who already possess physical logbooks are not excluded from the digital system.

The authority said a duplicate logbook application will also trigger the generation of an eLogbook, allowing vehicle owners to transition from the traditional paper document to the new digital version without necessarily changing ownership.

To successfully obtain an eLogbook, motorists must first complete all the required application procedures, make the prescribed payments, and satisfy all registration requirements before the digital document is issued. The authority emphasised that the process is fully system-driven and follows verification of the relevant transaction.

As part of efforts to safeguard vehicle ownership records and curb fraud, NTSA has advised motorists to verify the authenticity of their eLogbooks only through the official NTSA App or the authority’s online service portal.

The agency said the verification process is intended to protect vehicle owners from fraudulent documents and unauthorised alterations to ownership records.

The clarification also comes against the backdrop of increasing cases of fraudsters impersonating NTSA officials to deceive members of the public.

The authority reiterated that it never requests personal information from motorists through social media platforms, WhatsApp, SMS messages, or any other unofficial communication channels for purposes of issuing an eLogbook.

NTSA stressed that all applications and processing are conducted exclusively through its official digital platforms. It further warned that its officers are not authorised to process, download, or issue eLogbooks on behalf of clients, adding that no third-party agents have been licensed to offer such services.

Vehicle owners have therefore been urged to remain vigilant and avoid sharing sensitive personal information, including phone numbers, National Identity Card details, vehicle registration information, account passwords, or login credentials, with individuals claiming to facilitate eLogbook applications.

According to the authority, protecting such information is critical in preventing identity theft, fraudulent ownership transfers, and other cyber-related crimes targeting motorists.

The continued rollout of the eLogbook system forms part of NTSA’s broader digital transformation agenda, which seeks to streamline vehicle registration services, improve the integrity of ownership records, reduce paperwork, and strengthen transparency in vehicle transactions across the country.

Read Also: NTSA Reveals Who Will Still Receive Physical Logbooks Despite Digital Shift