How to Apply for post office box kenya online

Need a P.O. Box for your business registration? Applying for a government tender? Or maybe you just want a secure address for receiving important mail without sharing your home location? You’re in the right place.

Getting a post office box in Kenya used to mean long queues at the post office, confusing paperwork, and waiting days for approval. Not anymore. The entire process is now online, straightforward, and you can complete it from your phone or computer in less than 15 minutes.

Kenya offers two types of P.O. Boxes: traditional physical boxes at post offices and modern virtual boxes linked to your phone number. Each serves different needs, and we’ll walk you through both application processes, costs, requirements, and which one makes sense for you.

Types Of P.O. Box Options in Kenya

Before you apply, you need to know which type of P.O. Box fits your situation. The choice affects your costs, how you collect mail, and what you can use the address for.

Physical P.O. Box (Traditional)

This is the classic metal box you’ve seen at post offices. When you apply for this option, you get a physical key, a box number, and a designated slot at your chosen post office location in Kenya( Check this article to see all the Kenya Postal Codes).

Usually, the way it works is that the box you are given sits in the post office. When you have mail, it will get sorted into it, and then you can walk in anytime during working hours, unlock your box, and take your mail.

These Traditional Boxes are best suited for:

• Registering a limited company (Business Registration Service requires it)
• Government tenders and contracts
• Businesses expecting high mail volume
• Import/export operations
• Legal or professional practices
• Anyone wanting maximum security and privacy

Virtual P.O. Box (MPost – Posta Mkononi)

Unlike the Traditional Boxes, the Virtual Boxes are Posta Kenya’s digital solution that allows you to easily access your mails and parcels via a notification on your Phone. It was launched in partnership with mobile operators, and in this case, your phone number literally becomes your postal address, replacing the traditional physical boxes.

It is best suited for:

• Individuals needing a reliable postal address
• Sole proprietors and small businesses
• Students (HELB, university correspondence)
• Freelancers and remote workers
• Anyone on a budget
• People who move locations frequently

To help you understand the difference between the two, here is a quick comparison between the Physical vs Virtual P.O. Box:

Feature	Physical P.O. Box	Virtual P.O. Box (MPost)
Setup Time	1-3 days (key collection required)	2 minutes (instant activation)
Registration Method	Online via posta.co.ke	USSD (*631#), Website, WhatsApp
Cost (Individual)	KES 2,610 first year (incl. key deposit)	KES 2,050/year (no deposit)
Cost (Corporate)	KES 10,060 first year	KES 9,450/year
Physical Key	Yes (2 keys provided)	No key needed
Address Format	P.O. Box 12345-00100, Nairobi	254XXXXXXXXX-00100
Mail Collection	Visit anytime during working hours	Can change the collection post office
Notification System	No alerts (check manually)	SMS + Email alerts
Location Flexibility	Fixed to one post office	Can change collection post office
Best For	Businesses, companies, high mail volume	Individuals, students, freelancers
Business Registration	Required for limited companies	Accepted for most registrations
Government Tenders	Fully accepted	May have restrictions
Security Level	Maximum (locked physical box)	High (ID verification required)
Key Deposit	KES 560 (refundable)	None
Renewal Process	Visit only when the SMS alert is received	Visit only when SMS alert is received

What You Need Before Applying

Getting your documents ready before you start saves time and prevents application rejections. The requirements vary based on whether you’re applying as an individual or on behalf of an organization.

For Personal/Individual Application

You must have:

• Valid Kenyan National ID OR Passport (must not be expired)
• Active mobile phone number (for notifications and payments)
• Working email address (confirmation sent here)
• Physical residential address or location

Other Optional requirements, but recommended, are as follows:

• KRA PIN (if you plan to use the box for any business or tax-related correspondence)
• Alternative phone number (backup contact)

For Business/Corporate Application

The required documents are as follows

• Certificate of Incorporation or Business Registration Certificate
• KRA PIN Certificate for the business
• Valid Tax Compliance Certificate (from KRA iTax portal)
• Copies of the company directors’ National IDs
• Business physical address/location
• Company email address and mobile number
• Company seal or official stamp (for document authentication)

For Learning & Religious Institutions

• Schools, churches, mosques, and temples need:
• Institution registration certificate
• Head of the institution’s National ID
• Official institution letterhead
• Board resolution or authorization letter (for larger institutions)

For NGOs and Special Groups

• NGO registration documents from the NGO Board
• Tax exemption certificate (if applicable)
• Authorized signatory’s ID and appointment letter
• Organization’s official contacts

How Much Does a P.O. Box Cost in Kenya? (2026 Rates)

Opening a Personal Box in Kenya requires payment, and the cost varies depending on the type of box you open, which is charged annually. The charges range from as low as Ksh 2,050 for the individual boxes to as high as Ksh 9,500 for the Business boxes.

Here is a complete P.O. Box Fee Structure 2026:

Box Type	Application Type	First Year Cost	Annual Renewal	Key Deposit	Total First Payment
Physical Box	Individual/Personal	KES 2,050	KES 2,050	KES 560	KES 2,610
Physical Box	Corporate/Business	KES 9,500	KES 9,500	KES 560	KES 10,060
Physical Box	Special Corporate/NGO	KES 6,275	KES 6,275	KES 560	KES 6,835
Physical Box	Learning & Religious Institutions	KES 7,775	KES 7,775	KES 560	KES 8,335
Virtual Box (MPost)	Individual/Personal	KES 2,050	KES 2,050	None	KES 2,050
Virtual Box (MPost)	Corporate/Business	KES 9,450	KES 9,450	None	KES 9,450

How to Pay

All P.O. Box payments go through the eCitizen platform. The eCitizen portal allows you to use the following payment channels:

• M-Pesa (most popular)
• Debit/Credit card
• Bank direct payment
• Airtel Money

After you have made your payment the eCitizen system generates a payment reference number that’s valid for 24 hours. Pay within that window, or you’ll need to restart the application.

How to Apply for Physical P.O. Box Online

Now, how do you get to own a Physical Box in Kenya? Follow these exact steps, and you’ll have your P.O. Box application submitted in under 15 minutes.

NOTE: In these reference materials, we’re walking you through the individual application process here – business applications, for other box applications, the process is just the same, with additional document uploads.

Step 1: Access the Posta Kenya Online Portal

Open your browser and go to: posta.co.ke. Once the homepage loads, look for “Online Services” – it’s usually in the middle section with blue icons. Click on it, then select “Box Services”.

You’ll see three options:

• New Box Application
• Update Box Details
• Renew Box

Click “Apply Here” under “New Box Application”. A pop-up window opens to now start your application process.

Step 2: Choose Your Application Type

The first thing you see is a dropdown menu: “Choose Type of Application.”

Select from:

• Personal – For individuals
• Business – For registered companies
• Standalone – For businesses without complete registration
• SpecialGroup – For NGOs and special corporate entities
• LearningAndReligiousOrganizations – For schools, churches, etc.

Depending on your application type, choose the option that suits you best. But for the sake of this article, you’ll choose “Personal”. The form adapts based on your selection.

Step 3: Fill in Personal Details

On this step, the form will now require you to provide your personal details. Fill in your official NUmbers exactly as they appear on your National ID. For passports, include all letters and numbers.

Other necessary details you are to fill include the following:

• Email Address
• Mobile Number
• Alternative Number
• County of Residence

The critical part when filling the form is choosing where your physical box will be, or for MPost users, where you’ll collect mail when notified. On this part, pick the post office near your home or workplace that you can easily access.

Step 4: Select Payment Period

Based on your annual payment period, which ranges from 12 months (1 year) to 36 months (3 Years), the system calculates your total cost automatically. If you are just getting started, choose 1 year to start, then renew annually. The Payments are the same as we mentioned above in the article.

Step 5: Complete Payment via eCitizen

In the final stages, the system will redirect you to the eCitizen payment gateway to complete your payment, where you can choose the payment method that suits you best, ie, M-Pesa, Airtel Money, debit/credit card, or bank to make payments.

Once the Payment is made Within 10 minutes, you receive a confirmation email from Posta Kenya with:

• Your P.O. Box number
• Post office location
• Instructions for key collection
• Payment receipt

Check your spam/junk folder if you don’t see the email.

Step 6: Collect Your Box Key (Physical Boxes Only)

Within 7 days of receiving your confirmation email, proceed to the Post Office where you made your application to collect your Box Key. When visiting, make sure to carry the following:

• Original National ID or Passport (the one you used in the application)
• Printed confirmation email from Posta Kenya
• eCitizen payment receipt (printed or on your phone)

At the post office you will be guided by the customer service desk..

How to Apply for Virtual P.O. Box (MPost) Online

Since the Postal Corporation of Kenya also offers digital solutions to the physical boxes, now dubbed as the Virtual MPost. Here is how you can apply for it easily:

• Dial 631# from your phone
• Select “Register for MPost”
• Enter your first name
• Enter your last name
• Enter your National ID number
• Choose your nearest post office from the list
• Enter referral code (optional – skip if you don’t have one)
• Confirm all details
• M-Pesa payment prompt appears on your screen
• Enter your M-Pesa PIN to pay KES 2,050
• Receive confirmation SMS with your virtual address

Frequently Asked Questions