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Trade and Industry Department The Government of the Hong Kong Special Administrative Region
Brand Hong Kong - Asia world city
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Powdered Formula

Authorisation Requirement for Export Licence Applications Covering Powdered Formula Exported for Testing Purpose

Each Export Licence application submitted by a laboratory service provider/other agency to cover export of powdered formula for testing purpose must be supported by an authorisation letter issued by the registered importer which the laboratory service provider/other agency works for.  The authorisation letter serves to confirm that the registered importer engages the laboratory service provider/other agency in providing overseas testing services, and the laboratory service provider/other agency therefore needs to export samples of powdered formula imported by the registered importer for testing purpose.  A photocopy of the authorisation letter is acceptable to support the Export Licence application.  The following information must be included in the authorisation letter:
  1. date of issue of the letter;
  2. the "Name of Business" registered under the Food Safety Ordinance (Cap. 612) of the importer, its business registration number, and its importer registration number or food importer exemption number under the Food Safety Ordinance;
  3. company name of the laboratory service provider/other agency engaged by the registered importer and its business registration number;
  4. the start date and the end date of the period during which the laboratory service provider/other agency needs to export the powdered formula for testing purpose.  The start date does not necessarily be the same as the date of issue of the letter.  The authorisation letter shall cover a period not exceeding 6 months or until the last day of the validity of the importer's registration under the Food Safety Ordinance or exemption under section 4(3)(a) of the Food Safety Ordinance, whichever is the earlier.  When submitting export licence applications, the laboratory service providers/other agencies are reminded to ensure that shipments must be made within the period covered by the authorisation letter;
  5. the brand name(s) of the powdered formula imported by the importer to be tested;
  6. name and designation of the signatory of the registered importer to sign the authorisation letter. The signatory must be a company principal (e.g. Director, Partner or sole-proprietor) or a managerial staff authorised by the Board of Directors of a limited company; and
  7. a clear and legible company chop of the registered importer.
Registered importers are advised to follow the sample and the guidance notes for preparing the authorisation letter.

Instead of a laboratory service provider, some powdered formula importers may engage an agency to assist in their overseas testing work.  The aforementioned authorisation requirement also applies to these agencies.