The Clearance Authorization Letter is a fundamental document in Hong Kong's import/export operations, required whenever a company wishes to delegate customs clearance responsibilities to a professional customs broker or agent. This document is mandated under Hong Kong's customs regulations and the Import and Export Ordinance (Cap. 60), serving as formal evidence of the principal's authorization for the agent to handle customs-related matters. The letter typically includes detailed information about both parties, specific authorizations granted, validity period, and any limitations on the agent's authority. It's particularly crucial in Hong Kong's busy port environment, where efficient customs clearance is essential for international trade operations. The document must be properly executed to ensure validity under Hong Kong law and acceptance by customs authorities.
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1. Letterhead and Date: Company letterhead with full registered details and current date
2. Addressee Details: Full details of the customs authority or relevant government department
3. Subject Line: Clear indication that this is a Customs Clearance Authorization Letter
4. Principal Identification: Complete details of the authorizing company/individual, including business registration number and address
5. Agent Identification: Full details of the authorized customs broker/agent, including license number if applicable
6. Authorization Scope: Specific powers and activities being authorized, clearly outlined
7. Duration of Authority: Validity period of the authorization
8. Declaration of Authority: Formal statement confirming the authorization
9. Authorized Signatory: Signature block with name, title, and company stamp section
1. Specific Shipment Details: Include when the authorization is for specific shipments rather than a general authorization
2. Special Instructions: Any specific instructions or limitations for the agent to follow
3. Emergency Contact Information: Additional contact details for urgent situations
4. Language Declaration: Statement about language validity when document is bilingual
5. Revocation Clause: Terms for revoking the authorization before expiry
6. Customs Declaration Types: Specific types of declarations the agent is authorized to handle
1. Schedule A - Authorized Products: List of specific products or categories covered by the authorization
2. Schedule B - Authorized Ports: List of ports/entry points where the authorization is valid
3. Appendix 1 - Agent Credentials: Copies of agent's customs broker license and other relevant credentials
4. Appendix 2 - Company Documents: Copies of business registration and other corporate documents
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