The HKTID Compliance Guide for Shipping IT Equipment

With its proximity to leading electronics factories, world-class port and air cargo infrastructure, and a free port environment that streamlines customs and duties (with most imports of IT products duty and tax free), Hong Kong sits at the crossroads of global IT logistics. Because so many high value shipments pass through its borders, regulatory compliance is paramount to keep goods moving without interruption. If you ship routers, servers, firewalls, or any encrypted devices through Hong Kong, you must comply with the Hong Kong Trade and Industry Department’s (HKTID) Strategic Commodities Control regime. 

Classifying your hardware correctly and securing the proper import license ensures smooth customs clearance, minimizes storage fees, and maintains full regulatory compliance. This guide breaks down how HKTID works, what’s required at the product and shipment level, and how IT teams can avoid compliance mistakes when shipping to Hong Kong.

What Is HKTID and Who Regulates It?

HKTID operates under Hong Kong’s Strategic Commodities Control system. It covers “dual-use” commodities that may serve both civilian and military applications.

Hong Kong’s regulators require documentation not only for import but also for authorized export at origin, which makes the process more complex. Proving export authorization is often straightforward if you’re exporting from the U.S., as numerous dual-use IT items qualify for Export Administration Regulations (EAR) license exceptions.

How to Get Started with HKTID Approval

Your first step is to determine if the IT product you’re importing qualifies as a strategic commodity requiring a license. Search the HKTID pre-classification database by brand, manufacturer, or part number to see if your device already carries a classification or a “No License Required” flag. 

If your company handles imports in-house, you must secure HKTID classification and, if required, obtain an import license or pre-classification. Alternatively, if you work with a third-party Importer of Record (IOR) service, that partner must manage your HKTID approvals and license process on your behalf.

Many companies use third-party IOR services to simplify the HKTID application process. These providers manage all aspects, from preparing and submitting the forms to tracking approvals, allowing your team to focus on core operations.

Does Your Device Require HKTID Approval?

Before shipping any IT hardware, you need to confirm whether it requires HKTID approval. Devices generally fall into one of three categories: License Required, pre-approved as No License Required, or not yet listed and requiring pre-classification. You can use the following scenarios to determine which path applies to your equipment:

Scenario A: License Required

When the HKTID database lists your device under an ECCN (such as “5A002” for encrypted hardware) and flags it as License Required, you must submit a full import-license application (TID 501). This requires additional documentation (which we’ll cover in detail later):

• The end user’s Hong Kong Business Registration Certificate

• Export authorization proof (CCATS letter or manufacturer self-declaration)

• A detailed encryption questionnaire

• Supporting datasheets

After approval, which typically takes 5–10 working days, you courier the license and shipping papers to customs.

Scenario B: No License Required

Some devices on the HKTID list are already marked “No License Required” (NLR). In these cases, you won’t need to apply for a license or pre-classification and can provide proof of the existing NLR status within the HKTID database. For part numbers that are pre-classified as exempt of license requirements your shipment can clear customs in as little as one business day. 

Scenario C: Device Not In HKTID Database

If your device isn’t in the HKTID database, you will need to file a pre-classification application. The pre-classification uses the same technical package as a full license application (encryption questionnaire, datasheets, etc) aiming to confirm if a license is necessary. HKTID will respond within 5–7 working days with either:

• An NLR confirmation (so you can ship)

• A reclassification to “License Required,” in which case you circle back to Scenario A and submit the full TID 501 package

You’ll need to file the HKTID import-license form as a paper application in Hong Kong, and then track its status online using the receipt number. After approval, a courier picks up the original copy of the license and delivers it to the importer for use in customs processing. When you complete the HKTID process correctly, customs typically clears your shipment in one to two days. Submitting an incomplete or incorrect application causes customs to hold your shipment and push it to the back of the queue, and may result in fines or additional penalties.

Required Documents for HKTID Approval

For every item that you’ve confirmed is marked “License Required,” having a complete and accurate document set is critical to securing your import license without delays. Reviewers scrutinize part numbers, ECCNs, export authorization proof, and end user credentials in each submission, which means any mismatch or missing file can lead to deferment or rejection. You’ll need the following list of documents to put together an application that meets HKTID’s strict standards:

Completed Import License Application

The HKTID Import Licence Application (TID 501) is a two-page PDF form with nine sections: 

• Sections A–B list the importer’s and foreign exporter’s names, full addresses and contact details, plus the importer’s Hong Kong Business Registration number

• Sections C–D include the end user’s name, address, intended use

• Sections E–F cover shipment details (e.g., arrival date, transport mode, vessel or flight number, origin country, container info, etc.) and export authorization or import authorization references from the product’s origin or final destination

• Section G lists each commodity by brand, model/part number, description, country of origin, pre-classification reference (if applicable), quantity and Cost, Insurance, and Freight (C.I.F) value

The form concludes with Section H, which outlines legal conditions of the licence, and Section I, the importer’s declaration and signature block confirming the accuracy of all information Here’s an example of a completed TID 501 form.

A valid Hong Kong Business Registration Certificate

Whether you apply for the HKTID license directly or via a third-party, your Hong Kong Business Registration Certificate with your registered address will need to be attached to the application. This confirms who will maintain custody of the hardware should auditors need to make an inspection. Hong Kong authorities may conduct random audits to confirm your IT hardware remains at the declared location.

Export Authorization From the Origin Country

When shipping from the U.S. to Hong Kong, obtain the CCATS letter from the U.S. Bureau of Industry and Security (BIS).

Alternatively or additionally, you may attach a manufacturer’s classification letter on company letterhead that self-declares the device’s ECCNs. Attach this letter, plus relevant datasheets and the CCATS, to complete your HKTID documentation package.

It’s worth verifying these letters, as manufacturers sometimes provide outdated or incorrect documents (for example, forgetting to update a master list after a special configuration). If you work with a global IT logistics partner, they will follow up with the manufacturer to find the correct information for you.

The manufacturer must complete a comprehensive encryption questionnaire and provide technical datasheets detailing key lengths, algorithms, and firmware versions. In these documents, the manufacturer’s engineers detail the key lengths, algorithms, and firmware versions.

Coordinating Export Licenses from Origin for Places Without Export Exemptions

While HKTID relies on ECCNs, regions like Europe do not provide broad export exemptions. In those cases you need to:

• Submit your export license application to the origin country’s authorities before anything else. This can extend your timeline. For instance, the UK processes 70% of SIEL export license applications in 20 working days, and 99% in 60 working days

• Reference the export license in your Hong Kong import license application

• Confirm that part numbers and ECCN classifications match exactly on both applications to avoid being rejected

Common Pitfalls and How to Avoid Them

Before submitting your applications, make sure you anticipate the common pitfalls that can derail HKTID approvals and delay shipments:

Manufacturer Listing Errors

Part numbers or classification letters may omit new configurations or firmware revisions. Confirm your information with the manufacturer’s master list, especially after product updates, to ensure your application reflects the exact SKU your vendor ships.

Documentation Mismatches

Regulators scrutinize the CCATS letter, manufacturer classification letter, and import license form. Even a small discrepancy in model numbers, firmware version, or ECCN code can cause a deferment or rejection. Use a standardized checklist to confirm each reference aligns perfectly.

Deferred Applications 

Authorities often request clarifications or additional technical data before approval. Build at least two extra working days into your project timeline for this back-and-forth, and designate a single point of contact to respond rapidly to queries.

Customs Holds

If your license is incomplete or outdated, Hong Kong Customs can detain your goods for weeks, incurring storage fees and possible enforcement actions, from fines to confiscation. Secure accurate paperwork up front to prevent these issues.

Setting Up Your HKTID Approval for Success

To ensure smooth customs clearance in Hong Kong, follow these best practices. When you gather complete documentation, work with local experts, and confirm compliance ahead of time, you reduce delays and prevent last-minute scrambles. Follow these guidelines to stay ahead:

Build an HKTID Compliance Pack for Each SKU

Gather your U.S. CCATS letter or manufacturer self-declaration, the manufacturer’s official classification letter, product datasheets detailing encryption specs, and a screenshot of the HKTID database entry. Keep all files in a single folder indexed by part number so nothing slips through the cracks.

Partner with a Local IOR Service

A third party IOR service with expertise in Hong Kong submits your TID 501 forms correctly, tracks the receipt number online, and arranges for approved licenses to be couriered to customs. Local agents can also handle any on-the-ground follow-up, sparing your team from navigating handwritten forms or physical drop-offs.

Validate NLR Status Up Front

Take a screenshot of the database entry (showing part number, description, and NLR status). Submit that proof with your shipping documents to clear customs in as little as one business day, no application required.

Leverage HKTID Approval for a Seamless Deployment

When you manage HKTID requirements proactively, Hong Kong shifts from a potential bottleneck to a smooth waypoint for your global IT deployments. When you have a complete compliance pack, correct ECCN classifications, and clear NLR proof, you can keep projects on schedule and within budget.

With the right processes in place, importing through Hong Kong will give your procurement and logistics teams the confidence to scale operations across Asia’s premier tech hub. 

Many multinational enterprises trust FGX to deliver seamless, best-in-class global IT shipping solutions for their infrastructure. We provide coverage to 174 countries and maintain a 99.98% customs clearance and delivery success rate even in highly regulated markets such as Brazil, India, and China. Please reach out if you’re interested in learning more.