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Enterprises applying for reimbursement should submit the documents required for each promotion activity concerned as set out in this paragraph.  Enterprises applying for initial payment cum final payment should submit the documents marked with “#” under this webpage for the promotion activity concerned under an application for initial payment, and the other documents listed in this paragraph after the completion of the activity concerned under a corresponding application for final payment.  For first-time application for initial payment, an applicant enterprise should also submit in duplicate a signed funding agreement on initial payment together with the documents required.

Supporting documents for all promotion activities: #

  1. A duly completed application form16.

  2. A copy of a valid Business Registration Certificate of the applicant enterprise.

  3. (a) For unlimited company: Certified Extract/Electronic Extract of Information on the Business Register, i.e. Form 1(a) or Form 1(c) of the Business Registration Office, issued within the past 2 years; or  

(b) For limited company: full copy of the most recent Annual Return (i.e. Form NAR1) or Incorporation Form (i.e. NNC1) of the Companies Registry.

  1. A copy of a valid Hong Kong Identity Card or Passport of the person signing the application form for and on behalf of the applicant enterprise. 

  2. For first-time application for initial payment: A signed Funding Agreement for Initial Payment in duplicate16.
  3. (a) For application for reimbursement: Original receipts/certified true copy17 of each receipt in relation to payments made by the applicant enterprise for declared expenditure items, plus a copy each of the relevant invoices/quotations/contracts (showing detailed contact information of the issuing organisation).  The name of the payer shown on the receipt(s)/documents must be the same as the name of the applicant enterprise18.

(b) For applications for initial payment cum final payment: Original receipts/certified true copy17 of each receipt of deposit paid and the relevant booking confirmation/signed contracts/invoices/quotations (showing detailed contact information of the issuing organisation) if payments for the declared expenditure items have not been made in full upon application for initial payment. The name of the payer shown on the receipt(s)/documents must be the same as the name of the applicant enterprise18Original receipts/certified true copy17 of each receipt of payments specified in (6)(a) should be submitted upon a corresponding application for final payment.

Enterprise should submit the following supporting document(s) in relation to the promotion activity applying for EMF:

  • Trade exhibitions held outside Hong Kong (items (7) to (18) below) or in Hong Kong (items (7) to (16) below); and online trade exhibitions (items (7) to (11), (13), (19) and (20) below)
    1. Information pertaining to the exhibition, including name of the organiser, activity name and date of the activity, etc. #
    2. Exhibitors’ list showing clearly the full company name of the applicant enterprise, booth/stand number and Hong Kong contact information.
    3. For physical exhibition: Photos of exhibition booth/other form of participation; or
      For online exhibition: Printouts of the online exhibition page/online booth layout with date of printing and hyperlink of the website concerned.
      The exhibitor’s full name (which should be the same as the full name of the applicant enterprise), booth number, all exhibits and the complete layout should be clearly shown on the photo/printout.
    4. Evidence to substantiate the applicant enterprise’s full participation in the activity -
      For physical exhibition: Proof such as exhibitor’s badge, travelling and accommodation proofs in respect of proprietors/partners/shareholders/Hong Kong-based salaried employees participating in activities outside Hong Kong.  Travel records of the parties concerned may be requested; or
      For online exhibition: Proof on the applicant enterprise’s completion of the relevant activity (such as completion report issued by organiser), report on online business matching activities recording participation of the applicant enterprise as certified by the organiser.
    5. Evidence showing that participants of the activity are the proprietors/partners/shareholders/Hong Kong-based salaried employees of the applicant enterprise (such as Mandatory Provident Fund records of the month when the activity is conducted, employment contract, salary payment record, and Employer’s Return of Remuneration and Pensions for the Inland Revenue Department).
    6. For transportation expenses for booth components/exhibits (not for sales purpose) of the physical exhibition, delivery documents issued by transportation companies to applicant enterprise showing clearly the full name and contact information (e.g. address and telephone number) of transportation companies, full company name of the applicant enterprise, the transportation date(s), address of goods collection and delivery, and types and quantity of the goods.
    7. For participation fee for a speaking session by a booth exhibitor in a physical/online exhibition, an original copy/certified true copy17 of the agenda/programme of the speaking session issued by the organiser showing the name of the speaker, the full company name of the applicant enterprise and topic of the presentation; photo/screen capture showing clearly the name of the activity, the speaker in the speaking session with the target audience and the topic of the presentation; and a copy of the presentation material for the speech.  The speaker must be one of the proprietors/partners/shareholders/Hong Kong-based salaried employees of the applicant enterprise.  The invoice/contract provided must contain a clear breakdown showing the participation fee for the speaking session.
    8. For advertising expenses for the printed/electronic catalogue and/or printing expenses of the brochure/leaflet of a physical exhibition, an original copy/certified true copy17 of the catalogue/brochure/leaflet concerned.  As far as electronic catalogue is concerned, the hyperlink for retrieving the catalogue is also required.
    9. For advertising expenses for placing an on-site advertisement in a physical exhibition, photos certified by the organiser showing clearly the full view of the advertisement, the full company name and local contact information of the applicant enterprise, location of the advertisement concerned and the name of the activity; and a floor plan showing the location of the advertisement.  For advertisement in the form of dynamic display on electronic panel, a separate coloured copy of or a hyperlink to the final output of the video/other dynamic display showing the full company name and local contact information of the applicant enterprise is also required.
    10. For fee on advertisement through the use of mascot in a physical exhibition, photos certified by the organiser showing clearly the mascot concerned, the full company name and local contact information of the applicant enterprise on the mascot; certification by the organiser on the name of the activity concerned, the timeslot(s) assigned and floor plan showing the assigned area of mascot promotion; and the proof of registration/authorised use of the mascot design.
    11. For travelling expenses of the eligible representative participating in a physical exhibition held outside Hong Kong, flight itinerary issued by airline/travel agency to the applicant enterprise (with contact details of the airline/travel agency) and other relevant supporting information as required (such as boarding passes, travel records of the representatives concerned, etc.).  Travelling expenses will not be considered for participation in forms other than exhibition booth.
    12. For hotel accommodation expenses of the eligible representative participating in a physical exhibition held outside Hong Kong, a copy of hotel voucher/guest folio (showing clearly the address and telephone/fax number of the hotel, guest name(s) which should be the same as those listed on identity documents or passports, number of room(s) occupied, check in/out dates and room rates, etc.).  If there are accommodation services recommended by the organiser of the exhibition outside Hong Kong concerned, information of the charges of such accommodation services should be submitted.  The funding support offered to applicant enterprise for expenses on accommodation arranged by itself would not exceed the funding support offered to the applicant enterprise if it were to use the accommodation services recommended by the organiser of the activity concerned.  Hotel accommodation expenses will not be considered for participation in forms other than exhibition booth.
    13. For participation fee for online exhibitions, statistics on the geographical distribution of visitors/downloads of the relevant electronic platform of the online exhibition covering the period of the activity issued by the operator of the platform concerned.
    14. For the fee for placing advertisement on the online exhibition website, printout certified by the organiser showing clearly the full view of the advertisement on the online exhibition website, hyperlink of the website concerned, the advertisement period, the full company name and local contact information of the applicant enterprise.
  • Business missions
    1. Information pertaining to the business missions, including name of the organiser, activity name, date of the activity, final itinerary/programme, etc. #
    2. For physical business mission: the finalised agenda of the one-on-one business matching sessions with overseas buyers issued by the organiser (not applicable to business missions organised by the Government, Government-related or non-profit distributing trade and industrial organisations for the purpose of market expansion); or
      For online business missions: schedule of online business matching activities certified by organiser (showing clearly the full name of applicant enterprise and participating representatives).
    3. Records and photos of business matching sessions (showing clearly the full company name of applicant enterprise and participating representatives) or business meetings, and the name cards of overseas buyers or overseas officials/business contacts collected during the matching sessions or business meetings, according to the nature and the mode of the business mission.
    4. Evidence to substantiate the applicant enterprise’s full participation in the activity (including delegation list showing the full company name of the applicant enterprise with Hong Kong contact details; and travelling and accommodation proofs in respect of proprietors/partners/shareholders/Hong Kong-based salaried employees participating in the activity for physical business missions, or attendance list of delegates for online business mission certified by the organiser for online business missions.  Travel records of the parties concerned may be requested.).
    5. Evidence showing that participants of the activity are the proprietors/partners/ shareholders/Hong Kong-based salaried employees of the applicant enterprise (such as Mandatory Provident Fund records of the month when the activity is conducted, employment contract, salary payment record, and Employer’s Return of Remuneration and Pensions for the Inland Revenue Department).
    6. For travelling expenses of the eligible representative participating in a physical business mission held outside Hong Kong, flight itinerary issued by airline/travel agency to the applicant enterprise (with contact details of the airline/travel agency) and other relevant supporting information as required (such as boarding pass, travel records of the representatives concerned, etc.).
    7. For hotel accommodation expenses of the eligible representative participating in a physical business mission held outside Hong Kong, a copy of hotel voucher/guest folio (showing clearly the address and telephone/fax number of the hotel, guest name(s) which should be the same as those listed on identity documents or passports, number of room(s) occupied, check in/out dates and room rates, etc.).  If there are accommodation services recommended by the organiser of the business mission concerned, information of the charges of such accommodation services should be submitted.  The funding support offered to applicant enterprise for expenses on accommodation arranged by itself would not exceed the funding support offered to the applicant enterprise if it were to use the accommodation services recommended by the organiser of the activity concerned.
  • Advertisements on trade publications
    1. A copy of the service contract showing clearly the name of the trade publication concerned, the publication date, the advertiser’s full name (which should be the same as the full name of the applicant enterprise), advertising fee and other details, e.g. contact information of the publisher (for application for initial payment only). #
    2. Original copy or certified true copy17 of trade publication containing the advertisement concerned.
  • Export promotion activities conducted through electronic platforms/media
    1. A copy of the service contract of the relevant activity conducted through an electronic platform/media showing the activity concerned, the activity period and other details, e.g. contact information of the operator of the relevant electronic platform/media and payment details.  If the contract is issued by an agent/representative, the applicant enterprise should provide supporting documents issued by the operator of the electronic platform/media concerned to prove that the agent/representative is duly authorised. #
    2. Printout of relevant activity with date of printing and hyperlink of the website concerned (such as website containing the advertisement, results of keyword search, website of the online shop) showing the content of the activity including the Hong Kong contact of the applicant enterprise.  If the application involves enhancement of an online shop, a printout of the online shop before the enhancement(s) is also required.
    3. Proof on completion of the relevant activity (such as completion report and invoice issued by the operator of the relevant electronic platform/media).
    4. Statistics on the geographical distribution of visitors/downloads on the relevant electronic platform/media covering the period of the activity issued by the operator of the platform/media concerned.
    5. Payment record showing identity of the payer and payee (such as copy of bank records/credit card statements/bank cheque/cashier order/telegraphic transfer records showing the full company name of the applicant enterprise).
  • Setting up/enhancing the corporate website/mobile application owned by the applicant enterprise
    1. Written quotations19 obtained prior to the award of contract if the project price is over HK$2,000.  The lowest conforming quotation should have been chosen unless otherwise justified by the applicant enterprise. #
    2. Contract for the setting up/enhancement of the corporate website/mobile application showing company information of the service provider with details of the services provided and breakdown of fees charged. #
    3. Printout of the relevant corporate webpages or screen dumps of the relevant corporate mobile applications (with date of printing and hyperlink of the webpages concerned) showing the applicant enterprise’s full company name, products/services provided, as well as Hong Kong contact information.  If the application involves enhancement of corporate website/mobile application, a printout of the relevant webpages or screen dumps before the enhancement(s) is also required.
    4. Registration details of the relevant website provided by the service provider for website hosting and domain name registrant.  In case of corporate mobile applications, details of the publisher of the relevant corporate mobile application, as well as the date of publish and areas/countries available for download on app store(s) are required.
    5. The final user acceptance test report on the corporate website/mobile application endorsed by the applicant enterprise, with information on project completion date.
  • Expenses on video/product shooting and editing services
    1. A copy of the contract/service order/confirmation with the service provider showing clearly the service details including the specification of the final output and the production period if applicable, the customer’s full name (which should be the same as the full name of the applicant enterprise), service fee and other details, e.g. contact information of the service provider. #
    2. A coloured copy of or a link to the final output of the video/product shooting and editing services.  The full name of applicant enterprise and information on the activity name should be shown on the final output where appropriate.
For fees paid by the proprietors/partners/shareholders/Hong Kong-based salaried employees of the applicant enterprise on behalf of the applicant enterprise and reimbursed by the applicant enterprise, the applicant enterprise has to submit the payment records (e.g. copy of bank records/credit card statements showing the full name of the account holder and relevant transactions showing the full name of the payer).  TID may request for repayment records to substantiate the claims20.  If the payer is a Hong Kong-based salaried employee of the applicant enterprise, employment proof (e.g. Mandatory Provident Fund records of the month when the relevant transaction(s) is/are made) is required.

TID may request an applicant enterprise to submit supplementary documents and provide explanation on individual areas of the application as the case warrants for assessment of an application.

Notes:  

16. For paper-form submission, Application Form, and Funding Agreement for Initial Payment can be obtained from TID or downloaded from EMF webpage.  Applicant enterprises may make photocopy of the forms and agreement for use.  Applicant enterprises are reminded to use the latest version of the forms and agreement available from TID or the “SME Export Marketing Fund” webpage when submitting their applications.

17. The digital files uploaded through the portal of e-Form will be regarded as a certified true copy of the original by the applicant enterprise.

18. Relevant receipts/documents should show the full name of the applicant enterprise.  For travelling expenses incurred by the sole proprietor/partners/shareholders/Hong Kong-based salaried employees of the applicant enterprise participating in an eligible activity outside Hong Kong to and from the city of activity and their accommodation expenses during the period of the activity concerned at the city of activity, relevant receipts showing the full name of eligible representatives to the activity will also be considered.

19. At least 2 quotations are required for project price from over HK$2,000 to HK$50,000; 3 quotations for project price from over HK$50,000 to HK$300,000; 5 quotations for project price from over HK$300,000 to HK$1,400,000; and public tender is required for project price over HK$1,400,000.

20. For fees paid by the sole proprietor of the applicant enterprise on behalf of the applicant enterprise, repayment record to the sole proprietor is not required.

 
Last Revision Date : 11 August 2021