REGISTRATION
DETAILS
Acceptable
Holders | Name & Address Format
| Basic Format | Punctuation
| Holder Names | Designated
Holdings | Designations | Address
Select
the sub heading you wish to browse
Remember
- use the
to jump to the top of the page
Acceptable
Holders
Only a legal entity is permitted
to be registered as a holder of securities. A legal entity is an individual
person, a body incorporated under the Australian Corporations Act or
overseas equivalent or under an Australian or overseas Act of Parliament
e.g., Associations Incorporation Act, Industrial Relations Act, etc.
Holdings may be registered
in the name of a person or in the joint names of persons or incorporated
bodies.
Holdings must NOT be registered
in the names of a firm, a business name, a partnership, a deceased person,
an unincorporated fund or trust.
A holding may be designated
for identification purposes as "NO 1 ACCOUNT", "NO 2
ACCOUNT", etc, but must not include any reference to a TRUST, TF,
ATF or TRUSTEE. To allow this could be considered to be recognising
the trust and the issuer, registry, CHESS,
or the sponsoring participant could be legally liable to ensure that
the trust was being correctly administered.
No holding should be registered
in the name of a minor except as outlined in the "Minors
as Securityholders" section of this manual.
Registration of more than
three persons as joint holders should not be accepted unless provided
for under the issuer's Constitution or except in the case of executors
of a deceased holder as provided for in the Corporations Act, ASX
Listing Rules and SCH Business Rules. A certified copy of the probate
should be sighted by the registry prior to registration of issuer sponsored
holdings, into the name/s of the executor/s.
Name
and Address Format
The name and address standards
in this publication have been agreed with the ASX Settlement and Transfer
Corporation Pty Limited (ASTC) industry representatives and comply with
Australia Post recommendations and the various CHESS
Procedure Manuals.
Basic
Format
The complete name and address
details must be contained within six lines or blocks of information
with a maximum of 30 characters, including spaces and acceptable punctuation,
per line.
The first five lines may
contain up to 30 characters per line.
The sixth line may contain
up to 22 Characters. The remaining eight characters of the sixth line
are reserved exclusively for the Australian postcode or the three alphabetic
character Country Code issued by the International Standards Organisation
(ISO).
All details are to be entered
in UPPER CASE.
Punctuation
All punctuation is acceptable
as are other special characters (e.g., hyphens, apostrophes, etc.) with
the following exceptions:
- Only one comma is permitted
which is to be used to separate the name, and account designation
if applicable, from the address.
- Full stops are not permitted.
- The backslash character
"\" is not permitted to be included in the registration
details of holdings on the CHESS subregister and therefore should
not be used by registries.
Angle brackets "<
>" and plus sign "+" are not permitted except as defined
below.
Whenever space permits the
comma must follow the last character of the name/s or account designation
closing bracket and be inserted on the same line, if possible.
In the event that the last
character of the name/s or the account designation closing angle bracket
finishes in the last character space of a line, then the comma may be
inserted as the first character of the following line prior to the commencement
of the address details. The next character should follow immediately
without a space.
CHESS,
participant and registry computer systems should be programmed to delete
the comma and where applicable, left justify the first address line
of the registered details when printing statements, notices,advices,
etc.
Where the holding is to be
registered in joint names, the names are to be linked by a plus "+"
sign. This plus sign will be converted to an ampersand "&"
by CHESS, participant and registry
computer systems when printing the securityholder name and address details.
The ampersand cannot be used to link the names of joint holders, because
it is used in many company names. The "+" sign should not
replace the "&" when it is part of the company name.
Holder
Names
Salutations should always
be included (e.g. MR, MRS, MISS, MS, etc.).
When the holder is a person,
FULL names are to be used or at the very least one given name for each
holder. Incomplete names may cause the creation of a separate holding
that could result in the holder suffering inconvenience.
Details of persons are to
be registered in the following order :
When the holder is a company,
the full registered company name is to be used.
Acceptable abbreviations include "PTY" and "LTD".
NOTE: Full stops are not
to be included in company names.
Designated
Holdings
Companies are sometimes asked
to register a designated holding or split an existing holding appearing
in the register of members into several separately designated holdings
in the same name, with each designated holding to bear a unique reference.
(e.g. "NO 2 ACCOUNT).
Care must be taken, as no
designation reference should be capable of being construed as the entry
on the register of a notice of trust, expressed, implied or constructive,
contrary to the Corporations Act and industry agreed acceptable practice
and procedures.
No formal instrument of transfer
is required if securities are to be moved from one designated holding
to another of the same member if there is no change of beneficial ownership.
Any such request must be
in writing, confirm that there is no change in beneficial ownership,
be signed by the securityholder or their authorised attorney and should
include the SRN, registered holding name/s and designation/s together
with any securities certificates if applicable, for registration in
the new name bearing the requested designation details.
Designations
Where a designation is required
to be recorded after the holding name or names (e.g. "NO 2 ACCOUNT")
it must be included on a separate line of up to a maximum of 30 characters
of information.
The designation must be contained within the angle brackets "<
>".
The comma used to separate
the registered name or names from the address should be inserted after
the closing angle bracket containing any designation.
The designation must conclude
with the word "ACCOUNT", or abbreviated to "A/C"
if space restrictions apply, and together with the angle brackets must
be contained within one separate line of 30 characters. No part of the
name or address is to appear on the same line as the designation details.
Address
The registered address details
should always be in full without abbreviation, whenever space permits.
The registered name and address
details are to be set out in the lines of information in such a way
as to allow the name and address to be immediately usable by the CHESS,
the participants and the registry computer systems for mailing purposes.
Whenever difficulties are
encountered with recording the name and address details because of insufficient
space, normal business practice abbreviations may be used in the address.
This is provided that the
end result supplies sufficient information for the registered address
to be used by postal authorities for mailing purposes.
The last line of all Australian
addresses must contain the town or city together with the standard abbreviated
name of the state or territory. The state or territory details should
not appear on a separate line alone.
