Registration Details

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.

n 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 :

  • Salutation
  • Given names in full followed by
  • The surname

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.

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