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You can find out how many securities you hold by making a holding balance enquiry. For your security you will be asked to provide your security holder reference number or holder identification number, the registered name in which the securities are held and the registered post code.
Holder identification number (HINs) identify CHESS sponsored holdings (also referred to as broker sponsored holdings). Note that your holder identifier has 12 characters usually starting with ‘X’ and 11 numbers with several zeros. For security reasons, you must quote the whole number as your HIN.
Security holder reference numbers (SRNs) identify Issuer sponsored holdings and begin with the letter ‘I’.
Your HIN or SRN appears on your original holding statement as well as subsequent statements and payment advices. If you are unable to locate these documents please call Armstrong Registry Services on +61 7 3231 0050 to order replacement copies (charges apply). It is important to note that your SRN and/or HIN identify you as the owner of your securities and should be stored securely.
If you have entered a sponsoring agreement with a broker or another CHESS sponsor, then you are a CHESS sponsored holder – also referred to as a broker sponsored holder. If not, then you are an Issuer sponsored holder. CHESS sponsored holdings are identified by a holder identification number while Issuer sponsored holdings can be identified by a security holder reference number.
If you think that one of your holding statements or payment advices has been stolen, you should notify us straight away. We will assist you with an urgent replacement of your SRN.
Your most recent holding statement or payment statement will identify whether or not your tax file number has been recorded. Alternatively, you may contact Armstrong Registry Services to ascertain whether your tax file number has been recorded. For security purposes you will be asked to provide your security holder reference number or holder identification number, the registered name of your holding and the registered post code. You can lodge your TFN at any time by completing a tax file number notification form to Armstrong Registry Services at any time.
How you update your address details depends on your individual circumstances.
CHESS sponsored securityholders must change their address details via their broker. All Issuer sponsored securityholders should complete a change of address form and forward it to Armstrong Registry Services.
Please call Armstrong Registry Services on +61 7 3231 0050 to request a cancellation and re issue of your payment (charges may apply). If the original cheques were bank cheques, Armstrong Registry Services will require your request in writing. Future payments and, in some cases, the outstanding payment, may be banked directly into your Australian bank, building society or credit union account. Not only is payment by direct credit much more secure, it’s faster – payments are credited to your account as cleared funds allowing you to access them on payment date.
You may update your payment instructions at any time by completing a change of direct credit details form and forwarding it to Armstrong Registry Services.
Armstrong Registry Services receives many calls from shareholders wanting to know how they can sell their shares or units. Issuer sponsored shareholders must establish a relationship with a stockbroker in order to sell their shares. This stockbroker must support the exchange on which the shares or units are traded. Lists of brokers supporting the National Stock Exchange are available at www.nsxa.com.au.
Lists of brokers supporting the Australian Stock Exchange are available at www.asx.com.au.
If you are CHESS sponsored you will need to contact your broker. You will need your SRN or HIN to sell your shares.
Yes. However, how you transfer your securities will depend on your individual circumstances. If you are CHESS sponsored, you will need to contact your sponsoring broker who will arrange the transfer on your behalf. If you are Issuer sponsored and wish to transfer your listed securities, ie securities listed on the Australian Stock Exchange or the National Stock Exchange, to another person, you will need to complete an off market transfer form. If you Issuer sponsored and wish to transfer your unlisted securities, ie securities not listed on the Australian Stock Exchange or the National Stock Exchange, to another person, you will need to:
You will need your SRN or HIN to sell your securities. Transfers must be validly completed and signed and must meet the Issuer’s conditions of transfer.
Under the Anti Money Laundering and Counter Terrorism Financing Act 2006, some security Issuers must take steps to identify new investors. If the securities you want to transfer are issued by a stapled structure, trust or managed fund, the buyer may need to complete an AML/CTF investor identification form and send it to Armstrong Registry Services with your completed transfer form and the certified identity documents. Please contact Armstrong Registry Services on +61 7 3231 0050 to find out whether the buyer must complete this form. Please do this before submitting the transfer to us for processing.
All holders should complete a payment instructions form to effect changes to their payment instructions.
Armstrong Registry Services will confirm your change of payment instructions in writing.
How you change your name on your holding will depend on your individual circumstances. If you are a CHESS sponsored investor, you must change your name via your broker. If you are an Issuer sponsored investor, you can change your name by completing a name correct request and indemnity form. Please note that we are unable to accept requests by facsimile, email or phone.
The form should be completed and signed correctly and accompanied by relevant supporting documentation. If you are signing under a Power of Attorney, a certified copy of the original Power of Attorney must be lodged with us for noting (if not already noted). Supporting documentation requirements differ, depending on the reason for the name change, for example:
If both holdings are Issuer sponsored and the names, addresses and banking instructions are identical, the duplicate holdings can be amalgamated. Simply write to us quoting your SRNs and requesting that we amalgamate the holdings. Please nominate the SRN you wish to retain.
The names, addresses and banking instructions of the two holdings must be identical before we can amalgamate your holdings. You can compare these details by calling Armstrong Registry Services on +61 7 3231 0050.
If both or one of your holdings is CHESS sponsored, you will need to contact your broker to arrange for the amalgamation to occur.
If you are a CHESS sponsored securityholder, please contact your broker who will make the correction.
If you are an Issuer sponsored securityholder, in most cases this simply requires completion of a name correction request and indemnity form. Where the error has occurred in our office, we will immediately make the correction without asking you for any further documentation.
In some cases, if the bank rejects your direct credit payment, a cheque will automatically be generated when the funds are returned to Armstrong Registry Services. It will be mailed to you at your current registered address shortly thereafter. You will also be asked to update your bank account details for future payments.
In other cases, you may be required to provide new direct credit details to which the rejected payment and all future payments can be credited.
If your cheque has been lost or stolen, please contact us immediately on +61 7 3231 0050 to request a cancellation and re issue of your payment. If the original cheques were bank cheques, we will require your request in writing.
Future payments and, in some cases, the outstanding payment may be banked directly to your Australian bank, building society or credit union account. Not only is payment by direct credit much more secure, it is faster – payments are credited to your account as cleared funds, allowing you access to them on the payment date. You may update your payment instructions at any time by completing a change of bank account details form and returning it to Armstrong Registry Services.
Some Issuers allow payments to be made into third party accounts, that is accounts with names that don’t match that of the registered securityholder. In all cases, payments of joint holdings can be credited into the account of any one of the joint holders. For information regarding a particular Issuer’s payment policies, please call Armstrong Registry Services on +61 7 3231 0050.
Payments must be declared in the same tax year in which they are paid. The Australian tax year commences 1 July each year and ends 30 June. You will find all the payment information required to complete your annual tax return on your payment advices. If you have invested in a trust and have received distributions, your annual tax statement provides all the information required to complete your annual tax return.
If you are unable to locate your advices and/or tax statements, please call Armstrong Registry Services on + 61 7 3231 0050 to order replacement copies. Charges may apply.
Please note that taxation will vary depending on your own personal circumstances. You should seek advice from your personal financial advisor or accountant. Tax laws may change over time and the summary above is a broad overview only. It is for information purposes only.
Your dividend and distribution history is contained on the payment advices forwarded to you. If you are unable to locate your advices, please contact Armstrong Registry Services on +61 7 3231 0050.
When a securityholder dies, their assets form part of their estate. The administration of a deceased estate can be complex, time consuming and sometimes distressing. Armstrong Registry Services offers a range of assistance when dealing with an estate. Please click here to download our guide to dealing with the securities of a deceased investor. If you have any questions at all please contact Armstrong Registry Services on +61 7 3231 0050.
Armstrong Registry Services will confirm in writing where information such as address details, payment instructions and annual report elections have been received from securityholders. You may also enquire if the details have been updated by contacting us by telephone on +61 7 3231 0050.
For information about the company or trust in which you invest you can:
Please note that this is a summary only and you should seek your own independent advice if you are considering registering shareholdings in the name of a minor.
Some Issuers may specifically preclude shareholders from registration in a minor’s name.
Where not specifically precluded, minors are able to hold shares in their name, however this may present several impracticalities and legal constraints. For example, the following problems could occur:
You can obtain details of unpresented cheques for your securityholding by calling Armstrong Registry Services on +61 7 3231 0050.
For recent payments, securityholders can request cancellation and re issue of payment (charges may apply). If the original cheques were bank cheques, we will require your request in writing.
Payments made more than two years ago may be advertised in the Government Gazette and if not claimed will be forwarded to Unclaimed Moneys. To obtain details of payments forwarded to unclaimed moneys, please call Armstrong Registry Services on +61 7 3231 0050. We will also provide you with the appropriate Unclaimed Moneys contact number.
Future payments and, in some cases, the outstanding payment, may be banked directly to your Australian bank, building society or credit union account. Not only is payment by direct credit much more secure, it’s faster, as payments are credited to your account as cleared funds, allowing you to access them on the date of payment.
To update your payment instructions, please fill out a direct credit form and return it to Armstrong Registry Services.
Brokers provide a variety of services to their clients. Primarily they facilitate securities trading, that is the buying and selling of securities. If you want to buy or sell listed securities, you need to do so via a broker. To find a broker, visit the Australian Stock Exchange website, the National Stock Exchange website or check the Yellow Pages under Stock and Share Brokers.
To find out the value of your securities, you multiply the number of securities you hold by the current market price. Current market prices for listed entities are available on the Australian Stock Exchange website and the National Stock Exchange website. If you hold securities in an unlisted product, the current market price of a security is usually calculated annually or bi annually and is reported in the annual financial statements of the unlisted entity. If you are unsure of the current market price of your security in the unlisted entity, you should contact the unlisted entity directly.
For information regarding the tax implications of security ownership, please contact your tax adviser or accountant. Alternatively, you could visit the Australian Tax Office website.
Annual reports are posted to investors annually. For listed entities, these reports are available via the Stock Exchange. If you hold securities in an unlisted entity, these reports may be available through the entity’s website.
CHESS sponsored holders should contact their broker.
For Issuer sponsored holdings, Armstrong Registry Services can only place a stop trade on a holding if specifically instructed under legal authority (eg under court order) or if the shares have been moved to another SRN because the existing SRN has been lost or stolen.
To find out if the entity in which you invest offers a dividend reimbursement plan, please contact Armstrong Registry Services on +61 7 3231 0050. If your Issuer has an active dividend reinvestment plan, you may contact us to request a participation form. Copies of the dividend reinvestment plan rules are frequently available on the Issuer’s website.
Armstrong Registry Services understands that privacy is important to you. Armstrong is subject to the requirements of the Privacy Amendment (Private Sector) Act 2000 (‘Privacy Act’), which governs, amongst other things, how private sector organisations handle personal information. Our privacy policy is available on this website for you to read.
A certified copy is a copy of an original document that has been certified as a true and correct copy by a person who is authorised to witness a statutory declaration. Persons who are authorised to witness a statutory declaration under the Commonwealth Statutory Declarations Act 1959 include:
For information on other persons who are authorised to witness a statutory declaration, please contact us.
If you have a complaint regarding a company or trust in which you hold securities, you should direct your complaint to the Complaints Officer at that company or trust.
Armstrong Registry Services Limited has a dispute resolution policy and procedure. If you have a complaint regarding Armstrong Registry Services, you may contact us by phone, email, facsimile or in writing. Our contact details are:
Telephone: +61 7 3231 0050
Facsimile: +61 7 3231 0099
Email: complaints@armstrongregistryservices.com.au
In writing: The Complaints Manager, Armstrong Registry Services Limited, GPO Box 897, Brisbane, Queensland 4001
A copy of our dispute procedure is available on this website. Click here to view the procedure.
Under the Anti Money Laundering and Counter Terrorism Financing Act 2006, security Issuers and other market participants such as Armstrong Registry Services, a broker or financial planner must take steps to identify investors before providing them with one of the following designated services:
If you are requesting one of the above services then you may need to complete an AML/CTF investor identification information form and send it to us with your completed transfer form or application form and certified identity documents.
Pursuant to sections 250D and 253B of the Corporations Act 2001, a company may appoint an individual as a representative to exercise all or any of its powers at meetings of companies’ members. The appointment may be a standing one. The appointment must set out what the representative is appointed to do and may set out restrictions on the representative’s powers. A company may appoint more than one representative but only one representative may exercise the body’s powers at any one time.
Letters of representation forms must be signed in accordance with the company’s constitution, typically by two signatories, ie two directors or a director and company secretary, or by the sole director/sole company secretary. If a company representative turns up to a company meeting and has either not lodged the letter of representation form by the lodgement date, does not have a completed letter of representation form with them or is not able to complete and correctly sign one while in attendance, they can attend the meeting as a visitor.
Copies of the form can be found on the form section of our website or picked up at a company meeting. A company may also write their own letter of representation, which will be accepted provided it is signed correctly.