Uploading debt, equity and derivatives documents

Who can upload offer documents

To update offer details you must:

• have a RealMe® login
• be a registered user of your organisation's online account
• have authority to act on behalf of the issuer.

Before you send us your documents

Review your documents before providing them to us and make sure:

• your pages are legible, and page numbers are consistent
• you are only including the information that is required.

If you are sending us an updated product disclosure statement, this should be dated no later than your date of submission.

File names

The file name you give to a document will be displayed on the register so consider document file names in the context of an investor. The name should ideally reflect the type of document it is, and the provider and offer it is associated with, and be easy to understand.

When naming a file please avoid:

• dashes (-), underscores (_) or a lack of spaces between words
• system-generated numbers in brackets
• any sort of numbering to preface or append document file names
• using multiple dots (‘.’) in document file names
• lower-case text, all caps, or a mix of both
• content that is not meaningful for public users
• abbreviations or contractions, and
• mis-naming a specific document.

Document format requirements

• The maximum file size for each document is 20 MB.
• Documents must be in PDF format.
• A product disclosure statement (PDS) should be no more than 30 A4 pages or 15,000 words (Debt security or Derivative) and no more than 60 A4 pages or 30,000 words (Equity security).
• The PDS should be word searchable. Where possible, make sure all other documents are also word searchable.
• Make sure you upload final versions, not drafts, of your documents.

The Financial Markets Conduct Regulations 2014 specify PDS requirements, including page and word limits, and formats for some documents.

Document acceptance

All documents appearing on the Disclose Register must first be accepted by us. We aim to process all updates the day they are submitted, however this might not always be possible and may take up to 5 working days. 

Once your documents have been accepted we will email you confirmation, they will be publicly available on the Disclose Register and we will advise the Financial Markets Authority (FMA).

If you have submitted a maintenance task that requires our acceptance, wait for our acceptance before completing another maintenance task. Note, you can make multiple changes in one maintenance task.

Replace an existing PDS or add a supplementary PDS (no fee)

To replace an existing PDS, or add a new supplementary PDS, log in to your organisation's online account and follow these steps. No fees apply to this service.

1. Under the Organisation portfolio section on the right side of your screen, search for and select the offer you want to update.
2. In the page containing the offer details, open the ‘I want to…’ drop-down menu and select ‘Maintain offer’.
3. Go through your offer details until you reach the Documents section.
4. Select ‘Edit’ next to the PDS group whose documents you wish to replace.
5. Select the ‘Archive’ option for each PDS document you wish to replace.
6. Drag and drop or upload a copy of the replacement PDS, the new directors’ consent, and supplementary PDS (if applicable).
7. Select the Continue button to return to the main form, then select Continue to proceed.
8. Review the updated details of your offer, then tick the declaration and select Submit.

Add a new PDS (fee applies)

To add a new PDS, log in to your organisation's online account and follow these steps. A fee applies to this service.

1. Under the Organisation portfolio section on the right side of your screen, search for and select the offer you want to update.
2. In the page containing the offer details, open the ‘I want to…’ drop-down menu and select ‘Maintain offer’.
3. Go through your offer details until you reach the Documents section.
4. Select ‘Add product disclosure statement’.
5. Drag and drop or upload the new PDS, directors’ consent, and supplementary PDS (if applicable).
6. Select the Continue button to return to the main form, then select Continue to proceed.
7. Review the updated details of your offer, then tick the declaration and select Submit.
8. Pay the filing fee.

Other guides in

Debt and equity securities, and derivatives offers

• Debt and equity securities, and derivatives offers registration process
• Debt and equity securities, and derivatives offers fees
• Filing annual confirmation notices
• Filing manager financial statements
• Filing additional NBDT financial information
• Keeping debt, equity and derivatives offer details up to date
• Withdrawing or finalising offers
• Debt, equity and derivatives legislative reference guides

Other help topics