Uploading managed fund offer documents

Who can update offer details

To upload offer documents 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 all documents is 20MB per document.
• Documents must be in PDF format (except for prescribed fund data templates).
• A Product Disclosure Statement (PDS) must not be more than either 12 A4 pages or 6,000 words.
• The PDS should be word searchable. Where possible, make sure all other documents are also word searchable (such as the Fund Update).
• Make sure you upload final versions, not drafts, of your documents.

The Financial Markets Conduct Regulations 2014 specify 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’ll 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.

Fund updates and full portfolio holdings

Fund updates and full portfolio holdings (a list of individual assets of a fund) must be provided for each applicable fund within an offer.

Other guides in

Managed fund offers

• Managed fund offers registration process
• Managed fund offer fees
• Filing fund updates
• Filing full portfolio holdings
• Filing annual confirmation notices
• Filing manager financial statements
• Keeping managed fund offer details up to date
• Withdrawing or finalising offers
• Managed fund offers legislative reference guide
• Providing managed fund data

Other help topics