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Electronic delivery of CHESS holding statements and notifications

Now it is easier to stay on top of your holdings with ASX’s CHESS Statements Portal 

Electronic statements and notifications are here

The ASX CHESS Statements Portal offers the ability to access your CHESS holding statements and notifications electronically.

To access the portal, your broker will need to opt you in. Click here to learn more about how to opt into electronic CHESS holding statements and notifications.

If you have not opted in, you will continue to receive CHESS holding statements and notifications in the mail.

Once you have opted in and set up your account, all of your statements and notifications will be available through the ASX CHESS Statements Portal and you will no longer receive paper statements.

 

Resources

The benefits of electronic communications

The shift away from paper-based communications will make it easy for you to stay on top of your holdings and benefit the environment by reducing waste

Fast, reliable and secure

Electronic statements will provide you with a fast, reliable and secure confirmation of changes to your CHESS holding details.

footprint icon

Good for you, good for the planet

Electronic statements mean you can cut down on paperwork, and help the entire industry reduce its carbon footprint.

Access

Single point of access

Ability to search and retrieve your historical statements or notifications whenever you need it, through a single point of access, the ASX CHESS Statements Portal. 

Value

Better value for everyone

Electronic statements are more efficient to produce and store, providing more value for brokers and their clients. 

What are CHESS holding statements and notifications?

CHESS (Clearing House Electronic Subregister System) is the system that ASX uses to keep track of investors’ holdings and personal details.

ASX produces a CHESS holding statement at the end of the month if there has been a change to a security they hold - one for each security, for example if the investor has bought or sold securities.

CHESS notifications are also generated shortly after investors inform their broker of changes to their details, such as name and address

Security and fraud

To assist users of ASX websites and applications (including the ASX CHESS Statements Portal) in protecting their data, we have provided some information on how to identify whether an "ASX-branded" website, mobile application or internet application is in fact an official ASX website or application, which is available on the ASX security and fraud page.  

The official website for the ASX CHESS Statements Portal is https://statements.asx.com.au.

All email communications relating to the ASX CHESS Statements Portal, as well as CHESS statements and notifications will be sent from the email address notifications@statements.asx.com.au only.

Please report any suspicious emails to hoax@asx.com.au. 

Frequently asked questions (FAQs)

Help your customers opt in to electronic statements

The ASX CHESS Statements Portal is now available enabling your customers to receive notifications and statements about their CHESS holdings electronically.  

We encourage you to ask your customers if they would like to opt in to receive electronic CHESS statements and notifications. 

Your customers will continue to receive CHESS holding statements and notifications in the mail until they have been opted in to receive them electronically.  

If they don’t opt in, these CHESS communications will continue to be sent as normal.

Please see our Electronic CHESS Statements Support Contact Points document for guidance on who to contact regarding certain CHESS statement and notification topics.


The benefits of communication

The shift away from paper-based communications will benefit your customers through easier access, and increase efficiency for you. 

 

Fast, reliable and secure

Electronic statements will provide your customers with a fast, reliable and secure confirmation of changes to their CHESS holding details.

Concepts

Improved client satisfaction

Your customers will be able to view all of their CHESS holdings through a secure portal at any time.  

Improved return mail processes

Over the coming months returned mail will be phased out. The process will be improved with broker accessing return mail reports via the ASX Online Participants Portal rather than having to process individual letters.

Improvements to the returned mail process

Over the coming months, brokers will be able to use an improved process to deal with returned mail.

Brokers will have access to the ASX Online Participants Portal to retrieve undeliverable mail reports.

The report will contain details of any undeliverable mail, including the customer’s PID and the investor HIN reference. Email bounce-back details will also be available via the ASX Online Participants Portal. 

This will create time savings and efficiencies with the reduction of manual mail handling.

Start transitioning your clients

There are a few steps you can take to start helping your customers make the shift to electronic statements.

To get your business ready to offer electronic statements to customers, please review the Technical and Process Factsheet linked below.

Customers can choose to receive electronic communications from ASX, and if they do, they can also consent for their email contact details to be provided to issuers. This means you will need to consider privacy laws and requirements of your customers.

If your customers decide to opt in to ASX electronic communications, you will need to manage and maintain their communication preference by setting up processes to:

  • Offer your customers the service;
  • Make changes to their email address;
  • Manage undeliverable emails; and
  • Allow customers to opt out of the service.

What's new

On 22 July 2024, ASX introduced an optional HIN pricing model, aimed to support sponsoring participants who have transitioned their investors to electronic statements. The HIN pricing model is offered on a subscription basis, for the creation, modification or cancellation of sponsored Holder Identification Numbers (HINs) in CHESS via EIS 201 and EIS 203 messages. 

The first scheduled effective date for the new HIN pricing subscription model is 1 August 2024. Sponsoring participants who wish to opt-in to the new HIN subscription model by the first scheduled effective date can do so from 22 July 2024 to 31 July 2024 by filling out and submitting the Appendix J – Opt in-out HIN pricing subscription fee form (available on the ASX Settlement Procedure Guidelines page).

Refer to the section 3.2 HIN pricing subscription model of the Electronic delivery of CHESS holding statements and notifications Technical and Process Factsheet for an overview of the proposed model, the subscription process. For an example application of the HIN pricing subscription model in comparison to the current fee structure, refer to the Issuer Services: HIN Pricing - Subscription model Information Paper released in December 2023.

Please contact the issuer services team by email at issuers@asx.com.au if you have any queries relating to the new optional HIN pricing subscription model.

We're here to support you

ASX has prepared a Technical and Process Factsheet to help you manage the transition to electronic CHESS holding statements and notifications. 

We will work with you, your business and your customers to make the transition to electronic statements and notifications as seamless as possible. To encourage use of the service, this includes waiving certain fees relating to opting your existing customers into the electronic communications service. 

For further information contact issuers@asx.com.au

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