User Guide: Registered Agent Portal - How to change company details – change to share structure
How to change company details – change to share structure
All companies must notify ASIC if they cancel or issue shares. Notifications must be received within 28 days of the change occurring.
Proprietary companies must also notify ASIC of any changes to the company’s share structure and details of their top 20 members.
Public companies must notify ASIC of changes to their share structure after they have received their annual company statement. Notification must be received within 28 days of the date of issue of the company statement.
There are two special cases for proprietary companies;
•	Firstly, court-ordered corrections of the register must be notified to ASIC as specified by the court order or within one month of the court order.
•	Secondly, reductions in share capital must be notified to ASIC within 14 days after the passing of the resolution to reduce share capital.
Companies limited by guarantee, or companies limited by shares and guarantee who have not issued any shares, are not required to provide any details about share structure or members.
Transferring Financial Institutions are not required to provide details of member shares that meet the requirements of Regulation 12.8.03.
You will need to log in to your online account before you begin.
Step 1
Once logged in, select 'start new form' in the left hand menu.
Step 2
From the list of available forms, select '484'.
Step 3
Enter the ACN/ABN.
•	Select 'next' to continue.
Step 4
Review the company details.
•	Select 'yes' to confirm the information displayed is correct.
•	Select 'next' to continue.
Step 5
Select 'change to share structure'.
If you are issuing or cancelling shares, you will also need to select 'change to members register' at the same time.  For assistance with changes to the members register, refer to the Registered Agent User Guide - how to change company details - change to members register.
•	Select 'next' to continue.
Step 6
Review the existing share information.  
From here you can either:
•	Select 'change' to amend the details for any existing share classes (go to step 7), or
•	Select 'add another share class' (go to step 10).
Step 7
Select the 'reason for change'.
•	Select 'next' to continue.
This guide follows the example of selecting to issue shares.  If you select an alternative reason for change, the transaction will differ slightly.
The following information is provided in relation to changing a share class;
•	The issue of shares also requires a change to the Members’ Register.  If shares were issued other than for cash and some or all were issued under a written contract, you cannot proceed any further.  For proprietary companies, a paper Form 484 must be lodged along with a Form 207Z certifying that all stamp duties have been paid.  Similarly, for public companies a Form 207Z and either a Form 208 or a copy of the contract must be lodged.
•	The cancellation of shares also requires a change to the Members’ Register.  Depending on the reason for cancellation, other paper forms may be required to be lodged prior to lodging the Form 484.
•	The division or conversion of a class of shares is not yet available online.  A paper Form 211 has to be lodged.
•	The conversion of shares into smaller or larger numbers is not yet available online.  A paper Form 2205 has to be lodged.
Step 8
Enter the number of shares issued.
•	Enter the amount per share.
•	Enter the amount unpaid per share.
•	Enter the earliest date of change.
•	Select 'yes' or 'no' as to whether the shares were issued for other than cash.
•	Select 'next' to continue.
Step 9
Review the original share class details and the resultant share class details.
•	When you are satisfied the share details are correct and up to date, select 'next' to continue. 
Step 10
The Share structure – summary Form 484 screen is displayed.  
From here you can:
•	Select ‘add another share class’ and go to step 11, or
•	Select 'undo', 'change' or 'review' share information.
•	Select 'next' if you do not wish to make any more changes or additions, and go to step 15.
Step 11
Select a share class from the drop-down list, or enter a share class code and the title of share class.
•	Enter the effective date of class.
•	Select the reason for a new class.
•	Select 'next' to continue. 
Note that your transaction may differ slightly from this guide, depending on the share class details entered.
If shares were issued other than for cash and some or all were issued under a written contract, you cannot proceed any further.  For proprietary companies, a paper Form 484 must be lodged with for a Form 207Z certifying that all stamp duties have been paid.  Similarly, a Form 207Z and either a Form 208 or a copy of the contract for must be lodged for public companies.
Step 12
Enter the number of shares issued.
•	Enter the amount per share.
•	Enter the amount unpaid per share.
•	Enter the earliest date of change.
•	Select 'yes' or 'no' as to whether the shares were issued for other than cash.
•	Select 'next' to continue.
Step 13
Review the original share class details and the resultant share class details.
•	When you are satisfied these details are correct, select 'next' to continue.
Step 14
The Share structure – summary Form 484 screen is displayed.  
From here you can:
•	Select ‘add another share class’ and return to step 11, or
•	Select 'undo', 'change' or 'review' share information.
•	Select 'next' if you do not wish to make any more changes or additions, and go to step 15.
Step 15
Select the company’s authorising officeholder from the drop-down list.
•	Select 'yes' to complete the declaration when you are satisfied the document is being lodged within the terms and conditions of ASIC’s Electronic Lodgement Protocol.
•	Select 'submit' to lodge the form with ASIC.
The lodgement process is not instantaneous – it may take some time to process.
If the form is accepted by ASIC, it will appear in 'forms submitted'.
If the form is not accepted, it will appear in 'forms in progress'.  You will need to select it and correct the errors, before resubmitting the form.
Step 16
Your transaction has now been submitted.
•	Select 'next' to continue.
Please note, the system may occasionally present an additional form submission screen at this point.  If this is the case, continue to select 'next' to finalise this transaction.
Published by the Australian Securities and Investments Commission. Last updated in October 2014