Updating a shareholder's details

Changing a shareholder's personal and shareholding information

You must tell us when you change a shareholder's personal information, add or remove them from a share allocation, or increase or decrease their shareholding. These changes must be recorded on your own share register, and included in your next company annual return. Some of these details can also be updated online at any time.

Details you can change online

Once you've registered a shareholder with us, you can make changes to some of their details online. These changes include:

  • updating a shareholder's address
  • adding a shareholder to a share allocation
  • changing the number of shares they hold in 1 or more share allocations, and
  • removing a shareholder from a share allocation.

Authority to make changes

To update a shareholder's details you must have:

  • a RealMe® login
  • an online services account with the Companies Register
  • authority to act for your company

RealMe logins and setting up your online services account

Confirming your authority to manage information

Update a shareholder's address

To update a shareholder's address, log in to your online services account, enter a company name, company number or New Zealand Business Number (NZBN) and follow these steps.

  1. Select the Shareholding tab.
  2. Select the Update details button, and then select Continue on the Acknowledgement screen.
  3. Select which type of shareholder you are searching for from the drop-down menu — individual, registered NZ company or other legal entity.
  4. Select the shareholder whose details have changed, and select Edit shareholder.
  5. Select the Change button next to Residential Address.
  6. Change the shareholder's address and select Continue.
Update shares and shareholders

Add a shareholder to a share allocation

To add a shareholder to a share allocation, log in to your online services account account, enter a company name, company number or New Zealand Business Number (NZBN) and follow these steps.

  1. Select Shareholdings.
  2. Select the Update details button, and then select Continue on the Acknowledgement screen.
  3. Select the share allocation to which the shareholder is to be added.
  4. Select the shareholder's name from the drop-down menu.
  5. In the Number of shares field, add the number of shares allocated to the new shareholder.
  6. Increase or decrease the number of shares allocated to other shareholders within the allocation to ensure the total number of shares allocated matches the total number of shares available.
  7. Select Review and Submit.

Change a shareholder's share allocation

To increase or decrease the number of shares held by a shareholder in a share allocation, log in to your online services account, enter a company name, company number or New Zealand Business Number (NZBN) and follow these steps.

  1. Select Shareholdings.
  2. Select the Update details button, and then select Continue on the Acknowledgement screen.
  3. Select which share allocation you want to change.
  4. Select the shareholder's name from the drop-down menu.
  5. In the Number of shares field, increase or decrease the number of shares allocated to the shareholder.
  6. Increase or decrease the number of shares allocated to other shareholders within the allocation to ensure the total number of shares allocated matches the total number of shares available.
  7. Select Review and Submit.

Remove a shareholder from a share allocation

To remove a shareholder from a share allocation, log in to your online services account, enter a company name, company number or New Zealand Business Number (NZBN) and follow these steps.

  1. Select the Shareholding tab.
  2. Select the Update details button, and then select Continue on the Acknowledgement screen.
  3. Find the share allocation to which the shareholder belongs.
  4. From the Select shareholder drop-down menu, select the shareholder to be removed.
  5. Select the 'x' icon beside the shareholder's name and select Continue.
  6. Select Review and Submit.
Update shares and shareholders

If you remove a shareholder by mistake

If you remove a shareholder by mistake, you won't be able to undo this change instantly. Instead:

  • select Submit to complete the removal of the shareholder, and
  • select Undo removal to undo the change and reinstate the shareholder.

All help topics

Before you start a company 7 guides

Get an overview of how companies are structured, find out about the company records you need to keep, and what's involved when you incorporate with and report to the Companies Office.

Starting a company 11 guides

You need to comply with New Zealand laws when you incorporate your company with the Companies Office, including reserving a company name, appointing directors, issuing shares and registering for tax.

Keeping company details up to date 13 guides

Once your company is registered with the Companies Office, nominate who will have authority to file your annual returns, and update your name, address, constitution, director and shareholder details.

See all 13 guides for Keeping company details up to date

Shares and shareholders 7 guides

When you incorporate, you must provide details of all company shares and shareholders. As changes occur, you must update this information on your own share register and in your company's annual return.

Company directors 8 guides

Directors have responsibilities to their company and shareholders, and under the Companies Act 1993. You must register all your directors with the Companies Office and they must sign a consent form.​

Filing annual returns 8 guides

Find out about filing an annual return — the information you need to update, how to change your filing month or request a time extension — and what happens if you don't file your annual return by the due date.

Complying with the law 11 guides

Find out how New Zealand law affects the directors and shareholders of your company, and your responsibility to create and maintain accurate company records, report to us and file financial statements.

Financial reporting 7 guides

​Some large New Zealand and overseas companies, and all FMC reporting entities must submit audited annual financial statements to the Companies Office.

Managing an overseas company in New Zealand 11 guides

Before they can carry out some business activities, companies incorporated in other countries, including Australia, must register with the Companies Office and then keep their company details up to date.

Closing a company 11 guides

When your company closes down you need to remove it from the register. Your company can be removed if it amalgamates with another company or doesn't file its annual return.

Restoring a company to the register 4 guides

Only some companies can be reinstated to the Companies Register once they've been removed. Find out who can apply, what evidence to provide and if you should apply to the Registrar or the High Court.

When your company fails 9 guides

Find out about voluntary administration, receivership and liquidation (external administration), and the roles and responsibilities of those appointed to manage your company's affairs.

Managing your online account 8 guides

Creating an account with the Companies Office allows you to complete the majority of your transactions online. It's free to set up, but fees apply for some transactions, such as filing annual returns.

Getting support to use the Companies Register 8 guides

Get help with any technical problems you have using the register, such as uploading documents or searching for companies, directors and shareholders.