File Specifications

Yes. All documents submitted for publication via ESS must meet the following criteria:

• Either Adobe PDF or MS Word (.docx) (see note)
• Must be in text-searchable format;
• Must NOT contain macros and formulas;
• Must NOT in read-only format;
• Must NOT in a compressed format (e.g. as a “zip” file); and
• NO password protected.

Note: Exception may be made where a MS Excel file (.xlsx) is permitted, e.g. trading reports relating to structured products.

For detailed file specification requirements, please refer to the appendices in the User Manual for Publication Related Matters.

The filename of files submitted for publication, should be written in alphanumeric characters (i.e. using only letters of the western alphabet and numbers). The filename of an English language document should begin with the letter “e” while the filename of a Chinese language document should begin with the letter “c”. The total file name length must not exceed 200 characters.

Listed issuers can submit a single file up to 40 MB in ESS. If exceeding the file size limit, issuers will be required to split the file into separate files and submit the document in a multiple file format. Instructions on how to submit a document in multiple files format can be found in the User Manual for Publication Related Matters.

The file size limit also applies for submission of Application Proof, PHIP and related documents.

Listed Issuers can submit a single file (with bookmarks) if the full version is less than 40MB. Otherwise, the issuer will be required to split any file that exceeds the upper limit into separate files, each containing logical sub-section within the specified limit, and submit the document in multiple files format in one submission.

In addition to the split files, the issuer must submit a soft copy of the document in full version (i.e. in one file) on a CD-ROM as soon as possible after the document in multiple files format has been submitted for publication through ESS. Please call our ESS hotline (+852 2840 3460) in advance for detailed arrangement.

Note: Large file in full version in a single file must include bookmarks to enable readers to navigate easily between chapters of the document. All of the above arrangements also apply to submission of Application Proof, PHIP and related documents.

Yes. ESS has in-built virus detection software and will reject the document being uploaded contains a virus. However, it is the responsibility of issuer to ensure the uploaded file is virus free before uploading it to ESS.