Table of content

Duplicate Share Certificate Process

Table of content

How To Get The Duplicate Copy Of The Share Certificate?

If you’re anxious and stressed out about a misplaced or lost share certificate, then don’t be. We will tell you how to get a duplicate share certificate issued. Read on to know the steps to apply for a duplicate share certificate and the best practices to be observed.

Overview

Up until the establishment of the digital ecosystem for trading, companies issued physical certificates to shareholders. These certificates used to be physically transferred or delivered to the new owner when a trade was made. This process was time-consuming and prone to errors. Moreover, there was a risk of loss or physical damage to the share certificates. Hence, the demat system was introduced as a more efficient and secure way to track and transfer ownership of securities electronically.

Nowadays, trading happens entirely online, but many people still hold old share certificates in physical form. It is highly recommended that you convert them into demat form right away to eliminate the risk of damage or loss. However, if you have already lost a share certificate then you will need to follow the steps provided in this article to get a replacement share certificate.

What is a physical share certificate and why is it needed?

As mentioned earlier, a share certificate is a document that serves as proof of ownership of a specific number of shares in a publicly traded company. While the specific information included in a share certificate may vary depending on the company, it typically includes details such as the name of the company, the number of shares represented by the certificate, the date of issuance, a unique Corporate Identification Number (CIN), and the name of the shareholder. The certificate may also include the company's seal or a signature from an authorised representative of the company. Some certificates may include additional terms and conditions related to the shares, such as voting rights, dividend rights, and other rights and privileges associated with ownership of the shares.

How to apply for a duplicate share certificate?

You can apply for a duplicate share certificate in case you have misplaced or lost the share certificate (original), or it was damaged/torn and was returned to the company. A lost share certificate must be backed by a formal police complaint filed by you, and the report should include the folio number and other pertinent details of the shares. The information then needs to be shared with the issuing company that will immediately freeze the transfer of these shares for one month to prevent any fraudulent activity while it conducts its own scrutiny.

Listed below are the subsequent steps you need to follow to apply for a duplicate share certificate in India:

  • Obtain a "Letter of Indemnity" from a Notary Public or a lawyer. This letter will state that you are the rightful owner of the shares and that you will indemnify the company against any loss or damage arising from the issuance of a new certificate.
  • Submit a written request for a duplicate share certificate. This request should include your name, address, and the number of shares for which you are requesting a duplicate certificate.
  • Provide proof of ownership of the shares. This may include a copy of the original share certificate, a statement from a broker or bank that shows that you own the shares, or a copy of the demat account statement showing the holding of shares.
  • Submit the "Letter of Indemnity" and the other required documents to the company's registrar or transfer agent, along with the fee charged for issuing duplicate certificates.
  • Wait for the company to obtain internal approvals, process your request, and issue the new certificate.

Note: It is advisable to check with the company's registrar for any other specific requirements before initiating the process.

What are the documents required to get a replacement share certificate?

The documents required for the issuance of a duplicate share certificate in India include:

  • Copy of the FIR registered with the police regarding the lost share certificates, mentioning the names of the company and of the shareholder, folio number, and the number of shares owned
  • Written request for a duplicate certificate, which should include your name, address, and the number of shares for which you are requesting a duplicate certificate
  • "Letter of Indemnity" from a Notary Public or a lawyer, stating that you are the rightful owner of the shares and that you will indemnify the company against any loss or damage arising from the issuance of a new certificate
  • Proof of ownership of the shares, such as a copy of the original share certificate, a statement from a broker or bank that shows that you own the shares, or a copy of the demat account statement showing the holding of shares
  • Copy of PAN card and a copy of a valid government-issued ID, such as a passport or voter ID card, as a proof of identity and address
  • Some companies may also require you to get an advertisement published in a newspaper regarding the lost share certificate.

Note: The documents required may vary by company, so it is always advisable to check with the company's registrar for any specific requirements.

Conclusion

Now you know how to get a duplicate share certificate if you have lost, misplaced, or damaged the original one. As you can see, there are quite a few steps to be taken and the process can be cumbersome and time-consuming. Instead, the easier and safer option is to open a demat account and convert your physical shares into electronic versions through the help of your broker or depository participant, and eliminate the risks of theft, loss, or damage.

Frequently Asked Questions

If your original share certificate is lost or damaged, you will need to apply for a duplicate certificate. You will need to follow the process for applying for a duplicate certificate as outlined earlier with the first steps being lodging a police complaint and informing the company registrar of the loss. Subsequently, you will be required to obtain a "Letter of Indemnity" from a Notary Public or a lawyer, submit a written request for a duplicate certificate, provide proof of ownership of the shares, and pay any associated fees.

The time it takes to receive a duplicate share certificate may vary depending on the company and the specific processes they have in place. However, it generally takes around 15-20 working days to receive a duplicate share certificate after submitting the required documents and paying the fees. This timer starts after the initial 30-day freeze that the company puts on the trading and transfer of the lost shares after you’ve intimated them.

It depends on the company. Some companies allow you to apply for a duplicate share certificate online via their website, while others may require you to apply through their registrar or transfer agent. It's best to check with the company's registrar or transfer agent for their specific process and if they support online application for duplicate certificates.

There is no fixed time limit for getting a replacement share certificate. This is because there are various factors at play. For example, in the case of a lost share certificate you need to file a police report first. In case of a torn or damaged certificate, you need to submit it to the issuing company with an undertaking letter. Apart from this, each company has its own verification and issuance process that determines the eventual time taken for obtaining a replacement share certificate. In general, this process takes about 15-20 working days to complete. Do note, many companies implement a freeze for 30 days upon receiving intimation of the loss of original share certificate.

Yes, you can replace a lost share certificate by applying for a replacement. The process for replacing a lost share certificate typically involves the following steps:

  • Obtain a "Letter of Indemnity" from a Notary Public or a lawyer.
  • Submit a request to the company whose shares are held by directly writing to the company's registrar and transfer agent or through your broker.
  • Attach all the requisite supporting documents that corroborate your claim and provide proof of ownership.
  • Pay the associated fees (if any).

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