RTA FAQ'S

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Change of address


If there is a change in my address what is the procedure to get it recorded?

If the shares held by you are in Physical Form, kindly send a request letter signed by the Shareholder (first named shareholder in case of joint-holders) along with self-attested copy of any one of the documents like Aadhar Card or Voter ID or Driving License or Electricity Bill (not more than 3 months old) giving the new address along with the Pin Code. Please quote your Folio Number without fail.

The address on the request letter must the same as appearing on the supporting document.

Can the Joint Holders request for a change of address?

No. The letter of request will require the signature of the first holder only.

Can there be multiple addresses for a single Folio?

No. There can be only one registered address for one Folio.

If the shares are in demat, what is the procedure for change of address?

Since the Depository Participant maintains your record of demat shares, you have to inform your DP about change in your address. The procedure mentioned at point no.1 be complied with.

Non-receipt of Dividend


I have not received my dividend. What action do I take?

You may write to us [RTA] quoting the name of the Company furnishing the particulars of the dividend not received and also your Folio Number/Client ID particulars (in case of demat shares). We will verify the records and provide you with the status.

What is the procedure for obtaining a duplicate Dividend Warrant?

No Duplicate dividend warrant will be issued.

You are required to provide your bank account details along with cancelled cheque or bank pass book (your name must be mentioned on the cheque), unclaimed dividend will be paid directly via electronic transfer to your bank account.

Can I claim the old dividends relating to past years which have not been received by me?

As per the present law, the dividends if found unpaid / unclaimed is transferred to the Central Government. If you have not received any of these dividends, you may please write to us with relevant particulars like folio number/ Client ID, with particulars of dividend not received for the respective years and we shall clarify the status and arrange to pay the dividend if it remains unpaid and if they are not already transferred to the Investor Education Protection Fund [IEPF].

If they are transferred to IEPF a/c please file e-Form IEPF 5 (drafts & checklist are available in IEPF 5 help form)along with the required documents with the concerned Authority by following the procedure mentioned at http://www.iepf.gov.in/IEPF/corporates.html.

In order to protect against fraudulent encashment, I want to incorporate the details of my bank account on my dividend instruments. What is the procedure that I should follow?

Currently the bank account particulars are being overprinted on the dividend instruments if available and in the absence of the same, complete address is printed to avoid possible fraudulent encashment. In case you have not provided your bank account details in the past or wish to change, please forward a communication as stated below.

  • If you are holding shares in physical form, please quote the name of the Company and your folio number, provide your bank account details to us along with a cancelled cheque bearing your name on it and we shall incorporate the same in all your future dividend instruments

  • If you are holding the Shares in Demat Form, such details will have to be given to your Depository Participant with whom you have a Demat Account.

Why can't the Company/Registrars take on record the Bank Details in case of Demat Shares?

As per the Depository Regulations, the Company concerned is obliged to pay dividend as per the details furnished by the concerned Depository Participant. The Company or their Registrars cannot make any change in such records received from the Depositories.

Loss of Share Certificates


I have lost/misplaced my share certificates. What are the steps that I should take to obtain duplicate share certificates?

Please inform us [RTA] immediately about loss of Share Certificates quoting the name of the Company your Folio Number and details of Share Certificates if available. We shall immediately mark a ‘Stop Transfer’ on your Folio to prevent any further transfer of shares covered by the lost Share Certificates. Simultaneously, you will have to lodge a complaint with the police regarding loss of Share Certificates and also furnish an acknowledged copy of the Police Complaint. Upon receipt of all the above, we shall advise you further formalities to be complied with for issue of Duplicate Share Certificates.

However please note that if the lost Share Certificates are lodged with the Company together with a valid transfer deed by a third party for transfer, the case will be dealt on the basis of relevant facts and we shall advise further course of action at that time.

I have lost my Share Certificate with Transfer Deed/s duly executed by me. How should I obtain duplicate Share Certificates?

You have to follow the procedure described in the preceding answer.

What action should I take if I retrieve the original share certificate, which I had reported to be lost to the Company/Registrars?

Please surrender the original share certificate to us immediately, if the duplicate share certificates have been issued. However, if the original share certificates are found before you comply with the procedure for obtaining duplicate share certificate, please inform us immediately so that we can remove the ‘Stop Transfer’ marked against such share certificates.

Nomination with respect to Shareholding


How do I make a nomination with regard to my shareholding?

You have to submit a nomination form duly filled in and signed. If you are holding shares along with other Holder’s then all the holders will have to sign the nomination form. After the form is received by the Company, and if found to be in order, a registration number will be allotted to the nomination. Nomination can be made only in respect of shares held in physical form. In case of demat shares, your nomination has to be recorded with your Depository Participant. Only one nomination can be made for each folio. Folios having different order or combination of names of shareholders will require separate nominations.

Do I have to send my share certificates along with the nomination form?

No, not required.

My shares are held in joint names. Are the joint holder/s nominees to the shares?

Joint holders are not nominees. They are joint holders of the relevant Shares having joint rights on the same. In the unfortunate event of death of any one of the joint holders, the surviving joint holder/s of the shares is/are the only person/persons recognised by the Company as the holders of the Shares.

Can a nomination once made be changed?

Nomination once made can be revoked by a Shareholder by giving a fresh nomination. If the nomination is made by joint holders, and one of the joint-holders dies, the remaining joint holder/s can make a fresh nomination by revoking existing nomination.

What is the legal position of the nominee in case of death of the Shareholders?

Upon the death of a Shareholder, the Nominee, to the exclusion of any other legal heir/beneficiary, is the only person in whom the Shares vest. In other words, in case of a valid nomination, the Company will not entertain any claim from legal heirs or beneficiaries and the Shares will be transmitted only in favour of the Nominee.

In case, if the nomination is made by joint-holders, the nomination will come into play only upon the death of all the joint holders. Therefore, if one of the joint shareholders dies, the shares will devolve on the surviving shareholders to the exclusion of the Nominee. In this case the surviving shareholders may make a fresh nomination if they so desire.

What is the procedure for the Nominee to get the Shares in his/her name?

Upon death of a Shareholder, the nominee is entitled to have the shares transmitted in his/her favour. He/She will have to give a notice in writing to this effect along with the Share Certificate(s) of the deceased Shareholders and death certificate duly notarized.

If a nominee opts for registration of Shares in his name, he is required to produce proof of identity, e.g., copy of passport, driving license, voter identity card or such other proof to the satisfaction of the Company. The nominee should also submit his Specimen Signature duly attested along with a request for transmission.

Upon scrutiny of the documents submitted by the nominee, Shares will be transmitted in his favour and Share Certificates will be returned to him after necessary endorsements.

I have Shares in the Demat Form. Can I send the Nomination Form to the Company/ Registrars for making a nomination with respect to my shareholding?

For making a nomination with respect to Demat Shares, you will have to approach your DP. In the Account Opening Form provided by the Depository Participants there is a provision for providing the name of the nominee. Please consult your Depository Participant for further details.

Transmission of Shares


In case of joint holdings, in the event of death of one shareholder, how do the surviving shareholders get the shares in their names?

The surviving shareholders will have to submit a request letter supported by a copy of the Death Certificate duly notarised, transmission form and self attested copy of PAN Card and the relevant Share Certificates. The Company on receipt of the said documents will delete the name of deceased shareholder from its records and return the Share Certificates to the applicant/registered holder after necessary endorsement.

If a shareholder who held shares in his sole name dies without leaving a Will, how can his Legal Heir/s (either husband/wife/son/daughter, etc.) get the Shares transmitted in their names?

The Legal Heir should obtain a Succession Certificate or Letter of Administration or Will or Probate with respect to the shares and a true copy of the same, duly attested by the Court Officer or Notary and be sent to the Company along with a request letter, transmission form, and all the share certificates in original, for transmission in their favour.

If the deceased family member who held shares in his/her own name (single) had left a Will, how do the Legal Heir/s get the Shares transmitted in their names?

The legal heirs will have to get the Will probated by the High Court/District Court of Competent Jurisdiction and then send a copy of the probated copy of the Will, along with relevant schedule/annexure setting out the details of the Shares, the relevant Share Certificates in original and Transmission Form for transmission.

A and B had Shares in a Company. Both of them died. How do I get the Shares transmitted in my name?

You should obtain a Succession Certificate/Letter of Administration of the last deceased joint holder in your favour and follow the procedure for transmission of shares.

I have already produced the attested/registered will. Since getting a probated would take a long time and money can I avoid that procedure?

You will appreciate that in order to ascertain that the will in question is the last will and testament made by the deceased, it is important that the same is authenticated/probated by the Court. This is to protect the interest of the investors at large and to obviate any future claims/disputes on the same.

The name of a joint holder was included only for convenience by the first holder. I am the only heir. Could you transfer the shares in my name as per the Will/Probate?

As per law, the joint holder is deemed to be having indivisible ownership of the joint property and the company cannot ascertain as to how or why the name was included. As per the Articles of Association of the company, the surviving joint holders are the only persons recognised as having title to the shares.

Note:

As per SEBI circular No. SEBI/HO/MIRSD3/CIR/P/2016/85 dated 15.09.2016; the following documents are required for registration of transmission of shares.

For Physical Holding


For securities held in single name with a nominee:

  • Duly signed Transmission Form by the Nominee.

  • Copy of Death Certificate duly attested by a Notary Public.

  • Self attested copy of PAN Card of the Nominee. (Copy of PAN Card may be substituted with ID proof in case of residents of Sikkim after collecting address proof).

  • Original Share Certificate(s).

For securities held in single name without a nominee and for value of Securities upto Rs.2,00,000 per Issuer Company as on date of application

  • Duly signed Transmission Form by Legal Heir.

  • Copy of Death Certificate duly attested by a Notary Public or by a Gazetted Officer.

  • Self-attested copy of PAN Card of the Legal Heir. (Copy of PAN Card may be substituted with ID Proof in case of residents of Sikkim after collecting address proof).

  • An Affidavit from all the Legal Heirs made on Rs. 50/- Non judicial Stamp Paper to the effect of identification and claim of legal ownership to the securities.

  • Succession Certificate or Probate of Will or Letter of Administration or Court Decree, as may be applicable in terms of Indian Succession Act, 1925. Or (in absence of Succession Certificate)

    • No Objection Certificate [NOC] executed by all the Legal Heirs of the deceased holder not objecting to such transmission (or) copy of Family Settlement Deed duly notarized AND

    • An Indemnity Bond made on appropriate Non-Judicial Stamp Paper indemnifying the STA/Issuer Company.

  • Original Share Certificate(s).

  • Any other documents and Sureties if any as required by the concerned company.

For value of Securities more than Rs.2,00,000 per Issuer Company as on date of application

  • Duly signed Transmission Form by Legal Heir.

  • Copy of Death Certificate duly attested by a Notary Public or by a Gazetted Officer.

  • Self-attested copy of PAN Card of the Legal Heir. (Copy of PAN Card may be substituted with ID proof in case of residents of Sikkim after collecting address proof).

  • An Affidavit from all the Legal Heirs made on Rs.50/- Non-Judicial Stamp Paper to the effect of identification and claim of legal ownership to the securities.

  • Succession Certificate or Probate of Will or Letter of Administration or Court Decree, as may be applicable in terms of Indian Succession Act, 1925.

  • Original Share Certificate(s).

  • Any other documents and Sureties if any as required by the concerned Company.

For Demat Holding


Death of Sole Holder – With Nominee

  • Original Death Certificate /copy Death Certificate of the Deceased Holder duly notarized.

  • Transmission Request Form

  • Client Master Report of the Nominee (Nominee Account should not be a joint account)

Death of Sole Holder – Without Nominee

  • Original Death Certificate / death certificate of the deceased holder duly notarized.

  • Transmission Request Form.

  • Client Master Report of the Nominee (Nominee Account should not be a joint account).

  • A Succession Certificate OR A Letter of Administration OR A Probate of the will of the deceased.

If the claimant is not able to provide any of the documents at S.No 4 and if the value is less than Rs.Five lakhs then the following may be submitted:

  • Letter of Indemnity executed by the applicant(s) on non-judicial stamp paper of appropriate value,

  • An Affidavit from the applicant executed on non-judicial stamp paper of Rs. 50/- and notarized.

  • No objection certificate [NOC] from all legal heir(s) who are not applicants conveying no objection to the transmission of the relevant securities in favor of the applicant(s) –

  • As an alternate to NOC, copy of Family Settlement Deed duly notarized

Transfer of Shares


Applicable only to Private Companies, for Un-Listed and Listed Companies it has been made mandatory to transfer the shares in Demat Mode only effective from 02.10.2018 and 01.04.2019 respectively

To transfer the shares, you have to execute the following documents.

  • Transfer form duly filled and signed with the required share transfer stamp affixed on it

  • Self attested copies of PAN Cards. (Seller and Buyer irrespective of relation and money transaction for buying and selling of shares)

  • If there is a mismatch in Seller signature, the Sellers’s signature must be attested by the Manager of a Nationalized Bank under his / her Official Stamp indicating thereon his/her name, authorization code number, telephone number and also Account Number with the bank.

  • Self-attested copy of Aadhar Card.

  • Stamp duty to be calculated as under (25paise per Rs 100/-)

Please note that for ascertaining the stamp duty, the highest market rate to be taken on the date of execution of the Transfer Deed.

Note:

Also please note that Physical Transfer of Shares has been discontinued from April 01, 2019 as per SEBI Circular. However, if you wish to transfer the Shares, you are requested to get the Shares Dematerialized and then Transfer the same in Demat Form.

Further, as per Press release of SEBI on March 27, 2019, we would like to highlight the following points for your ready reference :

  • The above decision does not prohibit the investor to hold the securities in physical form even after April 01, 2019.

  • Any Investor who is desirous of transferring shares (which are held in Physical Form) after April 01, 2019 can do so only after the share are dematerialized.

  • The Transfer Deed(s) once lodged prior to deadline and returned due to deficiency in the document may be re-lodged for transfer even after the deadline of April 01, 2019.

  • Transmission or Transposition of Securities in physical form is allowed after April 01, 2019.

Registration of Specimen Signature


Registration of Specimen Signature

  • Request letter signed by the registered Shareholder/s.

  • Self-attested copy of PAN Card of registered Shareholder/s.

  • Signature of the shareholder/s attested by the Bank Manager along with the original cancelled Cheque leaf of the same bank account. The attestation should contain the Employee Code of the person attesting the signature as well as the Bank Seal.

  • Affidavit to be executed for registering the change in signature wherever applicable. It is to be executed on Non-judicial Stamp Paper of Rs.50/-.

Deletion of name


Deletion of name

In case the shares are held in joint names and if one or more of the holder/s is/are deceased, then the surviving holder/s has/have to furnish the below mentioned documents.

  • Request letter for name deletion, signed by the surviving joint holder(s).

  • Transmission form duly filled and signed

  • Original Share Certificates for the entire holding/s for deletion of name.

  • Original or duly notarized copy of Death Certificate.

  • Self-attested copy of the PAN & Aadhar Card of surviving shareholder/s.

  • Signature of the surviving shareholder/s duly attested by the Bank Manager along with the original Cancelled Cheque Leaf of the same Bank Account. The attestation should contain the Employee Code of the person attesting the signature as well as the Bank Seal.

  • Affidavit to be executed for registering the change in signature wherever applicable. It is to be executed on Non-Judicial Stamp Paper of Rs.50/-

Note:

Documents mentioned in Point No 6 & 7 are required only if the Claimant’s current signature differs from the Specimen Signature recorded with us.

For Securities held in Electronic Form, please contact your Depository Participant.

Registering NECS details


Registering NECS details

  • Request letter signed by the registered shareholder/s.

  • Original cancelled Cheque leaf of the Bank Account bearing your name for which you wish to register the NECS details.

  • Self-attested copy of PAN Card

  • Affidavit to be executed for registering the change in signature. It is to be executed on Non-Judicial Stamp Paper of Rs.50/- .

  • Signature of the shareholder/s duly attested by the Bank Manager along with the original cancelled Cheque leaf of the same bank account. The attestation should contain the employee code of the person attesting the signature as well as the Bank Seal.

Note:

Documents mentioned in Point No 3, 4 & 5 are required only if your current signature differs from the Specimen Signature recorded with us.

Change of Name of Corporate Body


Change of Name of Corporate Body

In order to register your new name in our records you are requested to submit the below mentioned documents.

  • Certificate of Incorporation wherein the name change is reflected.

  • Certified Copy of Board Resolution.

  • Certified Copy of Shareholders Resolution

  • Memorandum of Association/ Articles of Association

  • Attested copy of PAN Card of the Company.

  • Certified Copy of the List of Authorized Signatories.

  • Original certificate/s for the entire holding

  • Certified True Copy of Form No.18/Form No. INC-22 filed with the Registrar of Companies for change in the Registered Office address.

Note:

Document mentioned in Point No. 7 is required only if there is change in Registered Office address of the Company.

Dematerialisation of Shares


Dematerialisation of Shares

If you wish to convert your shareholding from Physical Mode to Electronic Mode, you have to comply with the following:

  • To open a Demat Account with any of the Depositories ie. CDSL or NSDL.

  • If you already have one, then Submit the Share Certificates along with Demat Request Form to your DP for Demat of Shares.

  • The DP shall generate DRN in respect of Shares submitted and forward the same to the Registrar for releasing credit of the Shares to your Client ID Account.

  • On releasing Demat confirmation your Client ID shall be automatically credited with the Physical Shares submitted for Demat.

Rematerialisation of Shares


Rematerialisation of Shares

If you wish to convert your shareholding from Electronic Mode to Physical Mode, you would have to comply with the following :

  • Approach your DP and fill up the 'Remat Request Form' (RRF).

  • Submit the Remat Request Form to your DP for Remat of Shares.

  • The DP shall generate RRN in respect of Shares submitted and forward the same to the Registrar for releasing debit of the Shares to your Client ID Account.

  • On releasing the RRN, the RTA will allot the Folio No; Cert. No; Dist. Nos and No. of Shares to the Shareholder/s.

  • RTA will print the Share Certificate and sent to the Issuer Company for the Common Seal and Signature of the Authorised Person.

  • On receipt of the Share Certificate the same will be dispatched to the Shareholder/s.

Miscellaneous


I wish to split/consolidate my Share Certificates. What is the procedure that I should follow?

Please forward your share certificates along with a request letter duly signed by all the joint-holders as per the Specimen Signatures recorded.

I am holding more than one folio in the same name. Can I consolidate these folios?

Yes. Please forward the share certificate(s) relating to those folios which you wish to merge and we shall consolidate your folios and return the share certificates by endorsing the consolidated folio number. You may please note that the folios to be consolidated should be in the identical name and in the same order of identical names (in case of joint-holding) and bear the same address.

We are holding shares in joint names and would like to change the order of names?

Please forward your Share Certificates along with a request letter and Transposition Form duly signed by all the joint-holders as per the Specimen Signatures recorded.

Attention Investor: Prevent Unauthorized Transactions in your Demat / Trading Account -->Update your Mobile Number with your Depository Participants. Trading Member receive alerts on your Registered Mobile for all debit and other important transactions in your demat account directly from NSDL/CDSL/Stock Exchanges on the same day.Issued in the interest of Investors.