Know The Ways to Get a Duplicate Share Certificate

Share Certificate is documentary proof of your registered ownership to the company’s shares. Its theft, misplacement and lost can bring disastrous monetary losses for the owner. So what should be done in such events? The owner of the shares shall execute these two primary steps in such condition of loss or misplacement:

• Filing an FIR to the Police
• Intimating the company regarding the matter.

Filing an FIR is like a first-aid or the foremost duty of the shareholder. In the second step, when the registered owner of the shares informs the company about the misplacement, the company freezes the shares which are registered under the lost one.

The reason behind holding up the shares as soon as it comes to know about the loss of Share Certificate with the help of folio number and details of a share certificate issued in the reference of the shareholder is to prevent the shares from fraudulent or deceitful use and keep them safe.

These two are the primary responsibilities of a shareholder. Now a need arises for a Duplicate Share Certificate. A shareholder can apply for a Duplicate Share Certificate but he needs some sets of documents which are prerequisite for that. Let’s have a look at them:

Mandatory Requirements To Get Duplicate Share Certificates:

• Reporting the case in the police station is the first step to executing where the certificate holder is supposed to put forth the original or attested copy of the FIR.

Some important points in this regard:

• Folio No, Share Certificate(s), Number of lost shares, Unit Name and Distinctive No(s) should be duly quoted in FIR.
• If you are submitting an attested copy then it should be attested by a notary/gazetted officer.
• FIR must have the stamp of the authorized police station as proof of the legitimacy/authenticity of the complaint.
• Indemnity and Affidavit bond prepared on a non-judicial stamp paper of the Value of requisite. Some important points in this regard:
• The value should be attested by a Notary Public or Special Executive Magistrate.
• The affidavit should be attested by the notary with notarial stamps & the seal and the Registration No. of the Notary.
• Stamp Paper should be purchased in the name of the applicant/shareholder.
• Questionnaire Form regarding the share of which the original certificate is misplaced, issued by the company or the concerned Registrar and duly filled by the Applicant.
• Surety Form along with the applicant’s PAN card (attested by a notary) is another ad hoc for achieving the Duplicate Share Certificate.
• Pay Slips/Salary Certificates or a copy of the latest Assessment Order passed by the officials of the Income Tax dept. or proposed valuation Report which is issued by Revenue or Municipal Authorities or Secretary of Gram panchayat & attested by a Notary officer is other necessary documents which shall be submitted by the applicant.

Note: The income furnished must be more than the current market value of shares.

• Personal Information of the person (who is giving the surety about the applicant’s details such as Full Name, Address, and Sign) furnished in the Indemnity Bond and Surety Form is another requisite to achieve a duplicate share certificate.
• An attested proof of the applicant’s Residential Address such as electricity bills, water bills, telephone bills, passport, etc. along with a copy of his passbook or latest bank statement.

Note: Any alterations in the documents must be signed by the applicant.

• Certificate No. of the lost shares, Folio No. and other alike relevant details furnished in the Indemnity and Affidavit.
• Shareholder’s Specimen Signature duly attested by the Banker.
• Request Letter signed by the shareholder regarding the issuance of duplicate share certificate and address change.
• Send an Application through the Registered Post to the Company/Registrar together with all the necessary documents. Before dispatching the documents, ensure that you have mentioned your telephone/ mobile number/Email ID in the covering letter.

When all the formalities are duly completed, the Company or Registrar issues a Duplicate Share Certificate which will have a No. XYZ and the ‘DUPLICATE’ written in bold letters on its first page.

Note: In case, if a shareholder finds his original Share Certificate, he must submit the duplicate share certificate to the Company or Registrar.

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