What will you do if you lose an important document such as your Share Certificate? It can prove to be a nightmare as there are chances of the document being misused, leading to a huge financial loss. If you have lost or misplaced your share certificates of any company, you need to immediately inform the police and respective company, of which you had the shares. You must need to quote the folio number and details of share certificates to the company for their reference. When a company receives an intimation that you have lost the shares, the folio number or the details provided to the company are frozen in lieu of the lost one. This is done by the company to prevent any fraud or transfer of shares.
In order to obtain Duplicate Share Certificates, You need to Lodge a complaint with Police Station and submit a Copy of FIR (mentioning Folio No, Share Certificate(s), Unit Name, Distinctive No(s) and no. of lost shares) in original or attested by notary/gazette officer. Please note that FIR should have/contain clear impression of rubber stamp of the concerned Police Station.
Execute Indemnity and Affidavit on a non-judicial stamp paper of the Value of requisite Value duly attested by Notary Public/Special Executive Magistrate respectively. The affidavit should be attested by the notary with appropriate notarial stamps affixed together with the seal and the Registration No. of the Notary.
Stamp Paper must be purchased only in the name of the executor .i.e., Registered Shareholder.
Questionnaire Form to be filled by the Applicant issued by Company or Registrar in respect of Securities for which original certificates are lost.
Obtain Surety Form along with his Proof of identity like Pan Card duly attested by Notary.
Surety supporting documents like salary certificate/pay slip or a copy of latest Assessment Order passed by Income Tax authorities or proposed valuation Report issued by Revenue Authorities/Municipal Authorities /Secretary of Gram panchayat duly attested y a Notary officer. Income of surety should be more than the present market value of shares.
Full name, address, and signature of the surety should appear in the indemnity Bond and Surety form to be filled by the same person who has signed as surety on the Indemnity.
Self Attested copy of PAN Card.
Shareholders’ Proof of Residence like Electricity Bill/Telephone Bill/Water Bill/ Passport/Driving License duly attested by the notary and latest Bank statement/ passbook of the shareholder.
Any correction/modification on these documents need initials of the executors.
All the particulars of the shares like Folio No, Certificate No. and Distinctive Numbers to be mentioned in the Indemnity and Affidavit.
Obtain Specimen Signature duly attested by your Banker.
Request Letter duly signed by the shareholder for the issue of duplicate share certificate and change of address.
Make an Application to the Company or the Registrar with abovementioned documents by Registered Post. While sending the documents please mention your telephone or mobile number/Email ID in your covering letter.
After ascertaining all the documentary requirements, the Company/Registrar shall issue Duplicate Share Certificates. The new Certificates issues shall bear a remark of “Duplicate Share Certificate“
In case, you found your original Share Certificates later, it is recommended to surrender the Duplicate Share Certificates immediately to the Company/Registrar.