By Admin 
Losing your share certificate might feel like a headache, but you can easily get a duplicate share certificate if you follow the right steps. A share certificate is an important document that proves you own shares in a company. If it gets lost, damaged, or stolen, you can request a duplicate from the company. Here’s how you can do it in a few simple steps.
What Is a Share Certificate?
A share certificate is a document issued by a company as proof that you hold a specific number of shares. Think of it as a receipt for your investment in the company. If the certificate is lost or damaged, you’ll need to apply for a duplicate share certificate to make sure you still have proof of ownership.
What is Duplicate Share Certificate?
A duplicate share certificate is a new certificate issued by a company to replace an original share certificate that has been lost, stolen, destroyed, or misplaced. Shareholders are required to apply to the company to request the issuance of a duplicate share certificate, providing necessary documentation and proof of the loss.
Steps to Get a Duplicate Share Certificate
Step 1: Notify the Company or Registrar
As soon as you realize that your share certificate is missing, inform the company or its Registrar and Transfer Agent (RTA). You can write a letter or email to notify them. Be sure to include details such as:
- Your name and address
- The folio number or DP ID/Client ID
- Information about the lost certificate, such as the certificate number and number of shares
Once you’ve informed them, they’ll guide you through the next steps.
Step 2: File a Police Report (FIR)
To prevent misuse of your lost share certificate, the company may ask you to file an FIR (First Information Report) with the police. This is an official record of the loss and protects you from fraud or unauthorized transactions. After filing the FIR, keep a copy to submit to the company as part of your request.
Step 3: Publish a Notice in a Newspaper
Many companies require you to publish a notice in a newspaper announcing the loss of the share certificate. This step is taken to inform the public and prevent fraud. The notice usually includes:
- Your name
- The name of the company
- Details about the lost share certificate (like the folio number and the number of shares)
Keep a copy of the newspaper ad as proof, because you’ll need to submit it to the company.
Step 4: Sign an Indemnity Bond and Affidavit
To get a duplicate certificate, you’ll also need to sign an indemnity bond and submit an affidavit. These documents protect the company in case the original share certificate is found or misused later.
- Indemnity Bond: This document states that if any issue arises due to the lost certificate, you’ll take responsibility and cover any losses.
- Affidavit: This is a sworn declaration that your certificate is genuinely lost or damaged and has not been transferred or sold.
These documents may need to be notarized, depending on the company’s requirements.
Step 5: Pay the Necessary Fees
Most companies charge a fee for issuing a duplicate share certificate. These fees cover administrative and processing costs. The exact amount will depend on the company, so it’s best to ask about the fee upfront.
Step 6: Wait for the Duplicate Certificate
Once all the paperwork is submitted—FIR, indemnity bond, affidavit, and the newspaper ad—the company will review your request. After everything is processed and verified, they’ll issue your duplicate share certificate. It may take a few weeks, so keep in touch with the company if needed.
Key Points to Keep in Mind
- Freezing of Shares: During the time your duplicate certificate is being processed, your shares may be temporarily “frozen.” This means you won’t be able to sell or transfer them until the new certificate is issued.
- Complete Documentation: Make sure all documents, including the FIR, affidavit, and indemnity bond, are accurate and properly filled out. Any missing details can cause delays.
- Consider Using a Demat Account: If you’re holding your shares physically, consider switching to a Demat account, where your shares are held electronically. This eliminates the risk of losing share certificates in the future.
Conclusion
Losing a share certificate might seem stressful, but getting a duplicate share certificate is a straightforward process if you follow the steps properly. By notifying the company, filing a police report, publishing a newspaper ad, and submitting the required legal documents, you can ensure your investment stays secure.
To avoid future problems, consider moving your shares to a Demat account, or keep your physical certificates in a safe place.