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Brief Procedure for Change of Name on Share Certificate

Generally, when a person changes his name - the first step would be to apply for publication of the new name in the official Gazette of the State where he is applying (that is known as Gazette notification) and/or by way of executing an Affidavit before a public notary.

The reason behind the change is mostly post marriage or due to astrological reason and numerology.

Once the gazette notification or affidavit is done, then generally the person would apply for name change in PAN card, Passport, Aadhar, Driving License, Property registrations, etc.

The person should also get his new name updated in the records of all the companies where he holds shares or any other kind of instruments viz. fixed deposit, bond, etc.

how to change name in physical share certificate

Procedure for Change of Name on Share Certificate (in case of shares in physical form)

The shareholder will have to make an application to the company along with necessary documents in this regard.

1. Prepare a letter addressing the company or its Registrar and Share Transfer Agent (RTA) mentioning the reason of your name change and clear details of your old and new name;

Here's a good format of such request letter for change of name in share certificate - check here.

2. Do enclose the attested copies proofs of name change i.e Gazette notification, Affidavit, PAN card, etc.

3. Also enclose the original share certificate along with the letter. Do ensure the correct address of the company where you are sending all documents.

4. Sign the letter and send it to the company or its RTA. Self attest on all the pages and wherever necessary get the proofs and documents attested by a public notary or executive magistrate.

5. Do keep safely the despatch proof of the letter viz. speed post receipt, courier acknowledgement, etc.

6. Follow up with the company after 1 or 2 weeks about the status of your request letter.

7. If any queries raised by the company - do provide them with required information and documents as asked for at the earliest.


Procedure for Change of Name on Share Certificate (in case of shares in demat form)

1. Visit the office of your Depository Participant i.e. the organisation where you have opened and maintaining the demat account. Or check their website to find the form of application for change of name in demat account.

2. Submit necessary application along with documentary proofs.

3. Enquire with them about the status of your application after a couple of weeks of submission of documents.

Comments

  1. Still I am not getting answer of my question. There are two names in physical share certificate (First is X and second is Y). Now I want to remove second holder name and first holder name X remain same. So please guide me on this matter and suggest proper form for the further procedure.

    ReplyDelete
    Replies
    1. Contact registrar of the company and ask the full procedure and drafts of documents to be submitted to them. you will get correct answer.

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  2. Anonymous30 May, 2017

    name deletion form is required to be signed by both a pancard and reason for deletion is to be stated

    ReplyDelete
  3. Get SH-4 , SHare Transfer Form signed by the second holder and get it transferred in the name of first holder by sending the share certificate,sh-4,pan card copies to RTA.

    ReplyDelete
    Replies
    1. as u are saying one will have to pay transfer charges.

      Delete
  4. hi,

    I have the shares of one company but now the companies name is change so what is the procedure? I have a physical share certificate.

    ReplyDelete
    Replies
    1. No need to apply for Company’s name change! U can apply sticker of the changed name which were sent by you or if i u don’t have then leave it as ir t is. It’s ok

      Delete
  5. The company which changed its name would automatically inform you about the changes and in some cases they will send you the new share certificate in lieu of existing one. If nothing happened just write a letter with copies of certificate asking them the status of your share. If it is held in demat then no problem it automatically corrected to new name.

    ReplyDelete
    Replies
    1. Anonymous14 July, 2022

      what do I do if the company has not sent, who do I contact?

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    2. Contact the secretarial department or legal department of the company. The Company Secretary (CS) of the company is generally assigned with this duty.

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  6. I have share certificates in my Nick name now I want them to be transferred to my official name. What to do?
    Thanks

    ReplyDelete
    Replies
    1. Better speak directly with that Company's concerned official to know the procedure they are following for "change of name".

      Or else you can make a written application to the Company and provide an affidavit along with the original share certificate and the signed copies of your identity and address proofs. Affidavit will state that - the nick name mentioned in share certificate and the name mentioned in your identity proofs is one and same and that is you.

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  7. My name is in physical share certificate is Ashok Mehta and my name is in demat account is Ashok kumar.how can I demat these shares

    ReplyDelete
    Replies
    1. 1) Either you can apply to that Company for 'change of name' in your physical share certificate to Ashok Kumar.
      2) Or you can apply to your demat account securities company for 'change of name' to Ashok Mehta.
      3) Once the name at both places is same, then you can submit the physical share certificate to your demat account securities company for the demat of those shares.
      4) But please remember you can demat those physical shares - only if that company is providing such option to its shareholders, that is to say, it is registered with one of the Depositories viz. NSDL / CDSL.
      5) Call up the concerned officer of the Company and please understand the complete procedure from him. And, then you can proceed with the formalities.

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    2. I have same position like as you and want to know solution.please mail me [email protected]. thanks

      Delete
  8. I HAVE SHARES IN PHYSICAL FORM OF THREE COMPANIES IN WHICH THE NAME IS WRONGLY MISSPELLED THAT IS LUCY INSTEAD OF LUSY. ALL MY SUPPORTING DOCUMENTS LIKE PAN, PASSPORT AADHAAR BEARS THE NAME LUSY.HOW WILL I CORRECT THE NAME IN CERTIFICATE

    ReplyDelete
    Replies
    1. At first, it'd be advisable for you to call up the Secretarial or Investors Relations Department of the Company and talk to them and take guidance on proper procedure and documents requirement.

      If you are unable to do it - then make a written application to the Company stating clearly about the error in certificate. Along with your application, attach signed xerox copies of your identity and address proofs and also signed xerox copy of share certificate. Though they make ask for the original certificate later on.

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  9. Thanks for your valuable information

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  10. I have shares in Physical format with name as Smt Sabita Roy. I have a DEMAT account in name of Sabita Roy (i.e. with the prefix of Smt.). Will I be able to convert the shares into DEMAT format?

    ReplyDelete
    Replies
    1. Yes, you will be able to do it. Open a demat account with shares trading companies like Sharekhan, if you already haven't got a demat account. Smt. prefix shouldn't be an issue. At most they may take a declaration that both names belong to same person. Obvious to mention that all documents need to be signed by Sabita madam.

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  11. i have a shares in physical format. In that physical form name is wrongly placed as Raj Kumar now i have to change it as Raj gopal and one more thing is my name in PAN also Raj Kumar.Can you please suggest how to process it.

    ReplyDelete
    Replies
    1. The company will change name in the share certificate only after production of the following documents in case of change of name:
      1) Official gazette publication for name change (2) Affidavit for name change (3) Passport/Aadhar/Pan card copy with old name and new name (4) Request letter from your side with share certificate.

      This helps the company to check that whether actually name change has happened or not.

      If your PAN card is in Raj Kumar name then you can not change your name in share certificate to Raj Gopal. At first you have to go through the whole process of name change (i.e. official gazette publication, newspaper ad, affidavit, etc) and then you have to apply for change of name in PAN card, Aadhar card etc. After all this is done, then only you can apply for name change in share certificate.

      If you have any doubt, better call the company directly and take guidance from their secretarial officer.

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  12. iam the joint holder.first name is printed with surname and the joint holder name is printed with out surname.First name and joint holders are wife and husbands.having all the supporting documents AADHAAR,PAN.
    want to make shares into DMAT form.
    is it required for the second holder to change the name or first name is enough for transfer.
    please advice me for further follow up.

    ReplyDelete
    Replies
    1. When there is a minor discrepancy in name in share certificate, sometimes stock trading company (where people have Demat account) allow Demat of shares without any change of name. They take a declaration form signed from you that the person whose name is mentioned in the share certificate is you. So at first contact your stock trading company and ask them if it is possible, if they say no, then you have to first get the name changed from the company and then only apply for Demat of shares.

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  13. The joint holder name in my share certificate is ABC whereas in the share certificate it came XYZ this error has happened by an agent now Pls tell me what should I do.

    ReplyDelete
    Replies
    1. (1) The name on the share certificates are based on the identity proofs (aadhar, pan, passport, etc) given to the company while initially making application. If there is only a minor error in the name, then make an application to the company explaining the error for correction of name along with original certificate and enclosing necessary identity proofs.

      (2) If the joint holder name is completely wrong, then you will probably have to make a fresh transfer from the current holders to the new holders with correct names.

      In any case, at first write an email to the company or its RTA (Registrar and Share Transfer Agent) regarding your problem and ask them the requirements/procedure to correct it. They'll guide you.

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  14. My father has some shares in certificate form, and there are two shareholders(the second being my mother). The first shareholder's name is correct but, the second shareholder's name(my mother's) is a bit misspelled "neetaben f shah" rather than "neetaben d shah". So would they be able to convert those shares into demat form easily, or, they'd have to go the "correction in name" route? Please guide me.

    ReplyDelete
    Replies
    1. Shailendra19 March, 2020

      Contact the stock trading company or bank where the demat account is maintained. Visit their branch office. Explain them the problem. They will guide you with the procedure. Generally, they will ask for a 'Declaration' to be made out and signed by your mother to the effect that "neetaben f shah" and "neetaben d shah" are one and the same person. Identity & address proofs need to be submitted along with it.

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  15. Dear sir,

    Actually my father bought a share certificate of JSW steel back in 1993 in my Nick name i. e. BABU DAS.... But i have all my documents like educational ,adhar pan passport in my actual name.i.e. CHANDRA DAS...Now, I have only a bank account opened with my mother in E or S mode which was opened when I was a minor in 1994 in my Nick name.i.e BABU DAS.. Now the share certificate company wants a govt gazette notification for the name mismatch.... Can it be done with your service??

    Please understand I dont want to change my actual name.... I just want to change the Nick name of the share certificate with my actual name Or any gazette notification which shows Nick name and original name persons are the same.... At any cost I can't afford to change my actual name


    Regards

    Chandra

    ReplyDelete
    Replies
    1. You can request the company to consider an Affidavit in this matter instead of a gazette notification. An affidavit can be prepared by any advocate wherein you declare that both names belongs to you.

      If the company doesn't agree for affidavit, you may publish a gazette notification for the name change and submit it to the company.

      You see many people plan to change their actual name and hence they apply for gazette notification. But after gazette notification they cancel their plan and they do not proceed ahead to change their name in PAN card, Aadhar, Passport, Driving Licence, etc. So you may do the same.

      These are just suggestions. Please consult a good Practicing Company Secretary to find a solution.

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  16. I have bought the shares of INDO GULF FERTILIERS and it was in joint name with my father and the joint holder name was stated in cerfificte as MOHAN, but now the name has changed to NOHAN, wherein the company split shares from Indo gulf fertisiers to HINDALCO and Indo gulf fertilisers in 2012.
    The Indo gulf then changed to ADITYA BIRLA NUVO and then to ABFL and then to ABCL.
    Can u please tell me, as the original shares were of 2012 and the name was changed wrongly by company from MOHAN TO NOHAN in the new certificate issued after split.

    Whether i will get all benefits till date or for the shareholders there is any limit available for cessation of benefit.
    IF the shares have gone to investor education fund then who is responsible for the same.
    as i was not the rightful holder of share as name was wrongly placed by Hindalco and Indo Gulf fertiliser to NOHAN instead of Mohan

    ReplyDelete
  17. I have been holding 600 no of shares of Jindal Vijaynagar steel out of these 600 shares I purchased 500 no of shares from Ritu prasad , Rahul Goswami & mahinder Singh & 100 no shares were at my name . I purchased these shares from Ritu prasad in 1995 & at the same time 500 no of shares were sending to the company for changing / transferring the shares to my name .Company had transferred the share to my name by stamping at the back side of the share certificate by stating that share transferred to the name of Brijesh Rathi but in their own record they did not updated the name & in the record of company the shares were remained at the name of Ritu prasad only .
    In 2005 the name of company was change to JSW steel & they have issued new share certificate by cancelling the old one because of mistake committed by the company by not changing the name of purchaser in their record they have sent the new certificate to the address of Ritu prasad.
    Ritu prasad did not accepted the share certificate & these shares remained unheralded for more than 7 years .
    company had transferred the shares to IEPF. now pl guide me how can I get my shares back to my name.

    ReplyDelete
    Replies
    1. Yes, you may get the share certificates in your name. But, it is going to be a long process. Court's interference may be required. Please consult a Practicing Company Secretary or an advocate who will guide you through the process.

      Delete
  18. Anonymous28 July, 2021

    Hi, I have a few Share Certificates in my Mothers Name (Punita Shah). This is her name after marriage. She does not have any official proofs in the name Punita Shah. All her official proofs are in the name Sunita Shah(Sunita is her name before marriage, Shah is the surname after marriage).
    How do I change the name on her share certificates to match to the official document name ?

    ReplyDelete
    Replies
    1. Sneha Tiwari28 July, 2021

      Write a letter or an email to the company seeking their guidance on this. They will let you know the procedure. Generally, you will be asked to provide the PAN card copy, one address proof, indemnity bond, affidavit and newspaper ads in this regard. They may provide the formats of these as well.

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  19. I have 600 unit jindal vijayanagar steel limited in 1994. It's on joint holder (either or servivor )name. Now how can it demeterilaze the cirtficate. Pls suggest me.

    ReplyDelete
    Replies
    1. You can make an application to the company for removal of the deceased shareholder's name from the share certificate. Contact the company's secretarial department for exact procedure and documents requirement.

      Delete
  20. Dear Sir,

    I am holding 900 Shares of Asian Paint in physical form in the name of Chander Raj Oswal, but after aadhar being implemented name changed to Chander Raj. I have opened demat account with ICICI direct and submitted my shares for dematerialization along with Name correction on 100Rs Non Judicial Stamp with attested copies of Pancard & aadhar card, But today I got message it was rejected and original certificate returned with Remarks Name Differ. Kindly guide what to do now.

    ReplyDelete
    Replies
    1. You can write to the Registrar and Share Transfer Agent (RTA) of Asian Paints Ltd regarding your problem. They will guide you with the exact procedure and documents requirement. Write an email or a letter to them.

      TSR Darashaw Consultants Pvt. Ltd, C-101, 1st Floor, 247 Park, Lal Bahadur Shastri Marg, Vikhroli West,Mumbai,Maharashtra,400083 Email: [email protected] Tel: 022 - 6656 8484 / Toll-free 1800 2100 124 www.tcpl.linkintime.co.in

      Delete

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