Change name in share certificate in Tamil Nadu is a very lengthy process; it takes a lot of time to complete.
In this article, we have explained the process of name change in share certificate in Tamilnadu.
What is the need for Change Name in share certificate in Tamil Nadu
There are multiple reasons as to why the name change is required.
- Change in Religion
- Wrong name on official document
- Divorce
- Marriage
- Marriage after divorce
- Astrological or numerological reasons
- Adoption
- Change in gender
The Process to Change Name in Share Certificate in Tamil Nadu
Suppose you have a share certificate where you had your maiden name (name before Marriage), but now you are getting married, so now you want to change your surname since you’ve already changed it in other documents, like Aadhar card, pan card, etc.
For this there is a simple solution. In case, for some reason or the other a person needs to change their name, the Government has provided a document through which any person throughout India can do so.
This document is known as ‘The Gazette of India’ and is also applicable for change in name in share certificate in Tamil Nadu.
- So firstly, you need the official Gazette notification. Through this document, you can claim that you need to change your name in share certificate or that there is a mistake in your name.
- In this document, you need to fill in the necessary details, including your name, your father’s, and your Husband’s names. Along with this you also need to put your address and the name which was previously on the share certificate.
- Secondly, you need the original share certificate. After you have both, you can go to the company or the bank provider from where you have bought your shares, and after approval, you can claim your shares.
How to change name in the official Gazette?
1. Preparing an affidavit: Write an affidavit stating the reason for the name change on 50-rupee stamp paper and have it notarized by a local notary public of the state.
2. Publishing in the newspaper: Place an advertisement for a name change in two newspapers, one in English and one in Tamil. Some important points that should be included in the newspaper:
- Your new name
- Old name is given in the share certificate
- Full address
- Father’s/Husband’s name
3. Gazette Publication
Visit the Department of Publication of Official Gazette with two passport-size photographs, which should be self-attested, a self-attested copy of your PAN card, and address verification. Apart from this-
- Make a digital soft copy signature listing all the details again (your new name, father’s name, Husband’s name, address etc.)
- The Applicant must sign both the hard copy and the soft copy.
- The newspaper publication
Your name will be successfully changed after publication in the gazette. You have to wait for the publication of the Gazette notification.
4. Update by department: The Department will update the Gazette with your new name.
In case the share certificate is in:
Physical form
- If you wish to change the name of your company, you should prepare a letter and address it to the Registrar and Share Transfer Agent (RTA).
- Enclose the attested copies of the proof required for name change
- Send the forwarding letter along with the original share certificate.
- Sign the letter, self-attest all the documents required as proof, and send to the company or the RTA.
- Make sure you follow up with the company regarding your name change.
Demat Form
- Visit the company where your demat account is opened and being maintained. Or you can check the website for their application to change the name.
- Submit the necessary documents required for proof.
- Get in touch with them after a few days to ask about the status of your application.
Documents required for change in name in share certificate in Tamil Nadu
- Request letter in Form ISR-4 (Annexure -1)
- The original share certificate and all documents mentioned therein, including a self-attested copy of the shareholders’ pan card.
- The Gazette Notification should be self-attested.
- Copy of the self-attested Marriage Certificate issued by the competent authority (in case of a name change due to marriage)
In case the share certificate is lost/misplaced, then:
The procedure for change in name in share certificate in Tamil Nadu may be a simple process, but for issuance of a duplicate share certificate is quite a lengthy process; therefore, it should be kept in mind not to misplace the share certificate.
Issuance of a duplicate share certificate
- The shareholders must have all the necessary documents required (as mentioned below) as proof.
- After that, the shareholder shall make an application for the issue of a duplicate certificate.
- The application should bear the signature of the shareholder whose share certificate is misplaced.
- After the application is received, the company will start with the process of issuance of duplicate share certificates.
- The issuance will start after the consent from all the board members of the company.
- The company will examine all the documents and issue the share certificate.
- This process should be completed within 4-6 weeks by the company.
Documents required for issuance of duplicate certificate:
- A real draft of the indemnity bond and affidavit mentioning the name and registered office of the company whose shares have been lost.
Applicant must also submit a passport-size photograph along with the indemnity bond and the affidavit.
Name, address and signature of two witnesses must be present in the document.
- Police complaint acknowledgment with a rubber seal from the police station or a copy of the FIR.
- It is recommended to publish an advertisement in an English and local news paper.
- Self-attested copies of your pan card, voter id, and Aadhar card. It should also be attached to the indemnity bond.
- Telephone bill or electricity bill which is self-attested should also be there.
- The bank manager’s signature, phone number, official stamp and seal, and full address and phone number.
- An original cancelled check from the same bank where the attestation of signature was obtained, printed with the name of the shareholder(s).
FAQ (Frequently Asked Questions)
Q. What is the procedure for the transfer of shares held in physical form?
A. SEBI has made an amendment whereby it is regulated that the transfer of shares will not be possible in physical form. For this, the shares need to be converted into dematerialized form.
For this:
Step 1: Fill out the Demat Request Form (DRF)
Step 2: Submit the duly filled DRF along with the original certificate of shares and a copy of your PAN Card to the depository participant (DP)
Step 3: The DP will check the authenticity of the documents and will transfer the shares to your demat account
Step 4: You will receive an acknowledgment slip from the DP after completing the transfer process. This slip will contain details of the shares transferred as well as the date of transfer.
Q. If the share certificate has been misplaced/lost/burnt completely, will the new shares be credited directly into the demat account after issuing a duplicate certificate?
A. The shares in relation to the misplaced share certificates won’t be credited to your DEMAT account directly. Instead, you need to submit a duplicate share certificate along with an application to the Depository Participant.
What is the process for adding one or more persons as joint holders?
A. Please note that only a maximum of three people can hold shares jointly. For this reason, you must follow the procedure for share transfers if you plan to add one or more people (maximum 2) as joint holders.
The share certificate should first be converted to DEMAT mode since physical share certificate transfers are not permitted; after that, please check with the depository participants (DP) with whom you retain your DEMAT account.
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