How To Change Name In Share Certificate in 2025?

Name change in share certificate is an important procedure, especially if you are having difficulty selling your shares because your official name doesn’t match the name you have on your share certificate. Many people go through the same issue when their official name doesn’t match with the name on their share certificate. Well, the good news is, you have found this article and are at the doorstep of YourDoorStep.

In this step-by-step guide to name change in share certificate, you will learn how to change name in share certificate legally, what are the documents required to change name in share certificate, how to draft an affidavit of name change in share certificate, how to write the request letter, as well as how to apply for gazette notification for name change in share certificate.

So let YourDoorStep be your guide to legally change your name in the share certificate to avoid facing legal issues when you try to sell your shares.

Why Change Name in Share Certificate? 

A share certificate is legal proof that confirms your ownership in a company. If your name on the share certificate doesn’t match the name on your official legal documents, you may face issues when trying to sell your shares or may even face rejection of dematerialisation requests (Processing of Demat Requests in Case of Account Holders … – NSDL). 

That is why it is important to apply for a name change in share certificate in case your official legal name doesn’t match the name on your share certificate. Matching names ensures smooth dividend payments and transfers

Reasons For Name Change In Share Certificates

There could be various reasons for changing names in your physical share certificates. Here are the reasons of change of name:

1. Converting to another religion
2. Widow remarriage
3. Divorce 
4. Spelling mistake
5. Name mismatch in documents and physical certificates
6. Astrology reasons
7. Dissatisfaction with the current name
8. Numerology reasons
9. Gender change
10. Marriage
11. Child adoption
12. Marriage after divorce

What Are the Documents Required for Name Change in Share Certificate? 

Here’s a list of the documents that you will need when applying for a name change in share certificate:

Gazette Notification For Name Change in Share Certificate

Gazette notification as proof of your legal name change and publication in the official gazette of India announcing the name change for legal validation.

Marriage Certificate For Change of Name in Share Certificate

If you are applying for a name change in your share certificate due to marriage, then you will be required to provide a marriage certificate. 

Court Decree For Change of Name in Share Certificate

You will be required to provide a court decree if you are applying for a name change in the share certificate due to divorce or court proceedings. 

Original Share Certificate That Requires Name Change

The original physical copy of the share certificate that requires a name change or update.

Application Form For Change of Name in Share Certificate

You will need an application form provided by either the company or the transfer agent that handles the name change request in the share certificate. 

ID Proofs Required For Change of Name in Share Certificate

Here’s a list of the legal documents that you can use as your ID proof when applying for a change of name in share certificate:

• Aadhaar Card
• PAN Card
• Passport, or any other ID issued by the government.

KYC Documents For Change of Name in Share Certificate

KYC documents are nothing but additional documents, such as your address proof, required by the company or transfer agent. 

Newspaper Advertisement For Name Change in Share Certificate

Some companies may ask for a name change advertisement in the newspaper, announcing your name change for public notice. 

Step-by-Step Guide on How to Change Name in Share Certificate

Here’s a step-by-step guide on how to change name in share certificate to legally change or update your name in your share certificate:

Step 1: Prepare a Name Change Affidavit For Name Change in Share Certificate

To apply for a name change in the share certificate, you will need to prepare an affidavit of name change on a non-judicial stamp paper of ₹10 or ₹20. Your affidavit of name change must include important details such as:

• Your old name (as mentioned on the share certificate)
• Your new name (as mentioned on your government ID)
• Reason for the change (marriage, divorce, etc).
• Your signature and photo
• Notary attestation 

Step 2: Publish a Newspaper Advertisement For Announcing Change of Name in Share Certificate

Next, you will have to publish a name change advertisement in at least two local newspapers for public announcement:

• One English newspaper
• One regional (local language) newspaper

Your newspaper advertisement for the change of name in the share certificate should clearly 

• Old name
• New name
• Reason for change
• Date of name change
• Applicant details

Step 3: Apply for Gazette Notification For Change of Name in Share Certificate

To apply for a name change in a share certificate to make the update or correction, you will first have to obtain a gazette notification. Gazette notification is a legal and mandatory procedure to apply for any kind of name change in your official legal documents.

Gazette notification is the ultimate document that you need to change, update, or correct your name on your official legal documents. You either apply online or offline by visiting the gazette office near you. 

You will need to:

• Submit a copy of the affidavit
• Newspaper clippings
• ID proof (Aadhaar, PAN card, Voter ID, etc)
• Passport-size photo
• Duly filled application form
• Fee payment receipt

Step 4: Write a Request Letter to the Share Transfer Agent or Society

Once you have received your gazette notification, it’s time to write a request letter to the share transfer agent of the society for name change in share certificate. 

Write a request letter for name change in share certificate to the RTA (Registrar and Transfer Agent) of the company or your co-operative housing society, if the shares are property-related.

Make sure your request letter for name change in the share society must include:

Subject line: Request for Change of Name in Share Certificate

• Your old and new names
• Reason for name change
• Folio number or share details
• Enclosed document list

The request letter for change of name is also known as:

• Application for name change in share certificate
• Letter format for change of name in society share certificate
• Letter to society for change of name in share certificate

Step 5: Attach All Required Documents to Your Request Letter for Name Change in Share Society

Here’s the checklist of documents you must attach to your application or request letter  for a change of name in the share society:

• Self-attested ID proof (Aadhaar, PAN, etc.)
• Original share certificate
• Affidavit for name change
• Gazette notification copy
• Newspaper publication copies
• Request letter
• Recent passport-size photo
• Any other required KYC documents

Always submit copies along with originals (for verification).

Step 6: Submit the Application to the Company RTA or Society

• The next step is to submit your application or request letter for change of name in the share society to:
• Company’s Registrar and Transfer Agent (RTA), if it’s related to equity share certificates
• Society’s managing committee, if the share certificate is related to property. 

Once submitted, the official at the concerned authorities will verify your application along with all the submitted documents. Once verified, the application will be processed for name correction in the share certificate. 

Step 7: Receive the Updated Share Certificate

Once verified and approved, the company or society will cancel your old share certificate with the incorrect name and issue a new share certificate with the correct and updated name.

The process of name change in share certificate may take up to 15 to 30 days to process your request for change of name in share certificate, depending on the organisation. 

Who Are Eligible To Apply For A Name Change in Share Certificate?

1. Ownership

The individual must be the rightful owner of the shares in the company as stated in the share certificate.

2. Valid reason 

There should be a legitimate reason as to why the person is changing his/her name. It could be marriage, divorce or child adoption etc.

3. Complete documents 

Changing name in case of a name mismatch in share certificates is a highly legal process and hence you should have all the required documents duly notarised and self attested.

4. Payment of fees

You must pay stamp duty and gazette notification charges in accordance with the Indian stamp act and other relevant regulations.

5. Verification

The identity of ownership of shares and accuracy in information supplied in the application form must be demonstrated adequately.

An incorrect information can lead to repealing of your form 

Who Can Apply For Name Change in Share Certificate?

In case you have a demat account and a physical share certificate and there is a name mismatch in the two, you are likely to get it changed. However, following people can apply for a name change –

Shareholders

To get a name changed in your share certificate you have to be the rightful owner of the shares. It is also necessary to have a share certificate in your name before you can change your name.

Power of attorney holders

Power of attorney holders can apply on behalf of shareholders who are unable to apply themselves.

Legal Representative

When a shareholder dies, a legal representative, such as a will executor or estate administrator, can seek to change the name.

Sample Formats Of Name Change in Share Certificate Request Letter

Here are some sample formats that you can use to draft or write a request letter to apply for a name change in the share certificate:

Request Letter for Change of Name in Share Certificate

Date: __________

To  

The Registrar & Transfer Agent,  

[Name & Address]

Subject: Application for Change of Name in Share Certificate

Dear Sir/Madam,

I, [Old Name], Folio No. ____, Certificate No. ____, of [Company Name], requests correction of my name to [New Name] as per Gazette Notification dated [DD MMM YYYY] (copy enclosed).

Enclosures:  

1. Original Share Certificate  

2. Gazette Notification  

3. Affidavit on Stamp Paper  

4. PAN Card copy  

5. Aadhaar/Passport copy  

6. Newspaper Advertisement (if any)

Kindly issue a new share certificate in my correct name.

Yours faithfully,  

[New Name]  

[Address]  

[Signature]

Letter Format for Change of Name in Society Share Certificate

Date: __________

To  

The Secretary,  

[Housing Society Name],  

[Address]

Subject: Request Letter for Change of Name in Society Share Certificate

Dear Sir/Madam,

I, [Old Name], Membership No. ____, holding ____ shares in [Society Name], request to update my name to [New Name] as per Gazette Notification dated [DD MMM YYYY] (copy enclosed).

Enclosures: Gazette Notification, Affidavit, PAN & Aadhaar copies.

Thank you.

Yours sincerely,  

[New Name]  

[Membership No.]  

[Signature]

Affidavit Format for Name Change in Share Certificate

AFFIDAVIT

I, [Old Name], son/daughter of [Father’s Name], aged __ years, residing at [Address], do hereby solemnly affirm and declare:

1. My name in [Company Name]’s share register is recorded as [Old Name].  

2. My correct name is [New Name] as supported by Gazette Notification.  

3. Both names refer to the same person, i.e., me.  

4. I request correction of my name in the Register of Members and on the share certificate.

Verified on this __ day of ____, 20__ at [Place].

Deponent: _______________  

[New Name]

What To Do If You Have A Name Mismatch In The Share Certificate And Demat Account ?

The name on the demat account should be the same as the one on the share certificate.

It might happen that the name on the physical share certificate and the one of the demat account do not match. In this case , you can do the following-

Obtain a gazette letter or affidavit on government stamp paper stating that the name on the share certificate and the demat account belong to the same person.

With this letter, you can also submit the above-mentioned documents and a request letter stating a legitimate reason for a name change.

NOTE: You must provide notarised copies of gazetted letters or affidavits for all companies in which you hold shares.

How To Get A Gazette Notification?

1. Prepare an affidavit on a stamp paper which costs Rs. 50/- and get it notarised by local notary Public of State and mention a reason for name change.
2. Publish this affidavit in ads in two newspapers, one in english and other in the vernacular language.
3. After this, go to the Department of Publication of your state and submit this along with the self attested copies of PAN card, address proof and 2 passports.
4. The department of publication will publish this in their gazette and charge some amount for the gazette notification which varies state to state and is approximately Rs. 1000/-

Note: The company may ask you for other documents or raise some query as per their policies.

Note: An NRI must register for a name change in the Indian embassy or Indian High Commission.

How To Change Name In Share Certificate – Process

The 4- Step Guide To Change Name –

Prepare an affidavit

The first and foremost step when you have a name mismatch in your share certificate is to make an affidavit and get it issued by your local notary.

Notaries are responsible for stating the value of stamp paper used in affidavits.

If you want to change your name, the affidavit should include both your old and new names, along with a legitimate reason for the change. 

Besides this, it is important that an affidavit has the following applicant’s details-

• Husband’s name 
• Father’s name 
• House address
• Age proof etc

How To Change Name In Share Certificate Through Newspaper Ads

Once you have made the affidavit, now you have to publish it in a newspaper. Now , you have to publish the news of your name change in the newspaper. Generally, there are special sections in the newspaper devoted to the same.

The publication has to be done in two newspapers, one in regional/ vernacular language and the other one in english. Important details to include in a newspaper publication –

1. New name of the applicant 
2. Old name of the applicant 
3. Date
4. Full address
5. Age of the applicant 
6. Notary name who attested the affidavit 
7. Father’s /husband’s name

Newspaper Ad format

Newspaper offices can usually help you with the suggestions while changing names. Following is the sample format of how you can publish the news in newspaper.

I, Aman  r/o Dholi Piayu, Kamla Nagar, Mathura have changed my name to Amaan , sworn in front of Notary S. Dwivedi on 15/01/2023

You can either change the initials of your name or surname or even a few letters in your name.

TIP: Before you publish it, cross check the details minutely as a slight mistake can ruin the entire process.

Publishing about the name change in official gazette of India

Once, you have published it in a newspaper, now you have to publish it in the official gazette of India along with an application, demand draft of fee and required documents.

In order to change the name of the company, the following documents must be submitted to the Department of Publication:

• Affidavit for name change , notarised and self attested.
• If you are a NRI, then present your required documents to Indian High Commission or Indian Embassy
• Photocopy of the newspaper publication
• Photocopy of application submitted for name change which must be duly filled in the appropriate format.
• A digital CD, specimen in soft copy
• Government employees are required to change their names in accordance with the Ministry of Home Affairs
• Two passport size photographs
• ID proof
• Enclosed in an envelope are the application and all supporting documents

Applying for name change in share certificate

If you have a name mismatch in share certificate then you can choose either of the following steps-

If shares are in physical form

1. Write a letter addressing the Registrar and share transfer agent , stating your old and new name and reason for name change.
2. Enclose all the documents as a proof
3. Share the original share certificate along with application
4. Self attest the photographs and documents

If shares are in Demat form 

1. Search online for the name change form or visit the organisation where you have opened the demat account.
2. Write an application and attach all the required documents.

Conclusion

A name mismatch in your share certificate can occur due to various reasons, like marriage, divorce , adoption or just because of dissatisfaction in your name.Changing a name in your share certificate can be a lengthy process. If you have all your documents handy and follow the process rightly , it will take about 3 to 4 months to change the name.

FAQ (How To Change Name In Share Certificate)

Is it legal to change names in India ?

Yes, it is absolutely possible to change names and the process is completely legal. However, you should not change names with the intent of misleading someone.

What are the documents required for name change ?

You need your ID proof, address proof, PAN card, aadhar card etc to change the name. For more help, you can read the article above.

Can you change name without the affidavit ?

No.The affidavit is absolutely necessary for name change. It contains crucial information of the applicant and enables the authority to authenticate and verify.

Can the name of a minor be changed ?

Yes, it is possible by every means to change the name of a minor.

Also Read:

1. How to change Your name legally in Delhi
2. How to Change name in passport in India online
3. Name Change Procedure in India
4. Name Change Procedure in Rajasthan
5. Name Change procedure in Hyderabad
6. Change Your Name Legally In Madhya Pradesh
7. Name Change Procedure in Punjab