Name Change In Share Certificate In India: Step-By-Step Guide

A share certificate is a crucial document that establishes your ownership stake in a company. As a shareholder, this certificate serves as tangible proof of your investment. However, life events such as marriage, divorce, or personal preference may necessitate a name change. Updating your name on a share certificate is essential to maintain accurate records and ensure seamless transactions in the future.

Navigating the legal and administrative procedures for a name change can be complex. That’s where your doorstep comes in. We understand the intricacies involved in updating your name on a share certificate and offer a hassle-free solution to simplify the process. From preparing the necessary documents to coordinating with the company and relevant authorities, YourDoorstep provides end-to-end assistance, ensuring a smooth and efficient name change experience. With YourDoorstep, you can confidently update your share certificate and maintain accurate ownership records, all from the comfort of your home. So today, we will discuss step-by-step name change in share certificate in India. So let’s get started.

What Is A Share Certificate?

The share certificate functions as legitimate documentation to demonstrate shareholder ownership of company stocks.

A person who buys company shares listed on the NSE or BSE receives a share certificate, which acts as their ownership verification. 

The official legal certificate presents three key points which include:

• The company’s name
• The shareholder’s name
• The number of shares owned
• The purchase price of the shares

Darwin traditionally assigned paper-based share certificates to shareholders to show their company stakes. A share certificate functions as a crucial document during share transactions because it confirms ownership, thereby making transfers seamless.

Reasons For Name Change In Share Certificate In India

People have a variety of reasons for name modifications, which must be accurately displayed on name change in share certificate in India yet reflect the correct name in both physical shares and the dematerialized format to prevent misunderstandings. 

There are multiple standard motives that are explained in the following explanation:

1. After Marriage

Indian females regularly adopt their husbands’ surnames after marriage, hence becoming the main cause of name changes across the country. The reason people choose to update a share certificate is that they need to display their current identity correctly. When husbands have their sole names written on share certificates, they might decide to add their wife’s name after marriage, which becomes a second reason for change.

2. After Divorce

The process to update your name in a share certificate after divorce primarily occurs because you need to return to your birth name from your marital name to manage divorce-related stress while beginning again.

3. After Their Husband’s Death (Widow)

In cases when a widow’s husband passes away or becomes a shareholder, the share certificate name needs to be amended to show the changed legal name of the survivor. One gets remarried or stays unmarried regardless of their decision to change either their complete name or part of their name.

4. Typing Mistakes

Your share certificate requires a name change procedure if it contains minor typographical mistakes combined with an incorrect father’s name along with the wrong birth date, misspelt content, and inaccurate address details.

5. Religious Change

A person who changes their religion may need to undergo a name change process, which updates the share certificate through the Gazette office in India.

Who Is Eligible To Apply For A Name Change In Share Certificate In India?

The shareholder wanting to execute a name change in share certificate in India must comply with the stated eligibility standards. These are:

• People wanting to apply for changes to their share certificate name must hold Indian citizenship.
• Any person who has reached the age of 18 is eligible to make changes.
• Applicants must provide the share certificate form showing their present name.
• Personal reasons for sharing certificate name alteration include marriage and divorce correction of errors and decision to change the name through choice.
• The process of editing share certificates requires changes or corrections when an incorrect spouse name appears in the document.
• A divorced woman has the option to return to her original name after ending her marriage.
• The purpose of this application is to fix minor typing errors found on share certificates.

Documents Required For Name Change In Share Certificate In India

A successful name change in share certificate in india requires you to present these three documents.

1. Request Letter

A typed document needs to be sent through mail to the Registrar and Share Transfer Agent (RTA) or Depository Participant (DP).

The document must include statements regarding the original name and new name and their cause for alteration.

2. Name Change Affidavit

A notarized affidavit containing the essential information about name change needs to be submitted.

• Old Name
• New Name
• Reason for the Name Change
• Applicant’s Personal Details

3. Address Proof (Self-Attested & Notarized)

Any government-issued ID with a verified address includes a self-attested copy, such as these examples:

• Aadhaar Card
• Voter ID
• Passport
• Utility Bill (Electricity/Water Bill)

4. Identity Proof

A notarized and self-attested copy of the PAN Card serves as one of the necessary documents.

The submission of a photocopy of your Permanent Account Number (PAN) card represents a necessary requirement because financial operations rely on this document.

5. Supporting Legal Documents (if applicable)

• Marriage Certificate (For name change after marriage)
• Final approval can be found through the Gazette Notification when it officially displays the name change
• The Divorce Decree serves to allow name reversion to the original birth name after terminating a marriage.

6. Original Share Certificate

• You need to present the original share certificate along with your application submission.
• Verification of all provided documents will allow the authority to modify your name in official records.

How To Obtain Gazette Notification?

1. Write an Affidavit using Rs. 50/- worth of Stamp Paper while a Local Notary Public of the State must notarize it to describe the purpose of name alteration.
2. Display notices for name modification in two different newspapers, one in English and the other in a vernacular language. 
3. Take your Self-attested PAN Card and Address Proof and 2 Passport to the Department of Publication in your state.
4. The Department conducts printing operations that lead to the public appearance of your name modification in the Gazette documentation. The costs for Gazette notification differ between individual states throughout the nation. (Approx Rs. 1000/-)

The Company/RTA will accept physical share certificates after the name change and ask for additional documents according to their procedures.

What Is A Gazette Notification?

The Government of India maintains a system through which new rules, regulations, and legal notifications appear in the official Gazette Notification documents. An official document called Gazette Notification acts as legal verification of all official adjustments, starting with name modifications.

Gazette Notification For Share Certificate Name Change

A Gazette Notification stands essential for updating your share certificate name since it functions as mandatory proof of record. An authorized Gazette publication grants legal authorization to your name change. Once published, the document becomes authorized for use to request name alterations on share certificates alongside other official documents.

Acceptance And Validity Of Gazette Notification

Gazette Notification serves as a recognized document adopted by all sectors of society.

• Government offices
• Private organizations
• Educational institutions (schools, colleges, universities)
• Financial institutions and banks

The legal authority of Gazette Notifications as official government records makes them widely accepted to update names in different documentation.

Why Choose Your Doorstep For A Name Change In Share Certificate In India?

YourDoorStep delivers a smooth and cheap yet dependable name change process for sharing certificates with its clients. The entire name change process becomes simple because our experts work to handle all necessary legal steps and paperwork expertly.

1. Simple And Easy Booking Process

Getting our service is effortless. You can:

• We need to know your required service, and then we will take care of everything on your behalf.
• The professional team at our firm will start working on your name change process after receiving your preliminary information.

2. Fast And Reliable Service

You will experience faster service with higher reliability from our provider than from others in the market. Our satisfied customers have confirmed this truth about our services. We complete name change processes speedily through professional assistance that avoids all unnecessary waiting periods.

3. Affordable Pricing

The need for making essential services such as name changes available to everyone is what we prioritize. Our service costs remain competitive while offering maximum value to clients. Our professional name change services are available to support clients both at their residences and their workplaces through affordable pricing.

4. Quick Response And Resolution

When you contact our company, we quickly match your case to that of an expert professional. Our experts are trained to:

• Recognize issues quickly.
• Provide instant solutions.
• Your assignment will receive expert guidance from the beginning until the end with ease.

How To Apply For Name Change In Share Certificate In India?

A share certificate name change follows a specific process that includes essential documentation, such as newspaper publication and gazette notification.

Name changes in share certificates need proper legal procedures, which include documentation and publication in newspapers followed by a gazette notification. A structured method for name change in share certificates appears in the following step-by-step instructions. 

Step1: Create An Affidavit 

Create a Name Change Affidavit that needs notarization by local Notaries for its completion. The affidavit must display the original name followed by the new name, together with the specified reason for renaming. Applicants need to provide their personal data, such as their full names with the previous and new versions, along with their father’s or husband’s name and residence proof. It should be signed by a notary public.

• Full name (Old and New)
• Father’s/Husband’s Name
• Full Residential Address
• Age Proof
• Notary Seal and Signature

The affidavit provides necessary legal documentation of name change, which is vital for future procedural requirements.

Step2: Newspaper Publication 

The acquisition of a notarized affidavit means you should continue by placing Name Change advertisements in two different local newspapers.

1. One newspaper in the Regional Language (Hindi or other local language)

2. One newspaper in English

• Details to Include in the Newspaper Publication:
• New Name of the Applicant
• Old Name of the Applicant
• Date of Name Change Advertisement
• Full Address of the Applicant
• Age of the Applicant
• An authorized Notary from the Affidavit attested to his signature.
• Father’s/Husband’s Name of the Applicant

Important Points To Consider

• Thoroughly check all details in the advertisement before submitting it to ensure proper accuracy.
• Any slight error in an advertisement will create difficulties throughout the procedure.
• Retain a hard copy of the newspaper publication for future reference.

Step3: Gazette Notification

A Name Change Notification must be published in the Official Gazette of India as the following step. Applicants need to send their application package to the Department of Publication together with payment by Demand Draft and needed supporting documents.

Documents Required for Gazette Notification:-

1. The official document for filing a name change affidavit at a municipal corporation requires a hard copy of a notarized name change statement.
2. A deed requiring a signature from the Indian Embassy or Indian High Commission situated in the resident country must be properly authenticated.
3. Newspaper Publication (Hard Copy)
4. A completed Name Change Form exists according to official specifications.
5. Soft Copy of Name Change Specimen in a Compact Disc (CD)
6. Employees of the Government need to file their name change documents according to MHA O.M. No. 190016/1/87-Estt issued on 12/03/1987.
7. Demand Draft (DD): ₹1100/- for adults, ₹1700/- for minors, Payable to Controller of Publications, Delhi
8. Two Passport Size Photographs (Self-attested)
9. The submitted documents must include proof of photo ID either in the form of Aadhaar, PAN, or Voter ID.
10. An official statement confirms the complete equivalency between information contained in Hard Copy documents and Soft Copy documents.
11. An envelope must contain a document that provides details about all enclosed materials through the Application/Forwarding Letter.

Step 4: The Gazette Notification Publication For Shares In Physical Form

1. Draft an official letter to the Registrar and Share Transfer Agent (RTA) requesting a change in your name. The letter should include:

• Old Name
• New Name
• Reason for Name Change

2. Notarized Name Change Affidavit. Supporting documents should be filed as proof of the name change, along with:

• Copies of Newspaper Publications
• Gazette Notification
• Identity Proof with Updated Name (Aadhaar, Passport, etc.)

3. The letter should have the Share Certificate (in original) affixed to it. 

4. All documents must be self-attested before submission. 

5. The application must be sent to the registrar by registered post/courier or to the share transfer agent. 

For Shares in Demat Form

1. Approach your Depository Participant (DP) – the bank or broker holding your demat account. 
2. A request for name alteration along with supporting documents needs to be filed:

• Name Change Affidavit
• Newspaper Publications
• Gazette Notification
• Updated ID Proof 

3. The DP shall process this request, and your name will be changed in their records.

How To Get A Duplicate Share Certificate?

To obtain a duplicate share certificate, you should follow these steps.

1. You must obtain a First Information Report (FIR) at your neighbourhood police department if your original share certificate becomes missing.
2. Keep a copy of the FIR.
3. The company needs to be notified through a written application about the disappearance of the original share certificate.
4. The duplicate share application must contain an attached FIR copy
5. To obtain duplicates, you should issue an indemnity bond worth Rs.20,0, which promises payment for duplicate share costs to the company
6. Each application requires the  board of director assessment, following which approvals or rejections will be made
7. A period of fifteen days will be designated for receiving objections from stakeholders about duplicate share certificate distribution to applicants.
8. The duplicate share certificate should be issued when no objections exist.

Cost For Name Change In Share Certificate

Recovering the costs involved with share certificate name modifications depends on multiple factors, including corporate policies and location, marriage or divorce-related requirements, and decision-based adjustments. The process of name change in share certificate in india requires payments according to company policies, which affect both jurisdiction rules and legally permissible reasons for modification.

Costs Involved

1. When using a company registrar for processing fees, you can spend anywhere between minimal fees and a few thousand rupees or dollars.
2. A few locations need stamp duty payment before executing a name transformation.
3. The costs will increase when consulting legal professionals since lawyers will charge additional fees.
4. The fees for notary services play a role during instances when affidavits and legal declarations need to be prepared.

Benefits Of Name Change In Share Certificate

• Through Share certificates, the company maintains complete track of actual shareholders and performs dividend payments using these documents.
• The dividend entitlement functions as an important tool for planning finances effectively.
• Share certificates work as evidence of ownership of specific company share values on a designated date.

What Do I Do If I Lost My Original Share Certificate?

The lawful ownership of your stock and associated rights as a shareholder remains intact after losing your share certificate. Rapid steps should be taken to stop any unauthorized transfer of stock.

Steps to Take:

1. Contact the transfer agent of the company to get a “stop transfer” order preventing unauthorized changes to share ownership. As part of the process, your stockbroker will help you make these arrangements.
2. The document should include an Affidavit that declares under sworn statements the details of how your certificate was lost, destroyed or stolen.
3. The company should acquire an indemnity bond to insure itself from potential financial risks if the missing certificate becomes discovered.
4. Before anyone presents the lost certificate, you must file an application to obtain a new share certificate.

Holding a new share certificate depends on following these specific procedures to protect your ownership rights while receiving your replacement certificate.

How Long Does It Take To Issue A Share Certificate?

Obligations regarding share certificate issuance for Indian companies come from both the Securities Exchange Board of India (SEBI) and the Companies Act, 2013. 

The duration required to provide share certificates depends primarily on the configuration of the transaction.

1. Issuance of Share Certificates After Incorporation

A company needs to provide share certificates to its shareholders during the two months following incorporation. All initial investors can successfully access evidence showing their company ownership via share certificates within a reasonable timeframe.

2. Issuance of Share Certificates Upon Allotment of Shares

A company needs to distribute share certificates to new and current shareholders no more than two months following the date of share allotment. The requirement exists for both rights issues and private placements regarding share certificate issuance.

3. Issuance of Share Certificates Upon Transfer of Shares

The company is responsible for giving a new share certificate to transferee recipients if they receive their fully executed transfer instruments within thirty days. A proper owner transition process is accomplished through this fast ownership transfer system.

4. Consequences Of Delay In Issuing Share Certificates

The issuance of share certificates after the stipulated deadline can force companies to refund application money back to their investors. Blacklisting through regulatory authorities exists as one consequence of non-compliance with these regulations.

Companies maintain shareholder rights protection in the corporate governance framework through strict adherence to established time periods.

Also Read,

• How To Change Name On Birth Certificate – Complete Guide
• Easy Guide Gazette Name Change In India – YourDoorstep
• Arya Samaj Marriage In Delhi – Arya Samaj Marriage Procedure
• How to Complete Birth Certificate Correction Online Process?

Conclusion

The process of changing the name in a share certificate is complex. However, it is important that you do it. Your certificate of shares should match all other documents. This will ensure that you do not encounter any inconveniences when you decide to sell the shares or withdraw money from them later on. If you have any difficulties regarding changing the name in the share certificate or even changing the name in the gazette notification, do not hesitate to reach out to our team. We will assist you, whether it is the change of name in the share certificate or change of name in the gazette notification, so you will always be covered.

Faqs:-

1. What Is A Name Change Certificate In India?

One must publish the Gazette of India notification before applying for a name change deed. The name change deed functions as a legalized document that proves name alteration by displaying previous and updated names. 

2 Is An Affidavit Valid Without A Notary?

The Code of Civil Procedure, 1908 limits the notarization of Affidavits to Notary positions while prohibiting additional attestation from Chartered Accountants or Company Secretary or Cost Accountants.

3. Which Papers Need Submission For Altering A Name On A Share Certificate?

The listed documentation appears in great detail throughout the preceding information. Our customer support agents will answer your additional questions about the procedure or direct you through the necessary steps.

4. What Would Be The Requirement Of An Affidavit During A Share Certificate Name Change Process?

The law calls for the use of an affidavit because it establishes name change evidence through a document that provides both names before and after alteration and personal information.

5. Do PAN and Aadhar Cards Update Themselves With Newly Acquired Names?

No! Successful Gazette registration allows you to proceed with independent applications for name modifications in PAN card, Aadhaar card, passport, bank accounts, and other legal documents.