Frequently Asked Questions (FAQ)

for investors relating to Share Transfer Activities :-

Change in address

Q. 1. : How can I change my registered address in company's record ?
Q. 2. : Can Joint holders request for change in address ?
Q. 3. : Can there be multiple addresses for a single folio ?
Q. 4. : How can I change my registered address, in case I have my shares in dematerialized form ?
Change in bank details
Q. 1. : How can I change my bank details?
Q. 2. : What are the benefits of providing the bank details?
Q. 3. : How can I change my bank details, in case I have shares in dematerialized form?
Q. 4. : How can I get  my payment directly in my accounts although I can not avail ECS facility?
Electronic Clearing System-ECS
Q.  1. : What is Electronic Clearing Services (ECS)?
Q.  2. : How can I avail the Electronic Clearing Service (ECS) Facility?
Q. 3. : Is the ECS facility available across the country?
Q. 4. : What are the benefits of availing ECS facility?
Transfer of Shares
Q. 1. : How do I get registered physical shares? How long will it take?
Q. 2. : How do I get registered shares in my children/relatives name as gift? Does it involve stamp duty?
Q. 3. : Where should I send for transfer? Can I hand it over at your branch office?
Q. 4. : What is stamp duty on shares? Where do I get these stamps?
Q. 5. : How do I check the Transfer Deed before lodging it to the Company?
Q. 6. : How do I add one more joint holder name?
Q. 7. : How do I register the physical shares in my name, since I have old transfer deed?
Dematerialization of Shares
Q. 1. : What is Demat and what are its benefits?
Q. 2. : How does the Depository System operate?
Q. 3. : How do I demat my shares?
Q. 4. : Once my shares are demated, can I ever get them converted into physical shares?
Q. 5. : What are the charges to be paid to demat one's physical shares? Will it be paid by the company or do I have to pay for it?
Q. 6. : I have purchased some shares in paper form. Can I directly give the share certificate(s) to my Depository Participant for demating them in my favour?
Q. 7. : Is it a fact that the shares are to be traded compulsorily in Demat Form? Do I have the option of  holding them in physical form?
Q. 8. : How do I get my dividends on demated shares? Will I get the Annual Report after I demat my shares and would I be able to attend the AGM?
Q. 9. : What are the chances of any fraud/disputes in using a demat account? Whom should I approach in such cases?
Q.10.: Can I pledge my shares in demat form for the purpose of availing any funding/loan arrangement with my bankers?
Transmission of Shares
Q. 1. : How do the surviving joint shareholders get the shares in their names, in event of death of one shareholder?
Q. 2. : How can legal heir/s get the shares transmitted in their names, in case of sole shareholder dies without leaving a will?
Q. 3. : How can legal heir/s get the shares transmitted in their names, in case of deceased shareholder dies after leaving a will?
Q. 4. : In case all holders die, how do I get the shares transmitted in the name of legal heir/s?
Q. 5. : Despite of producing the attested/registered will, getting probate is very time consuming and costly, can it be avoided?
Q. 6. : The joint holder was included for convenience by first holder and legal heir too. How do I transfer the shares in my name as per will/probate?
Nomination with respect to Shareholding
Q. 1. : How do I make a nomination with regard to my shareholding?
Q. 2. : Is it required to send my share certificates along with the nomination form?
Q. 3. : Are joint holder/s nominees to the shares?
Q. 4. : Can a nomination once made be changed?
Q. 5. : What is the legal position of the nominee in case of death of shareholders?
Q. 6. : What  the nominee has to do to get the shares in his name?
Q. 7. : Can nominee sell the shares without registering his favour?
Q. 8. : Where do I send my nomination form in case I have  shares in demat form?
Dividend
Q. 1. : What should I do, in case of non-receipt of my dividend?
Q. 2. : How can I get my duplicate dividend warrant?
Q. 3. : Can I claim my old dividend relating to past years?
Q. 4. : Whom should I approach if dividend pertains to a period before 7 years?
Q. 5. : How Can I protect fraudulent encashment of my dividend warrants?
Issue of Duplicate Share certificate
Q. 1. : How do I get duplicate share certificates in case, I have lost / misplaced  my share certificates?
Q. 2. : How do I proceed further to obtain duplicate share certificates, in case, I have lost these with transfer deeds duly filled in?
Q. 3. : Should I report in case I found the original share certificates after reporting for loss of share certificates ? 
Consolidation/Splitting of shares
Q. 1. : To  spilt/Consolidate my share certificates, what is the procedure that I should follow?
Q. 2. : Can I consolidate multiple folios into one folio?
Transposition (Changing Order of the names of the shareholders)
Q. 1. : How can I change the order of shareholders' name?

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Change of Address

Q 1. : How can I change my registered address in Company’s record ?

If the shares are held in physical form, kindly send a request letter duly signed by the first shareholder (first named shareholder in case of joint-holders) mentioning folio no. and  the new address along with the Pin Code.

In case the shares are held in electronic form (dematerialized form), please contact your Depository Participant (DP) for making any change in your record.

Q 2. : Can Joint Holders request for change in address?

 No. The request letter requires the signature of the first holder only.

 Q 3. : Can there be multiple addresses for a single folio?

 No. Only one address can be registered for a single folio.

 Q 4. : How can I change my address, in case I have my shares in dematerialized form?

Since, your Depository Participant (DP) is maintaining Demat account, you have to be in touch with your DP for any changes in your information like Address, Bank Details, ECS Mandate, PAN No & status.

Your Depository Participant will then pass on this information to us as & when any action like dispatch of Annual Accounts or payment of dividend etc., is due to be taken by the company.

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Change in Bank Details

Q 1. : How Can I change my bank details?

If the shares held are in physical form, kindly send a request letter duly signed by the first shareholder along with the bank details of first holder only mentioning folio no. After due verification of signature of holder, the necessary changes will be recorded in the company record.

In case shares are held in electronic form, Please contact your DP for change of the same.

Q 2. : What are the benefits of providing bank details?

Bank Details provided by shareholders are used for taking the safeguard from stolen /  fraudulent encashment  by printing these on the cheque portion of the warrant issued to an investor.

Q 3. : How can I change my bank details, in case I have shares in dematerialized form?

Depository Participant (DP) maintains the bank details of electronic holder.  Kindly be in touch with your DP for any updation.

Q 4. : How Can I get my payment directly in my bank accounts although I can not avail ECS facility?

Payment distribution mode is either through cheque/Demand Draft/ECS. In case of non ECS holders payments will be made by the way of chqeue or Demand Draft only. In case you are holding shares in physical form you can give your mandate i.e. Account no, Bank name , Branch name, address on a request letter. We will send your dividend directly to your Bank under intimation to you. In case you are holding shares in Electronic mode, you can send and get registered such details with your DP.

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Electronic Clearing System-ECS

Q 1. : What is Electronic Clearing Service (ECS)?

Under this system, you can receive your dividend electronically by way of direct credit to your bank account. This avoids a lot of hassles like loss/fraudulent interception of dividend warrants during postal transit. This also expedites payment through credit to your account compared to dividend warrants in physical form. We strongly recommend that if you have not already opted for Electronic Clearing Service, you may please do so now.

Q 2. : How can I avail of the Electronic Clearing Service (ECS) facility?

In case you are holding shares in physical form, you should submit the ECS form duly completed along with a photocopy of a leaf of your cancelled cheque as advised in the Form and we shall take due note of the same in our records. As a result, all subsequent dividends will be paid to you through direct credit to your bank account.

However, if the shares are in demat, please get in touch with your DP.

Q 3.: Is the ECS facility available across the country?

No. The Reserve Bank of India (RBI) has enabled ECS facility at select cities only. This facility is being provided by most of the companies to the investor based in cities viz., Ahmedabad, Bangalore, Bhubaneswar, Chandigarh, Chennai, Coimbatore, Delhi, Guwahati, Hyderabad, Jaipur, Kanpur, Kolkata, Lucknow, Ludhiana, Mumbai, Nagpur, Patna, Pune, Surat, Trivendram and Vadodara

Q 4.: What are the benefits of availing ECS facility?

This avoids a lot of hassles like loss/fraudulent encashment of dividend warrant during postal transit. Payment is directly coming to your account through Banking Channels. So, there will be no wait for receipt of dividend warrants and depositing into your bank.

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Transfer of shares

Q 1.: How do I get registered physical shares ? How long will it take?

You will have to send the share certificates along with Transfer Deed, (available with Stock Exchange/Share Brokers) duly filled in, executed and affixed with share transfer stamps at 0.25% of the market value of the shares on the date of execution of the transfer deed.

The shares, along with Transfer Deed will have to be sent to us at the following address:-

 BEETAL Financial & Computer Services (Pvt) Limited
Beetal House, 3rd Floor, 99, Madangir,
Behind Local Shopping Centre,
Near Dada Harsukhdas Mandir, New Delhi-110 062

Normally, it takes 15 days in processing for the transfer of shares, registered in your name, and subsequently the same will be dispatched to you.

Q 2.: How do I get registered shares in my children/relatives name as gift ? Does it involve stamp duty?

The procedure of registration of shares gifted is the same as the procedure for a normal transfer. The stamp duty is also applicable in case of gifted shares, and the duty is at 0.25% of the market value prevailing on the date of execution of the transfer deed by the transferee.

Q 3.: Where should I send the shares for transfer? Can I hand it over at your Branch Office?

Registration of Share Transfer is carried out only at our office at Beetal House, 3rd Floor, 99, Madangir, Behind Local Shopping Centre, Near Dada Harsukhdas Mandir, New Delhi-110 062. You may lodge the documents through post/reputed courier to our office in New Delhi.

Q 4.: What is the stamp duty on shares? Where do I get these stamps?

The stamp duty applicable on share transfer is at 0.25% on the market value on the date of execution of the transfer deed. Share Transfer Stamps can be obtained from the authorized stamp vendors/post office. 

Q 5.: How do I check the Transfer Deed before lodging it to the company?

Please fill in all the columns of the transfer deed, sign as transferee at appropriate places and affix share transfer stamps @ 0.25% of the market value on the date of execution of the transfer deed. Please ensure that the transfer deed is duly filled in and executed as explained, to avoid any discrepancy/objection on lodgement.

Q 6.: How do I add one more joint-holder name?

You have to execute a transfer deed, duly stamped and submit the same to us for transfer. Please note that such addition of name amounts to change in ownership of shares and the procedure for transfer has to be followed.

Q 7.: How do I register the physical shares in my name, since I have old Transfer Deed?

A transfer deed is valid for a period of one year from the presentation date indicated in the stamp affixed by the Registrar of Companies on the upper portion of the deed or the closure date of Register of Members immediately after the presentation date, whichever is later. Please check whether your transfer deed is still valid. If so, submit the transfer deed duly executed and stamped along with share certificates to us for transfer in your favour.

If the validity period of the transfer deed has expired, you will have to approach the Registrar of Companies (ROC) for extending the validity of the transfer deed. Alternatively, you may approach the registered holder/seller whose signatures are appearing on the transfer deed as seller to execute fresh transfer deeds. Thereafter you may submit the fresh/revalidated transfer deed to us for transfer. Revalidation of transfer deed (s) is not applicable in case of entities which are not under the purview of Registrar of companies.

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Dematerialization of shares

 Q 1.: What is Demat and what are its benefits?

Dematerialization (Demat) signifies conversion of a share certificate from physical form to electronic form for the same number of holding. It facilitates in elimination of   voluminous and cumbersome paper work involved in the scrip based system. It offers paperless transactions and transfers are processed electronically without involving any share certificate or transfer deed.

Demat attempts to avoid the time consuming and complex process of getting shares transferred in the name of buyers as well as its inherent problems of bad deliveries, delay in processing/fraudulent interception in postal transit, etc. Dematerialization of shares is optional and an investor can still hold shares in physical form. However, he/she has to demat the shares if he/she wishes to sell the same through the Stock Exchanges. Similarly, if an investor purchases shares, he/she will get delivery of the shares in demat form.

The Depositories Act, 1996 has been enacted to regulate the matters related and incidental to the operation of Depositories and demat operations. Two Depositories are in operation - National Securities Depository Limited (NSDL) and Central Depository Services Limited (CDSL).

Q 2.: How does the Depository System operate?

The operations in the Depository System involve the participation of a Depository, Depository Participants ,Company/Registrars and Investors. The company is also called the Issuer Company.

A Depository (NSDL and CDSL) is an organization like a Bank, where the securities of an investor are held in electronic form, through Depository participants.

A Depository Participant is the agent of the Depository and is the medium through which the shares are held in the electronic form. They are also the representatives of the investor, providing the link between the investor and the company through the Depository.

To draw analogy, the Depository holds securities in accounts for its clients. A Depository transfers securities between accounts.

The transfer of securities happens without the actual handling of securities. The Depositories are accountable for safe keeping of securities respectively.

Q 3.: How do I demat my shares?

First, you must have an account with a Depository Participant (DP) or else you will have to open the account with DP and get a unique Client ID number. For dematerialization, you have to approach the DP’s office and ask for Dematerialization Request Form (DRF). You  have to fill up this Form (DRF) and surrender the physical shares with DRF duly filled in with  DP. The DP upon receipt of the shares  and the DRF, will send an electronic request to the Company / Registrars through the Depository for  confirmation of demat. Each request will bear a unique transaction number. The DP will simultaneously surrender the DRF and the shares to the Company / Registrars with a covering letter requesting to confirm the demat. The Company / Registrars after necessary verification of the documents received from  the DP and if found in order, will confirm demat to the Depository. This confirmation will be passed on from the Depository to the DP, which holds your account. After receiving this confirmation from the  Depository,  the DP will credit the account with the shares so dematerialized. The DP will hold the shares in the dematerialized form thereafter on your behalf. And you will become beneficial owner of these  dematerialized shares.

Q 4.: Once my shares are demated, can I ever get them converted into physical shares?

If you are holding shares in electronic form, you still have the option to convert your holding in physical form by submitting a Rematerialization Request Form (RRF) through your DP in the same manner as Dematerialization. Upon receipt of such request from your DP, the Company / Registrars will issue share certificate(s) for the number of share(s) so rematerialized.

 Q 5.: What are the charges to be paid for Dematerialization of physical shares? Will it be paid by the company or do I have to pay for it?

The charges for dematerialization of physical shares are to be paid to DP. Hence, you can approach your DP for the same. The demat charges have to be borne by the shareholder.

Q 6.: I have purchased some shares in paper form. Can I directly give the share certificate(s) to my Depository Participant for demating them in my favour?

First of all, you have to necessarily lodge the share certificates with a duly executed transfer deed for registration of shares in your favour  which can be subsequently dematerialized.

 Q 7.: Is it a fact that the shares are to be traded compulsorily in Demat Form? Do I have the option of holding them in physical form?

Yes. Most of the companies are being compulsorily traded in demat form only. You can hold shares in physical form also.

Q 8.: How do I get my dividends on demated shares? Will I get the Annual Report after I demat my shares and would I be able to attend the AGM?

The Depositories (NSDL/CDSL) will provide the beneficiaries positions (Benpos) as on the Record date to the company  / registrar. On the basis of Benpos, the concerned company will issue dividend warrants in favour of the holders (in electronic form). The rights of the shareholders holding shares in demat form are at par with the holders in physical form. Hence, you will be eligible to get the Annual Report and will have the right to attend the AGM as a  shareholder.

Q 9.: What are the chances of any fraud/disputes in using a demat account? Whom should I approach in such cases?

Common risk factors applicable to trading in physical shares like mismatch in signatures, loss in postal transit, etc., are absent since the demated shares are traded scrip less. However, in the unlikely event of any other dispute, the concerned Stock Exchange and/or Depository Custodian viz. NSDL/CSDL or SEBI would have to be approached for resolving such issues.

Q 10.: Can I pledge my shares in demat form for the purpose of availing any funding / loan arrangement with my bankers?

 Yes. You will have to contact your DP for this.

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Transmission of shares

Q 1.: How do the surviving joint shareholders get the shares in their names, in event of death of one shareholder? 

The surviving shareholders will have to submit a request letter supported by an attested copy of the Death Certificate of the deceased shareholder and the relevant share certificates.

On receipt of the said documents, the company will delete the name of deceased shareholder from its records and return the share certificates to the applicant / registered holder with necessary endorsement.

Q 2.: How can legal heir/s get the shares transmitted in their names, in case of sole shareholders dies without leaving a will?

The legal heirs should obtain a Succession Certificate or Letter of Administration with respect to the shares and a true copy of the same, duly attested by the Court Officer, or Notary should be sent to the company along with a request letter, transmission form, and all the share certificates in original, for transmission in their favour.

Q 3.: How can legal heir/s get the shares transmitted in their names, in case of deceased shareholder dies after leaving a will?

The legal heirs will have to get the will probated by the High Court/District Court of competent jurisdiction and then send a copy of the probated copy of the will, along with relevant schedule/annexure setting out the details of the shares, the relevant share certificates in original and transmission form for transmission.

Q 4.: In case all holders dies, how do I get the shares transmitted in the name of legal heir/s?

You have to obtain a Succession Certificate/Letter of Administration of the last deceased joint holder in your favour and follow the procedure for transmission of shares.

 Q 5.: Despite producing the attested/registered will, getting probate is very time consuming and costly, can it be avoided?

You will appreciate that in order to ascertain that the will in question is the last will and statement made by the deceased, it is important that the same is authenticated/probated by the Court. This is to protect the interest of the investors at large and to obviate any future claims/disputes on the same.

Q 6.: The joint holder was included for convenience by the first holder and legal heir too. How do I transfer the shares in my name as per will/probate?

As per law, the joint holder is deemed to be having indivisible ownership of the joint property and the company cannot ascertain as to how or why the name was included. As per the Articles of Association of the company, the surviving joint holders are the only persons recognized as having title to the shares.

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Nomination with respect to shareholding

 Q 1.: How do I make a nomination with regard to my shareholding?

You have to submit a nomination form duly filled (in duplicate) and signed. If you are holding shares along with other holders, then, all the holders will have to sign the nomination form.

After the form is received by the company, and if found in order, a registration number will be allotted to the nomination. A duplicate copy of the nomination form received from you will then be returned back to you with an endorsement indicating the registration number and date.

Nomination can be made only in respect of shares held in physical form. In case of demated shares, your nomination has to be recorded with your Depository Participant.

Only one nomination can be made for each folio. Folios having different order or combination of names of shareholders will require separate nominations.

 Q 2.: Is it required to send my share certificates along with the nomination form?

 No.

Q 3.: Are the joint holder/s nominees to the shares?

 Joint holders are not nominees. They are joint holders of the relevant shares having joint rights on the same. In the unfortunate event of death of any one of the joint holders, the surviving joint holder/s of the shares is/are the only person/persons recognized by the company as the holders of the shares.

 Q 4.: Can a nomination once made be changed?

Nomination once made can be revoked by a shareholder by giving a fresh nomination. If one of the joint-holders dies, the remaining joint holder/s can make a fresh nomination by revoking existing nomination.

Q 5.: What is the legal position of the nominee in case of death of the shareholders?

Upon the death of a shareholder, the Nominee, to the exclusion of any other legal heir / beneficiary, is the only person in whom the shares vest. In other words, in case of a valid nomination, the company will not entertain any claim from legal heirs or beneficiaries and the shares will be transmitted only in favour of the Nominee.

In case if the nomination is made by joint-holders, the nomination will come into play only upon the death of all the joint holders. Therefore if one of the joint shareholders dies, the shares will devolve on the surviving shareholders to the exclusion of the Nominee. In this case the surviving shareholders may make a fresh nomination if they so desire.

Q 6.: What the nominee has to do to get the shares in his name?

Upon death of a shareholder, the nominee is entitled to have the shares transmitted in his favour. He/She will have to give a notice in writing to this effect along with the share certificate(s) of the deceased shareholders. Alternatively, the nominee can transfer the shares held by the deceased shareholder, to a third party.

If a nominee opts for registration of shares in his name, he is required to produce proof of identity, e.g., copy of passport, driving license, voter's identity card or such other proof to the satisfaction of the company. The nominee should also submit his specimen signature duly attested along with a request for transfer.

Upon scrutiny of the documents submitted by the nominee, shares will be transmitted in his favour and share certificates returned to him duly endorsed.

Q 7.: Can the nominee sell the shares without registration in his favour?

Yes, a nominee can sell the shares to a third party, without registration of shares in his favour. However, the usual procedure for transfer of shares will have to be followed.

Q 8.: Where do I send my nomination form in case I have shares in Demat form?

For making a nomination with respect to demated shares, you will have to approach your DP. In the account opening form provided by the Depository Participants there is a provision for providing the name of the nominee. Please consult your Depository Participant for further details.

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Dividend

 Q 1.: What should I do, in case of non-receipt of my dividend?

You may write to us quoting the name of the company furnishing the particulars of the dividend not received and also quoting your Folio Number/DPID  & Client ID particulars (in case of demated shares). We will verify the records and provide you with the status.

Q 2.: How can I get my duplicate dividend warrant?

 If the dividend warrant is still shown as unpaid in the Bank Statement, we shall issue a duplicate warrant to you expeditiously, on providing an indemnity bond.

 Q 3.: Can I claim my old dividend relating to past years?

 As per the present law, the dividends issued prior to the year 1995, if found unpaid / unclaimed, such amounts are required to be transferred to the Central Government. Unpaid / unclaimed dividends issued subsequent to the year 1995 and if such dividends are more than 7 years old, such dividends cannot be claimed. If you have not received any of these dividends, you may please write to us with relevant particulars like folio number, concerned dividend, etc., and we shall clarify the status and arrange to pay the dividend if it remains unpaid as per the records.

 Q 4.: Whom should I approach if dividend pertains to a period before 7 years?

You may make an application to the concerned Registrar of Companies, in Form No. II. However, please note that the unpaid / unclaimed dividend amounts if transferred to the Investor Education and Protection fund established under the Companies Act, 1956 and as per the applicable law, no refund can be claimed by the shareholders on such dividends.

Q 5.: How can I protect fraudulent encashment of my dividend warrants?

Currently the bank account particulars are being overprinted on the dividend warrants wherever available and in the absence of the same, complete address is printed to avoid possible fraudulent encashment. So, it is advisable to have bank details in the company record for every investor.  In case you have not provided your bank account details in the past or wish to change, please forward a communication as stated below.

a) If you are holding shares in physical form, please quote the name of the company and give your folio number, details of Bank name and branch address  and account number to us and we shall incorporate the same in all your future dividend warrants.

b) If you are holding the shares in demat form, such details will have to be given to your Depository Participant with whom you have a demat account. Your Depository Participant  will pass on this information to the company through the Depositories NSDL/CDSL. This procedure is in accordance with depository regulations.

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Issue of Duplicate Share Certificate

Q 1.: How do I get duplicate share certificates in case, I have  lost / misplaced my share certificates. 

Please inform us immediately about loss of share certificates quoting the name of the company, your folio number and details of share certificates, if available. We shall immediately mark a caution on your folio to prevent any further transfer of shares covered by the lost share certificates. Simultaneously, you will have to lodge a complaint with the police  regarding loss of share certificates and also furnish an acknowledged copy of the police complaint (FIR).

Upon receipt of all the above, we shall advise you further formalities to be completed for issue of duplicate certificates. However please note that if the lost share certificates are lodged with the company together with a valid transfer deed by a third party for transfer, the case will be dealt with on the basis of relevant facts and we shall advise further course of action at that time.

Q 2.: How do I proceed further to obtain duplicate share certificates, in case, I have lost these with transfer deeds duly filled in?

You have to follow the procedure described in the preceding answer.

Q 3.:Should I report in case I found the original share certificates after reporting for loss of share certificates.

Yes. Please surrender the original share certificate to us immediately, if the duplicate share certificates have been issued. However, if the original share certificates are found before you comply with the procedure for obtaining duplicate share certificate, please inform us immediately so that we can remove the caution marked against such share certificates.

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Consolidation/Splitting  of shares

Q 1:  To split/consolidate my share certificates, what is the procedure that I should follow?

 Please forward your share certificates along with a request letter signed by all the registered shareholder/s and we shall split/consolidate the share certificates as may be required by you.

 Q 2.: Can I consolidate multiple folios into one folio?

Yes. Please forward the share certificate (s) relating to those folios which you wish to merge and we shall consolidate your folios and return the share certificates by endorsing the consolidated folio number.

You may please note that the folios to be consolidated should be in the identical name and in the same order of identical names (in case of joint-holding) and bear the same address.

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Transposition (Changing order of the names of the shareholders)

Q 1.: How can I change the order of shareholder name?

Please forward your share certificates along with a request letter duly signed by all the joint-holders as per the specimen signatures recorded.

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