R & T Operations

  • Forms & Procedures
  • FAQ & Queries

Forms & Procedures

The Company is amongst the top 3 Corporate R&T Agents in India and has the Clientele base Exceeds 400 Corporates and includes MNC’s, MF’s and Bluechip Corporates. Using a consultancy BSS is a low cost solution to business planning and competitiveness. Unbiased professional advice can offer immediate, affordable and vital assistance to help grow a business profitably and sustainable of our clients.

 

Instruction For Issue Of Duplicate Share Certificate

1. It must be executed on Rs.100/- non-judicial stamp paper / franked for the equivalent amount/ affix special adhesive stamps of Rs.100/-. (For Companies whose registered office is situated in Maharashtra)
2. For Companies outside Maharashtra, affidavit must be executed on Rs.100/- non-judicial stamp paper/ franked for the equivalent amount/ affix special adhesive stamps of Rs.100/-.
3. Kindly mention the name and registered office of the Company whose shares have been lost.
4. It must be duly completed in all respects i.e. Name of all holders, address, folio number, certificate number, distinctive number and number of shares lost.
5. Affidavit must be signed by all the shareholders registered under the folio.
6. The signature(s) of the holder(s) on the affidavit must be affirmed before the Notary Public/ Magistrate.
7. Date of execution and attestation should be present on the document.

     

1. It must be executed on Rs.500/- non-judicial stamp paper / franked for the equivalent amount/ affix special adhesive stamps of Rs.500/-. (For Companies whose registered office is situated in Maharashtra)
2. For Companies outside Maharashtra, indemnity must be executed on Rs.200/- non-judicial stamp paper/ franked for the equivalent amount/ affix special adhesive stamps of Rs.200/-.
3. Kindly mention the details of shares lost in the relevant columns and space provided.
4. Name of Company whose shares have been lost should be mentioned.
5. Name, full address and signature(s) of two witnesses must be present on the document.
6. The signature(s) of the holder(s) / witnesses on the indemnity must be affirmed before the Notary Public/ Magistrate.
7. Date of execution and attestation should be present on the document.
8. Photograph of applicant

     

1. Advertisement must be published in English newspaper circulating at a place where the registered office of the Company is situated.
2. Name and registered office address of Company of which shares have been lost must be present at relevant places.
3. Complete details of shares lost i.e. Folio number, certificate numbers, distinctive numbers and number of shares lost is a mandatory requirement. In case you do not have the details, kindly write to us in this regards.
4. Name of all the registered holders under the folio must be published in the advertisement.
5. Advertisement must be as per our prescribed format only.

     

1. In case, any of the holder is deceased, kindly furnish us with the notary attested copy of his/her death certificate.
2. In case of name change due to marriage, kindly furnish the notary attested copy of Marriage Certificate/ Government Gazette.
3. Bank attested signature(s) of all the registered holder(s) is/are required. Name and address of bank, name and designation of bank official attesting the signature(s), savings account number, name of holder and status of account must be present on the bank letter.

     


4. Kindly submit the self attested copy of pan card / voter identity card of all holders.
5. Notorised copy of FIR filed with local police for loss of shares mentioning the distinctive number of share certificates lost and company name.
6. Proof of address such as electricity bill/ telephone bill is required. It should not be more than 3 months old.
7. In case of Partnership Firm, notarised copy of Partnership deed must be submitted.
8. In case of a listed Company, certified true copy of Memorandum & Articles of Association, Certificate of Incorporation and Board Resolution accompanied with the name and signatures of the authorised signatories are required. If there is change in address of Company, Form INC-22/ Form 18 should be submitted.

Bank Of India shareholders need to follow the enclosed process for requesting for duplicate share certificate

     

Bank Of India shareholders need to follow the enclosed process for requesting for Duplicate cum Transmission share certificate

     

In order to get the procedure for Duplicate Shares issuance for Sunflag Steel Ltd., Please email on investor@sungflagsteel.com or call 07122524661 and ask for Share Department.

Instruction For Transfer Share Certificate

To transfer the shares you have to follow the transfer procedure, you have to execute a transfer deed along with following documents. Transfer deed should be affixed with share transfer stamps @ 0.25% as per the market rate or consideration, whichever is higher.

1) Transfer form duly filled and signed with the required share transfer stamp affixed on it. (Form SH 4 available in our website)
2) Self attested copies of both of your PAN Cards. (Seller and buyer– irrespective of relation and money transaction for buy & sell of shares)
3) Seller signature must be attested by the manager of a nationalized bank under his / her official stamp indicating thereon his/her name, authorization code number, telephone number and also account number with the bank. (Format available in our website) - Cancelled cheque of the particular account in original also be attached
4) Original share certificates
5) Self-attested copy of Telephone Bill or Electricity bill of your address irrespective of name of the consumer (not older than 3 months).

Stamp duty to be calculated as under ( 25 paise per Rs 100/-)
For Example: Highest Market rate on 02/11/17 is Rs. 175/- X 500 shares = 87,500/- Hence the stamp duty is not more than Rs. 225/-
PLEASE NOTE THAT THE HIGHEST MARKET RATE TO BE TAKEN ON THE DATE OF EXECUTION OF THE TRANSFER DEED.

     

IEPF Claim Procedure

1. Download the form IEPF-5 from the website of IEPF http://www.iepf.gov.in/IEPFA/refund.html for filing the claim for refund. Read the instructions provided on the website/instruction kit along with the e-form carefully before filling the form.
2. After filling the form save it on your computer and submit the duly filled form by following the instructions given in the upload link on the website. On successful uploading an acknowledgement will be generated indicating the SRN. Please note the SRN for future tracking of the form.
3. Take a printout of the duly filled IEPF-5 and the acknowledgement issued after uploading the form.
4. Submit indemnity bond in original, copy of acknowledgement and self-attested copy of e-form along with the other documents as mentioned in the Form IEPF-5 to Nodal Officer (IEPF) of the company at its registered office in an envelope marked "Claim for refund from IEPF Authority".
5. Claim forms completed in all aspects will be verified by the concerned company and on the basis of company's verification report, refund will be released by the IEPF Authority in favor of claimants' Aadhaar linked bank account through electronic transfer.

     E-Form-5 :      E-Form-5 with Instruction kit :

Duplicate Dividend Warrant Issuance

In case an investor hasn’t received a dividend warrant and wants the same to be reissued he needs to provide the below form.

     

Sign Change Affidavit

In case an investor’s sign has changed. The following forms need to be submitted for sign update

     Sign Change Affidavit :
     Format for Sign Verification from Bank :

Procedure for Transmission/ Transposition/ Name Deletion/ Change of Name

For transmitting the shares in the names of the legal heir, you are requested to send us the following documents along with original shares certificates as per the criteria given below.
1. Form for transmission of shares, duly filled and signed.


2. Photocopy of the death certificate( Bank Attested/ Notarized & Translated in English/ Hindi in case of vernacular language)
3. Indemnity made on appropriate non-judicial stamp paper of Rs 500/-duly notarized.


4. Affidavit made on appropriate non -judicial stamp paper of Rs 100/-duly notarized.


5. No objection Certificate (NOC) from all legal heir who do not object to such transmission (or) copy of family settlement deed duly Notarized or attested by a Gazetted officer and executed by all the legal heir of the deceased holder.


6. Self attested copy of PAN card.
7. Self attested copy of Telephone Bill/ Electricity Bill (NOT older than 3 month ) and Voter Id
8. Signature Attestation by Bank on the Bank's Letter head
9. Self attested copy of ration card OR Legal heirship Certificate from Tehsildar Office/District officer.

For transmitting the shares in the names of the legal heir, you are requested to send us the following documents along with original shares certificates as per the criteria given below.

1. Form for transmission of shares, duly filled and signed.


2. Succession Certificate or Probate of will or Letter of administration OR Court decree
3. Self attested copy of pan card
4. Self attested copy of Telephone Bill/ Electricity Bill (NOT older than 3 month ) and Voter ID
5. Photocopy of the death certificate( Bank Attested/ Notarized & Translated in English/ Hindi in case of vernacular language)
6. Signature Attestation by Bank on the Bank's Letter head
7. Affidavit made on appropriate non-judicial stamp paper of Rs 100/-duly notarized.

Bank Of India shareholders need to follow the enclosed process for requesting for Transmission

     

Dividend Revalidation

As per the SEBI circular SEBI/HO/MIRSD/DOP1/CIR/P/2018/73 dated 20th April, 2018, all dividend payments pertaining to revalidation of dividend warrant/Non receipt of dividend warrant etc. would be executed via electronic bank transfer only (RTGS/NEFT).
We are unable to process your request because it has been observed that your bank details in which dividend amount needs to be transferred, are not updated in our record/system. Hence, you are kindly requested to provide us the below mentioned documents to do the needful.
    • Request letter for updation of bank details duly signed by the shareholder(s)
    • Original cancelled cheque bearing the name of the securities holder, OR
    • Copy of bank passbook/statement attested by the bank

Since your signature on the request letter does not match with the specimen signature available in our records, you are requested to provide us the following documents in addition to the above ones.
    • An Affidavit for signature updation with photograph of shareholder(s) duly Notarized on a non-judicial stamp paper of Rs.100/-
    • Signature attestation by Bank manager (of all holders) under his/her official stamp indicating thereon his/her name, telephone number and also the account number of the investor with the bank.

Bank Of India shareholders need to provide the enclosed letter of Undertaking for Dividend Revalidation.

     

Change of Address

For Change of Address request in our records please submit the following documents
1. Duly self-attested copy of PAN card.
2. Signature attestation by Bank manager of under his/her official stamp indicating thereon his/her name, authorization code number, telephone number and also the account number of the investor with the bank.


3. An Affidavit with photograph of shareholders duly Notarized on a non-judicial stamp paper of Rs.100/-.
4. Duly self-attested copy of Telephone Bill/Electricity Bill of your address (not older than 3 months) and self attested copy of Voter ID.
5. Request letter signed by the holder.
6. Any one document of old address proof.

Sign Change

1. Self-attested copy of PAN card.
2. Signature attestation by Bank manager of under his/her official stamp indicating thereon his/her name, authorization code number, telephone number and also the account number of the investor with the bank.
3. Self-attested copy of Telephone Bill/Electricity Bill (not older than 3 months) and Voter ID.
4. An Affidavit with photograph of shareholders duly Notarized on a non-judicial stamp paper of Rs.100/-.
5. Any one document of old address proof ( as per our record )
6. Request letter signed by all holders.

Name Change

1. Signature Attestation By Bank Manager under his/her official stamp & seal with complete Bank Address & Telephone number.
2. Document issued by Central/State Government such as Pan Card/Election Card/Gazette Certificate (anyone of them) where in mentioned your name should be attested by competent authority
2. Original Share Certificates.
3. Duly attested true copy of Marriage certificate.

Name Deletion

For Name Deletion you are requested to send us the following documents
1. Original Share Certificate.
2. Copy of Death Certificate Notarised translated in English/Hindi.
3. Enclosed Name Deletion Form duly filled-in and completed in all respect.
4. Self attested copy of Pan Card
5. Self attested copy of Telephone Bill/Electricity Bill (not older than 3 months) OR Voter ID .

DEMAT Procedure

You have to open a Demat account, then you have to submit the original share certificates and duly filled Demat Request Form to your Depository Participant where you have opened a Demat account.



Other Form's
Model Agreement Between Existing Issuer Co. Existing RTA & New RTA
NOTE:
1) Documentation list provided herein is indicative and Bigshare Services reserves the right to call for additional documents for enhanced due diligence on case to case basis.
2) Forms & Documents are subject to change without prior notice.

FAQ & Queries

Change of address

If the shares held by you are in physical form, kindly send a request letter (Format) signed by the shareholder (first named shareholder in case of joint-holders) giving the new address along with the Pin Code. Please quote your folio number without fail. In case the shares held by you are in demat,please inform the change to your DP.

No. The letter of request will require the signature of the first holder only.

No. There can be only one registered address for one folio.

Since your Depository Participant maintains your record of dematted shares, you have to inform them about any change in your address. Your Depository Participant will then pass on this information when any action like despatch of Annual Accounts or payment of dividend etc., is due to be taken by the company.

Dividend

You may please write to us quoting the name of the company furnishing the particulars of the dividend not received and also quoting your folio number/client ID particulars (in case of dematted shares).We will verify the records and provide you with the status.

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.

As per the present law, the dividends outstanding for the years earlier to 1995 if found unpaid / unclaimed,such amounts have been 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 the we shall clarify the status and arrange to pay the dividend if it remains unpaid as per the records provided they are not already transferred to the Investor protection fund.

You may please make an application to the concerned Registrar of Companies, in Form No. II. However, please note that the unpaid / unclaimed dividend amounts transferred to the Investor Education and Protection fund established under the Companies Act,1956 in the year 2002 and as per the applicable law no refund can be claimed by the shareholders or such dividends.

Currently the bank account particulars are being overprinted on the dividend warrants wherever Available and in the absense of the same, complete address is printed to avoid possible fraudulent encashment. 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 name , of your bank 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 in turn will pass on this information to the company through the Depositories NSDL/CDSL. This procedure is in accordance with depository regulations.

As per the Depository Regulations, the Company concerned is obliged to pay dividend as per the details of demat shareholders furnished by the concerned Depository Participant. The Company or their Registrars cannot make any change in such records received from the Depositories.

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.

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 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.

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

The applicant having a bank account in one of the aforesaid 64 (bank) centers will get refunds through ECS. You are requested to ensure that bank details including MICR code ( a 9 digit code which appears in the cheque leaf) maintained at the depository level are updated at your DP end The bank account details will be directly taken from the depositories' database and hence are not required to be filled in the application form for issues wholly made in dematerialized form. You shall get individual intimations about details of the bank where refund amount (if any) have been credited .These intimation shall be dispatched by the Registrars within 15 days ( in case of a Book Built issue) and 30 days (in case of Fixed price issue) from the closure of the issue. SEBI has provided for various mode of making refund to the applicants viz. Direct Credit, RTGS (Real Time Gross Settlement), ECS (Electronic Clearing Service) and NEFT (National Electronic Funds Transfer). As stated above, applicants in 64 centers where clearing houses are managed by RBI and other banks will get refunds through ECS . Applicants at other centers will continue to get refunds through Registered/Ordinary post. Applicants are advised to read the instructions given in the prospectus/ abridged prospectus/ application form carefully.

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.

Loss of 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. Upon receipt of all the above, we shall advise you further formalities to be complied with 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.

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

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.

Miscellaneous

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

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.

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

Nomination with respect to 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 dematted 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.

No.

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 recognised by the company as the holders of the shares.

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

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.

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.

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.

For making a nomination with respect to dematted 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.

Transfer of shares

You will have to send the share certificates along with the Share 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 on the date of execution of the transfer deed. The shares, along with the Share Transfer Deed will have to be sent to us at the following address, Bigshare Services Pvt. Ltd., E-2, Ansa Industrial Estate, Saki-Vihar Road, Sakinaka,Mumbai - 400 072. Normally, it takes 15 days for processing the transfer the shares are registered in your name, and the share certificates will be dispatched to you.

The procedure of registration of shares gifted is 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.

Registration of Share Transfer is carried out only at our office in Mumbai at Bigshare Services Pvt. Ltd., E-2, Ansa Industrial Estate, Saki-Vihar Road, Sakinaka,Mumbai - 400 072.However you may lodge the documents at any of our branches and obtain receipt for the same.

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 authorised stamp vendors. Your sharebroker can also help you in this regard.

Please fill in all the columns of the transfer deed, sign as transferee at appropriate places and affix share transfer stamps at 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.

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.

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 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.

Transmission of shares

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

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.

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.

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

You will appreciate that in order to ascertain that the will in question is the last will and testament 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.

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 recognised as having title to the shares.

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Bigshare Services Pvt. Ltd.
1st Floor, Bharat Tin Works Building,
Opp. Vasant Oasis,Makwana Road,
Marol, Andheri East,
Mumbai 400059,
Maharashtra.
+ 91-22-6263 8200
+91-22-6263 8299
marketing@bigshareonline.com