Guidelines: Physical Form

All queries relating to equity shares are be addressed to the Share Transfer Agent

While sending queries/grievances, investors need to quote:

• Folio number
  
• Certificate number
• Full address including PIN Code and telephone/fax no., if any.
  (Download format)

Please send valuable documents by registered post. Keep photocopies of share certificates, transfer deeds and postal registration slip/acknowledgement, etc.

Any change in signatures should be intimated to the Company with a fresh specimen signature duly attested by the banker.

Non-Resident Indian (NRI) shareholders may have to furnish RBI approvals wherever applicable. They may also give NRO/NRE bank account number with name and address of the bank to enable remittance of future dividends.

Procedures:
Transfer of Shares
Transmission of Shares
Nomination Facility
Duplicate Share Certificates
Dividend through ECS
Mandate for Dividend
Duplicate Dividend Warrants
Revalidation of Dividend Warrants
Correction of mistakes in Share Certificates/Dividend Warrants
Change of Address/Bank Details

Procedure for Transfer of Shares

• Share Certificate(s) along with the duly completed Share Transfer Form to be sent to Share Transfer Agent
  
• While sending shares for transfer following documents need to be complete:
  
  • transfer deed (check that it is not time barred)
    
  • signatures of the transferor(s), duly witnessed
    
  • signatures of the transferee(s) and their particulars
    
  • broker's stamp, registration/code number
    
  • share transfer stamps, calculated @ 0.5% of the current market price, duly cancelled
    
    In case of Power of Attorney (POA)
    
    
  • transferor to quote POA registration number as registered with the Share Transfer Agent on the transfer deed
    
  • or else, transferee to request the transferor, before approaching for transfer, to have the POA registered with the Share Transfer Agent
    
  • transferee wishing to sign the Share Transfer Form through a constituted attorney, to attach a duly notarised POA
    
    In case the purchaser has an existing folio number
    
    
  • existing folio number to be quoted on transfer deed to enable registration of new shares in the same folio number
    
  • photocopies of the securities and the transfer deed(s) sent for transfer to be retained by the transferee.
    
  • send share certificate(s) by registered post with acknowledgement due.
    
• Essential to get securities transferred in one's name to avail corporate benefits like dividends, bonus or rights from the Company
  
• In case Company returns shares under objection giving details of grounds under which the transfer could not be effected:
  
  • investor to get the errors/discrepancies corrected.
    
  • investor may need to contact the transferor, directly or through broker, for rectification/ replacement with good securities or else get a refund.
    
  • rectified/ good securities can be resubmitted to the Share Transfer Agent for effecting the transfer.
    
• The Company endeavours to return duly registered transfers as early as possible from the date of receipt, if all documents are properly executed. In respect of shares up to 500 per folio, transfers are currently being affected on a weekly basis. For other cases, the Transfer Committee meets twice a month. In case share certificate(s) do not reach shareholders within 30 days from the date they are sent a query may be emailed to the Share Transfer Agent.
  

Top

Procedure for Transmission of shares in case of death of shareholder

• Share Certificate(s) along with the necessary documents to be sent to the Share Transfer Agent.
  
• If shares held in joint names, other joint holders to provide:
  
  • death certificate, in original or copy thereof duly attested by competent authorities (magistrate, notary public, gazetted officer, managers of nationalised banks)
    
  • transfer deed or request on plain paper, without affixing stamp duty, duly signed by the surviving joint holder(s)
    
  • share certificate(s) in original
    
• If shares held in single name, legal heir(s) to provide:
  
  • probate of will
    
  • where deceased shareholder has not left any Will, succession certificate or letter of administration.
    
  • death certificate, in original or copy thereof duly attested by competent authorities (magistrate, notary public, gazetted officer, managers of nationalised banks)
    
  • transfer deed or request on a plain paper, without affixing stamp duty, duly signed by legal heir(s)
    
  • share certificate(s) in original
    
• Where the Company, at its discretion (if the shares involved are not more than 100) waives requirement of production of Succession Certificate or Letter of Administration, legal heirs to provide:
  
  • letter of indemnity
    
  • affidavit
    
  • no-objection letter (Download format)
    
  • death certificate, in original or copy thereof duly attested by competent authorities (magistrate, notary public, gazetted officer, managers of nationalised banks)
    
  • transfer deed or request on a plain paper, without affixing stamp duty, duly signed by legal heir(s)
    
  • share certificate(s) in original
    

Top

Procedure for availing facility of nomination on shares

• Nomination can be made only by:
  
  • individuals holding shares in a single name
    
  • individuals holding shares with not more than two joint holder
    
• Request for nomination on shares to be sent to the Share Transfer Agent
  
  • To availing the facility shareholder to provide:
    Form No.2B, duly signed by all holders (Download format)
    
  • separate forms to be submitted in respect of each Folio
    
• Following individuals can also be appointed as nominees:
  
  • a minor, provided name and address of the guardian and the date of birth of the minor is given
    
  • a Non-Resident Indian (on repatriable or non-repatriable basis), subject to Reserve Bank of India's permission, as applicable.
    
• Shareholder holding shares in dematerialised form to approach Depository Participants concerned regarding nomination.
  
• Any transfer/sale of shares by holder/joint holders automatically cancels nomination already made
  
• Law permits shareholder to vary or cancel nomination.
  
• Nominee acquires right to the shares only on the death of individual shareholder (where shares are held by only one person) or on the death of both joint holders (where shares are held jointly)
  
• Nominee is the only person who can claim shares of a deceased shareholder
  
• For claiming shares in the event of death of the holder/joint holders, nominee should provide to Share Transfer Agent:
  
  • requisition letter duly signed by nominee
    
  • death certificate of shareholder(s), in original or attested copy thereof
    
  • share certificates, in original
    
  • proof of identity of nominee, unless specimen signature of nominee is furnished in Nomination Form itself
    

   

Top

Procedure for Issue of duplicate share certificate(s)

• Share Certificate(s) along with the necessary documents to be sent to the Share Transfer Agent.
  
• In case of theft or loss of share certificate(s) shareholder to provide:
  
  • police complaint/ FIR in original or a notarised copy thereof, containing details of certificate number(s)/folio number and distinctive numbers of shares to enable such shares to be placed under stop transfer.
    
  • letter of indemnity
    
  • affidavit (Download format)
    
• Demand draft payable at New Delhi, of such amount as intimated by the Company to defray the expenses of advertisement to be published in newspapers for this purpose. However, the Company may, at its sole discretion decide to waive the requirement of filing complaint and issue of advertisement if the shares involved are not more than 100.
  

Top

Procedure for Payment of Dividend through Electronic Clearing Services (ECS)

• ECS facility is optional and only an additional mode of dividend payment with the following distinct advantages:
  
  • Instant credit to bank account at no extra cost.
    
  • Total avoidance of fraudulent encashments.
    
  • No loss of dividend warrants in transit.
    
• Under this facility:
  
  • dividend amount payable directly credited to shareholder's bank account at the earliest
    
  • Bank branch concerned indicates credit entry as 'ECS' in shareholder's pass book/statement of account.
    
• To avail this facility shareholder to provide mandate for ECS in prescribed format to Share Transfer Agent. (Download format)
  
• The Company presently offers this facility only to shareholders with a bank account at certain select centres.
  
• The Company reserves the right to pay dividend by issue of dividend warrants instead of paying dividend through ECS for any reason including insufficient response.
  

Top

Mandate for Payment of Dividend

To ensure that dividend warrants reach shareholders safely and promptly, request for printing bank account details on dividend warrant to be sent to Share Transfer Agent in prescribed format. (Download format)

Top

Procedure for Issue of Duplicate Dividend Warrant(s)

• Dividend Warrants dispatched within forty-two days of approval of dividend by shareholders at Annual General Meeting (AGM)
  
• Request for issue of duplicate dividend warrants to be sent to Share Transfer Agent
  
• In case of loss/ theft/of dividend warrant, shareholder to provide:
  
  • folio number
    
  • warrant number
    
  • requisition letter signed by sole holder/ first holder/ all joint holders
    
  • letter of indemnity (Download format)
    
• Duplicate warrants are issued after reconciling the bank statement, ie, after 120 days from date of issue of warrants, if the said warrant(s) are found not to have not been encashed.
  

Top

Procedure for Revalidation of Dividend Warrant(s)

• On expiry of validity period of dividend warrant(s), request for revalidation of such warrants to be sent to Share Transfer Agent.
  
• For revalidation of dividend warrants shareholder to provide unencashed warrant(s).

Top

Procedure for Correction of mistakes in Share Certificate(s)/ Dividend Warrant(s)

• Request for correction in share certificate(s), dividend warrant(s) to be sent to Share Transfer Agent.
  
• For such correction the shareholder to provide:
  
  • requisition letter duly signed by all holders
    
  • original share certificate/ dividend warrant, as the case may be.
    

Top

Procedure for Change of Address/Bank Details

• Request for change in address/bank mandate details to be sent to Share Transfer Agent.
  
• For such change shareholder to provide:
  
  • folio number
    
  • requisition letter duly signed by sole holder/first holder/ all joint holders (Download format)
    

Top