A document that certifies ownership of stock in a firm is called a share certificate. You can request a duplicate share certificate if yours is misplaced, stolen, broken, or needs to be replaced for any reason. This entails sending the business a formal application and the required paperwork.
1. Application for Duplicate Share Certificate Due to Loss
To,
The Company Secretary,
[Company Name],
[Company Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request for Issuance of Duplicate Share Certificate
Respected Sir/Madam,
I am [Your Name], a shareholder of your company holding shares under Folio Number [Folio Number]. Unfortunately, I have misplaced my share certificate(s) with the following details:
1. Certificate Number: [Insert Certificate Number]
2. Number of Shares: [Insert Number]
I kindly request you to issue a duplicate share certificate in my name. Attached are the required documents, including:
1. Copy of the police complaint regarding the loss.
2. Indemnity bond duly notarized.
3. Proof of identity and address.
Please let me know if further documents or formalities are required. I assure you that the original certificate will be surrendered if found.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
2. Application for Duplicate Share Certificate Due to Theft
To,
The Company Secretary,
[Company Name],
[Company Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request for Duplicate Share Certificate - Stolen Certificate
Respected Sir/Madam,
I, [Your Name], a shareholder of your company, regret to inform you that my original share certificate(s) has been stolen. The details of the stolen certificate are as follows:
1. Folio Number: [Folio Number]
2. Certificate Number: [Insert Certificate Number]
3. Number of Shares: [Insert Number]
I have filed a police complaint regarding this theft, a copy of which is enclosed for your reference. Kindly initiate the process to issue a duplicate share certificate in my name. I am also submitting an indemnity bond and identity proofs as required.
Thank you for your assistance. Please let me know if any additional formalities are needed.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
3. Application for Duplicate Share Certificate Due to Damage
To,
The Company Secretary,
[Company Name],
[Company Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request for Duplicate Share Certificate - Damaged Certificate
Respected Sir/Madam,
I am [Your Name], a shareholder of your company under Folio Number [Folio Number]. My original share certificate has been damaged and is now illegible. The details of the certificate are as follows:
1. Certificate Number: [Insert Certificate Number]
2. Number of Shares: [Insert Number]
I hereby request you to issue a duplicate share certificate in replacement of the damaged one. I am enclosing the damaged certificate along with my identity proof and a duly signed indemnity bond for your reference.
Please let me know the applicable charges and further steps required.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
4. Application for Duplicate Share Certificate Due to Mismatch in Records
To,
The Company Secretary,
[Company Name],
[Company Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request for Duplicate Share Certificate - Mismatch in Records
Respected Sir/Madam,
I am [Your Name], a shareholder holding shares under Folio Number [Folio Number]. Recently, I discovered that my share certificate details do not match the records maintained by your company. The certificate has the following discrepancies:
Certificate Number: [Insert Number]
Number of Shares: [Incorrect and Correct Values]
I kindly request you to verify the records and issue a corrected duplicate share certificate in my name. Attached are the required documents for your reference, including identity proof and the original certificate with discrepancies marked.
Thank you for your prompt attention to this matter.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
5. Application for Duplicate Share Certificate Due to Natural Disaster Loss
To,
The Company Secretary,
[Company Name],
[Company Address],
[City, State, Pin Code]
Date: [Insert Date]
Subject: Request for Duplicate Share Certificate - Lost in Natural Disaster
Respected Sir/Madam,
I, [Your Name], a shareholder of your company, regret to inform you that my original share certificate(s) was lost during [Name of Natural Disaster, e.g., flood, earthquake]. The details of the lost certificate are as follows:
1. Folio Number: [Folio Number]
2. Certificate Number: [Insert Certificate Number]
3. Number of Shares: [Insert Number]
Enclosed are the required documents, including a copy of the FIR, an indemnity bond, and my identity proof. I kindly request you to issue a duplicate share certificate at the earliest.
Thank you for your cooperation in this matter.
Yours sincerely,
[Your Name]
[Your Contact Number]
[Your Email Address]
Key Points to Consider
Required Documents:
1. Copy of FIR or police complaint regarding the lost certificate.
2. An indemnity bond or affidavit as required by the company.
3. Details of the lost share certificate (certificate number, folio number, and number of shares).
Steps to Follow:
1. Notify the company or share registrar immediately about the loss.
2. Collect and submit the required documents along with your application.
3. Follow up with the company for updates on your application.
In conclusion, if you supply correct information and the necessary paperwork, applying for a duplicate share certificate is a simple procedure. A seamless resolution is ensured by promptly informing the business and following their instructions. You can secure your duplicate certificate without needless delays by following the instructions.
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Nazim Khan (Author) 📞 +91 9536250020
[MBA in Finance]
Nazim Khan is an expert in Microsoft Excel. He teaches people how to use it better. He has been doing this for more than ten years. He is running this website (TechGuruPlus.com) and a YouTube channel called "Business Excel" since 2016. He shares useful tips from his own experiences to help others improve their Excel skills and careers.
