Procedure For Issue of Duplicate Share Certificate in India – Step-by-Step Guide by Share Connection

Misplacing or damaging your physical share certificate can be stressful. But investors should know that there's a well-defined procedure for issue of duplicate share certificate in India, designed to protect your rights and investments. Whether you're an individual investor or a legal heir, Share Connection is here to guide you every step of the way.

What Is a Share Certificate and Why It’s Important

A share certificate is a document that proves your legal ownership in a company. Although most modern shares are held electronically in demat accounts, thousands of shareholders—especially in unlisted or legacy companies—still hold physical certificates.

In the unfortunate event of loss, theft, or damage, it's important to initiate the procedure for issue of duplicate share certificate in India without delay.

When You Should Apply for a Duplicate Share Certificate

A duplicate share certificate is needed in cases such as:

• Lost or misplaced share certificate

• Theft or burglary

• Fire, flood, or accidental destruction

• Torn, damaged, or illegible certificate

Complete Procedure For Issue of Duplicate Share Certificate in India

To legally obtain a duplicate share certificate, follow these essential steps:

Step 1: Notify the Company or RTA

Write an official letter to the company or its Registrar and Transfer Agent (RTA) informing them of the lost or damaged certificate. Include shareholder details like folio number, share certificate number, and number of shares.

Step 2: File an FIR

As part of the official procedure for issue of duplicate share certificate in India, you must lodge a First Information Report (FIR) at the local police station and obtain a copy to support your claim.

Step 3: Execute Legal Documents

You will need to prepare and submit:

• A notarized affidavit explaining the circumstances of the loss

• An indemnity bond indemnifying the company against any possible future claim on the lost certificate

These are critical components of the legal procedure and must be executed on non-judicial stamp paper.

Step 4: Publish a Public Notice (If Required)

Some companies, especially those handling unlisted shares, may ask you to publish a newspaper advertisement announcing the loss and requesting any objections. This adds an additional layer of security to the process.

Step 5: Submit the Complete Application

Submit the full documentation package including:

• FIR copy

• Affidavit & Indemnity bond

• ID proof (PAN/Aadhaar)

• Signature verification from your bank

• Newspaper ad (if applicable)

Step 6: Company Verification and Board Approval

The company will scrutinize all documents. If found satisfactory, the matter is presented to the Board of Directors for approval. Once approved, the company proceeds to issue the duplicate certificate.

Step 7: Receive Your Duplicate Share Certificate

After board approval, the company issues a new certificate marked “Duplicate”, and updates the Register of Members accordingly.

Timeline for the Process

The typical processing time for issue of duplicate share certificate in India ranges from 30 to 90 days, depending on document submission and company response.

Charges Involved

Here’s what you might expect to pay:

• Stamp duty and notary charges: ₹500–₹2000

• Advertisement costs (if required): ₹2000–₹5000

• Company’s processing fee (if any): ₹50–₹1000

Why Share Connection is Your Ideal Partner

At Share Connection, we specialize in handling share-related documentation, especially for:

• Duplicate share certificate issuance

• Transmission and transfer of shares

• Unlisted and delisted company shares

We handle everything—document drafting, coordination with RTAs, and follow-up—so you don’t have to stress over paperwork or delays.

Final Words

If you've lost your share certificate, don't panic. The procedure for issue of duplicate share certificate in India exists to protect shareholders and maintain records. By following the legal process and with support from Share Connection you can secure your ownership rights quickly and hassle-free.