How To Get The Duplicate Copy Of The Share Certificate?

•6 min read•by Angel One

A share certificate is an important document. That’s why, in case of loss or damage, you must get a duplicate copy by submitting a request to the company or registrar.

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Losing a share certificate can be scary. And more so if it is linked to an old investment you hardly remember. Many people panic when they realise it is missing, torn, or lost during house moves, file clean-ups, or daily life. The first question that comes to mind is, “Have I lost my money forever?”

The truth is, your investment is not gone. Thousands of investors face this every year. However, the good news is that recovery is possible. While the process involves some paperwork, time, and patience, it is completely manageable. This guide explains everything in simple, clear, and stress-free language.

Key Takeaways

Losing a share certificate does not mean you have lost your investment; recovery is possible.

A duplicate certificate can be issued by following the company or registrar’s process.

The procedure involves documents, verification, and some waiting.

Old records, name mismatches, and mergers can cause delays.

A share certificate certifies a shareholder's or beholder's ownership of company shares. It is prima facie evidence of the owner because it contains the name of the issuing firm, Corporate Identification Number (CIN), company's registered address, members folio number, number of shares, amount of money spent, and the shareholder's full name.

The Companies Act of 2013 and Rule 6(2)(a) to (c) of the Companies (Share Capital and Debentures Rules) of 2014 both allow for the issuance of duplicate share certificates to prevent any unnecessary loss to the firm and its shareholders. However, you must note that the company will issue a duplicate certificate in the following cases.

a. Is proved to be lost or misplaced

b. Has been returned to the company after it is defaced or torn

Steps to be taken by shareholders

Prepare an indemnity bond and affidavit on a non-judicial stamp paper of the requisite value, duly attested by a Notary Public/Special Executive Magistrate, respectively.

Get the surety bond with the full name, address, and signature of the surety, along with their proof of identity.

Lodge a police complaint and submit a copy of the FIR mentioning folio number, share certificate(s), unit name, distinctive number(s), and the number of lost shares in original or attested by Notary/Gazette Officer.

Newspaper publication of the advertisement containing the details of the lost share certificates

Once all the documents are ready, submit them to the company.

Steps to be taken by the company

After receiving the missing complaint, the company will freeze the share transfer for at least 30 days to ensure no illegal transfer proceedings.

Simultaneously, the company will verify all the documents submitted.

Get approval from the company’s Board of Directors.

A duplicate share certificate with the word ‘Duplicate’ stamped on it will be issued.

Note: Generally, duplicate share certificates are issued within 6 weeks from the date of receipt of all the valid documents by the company. However, this can vary depending on the company type.

Recovering a duplicate share certificate is possible, but it is not always smooth. Many investors face small but frustrating issues that slow down the process. Knowing these challenges in advance can help you stay prepared and avoid unnecessary stress.

Common challenges include:

Signature mismatch or spelling differences between old records and current documents

Outdated company records due to mergers or name changes

Missing or incomplete digitised data for very old shares

Repeated follow-ups and long waiting periods

When to seek expert help:

If shares are inherited or jointly held

If documents are confusing or repeatedly rejected

If the investment value is high or involves multiple certificates

Conclusion

A share certificate is a document certifying a company's ownership of shares. However, it is difficult to maintain physical share certificates in this digital era. If you lose a share certificate(s), you can apply for a duplicate certificate by submitting the relevant documents to the company. The best solution to get away from the hassle of managing physical certificates is to apply for dematerialization

of physical certificates as soon as possible as it guarantees the highest level of safety and security.

FAQs

What should I do if I have lost my share certificate?

Many investors who lost share certificates wonder what to do, but the answer is simple: inform the company or its registrar and ask for the procedure. Once done, report it, submit documents, and apply for a duplicate.

How long does it take to receive a duplicate share certificate?

The time needed for a duplicate share certificate depends on the company and the completeness of your documents. On average, it can take a few weeks to a few months. Delays may happen due to verification, newspaper ads, or signature mismatches.

Can I apply for a duplicate share certificate online?

In some cases, you can start the request online through the company’s registrar website. However, most applications still require physical documents, identity proof, and signed forms. You may also need to send affidavits and indemnity bonds by post for final processing.

What is the time limit for getting a duplicate share certificate?

There is usually no strict time limit for applying for a duplicate share certificate. Even if the shares are very old, you can still request a replacement. However, older cases may take longer due to missing records, company mergers, or changes in ownership details.

Can you replace a lost share certificate?

Yes, a lost share certificate can be replaced. The company or its registrar issues a duplicate after verifying your identity and ownership. You will need to submit forms, affidavits, and other documents. Once approved, the new certificate is sent to your registered address.