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Letter to company: change of name of shareholder on share certificate

This is a format of letter by a shareholder requesting change of his/her name in the register of members of the company where he/she holds share(s) and for issue of fresh share certificate(s) in his/her new name. This is a sample /template only - each company may prescribe their own format.



FORMAT OF THE LETTER

Ref: (if needed you can include reference no., otherwise it is not essential)
Date: (date of letter)

From: (shareholder details)
Name: ............................. (your full name here as registered as a shareholder - preferably old name)
Address: ............................. (add your full and complete address)

To (either to Company directly or to the Company's RTA i.e. registrar & share transfer agent)
Name: ................................
Address: ..............................

Unit: ............................. (if addressed to RTA, then mention the Company name here)

Sub: Change of Name / Registration of New Name
Ref: Folio No.: ............................. , Cert. No.: .............................

Dear Sir/Madam,

I am an existing shareholder of the Company i.e. ............................. I had acquired shares of the Company in the year ..... and I've been a shareholder ever since. I want to bring to your notice that my name has undergone a change recently. Hence I would like to have my new name updated in the records of Register of Members of the Company.

Kindly find below the details of my name change:

Old name: .............................
New name: .............................
Reason of change: consequent upon marriage, numerology/astrological (choose any one or more as may be applicable in your case)

I am enclosing the duly attested copies of the following documents in support/proof of my name change: 
(1) Marriage Certificate; 
(2) Gazette Notification
(3) Affidavit
(4) PAN Card / Passport / Aadhar Card

(choose any one or more from the above as may be applicable in your case)

Further, kindly find below my shareholding details in the Company.

Folio No.: .............................
Certificate No.: .............................
Distinctive No.: From ............................. To .............................
No. of Shares: .............................

I am enclosing herewith the original share certificate as per the details above.

I am also enclosing herewith a specimen copy of my new signature (which is appearing in the new PAN card for your verification purpose). The signature copy is duly attested by a Notary for your records.

I hereby kindly request you to consider my letter along with the documents provided herewith for updation of my new name in the Register of Members of the Company. Further, I request that new share certificate(s) duly endorsed be issued in my new name please.

Kindly acknowledge the receipt and please do the needful at the earliest.

Thanking you,
Yours faithfully,

 (sign)

(Full Name)

Encl : A/a
....................................................................................................................................




Extra Notes for Readers

(1) The words mentioned above in red are for your reference only. Do delete it in the final version of your letter before taking print out and signing.
(2) While mentioning your address at the top - do mention your address as registered with the Company to avoid any inconvenience in future. If the address is changed, then before sending this letter - at first try to get your new address registered with the Company.
(3) Do take care that the share certificate provided by you are in reasonably good condition and not defaced or torn, there is a chance that the Company may not accept it. If they are defaced or torn, then you can always apply for new share certificate by providing appropriate proofs as required.
(4) The proofs in support of change of name should be legible and neat. Some Company may ask for attested copy of the proofs by a Gazetted Officer or Notary.
(5) One more additional document the Company or the RTA might insist upon i.e. a bank verification letter for your (old and new updated) signature.

Comments

  1. Vivek Khandelwal6/18/2018

    Excellent format covering all the points.
    Thanks! I've used it to write to company.

    ReplyDelete
  2. thank you for this format of the letter which was exacty the one I need and I am planning to use it immediately for my requirement

    ReplyDelete
  3. Rory Kaur9/20/2018

    Better to call up the company or its RTA and ask for the exact procedure and documents requirement for change of name. They will guide you properly. If you fail to get in touch directly then you can send the letter to the company's address.

    ReplyDelete
  4. Excellent format, no need to call any body just use this format, company/RTA dare not reject it. After all, nobody wants to come in trouble under the eyes of SEBI, But be honest...period

    ReplyDelete

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