Share Certificate Lost Misplaced Letter to Company Format

In case, a shareholder has lost his share certificates or it has been misplaced and not traceable anymore due to whatever reasons, then he may contact the Company or its Registrar and Transfer Agent (RTA).

The Company or its RTA will guide the shareholder on how to apply for duplicate share certificates and the supporting documents required for it. Generally, in order to receive duplicate certificates, it takes about 30-45 days from the date of receipt of all the valid documents.

Here is an example of how a shareholder can write a letter to the company seeking guidance on the procedure and documents requirements in case of loss of share certificates.

TEMPLATE #1

May 01, 2024

To

The Company Secretary

ABDE Industries Limited

Pawan Wings, Vikas Nagar,

New Delhi, 110035

Reg: Loss of share certificates.

Dear Sir/Madam,

I am an existing shareholder of ABDE Industries Limited. I am now holding a total of 200 equity shares of the company under the Folio number 123456.

The share certificates for the aforesaid shares have been misplaced. I have searched at all possible places but I could not find the certificates.

Therefore, I humbly request your goodself to kindly guide on the procedure for the issue of duplicate share certificates for my shares. I am willing to provide all possible documents that may be required in this regard.

I would highly appreciate your prompt action in this matter. I am enclosing herewith my Aadhar card copy for your perusal as a proof of identity and address.

Thanking you,

Yours faithfully,

    (Signature)

Dillip Kumar Raut

Enclosure: Self-attested copy of my Aadhar card.

TEMPLATE #2

Date: ________

From:

[Name of the Shareholder]

[Address, City, Pincode]

Tel. __________

Email ___________

To:

[Name of the Registrar and Transfer Agent (RTA)]

(Unit - Name of the Company)

[Office Address of the RTA]

Subj.: Loss of share certificates.

Ref: Folio No. __________.

Dear Madam/Sir,

We are holding ____ equity shares of Rs. ____ each under the above folio. We would like to inform you that the following share certificates have been lost/misplaced by us during the last ___ months unintentionally.

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

We request you to kindly advise us on the procedure for issue of duplicate share certificates. We confirm that the aforesaid shares have not been pledged or sold by us. We hereby declare that the information provided by us hereinabove is true and correct to the best of our knowledge and belief.

Thanking you,

Yours faithfully,

        (Signature)                            (Signature)

[Name of the 1st Holder]        [Name of the 2nd Holder]

Enclosure: Self-attested copies of our Aadhar cards.