Whether your share certificates are lost, stolen, damaged, or mutilated — we help you navigate the complete procedure for issuing duplicate share certificates. From FIR filing to final issuance, get expert guidance at every step.
A loss of share certificate can happen in many ways. Regardless of the cause, the issuance of duplicate share certificate follows a well-defined legal process. Here are the most common scenarios investors face:
The most common scenario — certificates misplaced during shifting, kept in forgotten locations, or simply lost over years. A lost share certificate requires an FIR and the full duplicate issuance process.
If share certificates were stolen during a theft or burglary, you must file an FIR immediately to prevent misuse. The duplicate share certificate procedure remains the same as for lost shares.
Certificates damaged by water, floods, or moisture where details become illegible. Submit the damaged original along with your application — an FIR is generally not required for damaged certificates.
Certificates destroyed or partially burnt in a fire. If completely destroyed, an FIR or fire brigade report strengthens your application for a duplicate share certificate.
Certificates torn, eaten by insects, or mutilated beyond recognition. The damaged certificate should be preserved and submitted as evidence when applying for a duplicate.
When shares are inherited but the original certificates cannot be located among the deceased's belongings. Additional documents like death certificate and succession certificate are required.
The Securities and Exchange Board of India (SEBI) has established clear guidelines governing the issue of duplicate share certificate procedure. Understanding these regulations helps ensure your application is processed smoothly.
Under the SEBI (Listing Obligations and Disclosure Requirements) Regulations, 2015, listed companies are bound by specific timelines and procedures:
Section 46 of the Companies Act, 2013 read with Rule 6 of the Companies (Share Capital and Debentures) Rules, 2014 governs the duplicate share certificate procedure:
The procedure for issuing duplicate share certificate involves six key steps. Here is the complete process from start to finish, whether you are dealing with a lost share, stolen, or damaged certificate.
For a lost share certificate or stolen certificate, the first step is lodging a First Information Report (FIR) at your nearest police station. The FIR should mention the company name, certificate number (if known), distinctive numbers, folio number, number of shares, and the circumstances of loss. If you don't know the certificate details, mention the approximate details you remember.
Publish a notice in at least one English newspaper and one regional language newspaper, both with circulation in the area of the registered office of the company. The advertisement should declare the loss of share certificate and mention complete details — company name, folio number, certificate number, distinctive numbers, and number of shares. This serves as public notice and protects against fraudulent claims.
Prepare and execute an indemnity bond on non-judicial stamp paper of appropriate value (varies by state and face value of shares). The bond indemnifies the company against any loss, damage, or claim arising from the issuance of duplicate share certificate. A surety (guarantor) is also required — this can be a family member or any person of sound financial standing who signs the bond guaranteeing the indemnity.
Submit the completed duplicate share certificate form along with all supporting documents to the company directly or its Registrar and Transfer Agent (RTA). The application should include a request letter, FIR copy, newspaper advertisements, indemnity bond, identity proof, address proof, and any other documents as specified. Use the company's prescribed form if available, or draft a formal request letter.
Upon receiving your application, the company/RTA verifies all documents and details against their records. The company may publish a notice (typically 30 days) inviting objections before issuing the duplicate. During this period, if anyone produces the original certificate or raises a valid objection, the matter is investigated further. Most applications proceed without issues through this stage.
After the notice period expires with no objections and all verifications are complete, the company's Board (or authorised committee) approves the issue of duplicate share certificate. The new certificate is stamped with "DUPLICATE ISSUED" and bears the same folio number and distinctive numbers as the original. It is dispatched to the registered address of the shareholder or can be collected in person.
Ensure you have the following documents ready before applying. Missing documents are the most common cause of delays in the duplicate share certificate procedure.
| Document | Details | For Lost | For Damaged |
|---|---|---|---|
| FIR / Police Complaint | Copy of the FIR lodged at the police station mentioning share details | Required | Not required |
| Newspaper Advertisement | Original or copies of advertisements published in English and regional newspapers | Required | May be required |
| Indemnity Bond | Executed on non-judicial stamp paper with surety signature | Required | Required |
| Request Letter / Application | Formal letter requesting issuance of duplicate share certificate | Required | Required |
| Original Damaged Certificate | The damaged/mutilated certificate, if available | N/A | Required |
| Affidavit | Notarised affidavit stating the facts and circumstances of loss | Required | May be required |
| Identity Proof | PAN card, Aadhaar card, or passport of the shareholder | Required | Required |
| Address Proof | Aadhaar, utility bill, or bank statement (recent) | Required | Required |
| Signature Verification | Signature attested by bank manager or notary, matching company records | Required | Required |
The indemnity bond is one of the most critical documents in the duplicate share certificate procedure. Here is everything you need to know about preparing it correctly.
Once you receive the duplicate share certificate, the smartest move is to immediately convert it to dematerialised (demat) form. This eliminates any future risk of loss and makes your shares easily tradeable.
Demat shares exist electronically in your depository account. You will never face the problem of a lost share certificate again.
Physical shares cannot be traded on stock exchanges. Dematerialisation makes your shares liquid and tradeable instantly.
SEBI has made demat mandatory for most share transactions. Converting early saves you from future complications.
Sometimes the duplicate share certificate procedure does not go smoothly. Here are common problems investors face and how to resolve them.
If the company no longer exists, check whether it merged with another company (trace the successor), whether shares were transferred to IEPF (Investor Education and Protection Fund), or whether the company was struck off by MCA. Each scenario requires a different approach. We can help trace the status and identify the right course of action.
If the Registrar and Transfer Agent is not responding to your application, you can escalate by writing a formal letter to the company's compliance officer, filing a complaint on the SEBI SCORES portal (scores.sebi.gov.in), or sending a legal notice. Always keep copies of all communications as evidence.
Some investors have FIRs filed years ago in formats that do not include all details now required by companies. In such cases, you may need to file a supplementary complaint or obtain a fresh FIR that includes all the specifics — company name, certificate numbers, distinctive numbers, and share quantity.
If your current signature does not match the one on the company's records (common after decades), you may need to get your signature attested by a bank manager along with a bank signature verification letter, or provide additional identity proofs to establish your identity.
If your address has changed since the shares were originally issued, you must first update your address in the company's records. Submit an address change request along with your duplicate certificate application, supported by current address proof.
Many investors who have a lost share don't remember the certificate number, folio number, or distinctive numbers. In this case, write to the company or RTA with your name and approximate details — they can look up your records and provide the details needed for the FIR and application.
Everything you need to know about the duplicate share certificate procedure, from filing an FIR to receiving the duplicate.
Don't struggle with paperwork and follow-ups alone. Our team handles the complete procedure for issuing duplicate share certificates — from FIR drafting to final issuance.