A Guide for Dematerialization of Physical Shares

Differentiating Demat and physical shares

The difference between a dematerialized share and a physical share can be understood as the difference between money saved in the bank account and a physical currency note. A transaction of physical currency notes into a bank is as simple as depositing as compared to the dematerialization of a share certificate which is a time-consuming task.

The shares dematerialization can only be processed if the shares are transferred to the holder’s name. Incase any share is held as a blank transfer cannot be dematerialized until it gets first transferred in the name of a DP account holder. While for the situation, when there is a joint holding of shares, they can only be dematerialized in case the shareholders having a DP account in the same order. For a proper understanding of the transfer of shares, you are required to consider given below facts.

Ponder to Demat your shares, follow the steps listed below to get dematerialized your physical shares. 

• Firstly collect your Dematerialization Request Form from your DP. 
• Provide the details required to fill in the form such as the account holder’s name, client ID, details of shares listed to get dematerialized along with the signatures of all the account-holders in the lower section of the form. 

Read Also:- Role and Responsibility of a Registrar and Share Transfer Agent in Mutual Fund Houses

Things need to be considered before sending shares to Demat land:

• Ensure shares' availability for dematerialization.  
• For different companies, there is a need for filing separate requests. 
• A separate request requires different ISIN (International Securities Identification Number) numbers which can be obtained from the DP by showing the share certificates. The shares which are transferred for the dematerialization should be held in the same name, and the order of holders also the mentioned details should be similar in the opened DP account. 
• Now proceed to write “Surrendered for dematerialization” across the face of the certificate. 
• Punch two holes on the certificate.
• Submit these shares certificates available for dematerialization along with the Dematerialisation Request Form to the DP to proceed further. 

The reason behind the defacing of the certificates is that they will eventually be destroyed and no one can misuse these physical share certificates.

What happens after the shares leave your desk

After leaving the desk, the depository performs internal processing on shares and pass them on to the related company for dematerialization purpose. The company now proceed for the verification of the details in the request form and the signature matching as well from the sample stored in their records. In case no issue is found in the request, the company dismantles the certificates and makes a transfer entry of dematerialized shares into the client ID against the received request.

In case, any mismatch issue is found in the request, the company returns the shares to the DP along with the concerned reason for rejection. Now the DP will contact the client for the rectification of the issue and the shares will again be sent to the company for dematerialization. This is the whole process of converting physical shares to digital shares.

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All About Rajasthan’s 1st RTA Services Provider: SAG RTA

SAG Infotech proposed SAG RTA, is one of Rajasthan’s and SEBI category 1st leading Registrar & Transfer Agent Services, which is dedicatedly indulged to serve its potential clients.

RTAs are the SEBI authorized services which are devoted to cater to clients associated with Mutual Funds. In its clientele, Registrar and Transfer Agent include potential investors with a desire of making a sound investment in the market along with the mutual fund houses who proposed investment opportunities to the investors.

RTAs play a mediator role amidst parties like the investors and mutual fund houses to perform diverse activities such as a share issue, bonus issue, preferential allotment, keep a record of share buying/selling/switching or any other data related activity as well as a corporate related activity under the supervision and guidance of RTAs.

Eligibility to Become Registrar & Transfer Agent Services Providers

1. To become RTA service providers, the organizations required to get certified by SEBI to conduct RTA services across India. 
2. The organizations’ listing in two major depositories (NSDL and CDSL) is mandatory to become an authorized RTA service provider. 

SAG Infotech Private Limited - SAG RTAs Parent Company 

SAG RTA is a subsidiary arm of SAG Infotech Private Limited, which is a popular name among best tax software solutions providers in the country. The company is serving its clients which includes CA, CS and HR professionals for more than 2 decades with a wide variety of accounting and tax compliance software which are Genius, Gen GST, Gen IT, Gen Payroll, Gen XBRL and widely utilized in tax and management industries. 

But we didn’t stop here, after getting excellence in the tax industry, SAG Infotech took responsibility of performing a new role of RTA Agent and Their Services and become Rajasthan’s 1st SEBI certified RTA Agency. Also, the entity has registered its name in the top two depositories (CDSL and NSDL) concerned with security dematerialization and management.

SAG RTA - Rajasthan’s 1st RTA Services Provider

Working to provide effective RTA services across the country, the SAG RTA Registrar and Share Transfer Agent take care of the client’s convenience and satisfaction whether it is the investor or the mutual fund house. The department manages responsibilities such as maintaining investor’s transaction details, providing accurate data to the authorities, mailing, assisting mutual funds related issues and a lot more.

To perform the above-mentioned responsibilities, the company has a professionally trained staff (including tax experts, CA, CS, etc) which reach out to its clients and provide them with effective solutions for any issue related to mutual funds. There are a sufficient number of RTA specialists in the SAG RTA department who are eager to provide the best solutions to its potential customers, whenever required.

Being a newcomer in the RTA sector, the company is trying its level best to provide its best of its services to its valuable corporate clients and become the country’s leading RTA firm.

Services by SAG RTA (Registrar and Share Transfer Agent)

In terms of RTA services, SAG RTA can be considered as a one-stop solution for all the mutual fund related issues. It serves the listed corporates and mutual fund businesses with large and quality investor database and helps them with lucrative investment opportunities. SAG RTA is labelled as one of the most affordable yet premium service providers in the RTA Services in India. 

Services offered by SAG RTA are Listed Below:

RTA Services for Professionals (CA, CS, and others) and Companies: 

Roles and Responsibilities of SAG RTA (Registrar & Share Transfer Agent)

Devoted to convey top quality, transparent yet affordable Registrar Transfer Agency Services to its pan India clients, SAG RTA Registrar & Transfer Agent Services makes a bit of extra effort. All its valuable efforts to satisfy its clientele are indexed below: 

SAG RTA is receiving appreciation from the masses for its quality service available at feasible pricing. And it’s become professional’s (CA, CS or others) first choice due to reasons like:

Read Also:- RTA Agencies catering to all the demands of Investors as well as Mutual Fund Houses

It offers premium RTA Services: 

The company focuses on delivering premium and unhindered services to its clients. This makes the SAG RTA the most preferred RTA Services in Rajasthan as it provides services with full security and transparency. 

Avails Different RTA Forms: 

One can download several RTA forms from SAG RTA which are designed based on SEBI protocols. 

24/7 Connectivity with National Depositories: 

An issuer client can get benefited with the facility of 24/7 connectivity with two major depositories (NSDL and CDSL) just by clicking on the SAG RTA portal. The SAG RTA provides the issuer with the facility of all-time connectivity with NSDL and CDSL. 

Separate Dashboard Facility: SAG RTA facilitates professionals or the companies with the separate dashboard utility, those who require maintaining their ongoing Registrar & Transfer Agent related activities along with keeping track of their previous records.

Premium yet Affordable RTA services:

SAG RTA believes in conveying quality services at affordable pricing. This turns into a minimal profit margin for the company but greater customer satisfaction and convenience. We all are aware that a satisfied customer always turns back, which comes out as an excellent customer base for the company.

24/7 Expert Support - 

SAG RTA has a dedicated team of experts who are always ready to assist customers whether they are investors, professionals or companies through calls, messages or emails at any time. Also, they support a thorough verification of RTA documents submitted by the clients as well as safeguard the information provided by the clients. 

Updating Client Records - 

The customers furnish information regularly which needs to be updated in RTA records on the same day. Whether it is changing in name, address or signature or any other relevant information. Updating information regularly eliminates the chances of any mismatch or default. 

Media Publication and SAG RTA -

Since the SAG RTA gets certified by SEBI as the Rajasthan’s 1st RTA service provider. The company is under the lens of several renowned newspapers like Dainik Navjyoti, Punjab Kesari, Business Remedies, Daily News, Nafa Nuksaan, Rajasthan Patrika, etc., Also, these papers even provide a separate editorial column for the news exclusively from SAG RTA.

SAG RTA - An asset for CA and CS professionals

SAG RTA which offers premium RTA services at the most convenient rates, is a reliable source to avail RTA services in India. With the help of digitization, the company manages to provide a user-friendly, client-centric RTA platform for its customer base (distributors, mutual fund houses, investors, etc.) in the RTA industry.  

SAG RTA is an improved digital platform which serves its clientele as a single-window solution for all the RTA service. It enables the easy creation of ISIN and tracking of the download status of any RTA related form or document. 

Read Also:-  Check Why You Need To Have A Demat Account and RTA Service Provider?

In the given below table, you will find details of the required document for ISIN creation for shares at CDSL and NSDL: 

*Note:- All the aforesaid documents shall be signed & sealed by any or all the persons authorized in the board resolution by the company.

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Documents Required for Acquiring Duplicate Share Certificate

1. FIR from nearby police station - One must report the case of lost share certificate to the nearby police station and get the copy of FIR (citing the Folio No, Share Certificate(s), Unit Name, Distinctive No(s) and no. of lost shares) in original or attested by notary/gazette officer. FIR must be duly stamped by the concerned police station proving the legitimacy of the complaint. 
2. Indemnity Bond and Affidavit -  Indemnity and Affidavit bond on non-judicial stamp paper (purchased under his own name) of the value of requisite is required to be submitted by the shareholder. The affidavit needs attestation from the notary with a required notarial stamp, seal and registration number. 
3. Completely filed Questionnaire Form - Questionnaire Form related to information of the share is issued by the respective company/registrar which needs to be duly filled by the applicant shareholder. 
4. Surety Form - Surety Form is another most important document while acquiring the Duplicate Share Certificate which needs to be presented along with notary attested PAN card of the person who has signed as a surety. 
5. Documents Stating Applicant’s Income - Documents such as salary certificate/payslip or copy of the latest Assessment Order passed by Income Tax authorities or proposed Valuation Report by Revenue Authorities/Municipal Authorities /Secretary of Gram panchayat which is attested for authenticity by a Notary officer are required to be submitted along with the application of Duplicate Share Certificate. Income mentioned in the documents should be more than the current value of shares in the market.  
6. Information of Surety Giver - Personal information like Name, Address and Signature is needed of the person who has signed as a surety in the documents. Information should be visible in the Indemnity Bond and Surety Form.   
7. Address Proof of Applicant - Duly attested Address proof (electricity bills, water bills, passport etc.) and the copy of the latest bank statement/passbook is required by the applicant. To be noted; Changes (if any) in the documents need a signature from the applicant. 
8. Details of Lost Certificate - Details of lost shares such as Folio No., Certificate No. is mandatory in the Indemnity and Affidavit.  
9. Applicant’s Signature attested by a Banker - The applicant must get his specimen signature attested by the Bank official. Request letter for issuing the Duplicate Share Certificate or change in address must be duly signed by the applicant for authentication.  
10. Application to be sent via registered post - Application for lost certificate along with other required documents needs to be sent to the concerned Company/Registrar via registered post. While posting the documents ensure that you mention the valid mobile number or Email Id on the cover of the letter. 

Read Also:-  Transfer Of Shares Upon Death of Shareholder

Once the formalities are done on the applicant’s end and the documents are checked by the concerned authorities, the Company/Registrar will issue a Duplicate Share Certificate. The certificate will have credentials like a No. XXX and ‘DUPLICATE’ written in bold on its first page.   

SAG RTA Registrar and Share Transfer Agent is the department division of the renowned tax software company SAG Infotech and is Rajasthan’s 1st SEBI authorized RTA providing complete Registrar and Transfer Agent Services to its clients making mutual fund transactions and management a way easier task for them. Some of the major services extended by SAG RTA are dematerialization via NSDL/CSDL depository, investor regulatory reporting, dividend payout and much more.

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