A Complete Guide to Duplicate Share Certificates, Name Correction, and Recovery of Shares from IEPF

In today’s world of digital investments, many shareholders still hold physical share certificates issued years or even decades ago. Over time, these certificates can get lost, damaged, or contain outdated personal information — creating challenges when trying to transfer, sell, or claim dividends.

This comprehensive guide covers three important aspects every shareholder should understand:

1. How to get duplicate share certificates issued
2. How to correct errors in a share certificate
3. How to recover lost shares or dividends from the IEPF (Investor Education and Protection Fund)

By understanding these processes, investors and their heirs can safeguard their financial assets and ensure rightful ownership of their investments.

1. Understanding Share Certificates

A share certificate is a legal document issued by a company that certifies ownership of a specific number of shares by a shareholder. Before dematerialization (DEMAT), all shares were issued in physical form, making the certificate the proof of ownership.

Today, although most investors prefer DEMAT accounts, many still hold physical certificates, especially from older companies. These certificates must be handled carefully — any loss, damage, or error can delay transactions, dividend claims, or even transfer of ownership.

2. Duplicate Share Certificates: What They Are and How to Obtain Them

If your share certificate is lost, stolen, misplaced, or damaged, you can request a duplicate share certificate from the company or its registrar (RTA – Registrar and Transfer Agent).

Reasons You May Need a Duplicate Share Certificate

• Original certificate lost or misplaced.
• Certificate damaged or torn.
• Certificate destroyed by accident (fire, water, etc.).
• Stolen or not traceable after moving houses.

Without a valid certificate, you cannot transfer your shares, claim dividends, or even dematerialize them. Hence, obtaining a duplicate share certificate is essential for restoring your ownership record.

Step-by-Step Process for Obtaining Duplicate Share Certificates

Step 1: File a First Information Report (FIR)

• Report the loss of your share certificate at the nearest police station.

• Include the company name, folio number, certificate number, and number of shares.

• Obtain a copy of the FIR or non-traceable report.

Step 2: Prepare an Indemnity Bond and Affidavit

• Execute an indemnity bond (usually on non-judicial stamp paper) indemnifying the company against future claims.

• Attach an affidavit declaring the loss, duly notarized.

Step 3: Submit a Request to the Company or RTA

• Write an application to the company’s Shareholder Service Department or Registrar and Transfer Agent (RTA).

• Attach the FIR, indemnity bond, affidavit, and copy of PAN/Aadhaar.

• The company may also require you to publish a public notice in newspapers announcing the loss of the certificate.
  
  

Step 4: Verification and Issue of Duplicate Certificate

After due verification, the company/RTA will issue a duplicate share certificate with a new certificate number. The process usually takes 4–8 weeks, depending on company policy.

Once received, you should immediately dematerialize the duplicate share certificates by submitting them to your Depository Participant (DP).

3. Name Correction in Share Certificate

Sometimes, shareholders discover that their name is misspelled or incorrect on the share certificate — for example, due to typing errors, change in surname after marriage, or minor spelling mistakes. Such errors must be corrected promptly to ensure smooth transactions and dematerialisation.

Common Reasons for Name Correction

• Typographical errors (e.g., “Rohit Kumar” printed as “Rohit Kumra”).
• Change in surname after marriage or divorce.
• Legal name change (through Gazette notification).
• Inclusion or removal of initials.

Incorrect names can cause problems during transfer, sale, or while linking shares with PAN and DEMAT accounts.

Procedure for Name Correction in Share Certificate

Step 1: Application to the Company/RTA

Write a formal letter to the company or registrar requesting correction of name in the share certificate. Mention your folio number, correct name, and reason for correction.

Step 2: Attach Supporting Documents

Include:

• Self-attested PAN and Aadhaar copies.
• Original share certificate (if available).
• Proof of correct name, such as passport, voter ID, or Gazette notification (for legal name changes).
• Marriage certificate (if change due to marriage).

Step 3: Verification and Reissuance

After verifying documents, the company/RTA will update your name in their records and issue a corrected or new share certificate.

Once corrected, ensure the updated name matches your DEMAT account and bank details to prevent future discrepancies.

4. Recovery of Shares from IEPF

Even after getting your duplicate or corrected share certificates, you may find that your shares or dividends have been transferred to the Investor Education and Protection Fund (IEPF).

What Is IEPF?

The Investor Education and Protection Fund (IEPF), established by the Government of India, holds unclaimed dividends, matured deposits, and shares of investors who haven’t claimed them for seven consecutive years.

In simple terms, if you didn’t encash your dividend for seven years, your dividends and corresponding shares are transferred to the IEPF Authority’s account.

Common Reasons Shares Get Transferred to IEPF

• Dividends remain unclaimed for over seven years.
• Address or bank details not updated.
• Shares held in physical form, and the investor stopped tracking them.
• Death of shareholder and heirs unaware of holdings.

The good news is: shareholders or their legal heirs can recover shares from IEPF by following a structured process.

Step-by-Step Process for Recovery of Shares from IEPF

Step 1: Check IEPF Records

Visit www.iepf.gov.in and check under “Search Investor-wise details of shares transferred to IEPF” using company name, folio, or DP ID.

Step 2: Prepare Documents

You’ll need:

• Self-attested PAN and Aadhaar
• Client Master List (CML) of your DEMAT account
• Cancelled cheque leaf with printed name
• Copy of share certificates (if available)
• Indemnity bond and advance stamped receipt (as per IEPF-5 annexure)
• Death certificate & legal documents (if claiming as heir)

Step 3: File Form IEPF-5 Online

• Download and fill Form IEPF-5 from the MCA website.
• Upload scanned documents and submit online.
• Save the SRN (Service Request Number) for tracking.

Step 4: Send Physical Documents

Print and send the IEPF-5 acknowledgment along with original documents to the Nodal Officer of the company within 15 days.

Step 5: Verification and Approval

The company verifies the claim and forwards it to IEPF Authority, which reviews and approves the transfer.

Upon approval, the shares are credited back to your DEMAT account, and dividends are credited to your bank account.

5. Important Tips for Investors

• Always dematerialize physical shares to prevent loss or forgery.
• Regularly update your KYC details (address, email, phone, bank account).
• Claim dividends promptly — don’t let them remain unclaimed for years.
• If you inherit shares, complete transmission formalities before filing IEPF claims.
• Maintain digital copies of all correspondence and certificates.

6. Timeline and Fees

• Duplicate Share Certificate: 4–8 weeks; company may charge nominal fees.
• Name Correction: 2–4 weeks; usually no major fee.
• IEPF Recovery: 2–6 months; no government fee, but professional help may cost ₹3,000–₹10,000 depending on complexity.

Conclusion

Handling old physical shares can seem complicated, but with the right information and timely action, you can reclaim and secure your investments.

Whether you’re seeking a duplicate share certificate, need a name correction in share certificate, or planning to recover shares from IEPF, following the correct process ensures your ownership is legally recognized and fully restored.

In today’s digital era, converting your shares to DEMAT form is the best way to prevent future issues and safeguard your financial legacy.

7. FAQs

1. Can I apply for a duplicate share certificate online?

Some companies allow partial online submission, but most require physical documents, including the indemnity bond and FIR copy.

2. How do I correct my name after marriage?

Submit a name correction request with your marriage certificate, old share certificate, and new KYC documents.

3. Can legal heirs recover shares from IEPF?

Yes. Legal heirs can claim by providing a death certificate, a succession certificate, or a probate of will.

4. Is professional help required for IEPF recovery?

It’s optional, but professional consultants can help ensure faster, error-free processing.

5. What happens if I lose my duplicate certificate again?

You can apply again following the same process, though companies may impose stricter verification or additional indemnity.