Lost Your Share Certificate? Here’s How to Get a Duplicate One 

Losing important documents happens to the best of us. Whether it’s an old investment lying forgotten in a drawer or just a plain case of misplacement, losing a share certificate can feel stressful, especially when you don’t know what to do next. But don’t panic. 

Getting a duplicate share certificate is possible. The process may take a bit of paperwork and patience, but with the right steps, you’ll have a new certificate in hand. 

Understanding Share Certificates 

Before we jump into the “how,” let’s quickly touch on the “what.” 

A share certificate is a physical document that proves your ownership of shares in a company. It includes details like: 

• Your name 

• The number of shares held 

• Folio number 

• Certificate number 

• Date of issue 

Think of it as your property paper but for stocks. 

In today’s digital age, most shares are held electronically in demat form. But back in the day (and even now in some cases), shares were issued in physical form. If you’ve got one of those and it’s missing, you’ll need a duplicate to sell or transfer. 

When Would You Need a Duplicate? 

Let’s say you: 

• Misplaced the certificate during a move 

• Had it destroyed due to water damage, fire, or theft 

• Can’t find it after decades of holding onto it 

These are all valid reasons to apply for a duplicate. And yes—it’s totally doable, but you’ll need to follow the right steps. 

Procedure to Obtain a Duplicate Share Certificate 

The procedure for issue of duplicate share certificate is not overly complex. Let us simplify the same for you in a step-by-step process: 

1. Inform the Company or Registrar: As soon as you realize the share certificate is missing, notify the company or its Registrar and Transfer Agent (RTA). Some examples of common RTAs include KFin Technologies and Link Intime. They’ll typically ask you to submit a written request and guide you on the next steps.
2. File an FIR: Yes, it’s mandatory. You need to file a First Information Report (FIR) with the local police stating that your original share certificate has been lost, misplaced, or stolen.

Make sure the FIR clearly mentions: 

• Your name 

• The name of the company 

• Number of shares 

• Certificate numbers (if known) 

Keep a few copies with you. You’ll need them. 

3. Get an Affidavit and Indemnity Bond: Next, you’ll need to prepare:

• An affidavit, declaring the loss 

• An indemnity bond, holding you accountable in case the original turns up later 

These documents often need to be notarized on non-judicial stamp paper (the value may vary from state to state). Most companies will have a format/template for these, so ask the RTA. 

4. Place a Public Notice (if required): Some companies may ask you to publish a notice in a widely circulated newspaper (usually in English and the regional language). This serves as public proof that you’re not trying to misuse someone else’s shares.
5. Submit All Required Documents: Once you’ve got all the pieces in place, send them over to the company or RTA. Typically, they’ll ask for:

• FIR copy 

• Affidavit 

• Indemnity bond 

• Copy of PAN card and address proof 

• Request letter for duplicate certificate 

• Newspaper clipping (if required) 

Make sure you keep a copy of everything for your records. 

6. Wait for Verification and Approval: After you submit the documents, the company will review everything. If all checks out, they’ll issue the duplicate share certificate. This might take a few weeks but till then be patient and keep an eye on your email or physical mail for any communication.

Role of the Company or RTA 

The company (or its registrar) acts as the gatekeeper here. Their job is to ensure that no fraud takes place. That’s why the process may feel a little formal or slow, it’s to protect you as much as it is to protect them. 

If you’re unsure about where to start, the best move is to call the RTA or check the company’s investor services page online. 

Final Thoughts 

Losing a share certificate might feel like a hassle but it’s not the end of the world. There’s a clear process in place. It just takes a bit of paperwork, some patience, and following the correct steps. 

And hey, once you’ve got it sorted, consider converting it to demat form. It’s safer, quicker, and you won’t need to deal with paper certificates again. 

Looking to open a demat account? Open your free Demat account in just 6 minutes with Torus Digital.