Standard Operating Procedure for Issuing Duplicate Share Certificates and Investor Service Requests via RTAs

The operational guidelines for processing of investor service requests for the purpose of issuance of duplicate securities are as under:
a. The RTA/Issuer Companies shall use the format for:
1. Affidavit-cum-indemnity for cases above Rs. Ten Thousand/ Undertaking for cases up to Rs. Ten Thousand (pdf)
2. Investor Service Request Form –4 (ISR-4) (pdf)
b. After verifying and processing the documents submitted for issuance of duplicate securities, the RTA/Issuer Company shall initiate the demat conversion request in the depository system for direct credit of securities in the demat account of the security holder/claimant.
c. Post confirmation of the demat conversion request, the depositories/RTAs/listed companies shall send an intimation to the security holder/claimant regarding successful dematerialisation of the securities.
d. In case of the securities which are required to be locked in, the RTA, while crediting the securities in the demat account of the security holder/claimant, shall incorporate/intimate the Depository about the lock-in and its period.
e. For issuance of duplicate securities, the RTA shall retain the physical securities (if available, e.g. in case of torn/decrepit/mutilated etc.) as per the existing procedure and deface the certificate with a stamp "Securities issued in dematerialised form" on the face/ reverse of the certificate, subsequent to processing of service request. In case of loss of certificate, since the physical certificate is not available, there is no requirement of defacing.