Operational guidelines and standardized formats for the transmission of securities and their subsequent conversion into dematerialized form.

1. The operational guidelines for processing of investor service requests for the purpose of transmission of securities are as under:
a. The RTA/Issuer Companies shall use the format for:
(i) Transmission Request Form (“TRF”) – (Annexure 16),
(ii) Affidavit made on non-judicial stamp paper, to the effect of identification and
claim of legal ownership to the securities (“Affidavit”) – (Annexure 17),
(iii) Indemnity Bond made on appropriate non-judicial stamp paper of
appropriate value (“Indemnity Bond”) – (Annexure 18), and
(iv) No objection certificate from all legal heirs who do not object to such
transmission (“NOC”) – (Annexure 19).
b. After verifying and processing the request, 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. The RTA shall retain the physical securities 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.”