Frequently Asked Questions (FAQ's) - RTA

As per SEBI Press release dated 27th March 2019, effective from April 01, 2019, all fresh requests for transfer of securities will not be processed unless the securities are held in dematerialized form with a depository.

You are therefore advised to co‑ordinate with the transferor(s) to convert the physical shares into demat mode and thereafter arrange to transfer the shares into your demat account.

For securities of unlisted private limited companies, transfer requests can be processed subject to submission of the following:

1. 1. 1.  Duly executed Form SH‑4.
      2.  Original share certificates of the securities.
      3.  Self‑attested copy of the PAN Card of both the transferor(s) and transferee(s).
      4.  Payment of stamp duty on Form SH‑4 at the rate of 0.25% of the market value or the consideration amount, whichever is higher. The market value of the securities must be calculated as on the execution date mentioned in Form SH‑4.

• • In the case of debentures/bonds, where market value is not available, stamp duty shall be calculated on the face value of the securities being transferred.

For securities held in electronic (demat) form, please contact your Depository Participant (DP) directly.

For securities held in physical form, shareholders are required to submit the following documents to update their KYC or bank details:

1. Request Letter – A covering letter seeking updation of KYC/bank details, as per Form ISR-1.
2. Cancelled Cheque – Original cancelled cheque with the names of all shareholders printed. The cheque must be from the same bank and account mentioned in the bank attestation letter.

• If names are not printed, provide a Bank Passbook/Bank Statement attested by the bank.

1. Bank Attestation – Banker’s signature attestation as per Form ISR-2.
2. PAN Card – Self-attested copy of PAN card of all shareholders.
3. Address Proof – Self-attested copy of any one of the following documents for all shareholders:
   • Valid Passport
   • Registered Lease or Sale Agreement of Residence
   • Driving License
   • Flat Maintenance Bill
   • Utility Bills (Telephone – landline only, Electricity, or Gas bill not older than 3 months)
   • Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions
4. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) specifying the registered address.
5. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
6. Spouse’s Address Proof – If the proof of address is in the name of the spouse, provide a self-attested copy of the identity proof of the holder/claimant.
7. Nomination Documents – Either Form SH-13 for registering a nominee or Declaration as per Form ISR-3 if opting out of nomination, signed by all shareholders.

Under Rule 9A, all unlisted public companies are required to issue, hold, and transfer securities only in dematerialised form.
Rule 9B applies to specified private companies, as notified by the MCA. Listed companies must comply with SEBI depository and LODR regulations.

Yes. If a company falls under Rule 9A or Rule 9B, existing physical securities must be dematerialised, especially before any transfer, corporate action, or fresh issuance.

Absolutely. As a SEBI-Registered Category I RTA, Indus Shareshree provides end-to-end ISIN creation and admission services with direct connectivity to NSDL and CDSL, ensuring faster and compliant onboarding.

Timelines vary based on documentation readiness, but with our streamlined and cost-efficient process, most admissions are completed quickly and smoothly, avoiding unnecessary delays.

Yes. We offer one of the most competitive and transparent pricing structures in the industry ideal for SMEs, unlisted companies, and growing corporates without compromising on compliance or service quality.

A SEBI-Registered Category I RTA Ensures:

• ·         Regulatory compliance
• ·         Secure handling of shareholder data
• ·         Audit-ready processes
• ·         Professional interface with depositories and regulators

RTA (Registrar and Transfer Agent) is a SEBI-registered entity that acts as a record-keeper and service provider for investors in companies and mutual funds. RTAs maintain shareholder and unit-holder data, handle allotments, transfers, redemptions, and provide investor services such as address changes, duplicate statements, and nomination updates.  

In simple terms, an RTA is the bridge between investors and the company, ensuring smooth record management, compliance with regulations, and timely investor support. 

To update or change your signature, please submit the following documents:

1. Covering Letter – A request letter for signature updation/change as per Form ISR-1.
2. Cancelled Cheque – Original cancelled cheque with the names of all shareholders printed. The cheque must be from the same bank and account as mentioned in the bank attestation letter.
   • If names of all shareholders are not printed on the cheque, please provide a Bank Passbook/Bank Statement attested by the bank.
3. Banker’s Attestation – Signature attestation by the banker as per Form ISR-2.
4. PAN Card – Self-attested copy of PAN card of all shareholders.
5. Address Proof – Self-attested copy of any one of the following documents for all shareholders:
   • Valid Passport
   • Registered Lease or Sale Agreement of Residence
   • Driving License
   • Flat Maintenance Bill
   • Utility Bills (Telephone – landline only, Electricity, or Gas bill not older than 3 months)
   • Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions
6. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) that specifies the registered address.
7. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
8. Spouse’s Address Proof – If the proof of address is in the name of the spouse, please provide a self-attested copy of the identity proof of the holder/claimant.

For Individuals

To request a change of name, please submit the following:

1. Covering Letter – Request letter for change of name, signed by all shareholders.
2. Supporting Document – Copy of Marriage Certificate / Divorce Decree duly attested by a Notary Public, Bank Manager, or First Class Magistrate.
3. Original Share Certificates
4. PAN Card – Self-attested copy of PAN card of all shareholders.
5. Form ISR-4
6. Address Proof – Self-attested copy of any one of the following documents for all shareholders:
   • Valid Passport
   • Registered Lease or Sale Agreement of Residence
   • Driving License
   • Flat Maintenance Bill
   • Utility Bills (Telephone – landline only, Electricity, or Gas bill not older than 3 months)
   • Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions
7. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) specifying the registered address.
8. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
9. Spouse’s Address Proof – If the proof of address is in the name of the spouse, please provide a self-attested copy of the identity proof of the holder/claimant.

For Corporate Bodies

1. Certified copy of Certificate of Incorporation pursuant to change of name.
2. PAN Card – Attested copy of the company’s PAN card.
3. Memorandum and Articles of Association
4. Board Resolution – Signed by the Company Secretary/Directors on the company’s letterhead, empowering the signatories to act on behalf of the company, along with specimen signatures of all authorized signatories.
5. Form ISR-4

For Trusts

1. Certificate of Registration
2. Attested Copy of Trust Deed
3. PAN Card – Attested copy of the trust’s PAN card.
4. Resolution – Signed by the Secretary/Trustee on the trust’s letterhead, empowering the signatories to act on behalf of the trust, along with specimen signatures of all authorized signatories.
5. Form ISR-4

To update your address in our records, please submit the following documents:

1. Covering Letter – Request letter for change of address as per Form ISR-1.
2. PAN Card – Self-attested copy of PAN card of all shareholders.
3. Address Proof – Self-attested copy of any one of the following documents for all shareholders:

• Valid Passport
• Registered Lease or Sale Agreement of Residence
• Driving License
• Flat Maintenance Bill
• Utility Bills (Telephone – landline only, Electricity, or Gas bill not older than 3 months)
• Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions

1. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) specifying the registered address.
2. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
3. Spouse’s Address Proof – If the proof of address is in the name of the spouse, please provide a self-attested copy of the identity proof of the holder/claimant.
4. Old Address Proof – Self-attested copy of the old address proof already registered in our records (any one of the documents listed in point 3 above reflecting the recorded address) OR original counterfoil of dividend/interest warrant.

If the shares are held in joint names and one of the joint holders is deceased, the surviving joint holders must submit the following documents:

1. Covering Letter – Request letter for deletion of name, signed by the surviving holder(s).
2. Original Share Certificates
3. Death Certificate – Copy duly attested by a Notary Public or Gazetted Officer.
4. Form ISR-4
5. PAN Card – Self-attested copy of PAN card of all shareholders.
6. Address Proof – Self-attested copy of any one of the following documents for all shareholders:
   • Valid Passport
   • Registered Lease or Sale Agreement of Residence
   • Driving License
   • Flat Maintenance Bill
   • Utility Bills (Telephone – landline only, Electricity, or Gas bill not older than 3 months)
   • Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions
7. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) specifying the registered address.
8. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
9. Spouse’s Address Proof – If the proof of address is in the name of the spouse, please provide a self-attested copy of the identity proof of the holder/claimant.
10. Cancelled Cheque – Original cancelled cheque with the names of all surviving holders printed on it. The cheque must be from the same bank and account as per the bank attestation letter.
11. Deletion Form – Duly completed Deletion Form.

To register a Power of Attorney (POA), please submit the following documents:

1. Covering Letter – Request letter for registration of Power of Attorney, signed by all shareholders.
2. Power of Attorney Document – Duly attested by a Notary Public.
3. PAN Card & Address Proof – Self-attested copies of PAN card and address proof of the applicant.
4. Bank Attestation Letter – As per Form ISR-2, attested by the bank, for signature updation of the POA holder.

Shareholders may authorize another person to deal with shares registered in their name by submitting Form SH-13. To cancel an existing nomination and appoint a new nominee, shareholders must submit Form SH-14.

To avail or update nomination, please provide the following documents:

1. Covering Letter – Request letter for registration of nominee, signed by all shareholders.
2. Nomination Form –
   • Form SH-13 for registering a nominee, or
   • Declaration as per Form ISR-3 if opting out of nomination (signed by all shareholders).
3. PAN Card – Self-attested copy of PAN card of all shareholders.
4. Address Proof – Self-attested copy of any one of the following documents for all shareholders:
   • Valid Passport
   • Registered Lease or Sale Agreement of Residence
   • Driving License
   • Flat Maintenance Bill
   • Utility Bills (Telephone – landline only, Electricity, or Gas bill not older than 3 months)
   • Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions
5. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) specifying the registered address.
6. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
7. Spouse’s Address Proof – If the proof of address is in the name of the spouse, please provide a self-attested copy of the identity proof of the holder/claimant.
8. Form SH-14 – Required for cancellation or variation of an existing nomination, if applicable.

To request the split or consolidation of share certificates, shareholders are required to submit the following documents:

1. Covering Letter – Request letter specifying details of split/consolidation, signed by all shareholders.
2. Original Share Certificates
3. Form ISR-4
4. PAN Card – Self-attested copy of PAN card of all shareholders.
5. Address Proof – Self-attested copy of any one of the following documents (not older than 3 months where applicable):
   • Valid Passport
   • Aadhaar Card
   • Election Identity Card
   • Registered Lease or Sale Agreement of Residence
   • Driving License
   • Flat Maintenance Bill
   • Electricity Bill / Telephone Bill (landline only) / Gas Bill
   • Bank Account Statement / Passbook
   • Identity card/document with address issued by Central/State Government, Statutory/Regulatory Authorities, Public Sector Undertakings, Scheduled Commercial Banks, or Public Financial Institutions
6. For FII / Sub-Accounts – Power of Attorney given by FII/sub-account to the Custodians (duly notarized and/or apostilled or consularised) specifying the registered address.
7. Client Master List (CML) – Copy of the CML of the Demat Account of the holder/claimant, provided by the Depository Participant.
8. Spouse’s Address Proof – If the proof of address is in the name of the spouse, provide a self-attested copy of the identity proof of the holder/claimant.

To convert physical share certificates into electronic form, shareholders must follow these steps:

1. Open a Demat Account – With a SEBI-registered Depository Participant (DP) of your choice.
2. Submit Demat Request Form (DRF) – Along with the original share certificates to your DP.
3. Verification by DP – The DP will forward the demat request to us. If all documents are in order, we will confirm the request.
4. Update in Company Records – Your holdings will be debited from your physical folio and credited to your demat account.
5. Processing Timeline – The dematerialization process may take up to 21 days from the date of submission of the DRF, provided all documents are complete and correct.
6. Corporate Benefits – Once shares are dematerialized, all benefits such as dividends, bonuses, interest, and rights shares will be directly credited to your demat account.

Shareholders who wish to convert their electronic holdings back into physical share certificates must follow these steps:

1. Submit Remat Request Form (RRF) – Fill and submit the rematerialization request form to your Depository Participant (DP).
2. Forwarding by DP – The DP will verify and forward the request to us for processing.
3. Issuance of Certificates – Upon confirmation, fresh physical share certificates will be issued in your name.
4. Processing Timeline – The rematerialization process generally takes up to 30 days from the date of submission, provided all documents are in order.

Changing the RTA is a compliance-sensitive process governed by SEBI and depository rules. The following steps and documentation are generally required:

Step 1: Board Approval

• The company’s Board of Directors must pass a resolution approving the change of RTA.
• The resolution should authorize specific officials to execute agreements and sign documents on behalf of the company.

Step 2: No Objection Certificate (NOC)

• Obtain a No Objection Certificate (NOC) from the existing RTA on its official letterhead, confirming that it has no pending dues or objections.

Step 3: Consent from New RTA

• Secure a Letter of Acceptance/Consent from the new RTA on its official letterhead, agreeing to take over responsibilities.

Step 4: Tripartite Agreement

• Execute a Tripartite Agreement between the company, the new RTA, and each depository (NSDL/CDSL).
• This agreement must be on stamp paper (franked/e-stamped) as per SEBI’s model format.

Step 5: Documentation to Depositories

Submit the following to NSDL/CDSL:

• Board Resolution approving the change.
• NOC from old RTA.
• Consent letter from new RTA.
• Tripartite Agreement duly executed.
• Master Creation Form (MCF) on company letterhead, signed and stamped by authorized signatories.
• Certificate from a Practicing Company Secretary/Chartered Accountant confirming issued capital, balances with NSDL/CDSL, and physical shares as per register of members.
• Declaration from the issuer confirming compliance.
• Payment of applicable processing fees and clearance of outstanding charges, if any.

Step 6: Intimation to Stock Exchanges

• Inform all stock exchanges where the company is listed about the change of RTA, along with copies of the executed agreements and board resolution.
• Update the company’s website and investor communication channels with new RTA details.

Compliance Notes

• The process is governed by SEBI (Registrars to an Issue and Share Transfer Agents) Regulations, 1993 and Listing Obligations and Disclosure Requirements (LODR), 2015.
• SEBI’s Model Tripartite Agreement Circular (May 25, 2023) provides the standard format for agreements.
• Timely intimation to depositories and exchanges is critical to avoid compliance lapses.