FAQs

Correspondence

Shareholders are requested to correspond by way of written letters or through emails sent through the email id registered with the Company / RTA. Emails received from unregistered email IDs will not be entertained. Shareholders are requested to register their email id, if not done already: For shares held in Demat Mode – With the Depository Participant (“DP”). For shares held in Physical Mode – Form ISR-1 (available on the Company’s / RTAs website) duly signed by a shareholder to be sent to the RTA.

DEMATERIALISATION AND REMATERIALISATION

Dematerialisation:

Dematerialization is the process by which shares held in the physical form are converted into an equivalent number of shares in electronic form and credited to the shareholder’s demat account held with a DP.

Procedure for dematerialisation:

A shareholder will have to first open a demat account with a DP and then request for dematerialization of the shares by filling up a Dematerialisation Request Form (“DRF”), which is available with the DP, and submit the same together with the original physical certificates.

Certificates handed over to the DP for dematerialization, are defaced by marking “Surrendered for Dematerialisation” on the face of the certificate(s) before dematerialization. Shares are normally dematerialized within 7 days of the receipt of the Dematerialised Request Number (“DRN”) from the DP, along with the share certificate(s), if the same is found to be in order.

Demat account:

A demat account is like a bank account where a shareholder can hold the shares and other securities in electronic form. Just like bank statements, the shareholder will get demat statements periodically from their DP.

Who bears the charges for opening demat account and dematerialisation of certificates:

The demat charges have to be borne by the shareholder. To know more about demat charges, shareholders can get in touch with the DP.

Benefits of holding shares in dematerialised form:

In the depository system, ownership and transfer of shares take place by way of electronic book entries, thus eliminating the risks related to the handling of paper.

Elimination of bad deliveries, risks associated with physical certificates, immediate transfer, and registration of shares, faster settlement cycle, faster disbursement of non-cash corporate benefits, ease in recording change of address, transmission, etc. are some of the benefits associated with holding shares in dematerialized form.

Names of depositories:

National Securities Depository Limited (“NSDL”) and Central Depository Services (India) Limited (“CDSL”) are the two depositories presently operating in the country.

Do dematerialised shares have distinctive or certificate numbers:

Dematerialized shares do not have any distinctive certificate numbers. The shares are fully fungible, which means that any 100 shares of an ISIN are similar to any other 100 shares of that ISIN.

Other points relating to holding shares in dematerialised form:

Shares held in joint names can be dematerialized in the same combination of names as appearing in the share certificate. However, for changing the sequence in which the shares are held, the DP shall provide a “Transposition cum Demat” facility to help joint holders dematerialize shares in a different sequence of names.

The demat account must be opened in the same ownership pattern in which the shares are held in the physical form. If one certificate is in the individual name and another certificate is jointly held with some other person, two different accounts would need to be opened.

Dividend on dematerialized shares is credited to the shareholder’s bank account, for which a shareholder will have to register the National Electronic Clearing Service (“NECS”) mandate with the DP.

Mandatory Issuance of shares in Dematerialised Form

Securities and Exchange Board of India (“SEBI”) has by Notification No. SEBI/LADNRO/GN/2022/66 dated 24th January 2022 provided that listed companies will from the date of the circular issue shares in dematerialized form only while processing the following service requests from shareholders:

Issue of duplicate certificate(s);
Claim from Unclaimed Suspense Account;
Renewal / exchange of certificate(s);
Endorsement(s);
Sub-division / splitting of security certificate(s);
Consolidation of security certificate(s)/folio(s);
Transmission;
Transposition.

Process that will be followed:

The shareholder(s) / claimant(s) will have to submit Form ISR-4 (available on the Company’s / RTAs website) along with the documents mentioned in the form.
For matters relating to renewal/exchange of certificate(s); endorsement(s); subdivision/splitting of share certificate(s); consolidation of the certificate(s)/folio(s); transmission; transposition, the RTA / Company will call for the original certificate(s) for processing of service requests.
After verifying and processing the service request, and if found to be in order, the RTA/ Company will issue a ‘Letter of Confirmation’ in place of the physical certificate(s), to the shareholder(s) / claimant(s) within 30 days of receipt of the request.
The ‘Letter of Confirmation’ will be valid for 120 days from the date of issuance, within which time the shareholder(s) / claimant(s) will make a request to their DP for dematerializing the shares.
The RTA / Company will send reminders to the security holder(s) / claimant(s) after 45 days and 90 days respectively, from the date of issuance of the Letter of Confirmation, in case no demat request is received by the RTA / Company.
If the shareholder(s) / claimant(s) fails to submit the demat request within the aforesaid period, the RTA / Company will credit the shares to the Suspense Escrow Demat Account of the Company.

Rematerialisation:

Rematerialization is the process through which shares held in demat form are converted into physical form by the issuance of share certificate(s).

Process of Rematerialisation:

A shareholder should submit a duly filled-in Rematerialisation Request Form (“RRF”) to the concerned DP. The DP will intimate the relevant Depository of the request and submit the RRF to the RTA.

The Depository will confirm the rematerialization request to the RTA. The RTA will update the account, prints share certificate(s), and inform the Depository.

The Depository will update the shareholder’s Beneficiary Account by deleting the shares so rematerialized.

The share certificate(s) will be dispatched to the shareholder.

Nomination Facility

Section 72 of the Companies Act, 2013 provides the facility of nomination to shareholders. This facility is mainly useful for individuals holding shares in sole name. In the case of joint holding of shares by individuals, the nomination will be effective only in the event of the death of all joint holders.

In the case of shareholders holding shares in single name and physical form, the shareholder can avail of the nomination facility by submitting the prescribed Form SH-13, duly filled in and signed, along with a self-attested copy of any of the following document in support of proof of identification of the proposed nominee(s): Aadhar Card / PAN Card / Passport/ Voter Identity Card to our Registrar and Transfer Agent (RTA). If the nomination form is in order, the RTA will register the nomination and send a confirmation to the shareholder. In case of joint holding, joint holders shall together appoint the nominee and submit the prescribed form and document. Shareholders may cancel/vary nominations made by them by submitting Form SH-14, duly filled in and signed, to the RTA.

The prescribed forms SH-13 and SH-14 are available below for download on this webpage.

In the case of shares held in demat mode, the shareholder has to approach their Depository Participant (DP) for making a nomination in respect of the shares held by them.

Process of Rematerialisation:

A shareholder should submit a duly filled-in Rematerialisation Request Form (“RRF”) to the concerned DP. The DP will intimate the relevant Depository of the request and submit the RRF to the RTA.

The Depository will confirm the rematerialization request to the RTA. The RTA will update the account, prints share certificate(s), and inform the Depository.

The Depository will update the shareholder’s Beneficiary Account by deleting the shares so rematerialized.

The share certificate(s) will be dispatched to the shareholder.

DIVIDEND

Interim Dividend:

Interim Dividend means a dividend declared by the Board of Directors during a financial year.

Final Dividend:

A final Dividend means a dividend recommended by the Board of Directors to the shareholders for approval at the Annual General Meeting (“AGM”), after the closure of a financial year.

Distribution of dividend:

The dividend is distributed using ”Electronic Clearing Service” (“ECS”) or NECS facility, wherever available. For shareholders who have not submitted their bank account details, physical warrants are distributed. Shareholders are advised to avail of the facility for receipt of dividends through ECS.

Availing ECS / NECS facility:

Shareholders holding shares in dematerialised form:

Shareholders holding shares in the dematerialized form are requested to contact their respective DPs for availing ECS / NECS facility for updating/modifying their bank account details.

Shareholders are also requested to give the MICR Code of their bank account to their DPs.The Company cannot entertain any direct request from such shareholders for updating /modifying bank account details, as also requests for change of address, transposition of names, or deletion of the name of the deceased joint holder. The said details are considered, only as furnished by NSDL / CDSL to the Company.

Shareholders holding shares in physical form:

Shareholders holding shares in physical form are requested to download the ECS / NECS form from the Company’s website and send the same duly filled up and signed along with a photocopy of a canceled cheque to the Company or to its RTA. In case the cheque leaf does not contain the aforesaid details, shareholders are requested to submit a copy of the first page of the bank account passbook showing the aforesaid details, duly attested.

Benefits of ECS / NECS:

a) No need to make frequent visits to the bank for depositing physical warrants.
b) Prompt credit of dividend amount.
c) Avoiding postal delays, fraudulent encashment of warrants and issuance of duplicate warrants.

Process for electronic credit of dividend after expiry of dividend warrants?

Shareholders who have not encashed their dividend warrants within the validity period may send their request for electronic credit of unpaid dividend warrants to the Company’s RTA enclosing the following documents:

Covering letter duly signed by the first shareholder quoting the folio number/client ID particulars (in case of dematerialized shares)
Canceled cheque leaf.
Copy of PAN card
Address proof viz. electricity bill, telephone bill, copy of Aadhar card, etc.

Upon receipt of the above documents, the Company will credit the unpaid dividend amount to the shareholder’s bank account within 15-20 days.

Non-receipt of dividend:

In case of non-receipt of dividend, the shareholder has to write to the RTA for claiming the unpaid dividend amount, informing the year(s) for which the dividend is not received.

Upon receipt of the request, the RTA will check and verify the record and process the request, in case the original dividend warrant appears as unpaid in the records of the Company. If the validity period of the warrant has expired, the shareholder has to submit the following documents for electronic credit of the dividend warrant to their bank account:

Covering letter duly signed by the first shareholder quoting the folio number/client ID particulars (in case of dematerialized shares)
Canceled cheque leaf.
Copy of PAN card
Address proof viz. electricity bill, telephone bill, copy of Aadhar card, etc.

If the validity period of the original dividend warrant has not expired, shareholders will have to wait till the expiry date as electronic credit of dividend amount cannot be processed during the validity of the original dividend warrant.

In either case, the dividend amount will be electronically credited to the shareholders’ bank account. With effect from 1st April 2020, dividends shall be taxed in the hands of shareholders at applicable rates of tax and the Company shall withhold tax at source appropriately. TDS will not apply if the aggregate total dividends distributed by the Company during a financial year do not exceed Rs. 5,000.

TDS would not apply if the aggregate of total dividend distributed to them by the Company during the financial year does not exceed Rs. 5,000

UNCLAIMED / UNPAID DIVIDEND

In terms of the provisions of the Companies Act, 2013 and Rules made thereunder, the Company is required to hold the unpaid/unclaimed dividend for a period of 7 years and thereafter transfer the same to the Investor Education and Protection Fund (“IEPF”) set up by the Ministry of Corporate Affairs, Government of India.

Shareholders who have for whatever reason not been able to encash their dividend warrants can claim them for the past seven years from the Company.

Shareholders whose unclaimed or unpaid amount has been transferred by the Company to the IEPF may claim them from the IEPF Authority. For claiming such an amount, a shareholder needs to file web form IEPF‐5 along with requisite documents.

The web link to the refund page of IEPF is: http://www.iepf.gov.in/IEPF/refund.html

Shareholders can also contact the Company for inquiring about the status of their dividends.

The Company sends reminders to shareholders before the transfer of dividends and shares corresponding thereto, to IEPF to enable shareholders to claim their unclaimed dividend amount and shares from the Company.

SHARES TRANSFERRED TO INVESTOR EDUCATION AND PROTECTION FUND

In terms of the provisions of the Companies Act, 2013 and Rules made thereunder, the Company is required to transfer all shares in respect of which dividend has not been paid or claimed for seven consecutive years or more, to the IEPF.

However, shares in respect of which, specific orders restraining transfer are issued by a Court of competent jurisdiction or a Tribunal or by a Statutory Authority, or a request has been received for payment of unclaimed dividend or shares which are pledged or hypothecated in terms of the provisions of the Depositories Act, 1996, shall not be transferred. The voting rights on shares transferred in the name of the IEPF Authority remain frozen until the rightful owner claims the shares.

The Company gives three months’ prior intimation to shareholders regarding the transfer of shares to the IEPF through emails and notices published in newspapers. Shareholders are requested to get their unpaid/unclaimed dividends encashed before the due dates, as mentioned in the intimation sent to them, to prevent the shares from getting transferred.

If a shareholder is unable to or fails to encash the dividend, resulting in the shares getting transferred to the IEPF, can file a claim with the IEPF for the release of the shares.

Web link providing details for claiming the shares transferred to the IEPF –http://www.iepf.gov.in/IEPF/refund.html

Procedure to claim shares and / or dividend from IEPF Authority?

A claimant needs to download web form IEPF-5 from the website of IEPF Authority viz. http://www.iepf.gov.in for filing the claim (for shares and/or dividends). Shareholders are requested to read the instructions given in the help kit carefully before filling out the form.
After carefully filling the information in web form IEPF-5 and attaching the necessary documents, the form should be saved on the computer and uploaded on the link: http://www.mca.gov.in/mcafoportal/login.do
On successful uploading, an acknowledgement will be generated indicating the Service Request Number (“SRN”). The said SRN should be printed and preserved carefully as it is used for future tracking of the claim.
The shareholder/claimant is required to submit the indemnity bond in original in the format prescribed by the IEPF Authority, on a non-judicial stamp paper of the appropriate value, as prescribed under the applicable Stamp Act, according to the State in which the indemnity bond is executed; copy of acknowledgement and self-attested copy of web form IEPF-5 along with the other documents as mentioned in the said web form to the Nodal Officer of the Company at its registered office in an envelope marked “Claim for a refund from IEPF Authority”. All these documents should reach the Company within 30 days from the date of uploading the web form IEPF5.
Upon receipt of original documents, the Company will verify the same and if found in order, upload the e-verification report with the IEPF Authority within 30 days from the date of uploading the web form IEPF-5 by the shareholder.
On the basis of the Company’s e-verification report and subject to the IEPF Authority finding the documents to be in order, refund of unclaimed dividend amounts/shares will be released by the IEPF Authority in favour of the claimants’ Aadhaar-linked bank account / Demat account through electronic transfer only.

TRANSMISSION OF SHARES – PROCEDURE FOR TRANSMISSION

If a shareholder holding shares in his sole name only, dies without leaving a will, the legal heir(s) can get the shares transmitted into their names by following the steps mentioned below:

Where shares are held in single name with a nominee :

i. duly signed transmission request form by the nominee in ISR-5.
ii. Original death certificate or Notarised copy of death certificate subject to
verification with original by the RTA/Listed Issuer.
iii. self-attested copy of the PAN card of the nominee.
iv. self-attested copy of proof of address of the nominee.
v. copy of the birth certificate (in case the nominee is a minor)
vi. Self-attested KYC documents of the nominee, if not KYC compliant (ISR-1, ISR-2,
ISR-3, SH-13, and SH-14)
vii. Self-attested KYC documents of claimant guardian (in case of the nominee being a minor of unsound mind) (ISR-1, ISR-2, ISR-3, SH-13, and SH-14)
viii. original share certificate(s).
ix. form ISR-4 (service request form)

Where shares are held in single name without a nominee :

i. duly signed transmission request form by the legal heir(s) / claimant(s)in ISR-
ii. Original death certificate or copy of death certificate attested by a notary public/gazette officer or copy of the death certificate attested by the claimant(s) / legal heir(s), subject to verification with original by the RTA/Listed Issuer.
iii. self-attested copy of PAN card of the legal heir(s) / claimant(s).
iv. self-attested copy of proof of address of legal heir(s) / claimant(s).
v. copy of the birth certificate (in case the legal heir(s) / claimant(s) is a minor)
vi. Self-attested KYC documents of legal heir(s) / claimant(s), if not KYC compliant (ISR-1, ISR-2, ISR-3, SH-13 and SH-14)
vii. Self-attested KYC documents of claimant guardian (in case of legal heir(s) / claimant(s) being a minor of unsound mind) (ISR-1, ISR-2, ISR-3, SH-13, and SH14)
viii. original share certificate(s).
ix. form ISR-4 (service request form)
x. an affidavit from all legal heir(s) made on appropriate non-judicial stamp paper, to the effect of identification and claim of legal ownership to the shares.
In case the legal heir(s) / claimant(s) is named in the succession certificate or probate of will or will or letter of administration or legal heirship (or equivalent) certificate, an affidavit from such legal heir(s) / claimant(s) alone would be sufficient.
i. Copy of succession certificate/ probate of will/will* / letter of administration/ Court Degree / legal heirship certificate or its equivalent* and no objection from all the non-claimants, duly attested by a notary public or by a gazetted officer as per the format provided by SEBI.
*In cases where will / legal heirship/ Probate of will/ succession certificate or its equivalent is submitted, the same shall be accompanied by a notarised indemnity bond from the legal heir(s) / claimant(s) to whom the shares are transmitted.
The document should be Attested by the legal heir(s)/claimant(s) subject to verification with the original or duly attested by a notary public or by a Gazetted officer.
ii. Where the value of shares is upto Rs. 5 lakhs per beneficial owner (in the case of securities held in physical mode), the document stated in point xi to be
submitted and in the absence of such documents, the following documents should be submitted:
a) No Objection Certificate from all legal heirs(s), in as per the format provided by SEBI, or copy of family settlement deed executed by all the legal heirs, duly attested by a notary public or by a gazetted officer; and
b) notarized indemnity bond made on non-judicial stamp paper of appropriate value, indemnifying the Share Transfer Agent/listed entity, as per the format provided by SEBI.
The draft formats of the abovementioned documents are available on the website of the RTA.
After verifying and processing the transmission service request, and if found to be in order, the RTA will issue a ‘Letter of Confirmation’ in place of the physical certificate(s), to the shareholder(s) / claimant(s) within 30 days of receipt of such request.
The ‘Letter of Confirmation‘ will be valid for 120 days from the date of issuance, within which the shareholder(s)/claimant(s) will make a request to their DP for dematerializing the shares.
The RTA will send reminders to the shareholder(s) / claimant(s) after 45 days and 90 days respectively, from the date of issuance of the Letter of Confirmation in case no demat request is received by the RTA / Company, reminding the shareholder(s) /claimant(s) to submit the request.
If the shareholder(s) / claimant(s) fails to submit the demat request within the aforesaid period, the RTA will credit the shares to the Suspense Escrow Demat Account of the Company.

LOSS OF SHARE CERTIFICATES – PROCEDURE FOR OBTAINING DUPLICATE SHARE CERTIFICATE(S)

Shareholders should, upon realizing the loss of share certificate(s) write to the RTA informing them about the loss of share certificate(s) along with their folio number and duly filled up Form ISR- 4. The RTA shall verify the details of shareholding, and then inform the procedure to be followed for the issue of duplicate share certificate(s) to the shareholder(s).

The following minimum documents are required for issuing duplicate certificates having a value of securities less than Rs. 5 lakhs*:

Notarised Affidavit for issuance of duplicate share certificate(s)
Notarised Indemnity Bond for the issue of duplicate share certificate(s)

iii. Self-attested KYC documents of the applicant, if not KYC compliant (ISR-1, ISR-2, ISR-3, SH-13, and SH-14)

Form ISR-4

The following minimum documents are required for issuing duplicate certificates having a value of securities more than Rs. 5 lakhs*:

Copy of FIR filed with the police (including e-FIR/Police complaint/Court injunction order/copy of plaint (where the suit filed has been accepted by the Court and Suit No. has been given), necessarily having details of the securities, folio number, distinctive number range, and certificate numbers

Advertisement in widely circulated Newspaper of notice for loss of share certificate, inviting objections.

iii. Notarized Affidavit for issuance of duplicate share certificate(s)

Notarized Indemnity Bond for the issue of duplicate share certificate(s)
In case the signature and/or the address do not match, the security holder

shall first comply with the KYC procedure and then only the details of the securities shall be provided to the security holder by the RTA.

Self-attested KYC documents of the applicant, if not KYC compliant (ISR-1, ISR2, ISR-3, SH-13, and SH-14)

vii. Form ISR-4

* Applicant shall quantify the value of the securities on the basis of the closing price of such securities at any one of the recognized stock exchanges a day prior to the date of such submission in the application.

#An overseas securities holder shall be permitted to provide self-declaration of the security certificates lost/misplaced/stolen which shall be duly notarized/apostilled/attested by the Indian Consulate /Embassy in their country of residence, along with self–attested copies of valid passport and overseas address proof.

The draft formats of the abovementioned documents are available on the Company’s website and that of the RTA.

However, additional documents may be called for, depending on the case. Upon scrutiny of the documents and if they are found to be in order, the RTA will issue a ‘Letter of Confirmation’ in place of the physical certificate(s), to the shareholder(s) / claimant(s) within 30 days of receipt of such request.

The ‘Letter of Confirmation’ will be valid for 120 days from date of issuance, within which the shareholder(s) / claimant (s) will make a request to their DP for dematerializing the shares.

The RTA will send reminders to the shareholder(s) / claimant(s) after 45 days and 90 days respectively, from the date of issuance of the Letter of Confirmation in case no demat request is received by the RTA, reminding the shareholder(s) /claimant(s) to submit the request.

If the shareholder (s) / claimant(s) fails to submit the demat request within the aforesaid period, the RTA will credit the shares to the Suspense Escrow Demat Account of the Company.

In cases where share certificates were earlier reported as lost, and have been traced by the shareholder the original share certificate(s) should be surrendered to the RTA immediately, in case the Letter of Confirmation has been issued.

If the original share certificate(s) are found before complying with the procedure for obtaining duplicate share certificate(s) but after applying for issuance of duplicate share certificate(s), the shareholder should immediately inform the RTA so as to disable the caution tag on the folio.

DELETION OF NAME

A shareholder is required to make an application in Form ISR – 4 for the deletion of the name. The RTA shall verify the details of shareholding, and then inform the procedure to be followed for the issue of duplicate share certificate(s) to the shareholder(s).
The following minimum documents are required for the deletion of the Name on the Share Certificate:-
1. Death Certification of security holder whose name is required to be removed.
2. Self-attested KYC documents of the applicant, if not KYC compliant (ISR -1, ISR-2, ISR-3, SH-13 and SH-14)
3. ISR-4 duly filled and signed.
4. Client Master List, self-certified in the name of surviving shareholder(s).

However, additional documents may be called for, depending on the case. Upon scrutiny of the documents and if they are found to be in order, the RTA will issue a ‘Letter of Confirmation’ in place of the physical certificate(s), to the shareholder(s) / claimant(s) within 30 days of receipt of such request.
The ‘Letter of Confirmation’ will be valid for 120 days from the date of issuance, within which the shareholder(s) / claimant (s) will make a request to their DP for dematerializing the shares.
The RTA will send reminders to the shareholder(s) / claimant(s) after 45 days and 90 days respectively, from the date of issuance of the Letter of Confirmation in case no demat request is received by the RTA, reminding the shareholder(s)/claimant(s) to submit the request.
If the shareholder (s) / claimant(s) fails to submit the demat request within the aforesaid period, the RTA will credit the shares to the Suspense Escrow Demat Account of the Company.

COMMON AND SIMPLIFIED NORMS FOR INVESTOR SERVICES

Common and Simplified Norms for processing investor’s service request by RTAs and norms for furnishing PAN, KYC details and Nomination.

As per circular No. SEBI / HO / MIRSD / MIRSD_RTAMB / P / CIR / 2021 / 655

dated 3rd November 2021 issued by the Securities and Exchange Board of India (SEBI), which will come into effect from 1st January 2022, SEBI has laid down common and simplified norms for processing shareholder’s service requests by Registrar and Transfer Agents (RTA). The circular also lists down norms relating to the electronic interface for processing shareholder’s queries; complaints and service requests; mandatory furnishing of PAN, KYC details, and Nomination, among others; freezing of folios without valid PAN, KYC details and compulsory linking of PAN and Aadhar by holders of shares in physical form.

The important points of the circular are listed below for your reference.

Standardized, simplified and common norms for processing service request from shareholders holding shares in physical form for the following:

i) Registering of / Change in / Up- dation of:

a) PAN;

b) Nominee;

c) Contact details (postal address, Mobile number & E-mail);

d) Bank details, and

e) Signature.

ii) Processing of request for:

a) Issue of Duplicate shares certificate;

b) Replacement / Renewal / Exchange of shares certificate;

c) Consolidation of share certificate;

d) Sub-division / Splitting of share certificate;

e)Consolidation of folios;

f)Endorsement;

g) Change in the name of the holder;

h) Change in status from Minor to Major and Resident to NRI and vice versa;

i) Claim for an undelivered share certificate, prior to its transfer Unclaimed Suspense Account;

j)Claim from Unclaimed Suspense (demat) Account;

k)Transmission and

l) Transposition.

Transfer Agents (RTA). The circular also lists norms relating to the electronic interface for processing shareholder’s queries; complaints and service requests; mandatory furnishing of PAN, KYC details, and Nomination, among others; freezing of folios without valid PAN, KYC details, and compulsory linking of PAN and Aadhar by holders of shares in physical form.

Electronic interface for processing queries, complaints, and service requests

In addition to responding to queries, complaints, and service requests through hard copies, the RTA will also process the same, received through e-mails, if it is received from the e-mail address of the holder which is already registered with the RTA. Additionally, in the case of service requests, the documents furnished should have an e-sign of the shareholder/ claimant.

In case the RTA is offering online processing of service requests through its portal, then the shareholder may submit his / her request or complaint through this portal, using appropriate credentials for login and password. The scanned copies of the documents furnished will have to be e-signed.

Mandatory furnishing of PAN, KYC details, and Nomination by holders of

physical shares

It will be mandatory to furnish the following documents/details to the RTA;

a) PAN
b) Nomination (for all eligible folios)

Details of nomination details can be furnished through hard copy or through

electronic mode with e-signature, as follows;

Either, Nomination through Form SH-13 as provided in the Rules 19 (1) of Companies (Shares capital and debenture) Rules, 2014, or ‘Declaration to Opt-out’, as per Form ISR-3
In case of cancellation of nomination by the holder(s) through Form SH14, then ‘Declaration to Opt-out’ should be provided

iii. Shareholders can change their nominee through Form SH-14

c) Contact details Postal address with PIN, Mobile number, and E-mail address:

RTA shall obtain the folio number from the mobile number and E-mail address

provided by the holder, to validate the same.

d) Bank account details (bank name and branch, bank account number, IFS code)

Upon receipt or updation of bank details, the RTA shall suo-moto, pay electronically, all the money of / payments to the holder that was previously unclaimed/unsuccessful.

e) Specimen signature

Freezing of Folios without PAN, KYC details, and Nomination

Folios wherein any one of the abovementioned documents/details are not available on or after 1st April 2023, shall be frozen by the RTA.

Shareholders whose shares are in the frozen folios will be

a) eligible to lodge grievance or avail service request from the RTA only after furnishing complete documents/details as aforesaid,
b) eligible for any payment including dividend, interest, or redemption payment only through electronic mode and an intimation from the RTA to the holder that the aforesaid payment is due and will be made electronically, upon complying with the requirements relating to furnishing of PAN, etc, as mentioned above.
c) referred by the RTA or the company to the administering authority under the Benami Transactions (Prohibitions) Act, 1988, and or Prevention of Money Laundering Act, 2002, if they continue to remain frozen as of 31st December 2025.

Compulsory linking of PAN and Aadhaar by all shareholders in physical mode

The Central Board of Direct Taxes (CBDT) has by Notification S.O. 3814(E) dated 17^th September 2021, extended the date for linking PAN with Aadhaar number to 31st March 2022. SEBI also issued a Press Release dated 3rd September 2021, advising –

a) intermediaries are to accept only valid PANs from 31st March 2022, while opening new accounts.
b) existing investors to link their PAN with their Aadhaar number by the date specified by CBDT.

Accordingly, from 31st March 2022 or any other date as may be specified by the CBDT, RTAs will accept only valid PANs and also verify that the PAN in the existing folios is valid; i.e. whether it is linked to the Aadhaar number of the holder. The folios in which PANs are not valid as of the notified cut-off date of 31st March 2022 or any other date as may be specified by the CBDT, will also be frozen.

We request you to furnish the aforementioned documents/details, to the RTA on receipt of this communication and in any event not later than 31^st December 2021. The list of documents/details to be provided is summarised in the below table for your ready reference:

Sr. No.	Documents/details to be provided by shareholders	Please furnish details in
1	Valid Pan Linked with Aadhar	Form No. ISR-1
2	Postal Address with PIN
3	Email address
4	Mobile Number
5	Demat account details
6	Bank account details
7	Bankers’ attestation of signature in case of major mismatch.	Form No. ISR-2
8	Nomination details	Form No. SH-13
9	Change/cancellation of nomination	Form No. SH-14
10	Declaration to opt-out	Form No. ISR-3

The aforesaid forms can also be downloaded from under the tab “Common and Simplified Norms for processing investors service request by RTAs” available on the Company’s website www.stelholdings.com or that of the RTA.

SHARES TRANSFERRED TO UNCLAIMED SUSPENSE ACCOUNT

Transfer of shares to Unclaimed Suspense Account:

In terms of the Listing Regulations, after following the procedure of sending three reminders, undelivered share certificates lying with the Company are required to be transferred to a demat account titled ‘Unclaimed Suspense Account’ to be opened by the Company for the said purpose. Accordingly, the Company has transferred such shares to the Unclaimed Suspense Account and are held on behalf of the respective shareholders.

Procedure to claim shares transferred to Unclaimed Suspense Account:

Shareholders are requested to provide their claims in the prescribed claim form along with necessary supporting documents as mentioned in the said claim form to the RTA. Upon successful verification, the shares held in the Unclaimed Suspense Account will be transferred to the shareholder’s demat account. However, in case of shares claimed by heirs of a deceased shareholder, the procedure for transmission of shares will also have to be completed.

NOMINATION

Nomination:

Section 72 of the Companies Act, 2013, (“the Act”) provides a nomination facility to individuals holding shares in companies.

Shareholders, in particular, those holding shares in a single name should, in their own interest, avail of this facility by giving the particulars of their nomination in the prescribed nomination form.

How to nominate:

Form SH-13 is for the initial registration of nomination, Form SH-14 is for cancellation and variation of nomination, and Form ISR-3 is a declaration for opting out of nomination The said forms can be downloaded from the Company’s website or from that of the RTA.

If shares are held in dematerialized form, the nomination has to be registered with the concerned DP directly, as per the format prescribed by the DP. Individual shareholders holding shares in single name or joint names can appoint a nominee. In the case of joint holding, joint holders together have to appoint the nominee. An individual having the capacity to contract only can be appointed as a nominee. Minor can, however, be appointed as a Nominee.

Non-individuals including a society, trust, body corporate, partnership firm, Karta of Hindu Undivided Family, and holder of Power of Attorney cannot nominate.

Change his nomination:

It is possible to revoke/vary a nomination once made. If the nomination is made by joint holders, and one of the joint holders dies, the remaining joint holder(s) can make a fresh nomination by revoking the existing nomination.

Rights of Nominee:

A nominee is entitled to all the rights in the shares of the deceased shareholder in relation to such shares to the exclusion of all other persons. In the event of the death of the shareholder, all the rights of the shareholder shall vest in the nominee. In case of joint holding, all the rights shall vest in the nominee only in the event of the death of all the joint holders. The nominee is required to apply to the Company or to the DP as may be applicable, reporting the death of the nominator along with the attested copy of the death certificate.

Effect of nomination upon transfer of shares:

Upon transfer of shares, the nomination stands rescinded.

Effect of further acquisitions of shares under a given Folio on the nomination:

A shareholder is required to fill in the distinctive numbers of shares in the Nomination Form and the shares covered by these distinctive numbers shall only be transmitted to the nominee in the event of the death of the shareholder. For any further acquisition of shares of the Company, the shareholders will have to extend the nomination to the additional shares by filling in the necessary Nomination Form as the existing nomination does not automatically cover the additional shares. To ensure that the nomination is valid, the shareholders need to make specific mention of all distinctive numbers. However, in the case of the issue of bonus shares on those distinctive numbers for which nominations have been given, a fresh nomination would not be required.

DISCLAIMER

This Shareholder’s Handbook is an effort of the Company to educate its shareholders about their rights as shareholders, standard procedures, and documentation requirements for certain matters. The Shareholder Handbook is an informal guideline only.

The Company, its Directors, or Officers do not warrant that the information contained in this Shareholder Handbook is complete and hereby disclaim(s) any liability to any person for any loss or damage caused by errors or omissions, whether such errors or omissions result from negligence, accident or any other unintentional cause. The Company, its Directors, or Officers further assume no liability for the interpretation and/or use of the information contained in this Shareholder Handbook.

Shareholders and other general readers are requested to refer to the specific provisions of law for exact details and clarifications and are specifically informed that this Shareholder Handbook does not purport to explain any laws or rules in force.