A share certificate is a crucial legal document that serves as proof of ownership of shares in a company. It includes important shareholder details such as the name, address, folio number, and number of shares held. However, mistakes in personal details — especially the name of the shareholder — can lead to difficulties in transferring shares, claiming dividends, or participating in corporate actions.
That’s where name correction in a share certificate becomes essential. Whether due to typographical errors, spelling mistakes, changes after marriage, or documentation mismatches, rectifying the shareholder’s name ensures the accuracy and legality of ownership records.
This article explains the complete process of name correction in a share certificate, the required documents, the regulatory framework, and how InvestorLink helps streamline the process for shareholders and companies alike.
Understanding Name Correction in Share Certificate
Name correction in share certificates refers to updating or amending the shareholder’s name on official company records and share certificates to reflect the correct spelling or identity.
This correction may be required for several reasons, including:
- Typographical or clerical errors made during issuance
- Changes in name after marriage or legal procedure
- Discrepancies between the name on the share certificate and supporting documents like the PAN card or the Aadhaar card
- Errors during dematerialisation or data entry
It’s important to differentiate between name correction and name change.
- Name correction involves fixing minor spelling or clerical mistakes (e.g., “Rohit Kumar” instead of “Rohit Kumar S”).
- Name change requires legal documentation, such as a gazette notification, marriage certificate, or court order.
Regulatory Framework
The process of name correction in share certificate is governed by guidelines from regulatory bodies such as:
- The Companies Act, 2013
- The Securities and Exchange Board of India (SEBI)
- The Registrar and Transfer Agents (RTAs) managing the company’s share records
These regulations ensure that shareholder details remain consistent, traceable, and legally valid across all corporate records.
Step-by-Step Process for Name Correction in Share Certificate
1. Verify the Error
The first step is to identify the specific error in the shareholder’s name as printed on the share certificate. This could include:
- Incorrect spelling
- Missing initials
- Wrong surname or middle name
- Typographical errors
A careful review helps determine whether the correction is minor (requiring simple verification) or major (requiring legal documentation).
2. Prepare a Written Application
The shareholder must submit a written request to the company’s Registrar and Transfer Agent (RTA) or directly to the company’s Investor Relations Department.
The application should clearly mention:
- Folio number
- Company name
- Share certificate numbers
- Nature of the correction required
- Contact details of the shareholder
InvestorLink simplifies this process by offering pre-structured application formats for name correction requests, reducing delays and ensuring compliance.
3. Attach Supporting Documents
To validate the request, shareholders must attach documentary evidence of the correct name. Commonly required documents include:
- Self-attested copy of PAN card or Aadhaar card
- Passport or Voter ID (for additional verification)
- Affidavit or Gazette Notification (in case of legal name change)
- Marriage certificate (for name changes after marriage)
- Original share certificate(s) for correction and reissuance
InvestorLink’s verification system ensures that all documents are properly authenticated before submission.
4. Execute an Affidavit (If Required)
If the name correction involves a legal name change rather than a minor spelling correction, an affidavit or notarised declaration may be necessary.
This affidavit must clearly state:
- The reason for the name change or correction
- The correct name to be reflected
- Reference to relevant ID proofs or supporting documents
5. Submit the Application
Once all documents are prepared, apply either physically (in person or by post) or through the company’s digital portal (if available).
InvestorLink allows shareholders to submit scanned documents securely online, enabling faster processing and acknowledgement.
6. Verification and Approval
The company or its RTA will verify the request and supporting documents. If all records match, the correction is approved.
In some cases, additional clarification or verification from the shareholder may be requested.
7. Issuance of Corrected Share Certificate
After successful verification, the old share certificate is cancelled, and a new share certificate reflecting the corrected name is issued.
In case the shares are held in demat form, the correction is updated electronically in the depository records.
Processing Time and Fees
The time required for name correction in a share certificate typically ranges from 15 to 30 working days, depending on the company’s internal procedures and the completeness of documents submitted.
Processing fees may vary and are generally nominal. InvestorLink provides upfront clarity on charges and timelines to ensure transparency.
Common Mistakes to Avoid
To prevent delays or rejections, shareholders should:
- Ensure that all supporting documents reflect the correct and consistent name
- Avoid overwriting or making manual corrections on share certificates
- Use updated identity proofs (PAN, Aadhaar)
- Submit clear copies of documents and ensure signatures match existing records
InvestorLink’s verification checklist helps shareholders avoid these common errors before submission.
How InvestorLink Simplifies Name Correction in Share Certificates
InvestorLink is a leading platform that offers comprehensive shareholder and registry services, including assistance with name corrections on share certificates. Our process is:
- Digital and Transparent: Secure online submission and real-time tracking of applications.
- Compliant and Reliable: All procedures follow SEBI and Companies Act guidelines.
- Guided and Personalised: Step-by-step support from dedicated professionals.
Whether you are an individual shareholder or a corporate registrar, InvestorLink ensures a seamless, accurate, and compliant process for all share certificate name corrections.
Conclusion
Accuracy in shareholder records is vital for maintaining the integrity of company ownership and ensuring smooth transactions. A simple spelling error or discrepancy in a shareholder’s name can cause unnecessary complications during share transfers, dividend claims, or legal verifications.
By following the proper process for name correction on share certificates — and utilising trusted partners like InvestorLink — investors can safeguard their assets, maintain regulatory compliance, and ensure peace of mind.
For assistance or to initiate your name correction request, visit InvestorLink today and experience a faster, simpler, and more secure way to manage your shareholding records.
