Hissa ESOP Audit: Evaluate the need for an ESOP audit now with a quick assessment!

What is a Share Certificate? Definition and Procedure to Issue

As a founder of a company, you understand the importance of keeping track of every aspect of your business. One critical aspect that often gets overlooked is the issuance of share certificates. These certificates serve as tangible proof of ownership for shareholders and are essential for any company that has issued shares.

Share certificates serve as legal evidence of ownership and outline the specific details of the shareholding, such as the number of shares held, the face value of the shares, and the name of the shareholder. The format of the share certificate is prescribed under the laws. A share certificate is issued when the shares are in physical form. Shares in electronic form is known as a dematerialized shares or in short demat shares.

In this blog, we will dive deeper into the world of share certificates and the importance of proper issuance and management.

1. What is a share certificate?

A share certificate is a physical proof of the number and class of shares held by an individual member of the company. It provides evidence that an individual is a shareholder of the company. A share certificate is also a document of title. It is not just proof of ownership. For that reason, the share certificate can be pledged. Since share certificates are issued post receiving the capital amount, it also provides proof that the subscribed shares have been paid up for and the company has allotted shares towards such payment.

All details of share certificates issued by the company have to be recorded and maintained by the company secretary or any person authorized by the Board.

2. What is the time limit to issue share certificates to investors?

Depending on the nature of the transaction, share certificates have to be issued within the following timelines:

  1. Individuals who have contributed towards the initial capital and given their consent to the formation of the company (subscribers to the memorandum) have to receive the share certificates within two months from the date of incorporation. Such shares may be converted to demat shares later if the shareholder wishes to do so.
  2. Other members to whom shares have been allotted have to receive the share certificates within a period of two months from the date of allotment.
  3. In case of transfer of shares, share certificates have to be issued within a period of one month from the date the company receives the instrument of transfer.

It has to be noted that in the case where the shares or securities are dealt with a depository, the company shall intimate the details of such allotments to the depository immediately.

3. How are shares issued under the physical form of shares?

  1. Board meeting: Companies desiring to issue share certificates under the physical form have to first convene a Board Meeting. The Board must pass a resolution approving the allotment of shares to the investors.  
  2. Issue of share certificate: Once the money is received, the company has to issue the share certificate within 60 days from the date of passing the board resolution. The share certificate has to be signed by atleast 2 Directors of the company and  the applicable stamp duty must be paid according to the state where the company is registered.

4. How is stamp duty payable on the physical form of issue of shares?

Under the Indian stamp Act, stamp duty is payable by the company on fractions of the total value of shares mentioned on the share certificate and not on the face value. The rate of stamp duty differs from state to state. For example, Re.1 stamp duty is payable for every Rs.1000 value of stock in the state of Karnataka.

The stamp duty must be paid within 30 days from the date of issue of shares and the payment can be made online in the states that allow e-stamping.  

Common documents that companies will need to submit while making the payment of stamp duty include:

  • Share certificates
  • Certificate of Incorporation
  • MOA and AOA
  • Board resolution passed approving the issue of share certificates
  • List of all allottees (PAS-3)
  • List of Directors or any person authorized by the Board to make payment in this regard.  

Note: These requirements differ from state to state

Issuing share certificates is an important item on the company’s compliance calendar. For shares being dealt in digitized form, companies have to follow a different set of procedures. For information on dematerialisation of shares, refer to our article on “Dematerialisation of Shares”.

About Author :


Recent Posts

Send Us A Message