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For a normal transfer, collect the original share certificate, a correctly completed and stamped Form SH-4, signatures and witnessing, PAN/KYC documents, and any address or authority papers requested by the issuer or its registrar and transfer agent (RTA). Under section 56 of the Companies Act, the executed transfer instrument and the certificate (or allotment letter) must be delivered within 60 days of execution.
There is an important rule before you assemble the file: for listed shares held in paper form, a fresh transfer is generally not processed unless the shares are dematerialised first. A narrow SEBI special window runs from 5 February 2026 through 4 February 2027 for certain legacy transfers whose deeds were executed before 1 April 2019.
Check whether your case is a transfer, transmission or transposition
The document list depends on the transaction. A transfer is a voluntary movement of shares from a living holder to a buyer or gift recipient. Transmission follows the death of a holder and uses succession-related evidence. Transposition changes the order of joint holders without changing ownership. SEBI’s post-1 April 2019 restriction concerns fresh transfers of listed securities in physical form; transmission and transposition are treated separately.
Confirm the category with the issuer or RTA before sending original documents. Using a transfer form for a transmission can lead to rejection and unnecessary risk to the originals.
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Current rule for listed physical shares
SEBI’s 27 March 2019 clarification states: “Any investor who is desirous of transferring shares (which are held in physical form) after April 01, 2019 can do so only after the shares are dematerialized.” In practical terms, a holder normally opens or uses a demat account, dematerialises the certificate through the issuer/RTA and depository-participant process, and then transfers the dematerialised securities.
This is not the same as saying that every old paper certificate is worthless. The certificate can still be relevant for dematerialisation, transmission, transposition or the limited 2026–27 legacy route. The issuer’s current instructions determine where and how the request is lodged.
Core documents for an ordinary transfer package
Original share certificate or allotment letter
Submit the original certificate for the shares being transferred. Check the certificate number, distinctive numbers, holder names and folio against the transfer details before signing anything. If no certificate was issued, section 56 refers to the letter of allotment as the corresponding document.
Do not assume a photocopy can replace the original. The 2026 special-window matrix specifically excludes cases in which the original security certificate is unavailable.
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Form SH-4
Form SH-4 is the prescribed securities-transfer instrument. Complete the company and security description, number and class of securities, consideration, transferor and transferee particulars, folio details and execution date. The form also includes the witness section and a field recording the value of stamp affixed.
Write consistently with the certificate and register. A mismatch in names, folio numbers, certificate numbers or distinctive numbers can cause the RTA to return the submission for correction.
Signatures and witness details
Every registered transferor must sign in the prescribed place, in the same order used on the certificate or register. Joint holders generally sign in that same order. The transferee signs where required, and the witness completes the witness details and signature section.
Before dispatch, compare each signature and name with the issuer’s records and check that no required field is blank. If a holder is signing through a representative, include the authority document requested for that arrangement.
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PAN and identity/KYC papers
Include self-attested PAN copies for the parties when the issuer or RTA requires them. NSE guidance identifies PAN as mandatory for securities-market transactions and sets out KYC and service-request documentation for physical holders. The RTA may also require its current investor-service or ISR forms.
Use the exact name and address shown on the identity document and the transfer instrument. If the RTA has prescribed an attestation format, follow it rather than substituting an informal declaration.
Address or contact proof after a change
If the registered address differs from the holder’s current address, the RTA may ask for self-attested proof such as Aadhaar, voter ID, passport or driving licence, or another document on its accepted list. The accepted list and attestation requirement are issuer- and RTA-specific, so obtain the current version before lodging the certificate.
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Section 56 requires a duly stamped transfer instrument. The applicable rate and payment method depend on the state and transaction. Confirm the stamp-duty procedure with the company or RTA before executing Form SH-4; a correctly completed form can still be rejected if the stamping is deficient.
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Authority and supporting documents for special circumstances
The file may need additional evidence where the registered holder is represented, is a company, or is deceased. Examples include a power of attorney, corporate authorisation or board resolution, succession or probate papers, and a death certificate. The exact combination depends on the legal capacity in which the request is made and the RTA’s current checklist.
Section 56 timing and delivery requirement
Section 56 requires the duly stamped, dated and executed instrument to be delivered to the company within 60 days of execution, together with the certificate or allotment letter. Treat the 60-day period as a delivery deadline: allow time for attestation, correction of errors and courier transit rather than waiting until the final days.
Keep a complete scan or photocopy of every page and retain the dispatch proof. Those records do not replace the originals, but they make it easier to answer an RTA query or recreate the file if a page is returned.
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- Identify the issuer and RTA. Use the company’s current investor-services instructions to confirm the appointed RTA, forms, address, attestation rules and whether the request is eligible for transfer or must be handled as dematerialisation first.
- Open or verify the transferee’s demat account. The post-2019 route for a listed physical holding ends with dematerialised securities, so the transferee needs an operational demat account and matching KYC details.
- Prepare the certificate and dematerialisation paperwork. Follow the RTA and depository-participant instructions for converting the paper certificate. Do not send a transfer deed alone when the issuer requires dematerialisation before transfer.
- Complete the transfer after dematerialisation. Once the securities are credited in demat form, use the applicable depository transfer process rather than attempting a fresh paper transfer.
- Check the account and records. Verify that the quantity and security details credited to the demat account match the certificate and the intended transaction, and retain the RTA or depository acknowledgement.
The exact forms, destination address and sequence are controlled by the issuer, RTA and depository participant. The checklist above describes the regulatory path, not a substitute for those current operational instructions.
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2026–27 special window for legacy transfers
SEBI opened a special window from 5 February 2026 through 4 February 2027. It is designed for eligible transfers that could not be completed before the 2019 cut-off, including earlier submissions that were rejected, returned or left unattended because of document or process deficiencies.
This window is narrow. It does not generally reopen paper transfers executed after the cut-off, and the original security certificate must be available. The transfer deed must have been executed before 1 April 2019.
Documents the transferee must submit
- Original security certificate or certificates.
- The transfer deed executed before 1 April 2019.
- Proof of purchase, where available.
- Transferee KYC documents under the applicable ISR forms.
- A latest Client Master List (CML) for the transferee’s demat account, dated no more than two months before submission and attested by the Depository Participant.
- The prescribed undertaking-cum-indemnity.
The securities processed through this window are credited in dematerialised form. Follow the RTA’s instructions for the submission address and any issuer-specific forms in addition to the documents listed above.
Ordinary dematerialisation versus the 2026 legacy window
| Point | Ordinary route | 2026–27 legacy window |
|---|---|---|
| Who can use it | Holders following the post-2019 rule for listed physical shares | Eligible legacy cases covered by SEBI’s window |
| Key date | Fresh physical transfer after 1 April 2019 requires dematerialisation first | Transfer deed must have been executed before 1 April 2019 |
| Certificate | Original certificate is used for the dematerialisation process | Original certificate is mandatory; cases without it are excluded by the eligibility matrix |
| Additional evidence | Issuer/RTA KYC, PAN, stamping and any authority or address documents requested | Proof of purchase where available, ISR KYC, DP-attested recent CML and undertaking-cum-indemnity |
| Result | Shares are dematerialised before the transfer is completed | Processed securities are credited in dematerialised form |
| Handling | Follow the issuer, RTA and depository-participant sequence | Follow the RTA’s special-window address and issuer-specific instructions |
Frequent rejection points to check before submission
- Wrong transaction category: a death-related request is filed as a transfer instead of transmission.
- Missing original: a photocopy is sent, or the certificate cannot be produced for a legacy-window claim.
- Incorrect order of joint holders: signatures do not follow the order on the certificate or register.
- Incomplete SH-4: security description, consideration, folio, execution date, witness details or stamp-value field is blank or inconsistent.
- KYC mismatch: PAN, name or address differs from the issuer’s records without the required explanation or proof.
- Insufficient stamping: the form was signed without confirming the applicable state and transaction-specific process.
- Out-of-date CML: for the special window, the CML is more than two months old or lacks Depository Participant attestation.
- Missing authority evidence: a company, attorney or estate representative has not included the relevant resolution, power of attorney or succession document.
A submission checklist you can print
- Confirm the request is a transfer, not transmission or transposition.
- Confirm whether the listed shares must be dematerialised before a fresh transfer.
- Match certificate numbers, distinctive numbers, folio and holder names.
- Complete every applicable field in Form SH-4.
- Obtain all required transferor, transferee and witness signatures in the correct order.
- Apply the applicable stamp duty using the issuer/RTA’s current process.
- Attach self-attested PAN and required KYC documents.
- Add current address proof if the registered details changed.
- Add authority, corporate or succession documents where the case requires them.
- If using the 2026–27 window, add the pre-1 April 2019 deed, original certificate, proof of purchase where available, ISR KYC, DP-attested CML under two months old and undertaking-cum-indemnity.
- Deliver the section 56 package within 60 days of execution and retain copies and delivery evidence.
What to confirm with the issuer or RTA before sending originals
Ask for the appointed RTA’s current checklist and submission address, the accepted address-proof and attestation rules, the applicable stamp-duty method, and any issuer-specific form. Confirm that the request qualifies as a transfer and, for a legacy claim, that the deed date and certificate satisfy the special-window matrix. These checks matter because the regulatory documents above do not replace operational instructions that can change by issuer or case.
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