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If an Indian company’s registrar and transfer agent (RTA) rejects your physical share transfer, first obtain the rejection reason in writing, preserve every document and delivery record, and ask exactly what correction or re-lodgement route the issuer accepts. Do not send the same historic deed again without checking the current rules: SEBI discontinued ordinary transfers in physical form from April 1, 2019.
This guide covers SEBI-regulated issuers and RTAs in India. Procedures in another country can be different. A special, time-limited route may apply to some older requests lodged before April 1, 2019; eligibility and paperwork must be confirmed with the particular company or RTA.
What to do immediately after the rejection
A rejection letter is useful only if it identifies the actual deficiency. Treat a vague “not in order” message as a request for clarification, not as a final explanation.
- Preserve the record. Keep the rejection letter or email, courier or post tracking, a scan of the transfer deed, both sides of the share certificate, every form submitted, identity or address documents, and all correspondence. Note the date the RTA received the packet and the date of rejection.
- Identify the correct RTA. Use the issuer’s official investor-relations page to confirm the currently appointed RTA and its address. Do not rely on contact details copied from an unrelated company notice; RTAs change and a misdirected original certificate can be difficult to trace.
- Request a specific written reason. Ask the company or RTA to identify the exact field, signature, certificate detail, document, or rule that caused rejection and to provide the discrepancy or supporting record. Ask whether the original packet will be returned and whether a correction can be submitted without creating a new transaction.
- Compare the reason with your copies. Check names and their order, certificate and distinctive-number details, signatures, dates, consideration details, witness or identity information, and any supporting papers against what you actually filed. These are checks, not a universal checklist; the issuer’s current requirements control.
- Ask for the accepted remedy. Request the current form, correction method, delivery address, and any deadline the issuer applies. Obtain confirmation before sending another original certificate or deed.
SEBI’s registrar rules require investor inquiries to be adequately dealt with. For dematerialisation and rematerialisation requests, Schedule III says an RTA must not reject on “flimsy grounds”; rejection must rest on valid and proper grounds supported by relevant documents. That wording concerns dematerialisation and rematerialisation specifically, so it should not be treated as an automatic approval rule for every physical-transfer dispute.
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Why a physical transfer may be rejected now
SEBI discontinued transfer of securities in physical mode from April 1, 2019. That change means a routine paper transfer lodged today is not treated like a pre-2019 request. The continuing practical path is generally to resolve the issuer’s deficiency and hold the securities in dematerialised form, subject to the facts and the issuer’s instructions.
Typical explanations supplied by an issuer may include an incomplete or outdated form, a mismatch between the deed and the certificate, signature or name-order differences, missing supporting documents, or a record that the request falls outside the permitted process. The rejection notice, not a generic internet checklist, determines which explanation applies to your case.
Questions that expose an incomplete explanation
- Which document or field is deficient, and what value does the issuer’s register show?
- Is the problem a curable clerical error, or does it concern ownership, succession, a court order, or a transfer already recorded elsewhere?
- Does the RTA require a fresh current form, a correction to the existing submission, or a dematerialisation request instead?
- Will the issuer accept a re-submission, and under which current circular, notice, or internal checklist?
If the answer involves a deceased holder, competing claimants, a court restraint, or disputed title, stop treating it as a simple form correction. The RTA may need transmission or succession documents, a legal order, or other case-specific evidence.
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Can you still transfer old physical shares?
There are two different routes, and the original lodgement date is decisive.
| Route | Who may use it | What to verify | Result described by the applicable rules |
|---|---|---|---|
| Correct a routine deficiency with the issuer or RTA | A holder whose current submission was rejected for an identifiable, remediable problem | The written reason, the issuer’s current checklist, the exact correction, and any response deadline | The issuer or RTA decides whether the corrected submission satisfies its requirements |
| Special re-lodgement window for older requests | Potentially, a holder whose transfer request was lodged before April 1, 2019 and was rejected, returned, or left unattended because of deficiencies | Original lodgement proof, rejection or return record, issuer-specific eligibility rules, the live window deadline, and a suitable receiving demat account | An approved transfer is effected only in dematerialised form |
SEBI’s September 7, 2020 circular described an earlier facility for deficient deeds lodged before April 1, 2019, with March 31, 2021 as the re-lodgement deadline. That historic deadline has passed. It should not be used as a reason to assume that every old deed can be filed again today.
The current special window for qualifying pre-2019 requests
An Indian Oil Corporation investor notice, updated October 9, 2026, reports a newer one-year window running from February 5, 2026, through February 4, 2027. It concerns qualifying transfer requests lodged before April 1, 2019 that were rejected or returned because of deficiencies. The notice states that approved transfers are credited only in dematerialised form.
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This is not a blanket reopening of paper transfers. The notice is an issuer communication, and implementation can differ between issuers and RTAs. Before relying on it:
- Find the issuer’s current investor notice or circular and confirm that your security and original lodgement history are covered.
- Collect evidence of the pre-April 1, 2019 lodgement and the rejection, return, or non-attendance caused by a deficiency.
- Ask the RTA for its exact application form, document list, submission channel, holder-name and order requirements, and any attestation rules.
- Arrange an appropriate demat account in the name and order the issuer requires. Because the outcome is dematerialised, a paper-only receiving arrangement will not complete the process.
- Submit through the channel the issuer confirms and retain an acknowledgement, tracking number, and a complete copy of the packet.
Do not infer eligibility merely because a deed is old. A sale, death, transmission issue, ownership dispute, restraint order, or prior movement of the holding can change the route. The issuer or RTA must make the case-specific determination.
How to correct a routine deficiency
When the rejection concerns an incomplete form or a record mismatch rather than title, use a controlled resubmission process.
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- Build a discrepancy sheet. Put the RTA’s stated reason in one column and the value shown on your copy of the deed or certificate in another. Mark what can be corrected and what requires an issuer record search.
- Obtain the current form. Ask the RTA to identify the version it accepts now. Historic forms, old addresses, or obsolete execution instructions may not be usable.
- Clarify signatures and names before signing. Ask whether the holder’s name must match the certificate exactly, whether all registered holders must sign, and whether an attestation or identity document is required. Do not alter an original certificate or overwrite a signed deed unless the issuer expressly instructs you.
- Send only what is requested, safely. Use the RTA’s confirmed address and a trackable service. Keep scans or photographs of every page and the package label.
- Request written acknowledgement and status. Ask when the corrected packet was logged and what event will mark completion. If the RTA rejects it again, request the new reason and the rule or document supporting it.
Never assume that a rejected historic transfer deed may simply be re-lodged outside an applicable special window. The April 1, 2019 rule and any later facility must be read together with the issuer’s current instructions.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How to complain about an RTA or issuer
SEBI’s investor guidance sets a sequence: approach the concerned listed company or registered intermediary first; if the grievance is not resolved, use SEBI’s SCORES platform where the matter falls within its scope.
First level: the company or RTA
Write a concise chronology: when the deed was lodged, what was submitted, when the rejection arrived, the exact reason given, and the remedy you seek. Attach the rejection and relevant records, but keep originals unless the RTA has provided a secure, documented return-and-resubmission process. Ask for a complaint or service-request number.
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Second level: SCORES
SCORES is a grievance-facilitation route, not a tribunal that decides title or guarantees that a transfer will be approved. The SCORES 2.0 guidance describes a 21-calendar-day redressal period, with automatic routing or escalation features. It also describes first- and second-level review windows of 15 days each after the relevant action-taken report. Platform rules can change, so verify the live instructions when filing.
SEBI’s current FAQ states that a complaint should normally be lodged within one year from the cause of action; a late complaint may be rejected. State the dates clearly and explain why the issuer’s response is inadequate. Upload the rejection, your prior correspondence, delivery proof, and the specific remedy requested.
What SCORES cannot replace
- It is not a substitute for the issuer’s first review of a correctable deficiency.
- It does not decide disputed ownership, succession, forgery, or the effect of a court restraint order.
- Claims concerning shares or amounts already transferred to the Investor Education and Protection Fund (IEPF) are excluded from SCORES under the FAQ; those claims should be made directly to the IEPF Authority.
- Issues outside SEBI’s jurisdiction or already being handled through legal proceedings may require a different forum or professional advice.
If your matter involves inheritance, competing heirs, a sale agreement, a power of attorney, suspected forgery, or a court order, consider advice from a qualified securities lawyer or company secretary before choosing a remedy. Do not describe a title dispute as a simple RTA service complaint.
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No single document list applies to every issuer, but a well-organised file makes both correction and escalation easier. Keep:
- the original rejection and envelope or electronic headers;
- proof of delivery and the RTA’s acknowledgement;
- copies of the transfer deed, certificate details, forms, and attachments;
- the holder’s communications with the company, RTA, depository participant, and any authority;
- a dated timeline of submissions, calls, promised responses, and actual responses;
- evidence relevant to any name change, death, succession, court order, or prior transfer record.
Send a complaint that asks for one defined outcome—for example, a written correction route, a review under the applicable special window, or a reasoned confirmation that the claim is outside the issuer’s process. A precise request is easier to track than a general demand to “release the shares.”
When professional help is sensible
Routine mismatches can often be resolved directly with the RTA. Escalate your support when the facts involve multiple holders, an estate, a missing certificate, an alleged forged signature, a disputed sale, a restraint order, or a holding already moved to IEPF. In those situations, the correct remedy may be transmission, rectification, an indemnity, a court direction, or an IEPF claim rather than another transfer deed. A professional can help identify the forum, but cannot waive the issuer’s or regulator’s eligibility rules.
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