• Reissue / Resale - T + 0 business days.
• Repurchase - T + 1 business days
• Transmission / deletion of name - T + 5 business days.
• Issue of duplicate SOAs - T + 1 business days
• Change of address updation - T + 5 business days. g) Duplicate warrants - T + 5 business days.
• Transfer - T + 5 business days.
  

Fill up the transfer deed as per the guidelines mentioned below and attach the relevant certificates with the transfer deeds.

Documents required to be lodged by the buyer at the time of    transfer

• Transfer deed filled / completed in all respects.
• Relevant certificates as detailed on the transfer deed

• TD should be in the prescribed form 7B.
• Torn or Mutilated TD is not acceptable.
• Torn / mutilated certificates, where it is not possible to read either the certificate no., Distinctive no., & name of the company, are not acceptable.
• No. of certificates & details of the certificates, mentioned on the TD should match with the certificates enclosed.
• Address & signature of the buyer should be available on the TD.
• Value of transfer stamps to be affixed is 0.25% of the consideration amount.

• Death case:
  
  
• If the holding is joint and the surviving holder is transferring the shares, then the photocopy of the death certificate of the deceased, duly attested, should be enclosed with the TD.
• If the holding is single and in the event of the death of the said holder claimant needs to get the shares transmitted in his / her name prior to the selling of the same.
  
  
• Buyer is a


• Company / Trust etc.
  

Relevant documents like Memorandum & articles of Association, Trust Deed, along with the list of the authorized signatories needs to be enclosed with the transfer documents.


• HUF



The signatory needs to be identified as `Karta' & the holding should be single.

• NRI
  
  

  RBI permission along with Bank certification is required.

• Certificates discharged



Certificates discharged (by signing at the reverse of the certificate) are not valid for transfer.  Hence the seller needs to cancel the discharging of the Certificate by mentioning the same and counter signing Said statement.

Documents required to be lodged are

Documents required to be lodged by the buyer at the time of    transfer

• Certificates along with the Repurchase Application Form (RAF)




OR
Statement of Account duly executed in all respects.

• If the documents are lodged prior to 3.00 pm of the day, NAV of the same date is applicable for processing.
• If the documents are lodged after 3.00 pm, of the day, NAV of the next working day is applicable for processing.
  
  
• Following details on the RAF is compulsory.



• Bank details of the first holder - which is a SEBI requirement for processing of Repurchase / Redemption to avoid fraudulent encashment of the warrants.
• In case of change of address same needs to be written in the space provided only and not anywhere else.  It is advisable that the investor write the correct address on the RAf even if there is no change of address.
• No. of certificates & details of the certificates, mentioned on the RAF should be the same as per the certificates enclosed.
• Number of shares / units, surrendered for repurchase needs to clearly mention on the RAF. In the absence of which, the same shall be noted under objection.
• A signature of all the holders is a must if the mode of holding is joint.  If the mode of holding is anyone or survivor, either or survivor, any one of the holders can sign the RAF.   However, Repurchase Warrant will be generated in the name of the 1st holder only.
  
  
• Following documents needs to be enclosed in the event of
  


• Death Case:.
  

Refer Transmission / Deletion of name for requirement of documents.


• Status change from minor to major:




Minor's signature attested by the guardian or by the bank authorities, where he is holding his account. Attested copy of the School leaving certificate / birth certificates as proof of age has to be enclosed.


• Lien :
  
  

  Lien cancellation letter from the bank, in whose favour the lien’ is noted earlier.

Over and above the requirements as detailed in repurchase, following needs to be submitted / taken care of.

• Scheme to which the switchover is opted should be an open ended scheme only.



• Scheme opted should be mentioned very clearly with sub options, if any.
  


• Relevant scheme applications, of switch in scheme, should be enclosed along with the RAF.
  
  
• Switchover advice should be clear by mentioning the exact amount OR the number of shares / units. Confusion should not be created by mentioning both shares and amount.
  
  
• If the switchover is opted for multiple schemes, then the no. of shares / amount against each switch in scheme to be specified clearly without leaving room for any ambiguity.

Over and above the requirements as detailed in repurchase, following needs to be submitted / taken care of.

• If the documents are lodged prior to 3.00 pm of the day, NAV of the same date is applicable for allotment of shares / units.



• If the documents are lodged after 3.00 pm, of the day, NAV of the next working day is applicable for allotment of shares/units.
  


• Applications of the concerned switch-in schemes need to be completed in all respects.
  
  

  Kindly note that,

  • Providing the Bank details of the 1st holder is mandatory as per SEBI guidelines.
    
    
  • PAN number of the investor is to be provided if the investment is above Rs.50,000/-in the absence of which applications is liable to be rejected.
    
    
  • Supporting documents to be enclosed if the investment is made in the name of the Company, Institution, Trust etc.
    

All Demat / Remat requests are to be routed through your Depository participant

Change of address is effected on the basis of an advice letter from the investor, under his / her signature.  Signature is checked, from the advice letter against the specimen signature recorded with us prior to recording of the new address in our master file.

• Change of address is accepted under the signature of the 1st holder only.

• Change of address shall not be recorded on the basis of the telephonic intimation or through email from the investor. Scanned advice, having the signature of the 1st holder is accepted.
  


• Ensure to provide relevant key information like, scheme name, folio no. & name of the investor while advising the change of address.
  

• To the holder:
  
  
It is advisable that the investor lodge an FIR, in the nearest police Station, to help in obtaining duplicate certificate, in lieu of the lost/stolen/misplaced certificates. Documents required for issuing duplicate certificate is the Indemnity or Letter of Undertaking, as per the guidelines of the client. Value & format of Indemnity / Letter of Undertaking varies from client to client.


• For UTI Schemes:
  
  
• Letter of Undertaking to be executed on a plain paper, if the face value of the units is less than Rs.10,000/-
  
  
• Bond of Indemnity to be executed on a non – judicial stamp paper of Rs.100/- (format as specified by the client), if the face value of the lost shares is more than Rs.10,000/-
  
  
• Bond of Indemnity to be executed on a non – judicial stamp paper of Rs.100/- (format as specified by the client), along with the sureties, if the face value of the lost shares is more than Rs.50,000/-

Issue of duplicate certificates to a buyer, who has purchased & lost the share certificate.

Indemnity from the buyer, on a non judicial stamp paper of Rs.110/- & duly Notarized (Format may vary from client to client) along with,

• An advice (letter) from the concerned party.

• Broker Contract note.
  


• Fresh Transfer Deed complete in all respects. In case the investor is in possession of the photocopy of the original transfer deed same can be forwarded along with the other documents.
  
  
• Copy of the FIR lodged in the nearest police station as proof of loss of the certificates.

For SBIMF schemes

In addition to the above documents following are required.

• Indemnity from the broker on a stamp paper of requisite value. (As per SBIMF format)
  
  
• Indemnity from the Seller on a stamp paper of requisite value. (As per SBIMF format)

Certificates / warrants can be replaced if the original are burnt / mutilated / torn / defaced in such a way that the same can not be used for transaction.  However for replacing the

• Certificates
  
  
• Either the certificate number or distinctive number on the face of the certificates should be clearly identifiable & readable. If not the investor may please be advised to apply for issue of duplicate certificates.
  
  
• If the certificates are discharged by the holder by mistake (Certificates discharged can be processed only for repurchase) same can be explained under an advice letter and requested for a replacement.
  
  
• Warrants:



• MICR no. & the warrant no. should be legible
  
  
• Warrant needs to be clear of all types of crediting stamps by the bank.
  
  

  In case the securities / warrants are mutilated in such a way that it is illegible or unidentifiable, investor may apply for Issue of duplicate securities / warrants.

  Replacement request should be under the signature of the 1st holder along with the securities /warrant required to be replaced.

In the event of the death of the holder OR any one of the holders Securities needs to be transferred in the name of the surviving holder (deletion of name) or to the legal heirs (Transmission).

• Transmission (Single Holding)
  
  

  The legal heir(s) need to forward the following documents to transmit the securities in his / her name.

• Share certificates, in original.
  
  
• Death certificate of the holder in original OR photocopy of the death certificate duly attested by the concerned authorities.
  
  
• Attested copy of the Will / Probate / Succession certificate / Letter of Administration
  
  

  OR

  The document formalities as instructed by the client company.

  
  For SBIMF
  
  - Indemnity, Affidavit & letter of relinquishment from the other legal heirs, each executed on a non judicial stamp paper of requisite value. (In Mumbai Rs. 20/-) as per the formats given by SBIMF.
  
  - In case of the redeemed schemes the claimant may also submit the redemption Application Form (RAF).
  
  For UTIMF
  
  - Indemnity Bond executed on a non-judicial stamp paper of requisite value, & duly Notarized.
  
  - Death claim form (as per UTIMF Format) duly completed in all respects.
  
  
• Deletion of Name::

The surviving holder needs to forward the following:


• Share certificates in original, wherever applicable.
  
  

  OR

• In case of SOA based folios, SOA if available. 
  
  
• Death certificate in original or copy of the death certificate duly attested by the concerned authorities.
  
  

Name correction can be due to the following and the documents required, along with the securities / warrants under each situation, is as specified below:

• Wrong spelling used by the investor:
  
  An advice letter mentioning the correct spelling.  (Correction can be made provided the signature of the investor on the advice letter matches with the specimen signature recorded with us)
  
  
• Wrong spelling / data entered by the Registrars.:
  
  An intimation from the investor, through letter / phone / email. (Corrections shall be made after re-verifying from the original documents
  
  
• Status Change from minor to major
  
  An advice letter from the minor holder with his Signature duly attested by the guardian or his/ her bank manager.
  
  attested copy of the school leaving certificate / birth certificate as proof of age.
  
  
• Change in name through Gazette.
  
  Attested copy of the gazette OR copy of the newspaper cutting having the said information, along with new signature under the old signature.
  
  
• Change in name Due to marriage
  
  Copy of the marriage certificate duly attested along with both new & old signature.
  
  However to change the name on the warrant from the 1st holder to the other holder (any one of the joint holders) an advice  from the  1st holder, under his / her signature is a must  along  with the bank details of the joint holder clearly identified, provided the Warrant is clear of any crediting stamp of the bank.
  
  

  If wrong bank details were forwarded by the investor earlier, but wants the credit to a different account. Investor needs to provide the copy of the bank statement / pass book of the new account, duly attested by the bank authorities.

 

Revalidation of the warrant is generally after the expiry of the validity period of the warrant / cheque.  Requirements are:

• Service advice from the first holder under his signature.
  
  
• Warrant in original.
  
  
• The warrant needs to be a clear one without any stamp from the crediting bank.
  
  
• In  case the crediting bank has put the  stamp  on  the warrant, same  needs  to  be cleared  by  the  bank  by attesting with a `All stamps cancelled ' stamp.

Generally  the  warrant  is  valid for  a  period of  03 / 02 months from  the  issue  date of the warrant. Further a minimum of 45 days are required for receiving & reconciliation of the ‘paid' warrants.

Even if the Indemnity is received from the investor, prior to the above required days, indemnity shall be kept in abeyance / returned to the investor with an advice to resubmit the same after the requisite days.  Duplicate warrants can not be issued if the original warrant Stands encashed. Photocopies of the en-cashed warrant can be made available on a request from the investor. 

Requirements for issuing duplicate warrants are:

• Indemnity (according to the client’s format) is to be executed on a plain paper / non judicial stamp paper, based on the amount of the warrant, as per client specification.
  
• Letter of Undertaking (according to the client’s format) is to be executed on a plain paper for amounts of lesser value (amount as specified by the client
  
  Under SBIMF schemes
  
  

  Duplicate warrant can be issued immediately after  the expiry  date  of the warrant, provided  the  warrant is having  the  account details of the investor, (which is usually   available  on  all  repurchase  /   redemption warrants ) and a certification from the  concerned  bank stating  that  the  said  warrant  is  not  credited  to the  a/c. no. _____________, the investor is holding in their bank as on____________ (expiry date of the warrant or date of issue of the certification, whichever is later), is forwarded along with the Indemnity or service request.

  Usually  it  is  observed that the  moment  investor  claims  non receipt  of  the warrant a demand for duplicate warrant is though  the validity  of the warrant still exists. We request all of you to resist from this practice in view of the possibility of double payment and loss to the FUND.
  

It is observed that many of the investors do not write the folio no.  & / or name of the scheme, which makes the updation of the records a difficult task.

In all such cases recording of the details are not done since updating the details on the basis of the name is very risky.

Investors are requested to forward the advice letter, with details like,

• Scheme Name
  
  
• Folio No.
  
  
• Bank Mandate / details in proper order
  

• Lien noting:
  
  

  Advice from the bank, given through their letter head, mentioning the folio no., Name of the investor, certificate details, under the seal of the bank, signed by an authority from the bank.

• Lien cancellation:
  
  Advice from the bank, given through their letter head, mentioning the folio no., name of the investor, certificate details, under the seal of the bank signed by an authority from the bank, stating that the loan is reimbursed.
  

To make the communication a more effective one, it is advisable to ensure that the investor is forwarding the letter with full details like,

• Folio No.
  
  
• Name of the Investor
  
  
• Address of the investor
  
  
• Nature of query, in detail
  
  
• If the investor is having multiple queries, the same may please be distinguished clearly.
  

Articles returned to us as undelivered are numbered and maintained in the `Mail Return' section. As per the procedure as soon as these warrants are received as undelivered, the address is checked  and  an  intimation  is  sent  to the investor  informing the return of the article and  to  confirm the address for re-dispatching.

There is every possibility of these intimation letters being handled by a third party and to minimize the risk.

• a letter  from  the  investor  concerned,  under  his / her signature is requested. Signature of the investor from the letter is checked prior to re-dispatch of the articles to the address given in the letter by the concerned investors.
  
  
• In case the signature on the letter is not matching but the address of the investor in the letter is found to be same as that of in our records, then too the article is re-dispatched to the said address.
  
  
• However article is not re-dispatched if there is a change in address & the signature of the investor does not match with that of our records.
  
  
• Hand delivery of the articles is not encouraged, as these articles are stored in our library and needs to be retrieved with verification and maintaining proper records.
  

Following authorities can attest the signature of the investors.

• Transfer deed
  
  
• Notary
  
  
• Bank attestation with name, designation of the officer, with name and branch of the bank along with the bank account no. of the investor whose signature is attested.
  
  
• Introducing Broker
  
  
• District Magistrate.
  
  
• Repurchase objection memo / application:



• Notary (not for UTIMF schemes)
  
  
• Bank attestation with name, designation of the attesting officer, name and branch of the bank along with the bank account no. of the investor whose signature is attested.
  
  
• Photo copies of documents:



• Bank Manager
  
  
• Gazetted officer along with the registration no.
  
  
• District Magistrate.