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Resources

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FAQs

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FAQs

Transfer of shares
Transmission of Shares / Deletion of Name
Nomination in respect of shareholding
Loss of Share Certificates/ Renewal and issue of Duplicate Share Certificates
Dematerialisation of Shares
Dividend
Change in critical details
Claim of shares/ dividend from IEPF

Transfer of shares

GUIDANCE NOTE:

SEBI (Listing Obligations & Disclosure Requirements) Regulations, 2015 mandates that the transfer, except transmission and transposition, of securities shall be carried out in dematerialized form only, with effect from 1st April 2019.

For any further queries you may please write to the Company's RTA.

In view of the numerous advantages offered by the Depository system as well as the ease of holding, members holding shares in physical mode are advised to avail of the facility of dematerialization from either of the depositories and get their physical shares dematerialized.

Are shares of Hero MotoCorp required to be traded compulsorily in demat form? Can a Shareholder hold the shares in physical form?

Yes. The shares of Hero MotoCorp are to be compulsorily traded in demat form. However, one can still hold the shares in physical form.

In view of the numerous advantages offered by the Depository system as well as the ease of holding, members holding shares in physical mode are advised to avail the facility of dematerialization from either of the depositories and get their physical shares dematerialzed.

Can I gift my shares in physical form?

No. Gifting of shares is equivalent to transfer of shares therefore it can be done only in demat form.

I want to add another person as a joint-holder to my shareholding. Can this be done physically?

No. Any addition of name is deemed to be transfer of shares therefore it has to be done in demat form.

Can the Company convert my physical shares into demat form?

No. The Shareholder is required to approach a depository participant to get his/her shares dematerialised.

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

All communication concerning transfer/transmission of shares, change of critical details like address, name, loss of certificate, nominations, etc. should be addressed to the Company's Registrar and Share Transfer Agent.

Please note that for any queries or requests, the shareholders are advised to write to the Company’s RTA (Registrar and Transfer Agent) on the following address:

Registrar and Transfer Agent (RTA)
KFin Technologies Private Limited
Company: Hero MotoCorp Ltd.
Selenium, Tower- B,
Plot No. 31 & 32,
Financial District,
Nanakramguda,
Serilingampally Mandal,
Hyderabad-500032, India.
Phone: 040-67162222,
Fax: 040-23001153
Toll Free No : 18003454001
E-mail: einward.ris@kfintech.com

Transmission of Shares / Deletion of Name

If the deceased shareholder who held shares in his/her own name (singly) had left a will, how do the legal heir(s) get the shares transmitted in their names?

As per Indian Succession Act, 1925, the legal heirs will have to get either the will probated (by the High Court/District Court of competent jurisdiction) or provide the will (where probate is not required) and accordingly send a copy of the aforesaid, along with the other documents required for Transmission of shares.

In case of joint holdings, in the event of death of one shareholder, how do the surviving shareholder(s) get the shares in his/their names?

i. The surviving shareholder(s) will have to submit a request letter supported by a notarized copy of the death certificate of the deceased shareholder along with the documents enclosed.

ii. On receipt of the said documents, Registrar & Share Transfer Agent will delete the name of deceased shareholder from its records and return the share certificates to the applicant /registered holder with necessary endorsement.

A and B held shares of Hero MotoCorp. Both of them died. How do I get the shares transmitted in my name?

You should obtain a Succession Certificate/Letter of Administration/ Court Decree of the last deceased joint holder in your favour, in case the value of shares is more than Rs. 2,00,000/- (Rupees Two Lakhs only).

However, for the value of shares upto Rs. 2,00,000/- (Rupees Two Lakhs only), NOC from all legal heirs, who do not object to such transmission or notarised copy of family settlement deed/ memorandum of family settlement would suffice.

The aforesaid documents should be accompanied with the other documents required for Transmission of shares.

If a shareholder who held shares in his sole name dies without leaving a will. How can his/ her legal heir(s) (either husband/wife/son/daughter, etc.) get the shares transmitted in their names?

The legal heir(s) shall submit the following documents:

For value upto Rs. 2 Lakhs:

Succession Certificate/ Letter of Administration/ Court decree in terms of Indian Succession Act, 1925 and an affidavit from such legal heir(s)/ claimant(s) alone would be sufficient.

No objection certificate from all legal heir(s) who do not object to such transmission or copy of family settlement deed duly notarized and executed by all the legal heirs of the deceased holder;
An indemnity bond made on appropriate non judicial stamp paper, indemnifying the Share Transfer Agent / listed entity

For value more than Rs. 2 Lakhs:

succession certificate OR
letter of administration OR
court decree

The aforesaid documents should be accompanied with the documents enclosed for - Transmission of shares. One may approach the Registrar & Share Transfer Agent, M/s. KFin Technologies Private Limited for any further assistance/ clarification.

I have already produced the attested/registered will. Since getting it probated would take a long time and money, can I avoid that procedure?

In order to ascertain that the will in question is the last will and testament made by the deceased, it is important that the same is authenticated/ probated by the High Court/District Court. This is to protect the interest of the investors at large and to obviate any future claims/disputes on the same.

The name of a joint holder was included only for convenience by the first holder. I am the only heir. Could you transfer the shares in my name as per the will/probate?

No. As per law, the joint holder is deemed to be having indivisible ownership of the joint property. As per the Articles of Association of the company, the surviving joint holders are the only persons recognized as having title to the shares.

PROCEDURES

DOCUMENTS REQUIRED FOR DELETION OF NAME

Name Deletion Form
Original share certificate of Rs.2/- face value.
Notarised/Original copy of death certificate of deceased share holder which must be issued under “The Registration of Births & Deaths Act” & contains name, address, designation, official seal & signatures of attesting authority.
Self attested copies of PAN card of share holder
Self attested copies of shareholder’s registered/old residence proof

Note: If there is change in signature and address, we will ask for the change of signature and change of address documents also.

TRANSMISSION OF SHARES

In case of Sole Holder

Transmission Application
Notarised/Original clear copy of death certificate of deceased share holder which must be issued under The Registration of Births & Deaths Act where in name, address, designation, official seal and signatures of attesting authority is clearly mentioned.
Original share certificate(s).
Self attested copy of Pan card of the claimant
Self Attested copy of Residence proof of claimant(s) like Electricity Bill*/Telephone Bill*/ Gas Bill* /Election commission card/Aadhaar Card/ Ration Card/ Driving Licence. (* Documents should not be more than 3 months old)
Affidavit for Transmission of shares.
One or more of the following documents in case the value of shares is upto Rs. 200,000/-:
1. No objection letter from other legal heirs on Rs.50/-stamp paper (or of such appropriate value as applicable on declaration in the state of execution of this NOC),
2. Indemnity Bond
3. Surety Bond along with
  1. self-attested PAN card
  2. Latest Income Tax return filed
  3. address proof
  4. ID proof
4. Legal heir Certificate/ surviving member certificate from the appropriate authority
One of the following documents are applicable for value of securities is more than Rs. 200,000/-:
1. Succession Certificate
2. Probate of Will
3. Letter of Administration
4. Court decree

Note: In case of Joint Holder – Procedure of Name deletion to be followed

Click here for downloading formats

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

Nomination in Respect of Shareholding

GUIDANCE NOTE:

If you wish to appoint a nominee, kindly download and fill in the enclosed Nomination Form (SH-13) and submit it to our RTA.

How can I make a nomination?

Please send the documents enclosed for – making a new Nomination

Singly, if you are a sole holder, or jointly, if you are joint holders, to our RTA – KFin Technologies Private Limited
After verifying your signatures and details, your nomination would be registered and an intimation of the same would be sent to you, which you are requested to preserve to avoid any future dispute

Who can make a nomination?

The nomination can be made only by individual(s) holding shares singly or jointly. If the shares are held jointly, all the joint holders will sign the nomination form. Non-individuals including a society, trust, body corporate, partnership firm, Karta of Hindu Undivided Family and holder of Power of Attorney cannot nominate.

Can a Shareholder nominate more than one person to hold shares jointly in the event of his demise?

Only one nomination can be made for each folio. In a family having different folios containing different order or combination of names of shareholders will require separate nominations for each folios.

Can a shareholder change his nomination?

Nomination once made can be revoked by a shareholder by giving a fresh nomination. If the nomination is made by joint holders, and one of the joint-holders dies, the remaining joint holder(s) can make a fresh nomination by revoking the existing nomination.

Please download form SH-14 for revocation of nomination along with documents enclosed for – Appointing a new Nomination or Revocation of nomination.

How does Hero MotoCorp establish the identity of the nominee in case of death of the shareholder?

The prescribed form SH-13 only provides for the name and address of the nominee. In addition to the above, the shareholder may also provide the specimen signature of the nominee duly attested by his banker where he/she is holding an account along with form SH-13.

Can the shareholders holding shares jointly make a nomination?

Yes. Shareholders holding shares jointly may together nominate a person to whom the shares shall vest in the event of death of all joint holders.

What is the effect of death of one of the joint holders on nomination?

In the unfortunate event of death of one of the joint holders, the surviving joint holders are the persons recognised by the Company as the holders of the shares. The death of one of the joint holders does not rescind the nomination. Nominee will have title to the shares only on the death of all the joint holders.

Can the surviving joint holder make a fresh nomination by revoking earlier nomination?

Nomination once made can be revoked by a shareholder by giving a fresh nomination. If the nomination is made by joint holders, and one of the joint-holders dies, the remaining joint holder/s can make a fresh nomination by revoking the existing nomination.

Please download form SH-14 for revocation of nomination and send it to our RTA along with documents enclosed for – Appointing a new Nomination or Revocation of nomination.

Can nomination be made in favour of a minor?

Yes. Nomination can be made in favour of minor. In that event, the name and address of the guardian shall be given by the holder.

What will happen when a shareholder dies leaving a minor nominee?

In the event of death of the shareholder, the shares shall vest with the guardian of the nominee as mentioned in the form.

Can shareholders nominate a person for a part of their holdings?

No, the nomination should be for the full holding and not part.

Does a Will by the shareholder override the nomination?

A Will or any other testamentary law/ instrument will override nomination.

Can a nominee transfer the shares after the death of the shareholder?

A nominee, after getting the shares transmitted in his name, is entitled to sell the inherited shares in dematerialised form in the open market. However, he is not allowed to transfer the shares in physical form post March 31, 2019.

Is the nominee entitled to dividend and other benefits before being registered as a member?

No. The nominee is required to complete all the formalities for the transmission process and once the name is registered in the register of members, the dividend and other benefits are accordingly released by the RTA.

Can the nominee exercise voting rights before being registered as a member?

A nominee is not entitled to exercise any voting rights before being registered as a member.

Is it necessary for shareholders holding shares in Demat form to nominate the same person whom they have appointed as their nominee for their shareholdings with the depository?

The nomination made by the shareholders in respect of electronic holdings is distinct from their nomination for the physical holdings. Hence, Hero MotoCorp will not recognize the nomination made by deemed members for their holdings in demat form. Such shareholders are given an option of nomination at the time of opening a demat account. However, the deemed members who have part of their holdings in physical form are entitled to make nomination in prescribed Form SH-13 for their physical holdings.

Can a Power of Attorney holder sign for the shareholder concerned appointing any person as nominee?

No, The Power of Attorney holder is not allowed to sign the nomination form on behalf of the shareholder.

Nomination form is an important document like Will. What precaution investors should take to ensure that their instruction as to transmission would be acted upon by Hero MotoCorp?

Upon receipt of documents from the shareholder, the signature and other details of the holder are verified and accordingly, the nominee name is updated in the system. On successful registration, an intimation letter is also sent to the investor with details of the nominee registered under the said folio/ Demat account.

Whether the heirs of the nominee are entitled to the shares, if the nominee dies before the nominator?

If the nominee dies before the nominator i.e shareholder, Hero MotoCorp shall transmit the shares in the name of the heirs or legal representatives of the registered shareholder or holder of the succession certificate. The heirs of the nominee are not entitled to the shares if the nominee has predeceased the shareholder.

PROCEDURES

APPOINTING A NEW NOMINATION OR REVOCATION OF NOMINATION

Duly filled up Form SH-13 (Nomination Form)
Note: In case of appointing Nominee only one Nominee can be nominated per folio
Duly filled up Form SH-14 (in case of revocation of nomination)
Self-attested copy of PAN Card of the Applicant and the Nominee
Self attested copy of any other identity proof of the Applicant and the Nominee
Proof of encashment of dividend received from the Company

Click here for downloading formats

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

Loss of Share Certificates/ Renewal and issue of Duplicate Share Certificates

In case of loss of share certificates, what steps one should take to obtain duplicate share certificates?

Please inform, in writing, to our RTA immediately about loss of share certificates quoting your folio number, number of shares and details of share certificates, if available. The written request needs to be signed by the holder of shares as per the specimen signature recorded with the RTA. The RTA after checking the details and signatures will mark a cautionary stop on the folio to prevent any further transfer of such lost share certificates.

Simultaneously, you will have to lodge a complaint (FIR) with the police regarding loss of share certificates. The FIR will then be furnished to the RTA along with the other documents required for Issue of Duplicate share certificate.

Upon receipt of all the documents and due verification, Company/ RTA shall proceed the process to issue duplicate share certificates to you.

What action should be taken in case the share certificates are retrieved by the holder, which were earlier reported to be lost?

Please surrender the original share certificates to the RTA immediately if the duplicate share certificates have been issued. However, if the original share certificates are found before you comply with the procedure for obtaining duplicate share certificate, please inform the RTA immediately so that the Company can take suitable action.

The share certificate(s) held by me have been defaced, mutilated, torn or old, worn out. Will such share certificate(s) be considered valid. If not, then what steps should one take for replacement/ renewal?

Please submit your application in writing to the RTA, duly signed by all the shareholders, requesting for replacement of share certificate(s), enclosing therein the torn, defaced or mutilated share certificate(s).

PROCEDURES

DOCUMENTS REQUIRED FOR ISSUE OF DUPLICATE SHARE CERTIFICATE

Duly signed written application (signed by all shareholders) for duplicate share certificates.
Lodge an FIR with the local police station ensuring the following:
1. It should contain the complete details of shares lost i.e. Name of the Company, Folio no., No. of shares, Share certificate no(s). and Distinctive nos.;
2. It should also state the reason for delay in lodging the FIR, if applicable;
3. In case the same is in regional language, then a true copy of its translation in English language; &
4. It should be duly attested by Notary Public.
Execute an affidavit on a non-judicial stamp paper of Rs. 100/- (or of such appropriate value as applicable in the state of execution of this Affidavit) affirming the factum of loss of shares and change/variation in signatures/address/name of the investor, as may be applicable.
Execute an Indemnity Bond, on a non–judicial stamp paper of the value of Rs. 100/- (or of such appropriate value as applicable in the state of execution of this Bond), duly attested by Notary Public.
Submit the Surety Form along with the documents as prescribed below:
1. Self attested PAN card;
2. Latest Income Tax Return filed;
3. Address proof;
4. ID proof
Self-attested copy of PAN card of the Applicant.
Self-attested copy of Residence proof of the applicant which should match with the registered address recorded in the Company i.e., Aadhaar card or valid Passport or Driving License or Utility bills like Telephone Bill, Electricity bill & Gas Bill (not more than 3 months old).
Bank statement showing encashment of any previous dividend received from the Company
Banker attestation form
Cancelled cheque
Remit the following proportionate cost towards advertisement to be issued by Hero MotoCorp Limited in a national English daily and a Hindi newspaper by way of a demand draft in favour of “Hero MotoCorp Limited” payable at par at New Delhi:

for Rs.5000/-, when no. of shares held is 100 or more;

for Rs.2000/-, when no. of shares held is less than 100.

Note: If there is change in address we will ask for Change of Address procedure.

In case request is made by the Legal Heir/ Nominee, provide the following documents:

Application for duplicate share certificate cum transmission
Lodge an FIR with the local police station ensuring the following:
1. It should contain the complete details of shares lost i.e. Name of the Company, Folio no., No. of shares, Share certificate no(s). and Distinctive nos.;
2. It should also state the reason for delay in lodging the FIR, if applicable;
3. In case the same is in regional language, then a true copy of its translation in English language; &
4. It should be duly attested by Notary Public.
Indemnity bond duly attested by notary public
Submit the Surety Form along with the prescribed documents as below:
1. Self attested PAN card;
2. Latest Income Tax Return filed;
3. Address proof;
4. ID proof
Affidavit on a non-judicial stamp paper of Rs. 100/- (or of such appropriate value as applicable in the state of execution of this Affidavit) affirming the factum of death of registered shareholder, loss of shares and such other details pertaining to the investor, as may be applicable.
Self-attested copy of PAN card of the applicant
Address proof of the applicant
Documents required for transmission (Please read the procedure for transmission)
Remit the following proportionate cost towards advertisement released by Hero MotoCorp Limited in a national English daily and a Hindi newspaper by way of a demand draft in favour of “Hero MotoCorp Limited” payable at par at New Delhi:

For Rs.5000/-, when no. of shares held is 100 or more;

For Rs.2000/-, when no. of shares held is less than 100.

In case the request is made by the Transferee:

Application for duplicate share certificate cum transfer:
Following documents evidencing the factum of transaction:
1. Evidence for discharge of consideration i.e. copy of passbook
2. Copy of contract note / bill / other documentary evidence of purchase of shares covered by the share certificate(s), duly certified by the concerned SEBI registered broker or SEBI registered sub-broker (if applicable).
3. Copy of postal acknowledgement / receipt issued by the courier through whom the transfer documents were sent but lost in transit (if share certificates were lost in transit) / stolen.
4. Copies of transfer documents (if retained).
5. FIR/ acknowledged copy of police complaint lodged with the local police station for the loss of the shares/ debentures.

Copy of an order from a court of competent jurisdiction restraining the Company from registering transfer of shares.

An indemnity executed by an un-registered Transferee
Surety Form along with the following documents:
1. Self-attested PAN card;
2. Latest Income Tax Return filed;
3. Address proof;
4. ID proof
An Affidavit on a non-judicial stamp paper of Rs. 100/- (or of such appropriate value as applicable in the state of execution of this Affidavit) affirming the factum of sale/transfer of shares, loss of shares and such other details pertaining to the transaction, as may be applicable.
NOC from the Transferor
Self-attested copy of the PAN card of the Applicant
Address proof of the Applicant
Documents required for transfer (please refer procedure for Transfer of Shares)
Remit the following proportionate cost towards advertisement released by Hero MotoCorp Limited in a national English daily and a Hindi newspaper by way of a demand draft in favour of “Hero MotoCorp Limited” payable at par at New Delhi

For Rs.5000/-, when no. of shares held is 100 or more

For Rs.2000/-, when no. of shares held is less than 100.

DOCUMENTS REQUIRED FOR REPLACEMENT/ RENEWAL OF SHARE CERTIFICATE

Application
Original Share Certificate(s)
Self-attested copy of the PAN card of the Applicant
Address proof of the Applicant which should match with the registered address in the record of the Company
Bank statement showing encashment of any previous dividend received from the Company

SPLIT/ CONSOLIDATION OF SHARE CERTIFICATES

Application (Board Resolution and list of signatories in case applicant is a body corporate)
Original Share Certificate(s)
Self-attested copy of the PAN card of the applicant
Address proof of the applicant
Proof of encashment of dividend received from the Company

Click here for downloading formats

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

Dematerialisation of Shares

What is Demat and what are its benefits?

Dematerialisation ('Demat' in short form) signifies conversion of a share certificate from its present physical form to electronic form for the same number of holding.

It offers scope for paperless trading through state-of-the-art technology, whereby share transactions and transfers are processed electronically without involving any share certificate or transfer deed after the share certificates have been converted from physical form to electronic form.

Demat attempts to avoid the time consuming and complex process of getting shares transferred in the name of buyers as well its inherent problems of bad deliveries, delay in processing/fraudulent interception in postal transit, etc.

Dematerialisation of shares is optional and an investor can still hold shares in physical form. However, as per SEBI (Listing Obligations & Disclosure Requirements) Regulations, 2015, with effect from 1st April 2019, the transfer, except transmission and transposition, of securities shall be carried out in dematerialized form only.

The two Depositories in operation are National Securities Depository Limited (NSDL) and Central Depository Services Limited (CDSL).

Following are some of the advantages of maintaining the securities in Dematerialised form:

A safe, convenient way to hold securities;
Immediate transfer of securities;
Elimination of risks associated with physical certificates such as bad delivery, fake securities, Delays in transit, thefts etc.
Change in address recorded with DP gets registered with all companies in one go in which the investor holds securities electronically thereby eliminating the need to correspond with each of them separately;
Easy Nomination facility;
Smooth Transmission of securities in case of any eventualities.

What are the chances of any fraud/disputes in using a demat account? Whom should I approach in such cases?

Common risk factors applicable to trading in physical shares like mismatch in signatures, loss in postal transit, etc., are absent since the dematerialised shares are traded scrip-less.

However, in an unlikely event of any other dispute, the concerned Stock Exchange and/or Depository viz. NSDL/CSDL or Securities and Exchange Board of India, may be approached for resolving such issues.

How can services of a depository be availed?

To avail the services of a depository one is required to open an account with any of the Depository Participant (DP) of National Securities Depository Limited (NSDL) or Central Depository Services (India) Limited (CDSL). Once the account is opened, a unique Client ID number would be allotted to the investor.

What procedure one should follow for dematerialisation of shares?

One may follow the procedure of dematerialisation, available on the Investor section of Company website under the section of “Shareholder Resources”.

Can one open multiple accounts?

Yes. One can open more than one account in the same name with the same DP at their different locations as well as with different DPs.

Does one need to have any minimum balance of securities in his account?

No. He does not require maintaining any such minimum balance of securities.

What is required to be done if one has physical certificates with the same combination of names, but the sequence of names is different i.e. some certificates with 'A' as first holder and 'B' as second holder and other set of certificates with 'B' as first holder and 'A' as the second holder?

In this situation one may open only one account with 'A' & 'B' as the account holders and lodge the security certificates with different order of names for dematerialisation in the same account. One needs to fill-up an additional form called "Transposition cum Demat" form, which is provided by the DP, whenever any such account is being opened. This would help to effect change in the order of names while dematerialising the securities.

What is delivery instruction slip (DIS)? What precautions does one need to observe with respect to Delivery Instruction Slips?

To give the delivery instruction to DP you have to fill one form called Delivery Instruction Slip (DIS). DIS may be compared to cheque book of a bank account.

The following precautions are to be taken in respect of DIS:

Ensure and insist with DP to issue DIS book;
Ensure that DIS numbers are pre-printed and DP takes acknowledgment for the DIS booklet issued to investor;
Ensure that your account number [client id] is pre-printed;
If the account is a joint account, all the joint holders have to sign the instruction slips. Instruction cannot be executed if all joint holders have not signed;
Do not use loose slips;
Do not leave signed blank DIS with anyone viz., broker/sub-broker; and
Keep the DIS book under lock and key when not in use.

What should I do if there are any discrepancies in transaction statement?

In case of any discrepancy in the transaction statement, you can contact your DP. If the discrepancy cannot be resolved by the DP, you should approach the Depository.

PROCEDURES

DEMATERIALISATION/ REMATERIALIZATION

In case of Dematerialisation

Demat Requisition Form (as per the format provided by the Depository Participant, where the demat account is opened)
Original Share Certificate(s)

In case of Rematerialisation

1. Remat Requisition Form

Click here for downloading formats

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

Dividend

I have not received my dividend, what action should I take?

You may write to the RTA furnishing the documents required for – Duplicate Dividend Warrant, while also quoting your folio number/client ID particulars (in case of demat shares).

I have received dividend but why company has deducted the tax on it?

In terms of the provisions of the Income-tax Act, 1961, as amended by the Finance Act, 2020, dividend paid or distributed by a Company on or after 1st April, 2020, shall be taxable in the hands of the shareholders. Therefore, the Company is required to deduct tax at source (TDS) at the time of payment of dividend in accordance with the provisions of the Act. For any further details/ queries you may please write to the Company’s RTA.

What is the procedure for obtaining a duplicate dividend warrant?

If the validity period of the lost dividend warrant has not yet expired, one will have to wait till the expiry date since no duplicate can be issued during the validity of the original warrant. However, after the expiry of the validity period, one may inform the RTA and furnish the documents required for – Duplicate Dividend Warrant

On receipt of the required documents, the RTA would verify the same and request the Company to transfer the dividend amount, directly into the Bank account (details provided by the shareholder/ claimant) by way of NEFT/ RTGS.

Can I claim the old dividends relating to past years that have not been received by me?

As per the present law, the company retains all unpaid/unclaimed dividends for the past seven years. If one has not received any of these dividends, he/ she should write to our RTA with relevant particulars such as folio number/DP ID & Client ID, concerned dividend, year etc., and the Company shall arrange to pay the dividend remaining unpaid in the records.

What happens to dividend, which remains unpaid/unclaimed for more than 7 years?

In case of dividend amount remaining unpaid/unclaimed for a period more than 7 years then the said amount is necessarily transferred to the "Investor Education and Protection Fund" (IEPF), constituted by the Central Government.

For the unpaid/ unclaimed dividend, which has been transferred to IEPF authority, the required documents are required to be submitted to the RTA and accordingly an “Entitlement Letter” would be issued for claiming the same from IEPF.

For claiming the shares from IEPF authority, one would be required to follow the procedure as provided on www.iepf.gov.in.

In order to protect against fraudulent encashment, how can one update/ incorporate his bank account details in the folio/ demat account. What is the procedure that he should follow?

Please furnish the documentation enclosed for “Updating Bank details/Dividend Mandate form” to our RTA, in case the shares are held in physical form. However, if one is holding the shares in electronic/ demat mode then such details needs to be furnished to the respective Depository Participant with whom one holds the demat account and not to the Company/ RTA.

Kindly note that no dividend warrant will be issued if the dividend payment is made online.

Why can't Hero MotoCorp take on record the bank details in case of shares held in demat mode?

As per the Depository Regulations, the Company is obliged to pay dividend as per the details of demat shareholders furnished by the concerned Depository Participant. However, if in case one needs to record his mandate then such details need to be furnished to the respective Depository Participant with whom one holds the demat account and not to Hero MotoCorp or its RTA Agent, as we are not authorised to make or incorporate any change in records received from the Depository.

PROCEDURES

DIVIDEND WARRANT REVALIDATION (where the original dividend warrant is not available)

Application for issuance of duplicate dividend warrant
Self-attested copy of PAN Card
Indemnity bond executed on non-judicial stamp paper of appropriate value, as prescribed under Stamp Act according to the state. If the value of dividend is below Rs. 1,000/-, then the indemnity bond may be executed on a plain paper.
Bank statement for encashment of any dividend received from the Company previously
Copy of cancelled cheque for transfer of dividend amount through online banking platform.
If the shares are in electronic form, updated client master list is required.

DIVIDEND WARRANT REVALIDATION (where the original dividend warrant is available)

Application form (Dividend Revalidation)
Self-attested copy of PAN Card
Expired/torn/defaced Dividend warrant(s)
Copy of cancelled cheque for transfer of dividend amount through online banking platform
If the shares are in electronic form, updated client master list is required.

Click here for downloading formats

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

Change in critical details

If a shareholder wants to update the following details in his account/ folio, for shares are held in physical form, then what procedure should one follow:

a. Change in registered address
b. Change in registered name/ Correction in name
c. Change in specimen signatures
d. Change/ updation in e-mail / mobile no. / PAN
e. Transposition of name
f. Registration of Power of Attorney

One should furnish the documents/ information, as per the procedure enclosed.

In case the shares are held in Demat form then the shareholder is required to approach their respective Depository Participants for any change in the particulars of the demat account instead of submitting any documents with the Company/ RTA.

PROCEDURES

UPDATING BANK DETAILS/ BANK MANDATE FORM/ DIVIDEND MANDATE FORM

Application form (Bank Mandate Form duly attested by the banker)
Original cancelled cheque
Self-attested copy of the PAN Card of the Applicant
Bank statement for encashment of last dividend received
Self-attested copy of any other identity proof like Aadhaar Card or Election Identity Card or Driving License or Electricity / Telephone (only land line) bill / Bank Account Statement / Passbook etc.

CHANGE IN REGISTERED NAME

Change of Name application Form (Duly attested by Notary/ Magistrate under their officials seal)
Self-attested copy of PAN Card in the new name
Attested copy of Marriage Certificate OR Divorce Decree OR Birth Certificate/School Leaving Certificate OR Gazette Notification. In case of Company, Certificate of Incorporation consequent upon change of name along with Memorandum and Articles of Association and Board Resolution.
Self-attested copy of previous identity proof (old name)
Original Share Certificate(s)
Bank statement for encashment of dividend received from the Company

Note:

If applicant is a Company –

Certificate of Incorporation along with Memorandum and Articles of Association
Certified true copy of the Board Resolution signed by the Company Secretary/ Director on the letterhead of the Company empowering the signatories to sign on behalf of the Company along with the specimen signature of the authorized signatories)

If applicant is a Trust –

Certificate of Registration along with the Trust deed
The Resolution signed by the Secretary/Trustee on the letter head of the Trust empowering the signatories to sign on behalf of the Trust along with the specimen signature of the Authorized signatories

If applicant is a Society –

Certificate of Registration along with their Bye Laws/ Rules & Regulations
The Resolution signed by the Secretary/Trustee on the letter head of the Society empowering the signatories to sign on behalf of the Society along with the specimen signature of the Authorized signatories

CHANGE IN REGISTERED ADDRESS

Application for change in address
Proof of the old registered address like Valid Passport or Aadhaar Card or Election Identity Card or Driving License or Electricity / Telephone (only land line) bill / Bank Account Statement / Passbook. In case the shareholder is unable to provide any of the aforesaid documents but is able to provide any other support document in support of the registered address including but not limited to General/ life insurance policy, Income Tax Return filed with Income tax authorities, any return or form filed with ROC in case of a company/ corporate, Certificate/ letter from previous/ past employer, copy of lease or sale deed, copy of any letter/ correspondence received from Hero MotoCorp Limited (counter-slips of Bonus/ Rights issue etc.), copy of any correspondence received from any authority/ office/ Company etc.
Self-attested copy of PAN Card
Self-attested copy of other identity proof viz., UID, election card, passport copy, driving license. (Duly certified Board resolution for change in address, copy of INC-22 filed with Registrar of Companies, in cases where applicant is a Company).
Self-attested copy of proof of new registered address like Valid Passport or Aadhaar Card or Election Identity Card or Electricity / Telephone (only land line) bill / Bank Account Statement / Passbook [which is not more than 3 months old]
Bank statement for encashment of dividend received from the Company

CHANGE OF SIGNATURE

Banker Attestation Form
Self-attested copy of PAN Card of the share holder
original cancelled cheque
In case of individuals: Self attested copy of any other identity proof
In case of body corporates: Duly certified board resolution with specimen signature of new signatory
Bank statement for encashment of dividend received from the Company
self-attested Registered Address Proof

REGISTRATION OF POWER OF ATTORNEY

Application with specimen signature form
Original or copy of Power of Attorney duly attested by Notary Public
Self-attested copy of the PAN Card of the applicant and the attorney holder
Attested copy of any other identity proof of the applicant and the attorney holder
Proof of encashment of dividend

CHANGE/ UPDATION IN EMAIL-ID/ PAN

Application form
Self-attested copy of PAN Card
Self-attested copy of any other identity proof
Proof of encashment of dividend
Registered Address Proof

CORRECTION OF NAME

Application form
Self-attested copy of PAN Card of the applicant
Proof of registered address of the first holder
Original share certificate(s)
Self-attested copy of other identity proof
Proof of encashment of dividend

TRANSPOSITION OF NAME

Application form [duly signed by the joint holder(s)]
Self-attested copy of PAN Card of all joint holders
Proof of the registered address of the first holder
Original Share Certificate(s)
Self-attested copy of other identity proof
Proof of encashment of dividend

Click here for downloading formats

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.

Claim of shares/ dividend from IEPF

Whether e-Form is to be filled online?

Yes. Forms filled in physical mode are summarily rejected.

Whether a professional help is required to fill e-Form IEPF – 5?

No. The procedure for filling the e-Form is simple. On a plain reading any literate individual can fill e-Form on his own. The prescribed Form is not only very precise but also very friendly in filling up. A general guidance kit is also attached with the form for any help, if required for filling up such Form. For any further help the IEPF helpline can also be contacted.

Whether Government has appointed or empanelled any professional to help in making claims to the claimant.

For any such information, kindly refer to the website of IEPF authority.

What are the documents required to be submitted with IEPF -5?

Documents which are required to be submitted are:

Print out of duly filled claim form IEPF – 5 with claimant’s signature. If the shares are jointly, then the form should be signed by all the joint holders.
Copy of acknowledgement, generated online, on submission of form IEPF – 5 bearing a unique serial number (SRN).
Indemnity Bond and Advance receipt are auto generated, after uploading the claim Form IEPF 5. Both the documents should be signed by the claimant and witnesses. Revenue stamp should be affixed on the advance receipt.
Original share certificate (in case of securities are held in physical form) or copy of transaction statement, in case of securities held in Demat form.
Self-attested copy of Aadhaar Card
Self-attested copy of PAN Card
Proof of entitlement (share certificate/ dividend warrant/ certificate issued by Company/ RTA).
Original cancelled cheque leaf.
Self-attested Copy of Passport, OCI and PIO card in case of foreigners and NRI duly apostilized.
Self-attested copy of client master list. It should be attested by the depository participant as well.
In case any Joint holder is deceased, Copy of Death certificate to be attached
In cases of transmission, loss of original shares, mismatch in name and address etc., the claimant is advised to complete the relevant documents/ process and then approach the IEPF authority for filing the claim
Any other document relevant to prove entitlement of the claimant.

What are the formats for advance receipt and indemnity bond?

The Indemnity Bond and Advance receipt are auto generated on the portal of Ministry of Corporate Affairs after uploading the form IEPF 5.

What is the required value of the stamp paper for the indemnity bond?

In case of refund of dividend amount of Rs. 10,000 or more and/or market value of shares, non- judicial stamp paper of appropriate value as prescribed under Stamp Act according to state is required. For claim of only amount of Rs. 10,000 or less, indemnity bond can be executed on a plain paper.

What are the required KYC documents?

In case of Indian Citizen - to prove the identity of the claimant self-certified copy of Pan Card and Aadhar Card are required to be submitted. In case of NRI – to prove the identity of the claimant, self-attested copy of Passport or self-attested copy of Overseas Indian Card (OIC) issued by MHA along with any of the documents available with him. In case of foreigners, instead of Aadhar Card, copy of Passport or PIO Card duly apostatized as per Hague Convention, are required to be submitted as proofs of identity.

In case of non-availability of Aadhar Card, what other documents can be submitted as proof of identity?

In case of non-availability of Aadhar Card for super senior citizens or some specific states, other ID Proofs issued by government clearly mentioning the address of the claimant needs to be submitted.

Is original share certificate required to be submitted?

Yes, original certificate is required to be submitted. In case of loss of original share certificate, documents enclosed for – Issue of Duplicate share certificate needs to be furnished to the RTA.

What happens if the name on original certificates is not matching with the PAN or address on the Proof of Identity is not matching with company’ records?

In such case as per SEBI Guidelines, an affidavit explaining the above deviation needs to be submitted. In case of mismatch in name, proof of name as on share certificate or change of name viz. marriage certificate, gazette notification etc. needs to be submitted. In case of mismatch in address, new address needs to be updated with the company.

What information is required to be filled in field “Details of shares claimed” and “claim details” of the e-form IEPF 5, such as details of shares claimed, Folio No., DP/ID client ID/ Account No., category, kind of shares, number of shares; details of amount claimed, dividend amount etc.

The claimant may fill the information as per the records available with him/ her. However, it may be endeavoured that all folios against which refund of share need to be claimed are filled in the same form. Similarly, dividend and other amount may be mentioned for all the years. The company shall ensure to recommend refund of all the shares and amount for which the claimant is entitled together at once.

Why are Client Master List and cancelled Original Cheque leaf required?

CML and cancelled Original Cheque leaf are required to verify the DEMAT and Bank Account in which transfer is to be made. In case, Cheque leaf doesn’t have Name, Bank and Branch Name, IFSC Code etc. printed on it, copy of passbook, duly attested by the Bank can be submitted.

What are the documentary requirements in case claimant is a legal heir?

In such case, one needs to first follow the procedure prescribed for transmission of shares. On successful completion of the transmission request, the Company shall issue an ‘entitlement letter’ to the claimant. Thereafter, the claimant may raise a claim with IEPF authority by following the instructions provided on the website of IEPF.

What is re-submission and time period for re-submission?

For rectification of errors in e-form IEPF 5, IEPF Authority provides one more chance to the claimant to correct the details and to re-submit the form again, such act of the Authority is called Resubmission. It may be noted that only one resubmission is allowed. A 15 days’ time period is allowed for making resubmission of claim application. In case resubmission is not done in the prescribed time, the form becomes invalid.

Where are the documents required to be sent by the claimant after the prescribed claim form is filled up.

The documents are required to be sent to the Nodal Officer of the Company at Registered office of the Company.

What are the actions on the part of claimant that helps the Authority to refund the claims in minimum time.

It is advised that at the time of submission of information in IEPF 5 form, claimant should ensure correctness of information such as Aadhaar No., Demat No., Bank Account No., IFSC Code, etc.

The shareholders are advised to mention their Folio No. and Contact No. in all their communication sent to the RTA/Company.