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Guide to Investors

Guide to Investors

Common Agency for Share Registry Work (Physical & Electronic)

SEBI vide their Circular dated 27.12.02 has mandated that all Share Registry Work in terms of both physical and electronic segments should be maintained at a single point either in-house or by a SEBI registered R&T agent.

In view of SEBI’s above directive, AL have engaged Integrated Registry Management Services Private Limited (formerly known as Integrated Enterprises (India) Limited), Chennai to undertake all investor servicing activities both demat and physical segments as Registrar & Transfer Agent (R&TA) with effect from April 1, 2003.

All share-related matters like transfer, transmission, change of address, dividend, bank mandate, nomination, power of attorney, demat, remat, etc., are being dealt with by the R&TA. The Depository Participants will also forward to the R&TA the share certificates submitted for dematerialisation. Any document / communication received by the Company of the above will also be forwarded by us to the R&TA. Shareholders are requested to send all documents, and address all future correspondence to the R&TA directly at the following address:

Integrated Registry Management Services Private Limited
(formerly known as Integrated Enterprises (India) Limited)
2nd Floor, Kences Towers 1, Ramakrishna Street
North Usman Road
T. Nagar Chennai 600 017
Telephone : 044 – 28140801 – 03
Fax: 044 – 28142479
e-mail: csdstd@integratedindia.in

  • Shareholders are requested to make a due-diligent search of share certificates issued if the share certificates are not traceable / misplaced. Please write to the Company /RTA immediately intimating about the loss / misplacement of share certificates.
  • Please lodge a complaint with local police station about the loss / misplacement of share certificates and send the acknowledged copy of Police complaint / FIR to the Company / RTA for further course of action to be taken for issue of duplicate share certificate(s)
  • The Police Complaint / FIR should state the following details clearly :
    1. Name of the Shareholder
    2. Name of the Company Ashok Leyland Limited
    3. Folio No.
    4. No. of shares
    5. Certificate No.
    6. Distinctive Nos.

Upon receipt of the above, the further formalities for issue of duplicate share certificate(s) would be intimated.

  • Form SH-4, instrument of transfer, as prescribed in the Companies (Share Capital and Debentures) Rules, 2014. [Download form]
  • The form should be signed by the registered shareholders of the shares as transferors as per the specimen signature recorded with the Company
  • The transferee portion of the form should be signed by the proposed transferees in the manner required.
  • Date of execution should be mentioned.
  • Share Transfer Stamps at the rate of 0.25 % of the market value of shares or consideration (whichever is higher) as on the Date of execution of transfer deed should be affixed
  • Form should be witnessed by persons other than the transferor(s) and transferee(s) and the witness should provide their complete name and address in the transfer form
  • All columns of the transfer deed should be duly filled as incomplete transfer deeds would be rejected.
  • Transfer deed accompanied by Original share certificate(s) and Copy of PAN card of both transferor and Transferees should be sent to the Company /RTA for transfer.
  • The transfer would be effected within 15 days from the date of receipt of transfer deed, provided the same is valid in all aspects.

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) for transfer of shares.

The transfer procedure mentioned above should be followed for converting the holding pattern from sole name to joint name / joint names to sole name for the purpose of dematerialisation or for any other purpose.

The Shares of the Company could be traded in Stock Exchanges compulsorily in demat mode only. Holding shares in demat mode is more advantageous than holding them in physical mode, as detailed below :

  • Helps to effect transfer of shares immediately. It helps to avoid postal delays, loss of certificates in postal transit.
  • Avoids bad deliveries caused by signature mismatch. It makes pledging / hypothecation of shares easier.
  • Helps easy receipt / credit of public issue allotments and quick receipt of benefits such as stock splits, bonus shares etc.
  • Eliminates the need to handle large volume of physical certificates. 
  • No stamp duty is payable for transfer of shares. “Market lot” stipulation is not applicable for demat mode.
  • Easy liquidity as the shares of the Company are to be traded compulsorily in demat mode.

The ISIN of the Company is INE208A01029. Please approach any of the Depository Participant (DP) registered with National Securities Depository Ltd. (NSDL) / Central Depository Services (India) Ltd. (CDSL) for dematerializing the shares held in physical mode.

If shares are in demat mode and shareholders want the same in paper mode again, procedure for rematerialisation has to be followed. Shareholders are requested to approach their Depository Participant(DP) where demat account is held and submit a duly filled and signed Rematerialisation Request Form to them. On receipt of the Request for rematerialisation through DP by RTA, Share certificate would be issued and despatched.

The following documents should be submitted for deletion of name of deceased shareholder if shares are held in joint names :

  • Request for transmission of shares signed by the surviving shareholders as per the specimen signature recorded with the Company [Download Form]
  • Copy of death certificate of the deceased shareholder duly attested by notary public
  • Original share certificate(s)
  • Copy of PAN card of surviving shareholders
  • Copy of Proof of address of surviving shareholders in case there is a change in the address registered with the Company

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) for deletion of name of deceased shareholder.

For effecting transmission of shares in favour of nominee due to the death of the shareholder, the following documents have to be submitted:

  • Request for transmission of shares signed by the nominee by quoting the nomination registration details [Download Form]
  • Copy of death certificate of the deceased shareholder duly attested by notary public
  • Original share certificate(s)
  • Copy of PAN card of nominee
  • Copy of Proof of address of nominee

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) for transmission of shares in favour of nominee.

For effecting transmission of shares and there is no nomination registered for the shares, the claimant should approach the Company /RTA by providing the copy of death certificate of the deceased shareholder and Copy of Legal heirship certificate of the deceased shareholder for further formalities for transmission of shares.

In case the value of shares exceeds Rs. 2,00,000 as on date of application, the claimant should produce Succession certificate (or) Probate of will (or) Letter of Administration (or) Court decree.

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) for transmission of shares.

  • Shareholders are requested to utilize the nomination facility which is very simple. Please note that Nomination once recorded is valid till the shares are transferred out and it is not necessary to give nomination every year. Form No. SH-13 has to be filled and submitted to the Company /RTA for registration of nomination. [Download Form]
  • Shareholders could vary or cancel the nomination and nominate new person(s) in place of the existing nominee(s) by submitting Form No. SH-14 [Download Form]

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) for registering nomination of shares.

Shareholders holding shares in physical form are requested to update any change in their address with the Company / RTA immediately whenever there is a change in address. Shareholders are requested to send the following documents for updating change in their address :

  • Request for Change of address duly signed by the Registered Shareholders as per the specimen signature recorded with the Company. [Download form]
  • Copy of Proof of address

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) in case of change in address.

For instant credit of dividend entitlement to Bank A/c and to eliminate delay / interception / misplacement of dividend warrant in postal transit besides avoiding fraudulent encashment of dividend by unauthorised persons, Shareholders are requested to update their Bank Mandate with RTA for shares held in physical mode, by submitting the following :

  • Bank Mandate updation form [Download Form]
  • Copy of Canceled Cheque

Please ensure that the core banking account No. if any, provided by the bank and the 9 Digit MICR Code of bank branch as appearing in the Cheque Book are provided correctly. Kindly note that the Company / the Registrar will not be responsible for any delay in transaction or transaction not being effected at all due to submission of incomplete or incorrect information by the shareholder or due to reasons beyond the control of the banking systems.

For shares held in demat mode, shareholders should contact their respective Depository Participant (DP) for updation of Bank Mandate.

Dividends which remain unclaimed for a period of 7 years is required to be transferred to the Investor Education and Protection Fund (IEPF) established by the Central Government, as per the Companies Act. In case the shareholders are having dividend warrants which are time barred, please send the same to the Company /RTA for revalidation.

In case of non-receipt of dividends, the shareholders are requested to send their claim to the Company / RTA upon which a Letter of Undertaking duly filled in will be provided by RTA for signature. Upon submission of the same, the Demand Draft in lieu of the Dividend Warrant will be sent to the shareholders registered address.

All requests for change of name should be accompanied by a copy of the notification in Official Gazette or a Newspaper.

Request for change of name consequent upon marriage/divorce should be accompanied with marriage certificate/divorce decree.

For effecting change of status from minor to major, please send proof of age (such as attested copy of Birth Certificate or School Leaving Certificate)

In the case of limited companies, a certified copy of the Certificate of Incorporation consequent to Change of Name issued by the Registrar of Companies should be submitted along with Memorandum & Articles of Association

The new specimen signature duly attested by holder's banker should be lodged with the Company to take on record the new signature.

All requests for change of name should be accompanied by a copy of the notification in Official Gazette or a Newspaper.

Request for change of name consequent upon marriage/divorce should be accompanied with marriage certificate/divorce decree.

For effecting change of status from minor to major, please send proof of age (such as attested copy of Birth Certificate or School Leaving Certificate)

In the case of limited companies, a certified copy of the Certificate of Incorporation consequent to Change of Name issued by the Registrar of Companies should be submitted along with Memorandum & Articles of Association

The new specimen signature duly attested by holder's banker should be lodged with the Company to take on record the new signature.

For the purpose of joining the Depository System and to convert physical shares into electronic holdings, the following steps are to be taken by the investor:

Opening a Demat account

Open an account with any one Depository Participant (DP) of investors choice, by Filling up the account opening form available with DP (one can open multiple accounts with the same DP as also with different DPs). Signing Participant - Client Agreement.

  • While opening Demat account, the holder will be required to give details of his Bank Account No., Name of the Bank, Branch and Account No., as part of the information requirement. Company will print the same details in the Dividend Warrants or any remittances payable based on the details furnished by the Investor to DP.
  • Investor will receive his account number, which should be quoted in all his correspondence with his DP and also the Company.

Dematerialising (Dematting) physical certificates.

  • Fill a Dematerialisation Request Form (DRF) available with DP
  • Submit share certificates along with the above form to DP

Other steps involved

  • DP will electronically transmit DRF to depository and electronically generate Dematerialisation Request No (DRN)
  • DRF along with share certificates with a seal Surrendered for Dematerialisation affixed on the share certificates will be sent by the DP to the Company.
  • Company will verify the certificates and DRF, and if found in order, confirm the Dematerialisation to NSDL/CDSL. NSDL/CDSL will in turn confirm the Dematerialisation to the DP.
  • On receiving the confirmation, DP will credit investor's account with the number of shares so Dematerialised and thereafter he will be holding the shares in the electronic form.
  • Normally the investors account will be credited within 15 days from the date of receipt of both Electronic Request and physical certificates along with DRF.
  • DP will give periodic statements of holdings and will update clients account after each transaction (like bank account).

Buying and selling electronic shares is just like buying and selling physical shares - the only difference is that trading in electronic shares is simpler and safer:

  • If an investor wishes to sell his electronic shares, he has to place his order with his broker and instruct his DP by way of a Delivery Instruction (which is similar to a cheque) to debit his account with the number of shares sold by him.
  • When he buys electronic shares, he must inform his broker about his depository account number so that the electronic shares bought by him can be credited into his account, also, he has to instruct his DP by way of Receipt Instruction to receive credit in his account.

Payment for electronic shares either bought or sold is made in the same way as in case of physical securities.

Effective July 7, 2004, the face value of the equity shares of the Company was sub-divided into equity shares having nominal face value of Re.1/- (Rupee One only) per share. Accordingly, 10 shares of face value of Re.1/- were issued in lieu of 1 share of Rs.10/- each. The sub-division was approved by the shareholders at the EGM held on February 28, 2004.

Debenture Series IIIA conversion on 1.11.84 - Two Equity Shares of Rs.10/- each at a premium of Rs.8/- per share

Debenture Series IIIB conversion on 1.1.86 - Two Equity Shares of Rs.10/- each at a premium of Rs.8/- per share

Debenture Series V conversion on 1.1.90 - Two Equity Shares of Rs.10/- each at a premium of Rs.25/- per share

Debenture Series VIII (Part A) - converted into two equity shares of Rs 10 each at a premium of Rs 40 per share in 2 stages. The first conversion on 11/5/92 and 2nd conversion on 1/10/92.

Depository is an organisation where the securities of a shareholder are held in the form of electronic accounts. Depository holds electronic custody of securities and also arranges for transfer of ownership of securities on the settlement dates. Depository participant acts as an agent of the Depository and is the interface between the investor, depository and the company.

At present National Securities Depositories Limited & Central Depository Services (India) Limited are the depositories operating in the India and offer the following services to the investor, through their respective agents viz., Depository Participants (DP):

  • Dematerialisation i.e., conversion of physical holdings to electronic form.
  • Rematerialisation, i.e, conversion of securities held in electronic form into physical certificates.
  • Transfer of securities.
  • Maintenance of holdings in electronic form.
  • Settlement of market trades done in the depository segment of stock exchanges.
  • Settlement of Off market trades.
  • Facilitate Pledge/hypothecation of Dematerialised securities.
  • Electronic credit in public offerings of companies.
  • Receipt of non-cash corporate benefits such as bonus, rights in electronic form.

The transfer cum demat scheme introduced by SEBI vide circular dated January 26, 2000 had been withdrawn by SEBI vide their circular dated 10.2.2004.

(i) The Securities and Exchange Board of India (SEBI) vide circular No:    EBI/HO/MIRSD/DOP1/CIR/P/2018/73 dated April 20, 2018 has mandated all listed Companies to update the Permanent Account Number (PAN) and Bank account details of all shareholders who are holding shares in physical form. As per our records, PAN and Bank details have not been updated for the above folio. Hence, we request you to send us the enclosed form, duly filled and signed by all shareholders (including joint holders, if any) along with the following documents to the below mentioned address of our Registrar and Share Transfer Agent within 21 days from the date of this letter.  [Download Form]

Integrated Registry Management Services Pvt Ltd.,
Unit: Ashok Leyland Limited
2nd Floor, "Kences Towers", No. 1 Ramakrishna Street
North Usman Road, T Nagar, Chennai - 600 017
Phone: 044-28140801 to 28140803

  • Self attested copy of PAN card of all shareholders including joint holders. In case of residence of Sikkim, the requirement of PAN Card be substituted with a valid Identity proof issued by Government
  • Original Cancelled Cheque Leaf bearing the name of Sole / first named shareholder (or) attested copy of Bank passbook.

Please note that the Companies Act, 2013, provides for sending all documents, notices convening general meetings, audited financial statements, directors' report, auditors' report and every other documents required by law to be annexed or attached thereto etc., in electronic form to the registered e-mail address of the Shareholders. In terms of Regulation 36 (1) (a) of SEBI (Listing Obligations and Disclosure Requirements) Regulations, 2015, the listed entity shall send soft copies of full annual report to all those shareholder(s) who have registered their     e-mail address(es) for the purpose. In order to receive all the correspondence from us by e-mail, you may kindly mention your e-mail id, which will be registered with us as your registered e-mail id for sending all correspondence by e-mail to you.

(ii) Further, as per SEBI notification No. SEBI/LAD-NRO/GN/2018/24 dated June 8, 2018 except in case of transmission or transposition of securities, requests for effecting transfer of securities shall not be processed unless the securities are held in the dematerialized form with a Depository.” Hence transfer of shares effected only in dematerialised form from December 4, 2018.  Hence, you are requested to note the same and take necessary steps to dematerialise your shares that are held in physical form.
We seek your co-operation in this regard.