Procedural Aspects

Transmission of Shares

The procedure explained herein is applicable in case the deceased share holder(s) has made no nomination. If the shares are held in joint names, the surviving shareholder(s) has to submit either the original or an attested copy of the death certificate of the deceased holder(s) along with all original certificates in respect of the shares, to enable the Company/RTA to make necessary endorsement on the share certificates. In case the shares are held in demat form necessary intimation is to go to the depository concerned alongwith the original or an attested copy of the death certificate of the deceased holder(s)

In case the shares are held in the sole name of the deceased holder, the legal heir/successors are required to send the certified copy of the succession certificate obtained from a competent court of law or the probate of the will executed by the deceased holder or the letter of administration, as applicable, along with an attested copy of the death certificate of the deceased holder and all original share certificates. In case the shares are held in demat form contacts are to be established with the depository concerned and their advice is to be followed by the legal heir/successors concerned.

Transposition of Shares

If the shareholder(s) requires a change in the order of their name on share certificate, a request letter signed by all the joint holder(s) in respect of the entire holding should be sent to the Company/RTA along with all original certificates. Please note that such requests do not require the execution of a transfer deed(s) or the payment of stamp duty.

For a change in order of name(s) in respect of part holding or addition/deletion of name(s) of one or more joint holder(s) in respective folio, the normal procedure of transfer is to be followed i.e. execution of transfer deed and payment of stamp duty.

In case the shares are held in demat form, you are advised to contact your Depository Participant for transposition of the holding.

Nomination of Shares

The shareholders are entitled to make nomination in favour of any person(s) in the prescribed manner to whom the shares shall vest in the unfortunate event of death of the registered holder. The joint holders may together appoint a person as nominee to whom the shares shall vest in the event of death of all the joint holders.

Where the nominee is a minor, the shareholder(s) may appoint a person to become entitled to shares in the event of death of the shareholder(s) during the minority of the nominee.

In the event of death of the registered holder(s), the nominee may elect either to be registered as the holder of the shares or to make transfer of shares as the deceased shareholder(s) could have made.

Please note that if you hold the shares in demat form, you are advised to contact your Depository Participant for nomination/change of nominee or for transmission of shares on the unfortunate death of the registered holder(s).

Issue of duplicate Share Certificates

In case of loss of original certificates please arrange to send the following documents to the Company Secretary at Corporate Headquarters.

Documents to be Sent:
1) Original or attested copy of FIR lodged with the local police station giving details of certificate(s) lost.
2) Duly executed Affidavit cum Indemnity Bond in the format available with the Company as given below

Download Affidavit and Indemnity Form

3) A demand draft of Rs. 1500/- drawn in favour of Upper Ganges Sugar & Industries Ltd. payable at Kolkata towards ad hoc changes - for advertising the loss of share certificates in newspapers (the amount may change from case to case depending upon the amount charged by the ad agency).
Change of Name

Your request for change of name as appearing in the records of the Company should be accompanied by the following documents:

Documents to be Sent:
Individuals:
1) A certified copy of notification in Official Gazette or a Newspaper.
2) An affidavit on a stamp paper of appropriate value duly notarized..
3) The new specimen signature duly attested by the Manager of your bank.
Consequent upon marriage / divorce of a female shareholder:
1) A certified copy of Marriage Certificate/ Divorce Decree.
2) New specimen signature duly attested by the Manager of your bank.
Company
1) A certified copy of the new Certificate of Incorporation issued by the Registrar of Companies consequent upon Change of Name.

In case you hold the shares in demat form, you are advised to contact your Depository Participant upon any change in your name.

Change of Address

For change of address, you should send a written request signed by the share holder(s) quoting folio number to the Company at its corporate office in Kolkata. Kindly ensure that your signature appearing in such request matches with the specimen signature recorded with us.

In case you hold the shares in demat form, you are advised to inform your Depository Participant of any change in your address.

Bank Mandate- ECS

You are advised to furnish the details regarding the bank’s name, branch address and the account number, if not already given, to enable us to incorporate the same in your dividend warrant. This protects you from the risk of fraudulent interception/ encashment of warrant.

In case of any change in your existing bank mandate, immediately intimate us about it in writing under your signature, quoting folio number, giving details of your new bank’s name, branch address and the account number.

Please ensure that your signature appearing on such requests matches as with the specimen signature recorded with us.

In case you hold the shares in demat form, you are advised to inform your Depository Participant for any change in your bank mandate.

Electronic Clearing Service (ECS) Facility

Shareholders who have not availed ECS facility, may send their ECS mandate in the prescribed form to the Company, in the event they have not done so earlier. The ECS Mandate Form can be downloaded from the attachment below or can be furnished by the Company on request.

Download ECS Mandate Form

 
Dividend

Pursuant to the provisions of Section 205A of the Companies Act, 1956, as amended, dividend remaining unclaimed/ unpaid for a period of seven years is required to be transferred to the Investor Education and Protection Fund of the Central Government (Fund). Accordingly, all unclaimed / unpaid dividends till the financial year up to and including 30.06.2005 have since been transferred to the said fund. Members who have not encashed their dividend warrants so far for the financial year 2008-09 there being no declared dividend before and after that may make their claim to the Company/Registrar and Share Transfer Agent. Once the unclaimed/unpaid dividend is transferred to the Fund no claim in this regard, shall lie as against the Fund or the Company. As per Ministry of Corporate Affairs’ (MCA) Notification no G.S.R 352 (E) dated 10th May, 2012 the Company shall also upload on the website of MCA the information pertaining to unclaimed dividend upto the date of forthcoming Annual General Meeting within 90 days of the said meeting in the prescribed format. Information containing the names and address of all such shareholders who have not encashed their dividend entitlements as on the date of the forthcoming Annual General Meeting shall also be uploaded on the Company’s website www.birla-sugar.com as well as on MCA’s website www.mca.gov.in within 14 days of earlier uploading.

Loss of Dividend Warrant

In the event of loss of any Dividend Warrant in transit or otherwise, Demand Draft / payable at pa cheque will be issued on the basis of application made to the Company in case of shares held in physical form and in case of shares held in dematerialized form, signature of shareholder to be verified by the DP. In this connection you would be required to execute and furnish an Indemnity.

Note: Demand Draft(s) / payable at pa cheque will be issued by the Company only on expiry of validity period of the warrant i.e. six months from the date of issue and the original warrant(s) remaining unencashed.