Name Change in Share Certificates, Demat of Shares & EPF Unclaimed Amount – A Complete Guide

Managing your financial assets requires not just investment but also proper documentation and compliance. Many investors face challenges related to name change in share certificates, converting physical shares through demat of shares, and claiming EPF unclaimed amounts.

These issues often arise due to name discrepancies after marriage, spelling errors, or incomplete records. Similarly, unclaimed provident fund balances or undematerialised shares can remain idle for years if not handled correctly. This guide explains how to update your name in share certificates, dematerialise your shares, and recover your unclaimed provident fund in a step-by-step manner.

Name Change in Share Certificates

A name change in share certificates is a common requirement for shareholders whose names have changed due to marriage, legal correction, or other reasons. Ensuring that the name on your share certificate matches official identity documents is crucial for future transactions, transfers, and dematerialisation.

When is a Name Change Required?

• After marriage or divorce (for surname changes).
• Due to spelling mistakes in the original certificate.
• Legal change of name through gazette notification.
• Transmission of shares after inheritance.

Documents Required for Name Change:

• Original share certificates.
• Self-attested copy of PAN card and Aadhaar.
• Gazette notification or marriage certificate (as applicable).
• Affidavit supporting the name change.
• Request letter to the company’s Registrar and Transfer Agent (RTA).

Procedure:

1. Write to the company or its RTA (e.g., Link Intime, KFintech, or Bigshare Services) explaining the reason for the name change.
2. Attach the required documents and original share certificates.
3. Once verified, the company will issue updated share certificates in your new name.
4. After receiving them, you can proceed with dematerialising shares to hold them electronically.

Tip: Always update your name in all investment records, including mutual funds, bank accounts, and demat accounts, for consistency and smooth future transactions.

Dematerialisation of Shares – Converting Physical Shares into Electronic Form

The dematerialisation of shares, often called demat of shares, refers to converting your physical share certificates into electronic form. As per SEBI regulations, trading or transferring physical shares has been discontinued since April 2019.

Why Dematerialisation is Important:

• Physical certificates can be lost, damaged, or stolen.
• Demat shares are easier to transfer, trade, and inherit.
• Reduces paperwork and ensures SEBI compliance.
• Enables online tracking of investments.
• Prevents fraud and delays in settlement.

Step-by-Step Process for Demat of Shares:

1. Open a Demat Account:
   Open a demat account with a Depository Participant (DP) affiliated with NSDL or CDSL (examples: Zerodha, HDFC Securities, ICICI Direct).
2. Fill the Dematerialisation Request Form (DRF):
   • Collect the DRF from your DP.
   • Write your DP ID and Client ID correctly.
   • Mention the details of the physical shares you want to convert.
3. Submit Physical Certificates:
   • Submit the original share certificates along with the DRF to your DP.
   • Ensure all details like company name, folio number, and share quantity match accurately.
4. Verification and Conversion:
   • Your DP forwards the documents to the company’s Registrar and Transfer Agent (RTA).
   • The RTA verifies and approves the dematerialisation request.
   • Shares are then credited electronically into your demat account.

Documents Required for Demat of Shares:

• PAN and Aadhaar card copies.
• Passport-size photo.
• Cancelled cheque or bank proof.
• Self-attested share certificates.

Note: If your shares are jointly held, all holders must sign the DRF form and provide KYC documents.

Common Issues During Dematerialisation:

• Name mismatch between share certificates and KYC documents.
• Lost or torn certificates (you’ll need a duplicate certificate before demat).
• Signature mismatch—submit a bank verification letter in such cases.

If any of these issues exist, get them corrected before initiating demat of shares to avoid rejection by the registrar.

EPF Unclaimed Amount – How to Recover It

The Employees’ Provident Fund (EPF) is a critical retirement savings tool, but many employees forget to claim their balances after job changes or retirement. These balances are recorded as EPF unclaimed amounts by the Employees’ Provident Fund Organisation (EPFO).

Why EPF Amounts Go Unclaimed:

• Changing jobs without transferring old PF accounts.
• Not linking the UAN (Universal Account Number) to previous PF accounts.
• The employer is not updating the exit date.
• The death of an employee and nominee, unaware of benefits.

How to Recover EPF Unclaimed Amount:

Step 1: Check Your EPF Balance

• Visit the EPFO portal: https://www.epfindia.gov.in
• Click on “Know Your EPF Balance” or “Member Passbook”.
• Log in using your UAN and password.

Step 2: File a Claim Online

• Use the UAN Member Portal.
• Go to Online Services → Claim (Form-31, 19, 10C).
• Select the claim type (Final settlement, withdrawal, or pension).

Step 3: Submit Required Documents

• Aadhaar, PAN, and bank details linked with UAN.
• Form 15G (if applicable for tax exemption).
• Death certificate and nominee proof (for deceased members).

Once approved, the EPF unclaimed amount is transferred directly to your registered bank account.

For Deceased Members:

Nominees or legal heirs can apply using Form 20 (PF Final Settlement), Form 10D (Pension), and Form 5IF (Insurance Benefits). Legal documents such as a succession certificate, probate of will, or a letter of administration may be required.

Tip: Always keep your EPF account linked to UAN and Aadhaar to prevent unclaimed balances in the future.

Common Mistakes to Avoid

• Not updating name changes across all investment platforms.
• Failing to convert physical shares to demat.
• Ignoring old or dormant EPF accounts.
• Missing nominee updates after marriage or family changes.
• Keeping inconsistent KYC information across financial institutions.

By staying proactive, you can ensure all your assets—shares, mutual funds, and provident funds—remain accessible and claimable.

Final Thoughts

Handling legacy investments such as physical share certificates or dormant EPF accounts may seem complicated, but with the right guidance and digital tools, it’s easier than ever. Whether you’re updating your name in share certificates, completing the demat of shares, or reclaiming your EPF unclaimed amount, following the proper legal and procedural steps ensures your rightful ownership and long-term financial security.

At InvestorLink, we’re committed to helping investors recover, update, and manage their investments with transparency and efficiency. Our experts guide you through every stage from documentation to verification so you can focus on what truly matters: safeguarding your wealth.

Always keep your KYC details updated, link all your accounts with PAN and Aadhaar, and ensure your nominations are current. Remember, maintaining accurate financial records today prevents legal complications tomorrow, allowing you and your loved ones to access your investments smoothly and confidently.

Frequently Asked Questions (FAQ)

Q1. Can I change my name directly in my demat account?

Yes, but the name in your demat account must match the one on your PAN card. If it differs from your physical share certificate, update the certificate first through the company’s RTA before dematerialisation.

Q2. How long does it take to complete demat of shares?

The dematerialisation process typically takes 15–30 days, depending on document verification and RTA processing time.

Q3. What if I lost my physical share certificates?

You must apply for duplicate share certificates with the company or its RTA by submitting an FIR, affidavit, and indemnity bond before dematerialising the shares.

Q4. How can I trace an unclaimed EPF account?

Use your UAN on the EPFO portal or visit the Inoperative Accounts Helpdesk on the EPFO website to locate old PF balances.

Q5. Can a nominee or heir claim the EPF of a deceased person?

Yes, the nominee or legal heir can claim the amount by submitting relevant forms and documents like the death certificate, relationship proof, and bank details.

Q6. Is dematerialisation mandatory for all shareholders?

Yes, since April 2019, SEBI has made it mandatory to hold and transfer shares only in demat form. Physical share transfers are no longer allowed.

Q7. Can I recover dividends from old physical shares?

Yes. Once shares are dematerialised, you can also claim unpaid or unclaimed dividends through the Investor Education and Protection Fund (IEPF) portal.