If an Indian company’s registrar and share transfer agent (RTA) rejects a physical share transfer, first obtain the rejection in writing, identify the exact discrepancy, and ask the issuer or RTA what correction and current process it accepts. Do not assume that an old transfer deed can be submitted again: SEBI stopped transfers of securities in physical form from April 1, 2019. A limited special window now exists for some older, deficient requests, but approved cases are completed only in dematerialised form.
This guide applies to shares of issuers regulated under India’s securities framework. Procedures in another country, or for an unlisted holding with different rules, may differ.
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What to do immediately after a rejection
- Save the complete record. Keep the rejection letter or email, delivery and acknowledgment proof, copies of every form submitted, the certificate number and distinctive-number details, the transfer deed, identity and address documents, and all correspondence. This is prudent evidence preservation rather than a universal document list prescribed by SEBI.
- Identify the correct RTA. Use the company’s current official investor-relations page to confirm its appointed registrar and the current postal and electronic contact details. Do not rely on contact information copied from an old notice belonging to another issuer.
- Request a specific written reason. Ask the company or RTA to identify the missing document, mismatch, signature issue, title concern, or rule that caused the rejection, and to provide the supporting discrepancy or document reference. A generic “deficient” response is not enough to plan a correction.
- Compare the reason with what you actually filed. Check names and order of holders, signatures, dates, certificate and folio details, address and bank records, witnessing or notarisation requirements where applicable, and whether the requested transaction was a transfer rather than transmission after death. Do not alter an original certificate or deed without instructions.
- Ask for the current remedy in writing. Request the exact current form, correction method, submission address, demat requirements and any deadline. A historic form or deed may not be accepted under the present process.
SEBI’s Registrar to an Issue and Share Transfer Agent regulations require investor inquiries to be adequately dealt with. For dematerialisation and rematerialisation requests, Schedule III says an RTA must not reject on “flimsy grounds”; rejection must rest on valid and proper grounds supported by relevant documents. That wording specifically concerns dematerialisation or rematerialisation requests, so it should not be treated as an automatic rule that every physical-transfer rejection must be accepted.
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SEBI discontinued transfer of securities in physical mode from April 1, 2019. The policy change means the ordinary route for changing ownership is now to have the securities in a demat account and complete the transfer electronically through the applicable market and depository process. A paper certificate can still be evidence of an old holding, but it does not by itself create a general right to lodge a new paper transfer.
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SEBI’s September 7, 2020 circular described an earlier facility for deficient deeds lodged before April 1, 2019. It set March 31, 2021 as the deadline for re-lodging those deeds and stated that accepted shares would thereafter be issued only in demat mode. That historical deadline should not be confused with the newer, time-limited facility reported for 2026–2027.
Can you still transfer old physical shares?
Possibly, but only if the facts fit an applicable exception or special window. The key questions are the date the transfer request was first lodged, what the issuer or RTA did with it, why it failed, and whether the current issuer has published an operating process for the case.
The 2026–2027 special window
An Indian Oil Corporation investor notice, updated October 9, 2026, reports a window from February 5, 2026 through February 4, 2027 for qualifying transfer requests lodged before April 1, 2019 that were rejected, returned, or otherwise not attended to because of deficiencies. It also states that approved transfers under this facility are effected only in dematerialised form.
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This is not a blanket reopening of paper transfers. Confirm all of the following with the particular issuer or its RTA:
- that the original deed was lodged before April 1, 2019;
- that the rejection, return, or non-processing falls within the issuer’s interpretation of a deficiency;
- that the issuer is participating and has published the relevant procedure;
- which corrected documents and forms are required;
- how holder names and order must appear; and
- which receiving demat account must be supplied.
A suitable demat account may be a practical prerequisite because the stated outcome is dematerialised credit, but the issuer or RTA must confirm the account-holder-name and order requirements. Do not send original documents or open an account solely on the assumption that your case qualifies.
Cases that need a different analysis
A transfer after a holder’s death is normally a transmission issue, not an ordinary sale or gift transfer. Disputed ownership, succession, a court or regulatory restraint, conflicting claims, an IEPF transfer, or a suspected forged signature can require a case-specific process. The RTA cannot resolve every title dispute through a routine deficiency correction, and SCORES is not a forum for deciding ownership.
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Choose the correct route
| Route | When it may fit | What to verify | Likely outcome or limit |
|---|---|---|---|
| Correct the routine deficiency with the issuer/RTA | The rejection identifies an incomplete form, mismatch, missing document, or another remediable defect. | Written reason, supporting discrepancy, current checklist, accepted correction method, and response deadline. | The issuer/RTA decides whether the corrected submission is acceptable. Do not assume a historic deed can simply be re-lodged. |
| Use the special re-lodgement window | A qualifying old request was lodged before April 1, 2019 and rejected, returned, or left unattended because of deficiencies. | Original lodgement proof, rejection or return record, issuer eligibility rules, window deadline, required forms, and receiving demat-account details. | For the reported February 5, 2026–February 4, 2027 window, approved transfers are credited only in demat form. |
| Escalate through SCORES | The company or registered intermediary has not resolved an eligible securities-market grievance. | Whether the matter is within SEBI’s scope, whether the one-year filing limit is met, and whether it is excluded because of IEPF, court proceedings, or another jurisdictional issue. | SCORES facilitates grievance redressal; it does not guarantee approval or adjudicate title. |
How to ask the issuer or RTA for a usable answer
Write a short, chronological request rather than sending a long narrative. State the company name, folio and certificate details, the date and method of original lodgement, the date and wording of the rejection, and the remedy you seek. Attach legible copies and retain the originals unless the RTA gives a secure, written submission instruction.
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Questions that force a specific response
- What exact document, field, signature, or record is deficient?
- Which current form or format should replace or correct it?
- Does the issuer treat this as a transfer, transmission, dematerialisation, or another request?
- Is the request eligible under the issuer’s current special-window process?
- Must the receiving account be a demat account, and how must the holder names match?
- Where should the documents be sent, and how will the issuer acknowledge receipt?
- What deadline applies, and what happens if the deadline cannot be met?
Ask the RTA to identify the rule or notice it is applying. If the response remains vague, send a follow-up that lists each unanswered question and requests a final written position. Keep proof of dispatch and delivery.
How to re-lodge an eligible older request
- Prove the original date. Locate the RTA acknowledgment, courier record, inward stamp, or correspondence showing that the deed was lodged before April 1, 2019.
- Prove what happened next. Preserve the rejection, return letter, deficiency memo, or evidence that the request was not attended to. If the RTA says no record exists, ask it to search by folio, certificate, and distinctive numbers.
- Obtain the issuer’s current procedure. The special window is implemented through the issuer/RTA. Use its current checklist and forms, not a generic internet template.
- Resolve identity and title issues first. Correct holder-name order, signature, address, succession, or authority problems only in the manner the issuer accepts. A simple spelling mismatch and a contested inheritance are not the same problem.
- Prepare the receiving demat account. Confirm that the account can receive the securities and that its holder names and order satisfy the issuer’s instructions.
- Submit through the designated channel. Follow the issuer’s packaging, attestation, and acknowledgment requirements. Keep scans of everything and obtain a traceable receipt.
- Monitor the result. Ask when the issuer will acknowledge completeness and how it will notify you of approval, further deficiency, or rejection. Approval under the reported window means dematerialised credit, not a newly issued paper certificate.
The reported window ends February 4, 2027. Because deadline and operating instructions can change, verify the live SEBI position and the particular issuer’s notice before submitting.
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How to complain about an RTA or company
First complain to the company or intermediary
SEBI investor guidance says an investor should first approach the concerned company or intermediary. Address the complaint to the issuer and its appointed RTA, include the transaction chronology and requested remedy, and attach the rejection and proof of earlier contact. This first step gives the issuer an opportunity to correct a clerical problem and creates a clear record for escalation.
Use SCORES when the grievance is within scope
If the issuer or RTA does not resolve an eligible securities-market grievance, file it on SEBI’s SCORES platform. SEBI’s current FAQ states that a complaint should normally be lodged within one year of the cause of action and may be rejected as late. SCORES 2.0 guidance describes a 21-calendar-day redressal timeline, with first- and second-level review windows of 15 days each after the relevant action-taken report. Platform rules and timelines can change, so check the live instructions when filing.
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Make the complaint factual and narrow: identify the issuer and RTA, give dates, quote the rejection reason, list the documents already supplied, and state the specific remedy requested. Upload the rejection, acknowledgments, certificate or folio evidence, and the company’s replies. Keep the SCORES registration number and every action-taken report.
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Know what SCORES cannot decide
- SCORES is a grievance-facilitation route, not a general court or tribunal.
- It does not guarantee that the RTA will approve a transfer.
- It cannot determine disputed title, succession, forgery, or the effect of a court restraint.
- SEBI’s FAQ says claims relating to shares or other amounts already transferred to the Investor Education and Protection Fund (IEPF) are outside SCORES and should be made directly to the IEPF Authority.
- Matters outside SEBI’s jurisdiction, or already before a court where the platform’s exclusions apply, may not be accepted.
If the dispute concerns inheritance, competing claimants, a restraint order, or a threatened legal action, obtain advice from a qualified securities lawyer or company secretary about the appropriate forum. Do not represent a SCORES filing as a substitute for legal proceedings.
Common mistakes that delay a resolution
- Sending the same historic deed again without asking. Since physical-mode transfers were discontinued, the RTA may require a demat-based or special-window process.
- Relying on a verbal explanation. Without a written reason, you cannot demonstrate what was deficient or whether the RTA applied the correct procedure.
- Using an old checklist. Forms, attestation rules, contact details, and demat instructions can change.
- Ignoring the holder-name order. A receiving demat account that does not match the permitted holder order can create a new rejection.
- Sending irreplaceable originals without a traceable record. Use the issuer’s stated delivery method and retain copies and proof.
- Waiting past a deadline. The reported special window closes February 4, 2027, and SCORES generally uses a one-year cause-of-action limit.
- Using SCORES for an IEPF or title dispute. Check the platform’s exclusions before filing.
A practical decision checklist
- Is this an Indian issuer or RTA governed by SEBI rules?
- Do you have the written rejection and proof of the original lodgement?
- Was the request lodged before April 1, 2019?
- Does the rejection or return identify a correctable deficiency?
- Has the issuer confirmed whether the 2026–2027 special window applies?
- Can the receiving demat account satisfy the issuer’s holder-name requirements?
- Have you first complained to the company/RTA?
- Is a SCORES filing within one year and within SEBI’s scope?
- Is the holding already with IEPF, or is ownership disputed?
The correct next step depends on the certificate history, deed date, rejection wording, holder records and any succession or restraint issue. Obtain those facts in writing before resubmitting or escalating.
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