FAQ's for Investor

1. How should I communicate with the Company?

2. What is the procedure for Transfer of Shares?

3. How can I transfer shares on the death of the sole holder?

4. How can I delete the name of a deceased shareholder?

5. How do I change the order of shareholder names on the share certificate?

6. How can I apply for new share certificates in lieu of my torn/defaced/mutilated share certificates?

7. How can I get duplicate share certificates issued in case I have lost the original certificates?

8. How can I get duplicate share certificates issued where I have lost the certificates before getting them transferred into my name?

9. How can I get a duplicate dividend warrant?

10. If I forget to deposit my dividend warrant and the date expires, can I get the date extended?

11. How can I get a mistake on my share certificate / dividend warrant corrected?

12. How can I change my address or bank details?

13. How can I change my name on the share certificate?

14. I have certificates each of which are lesser than the marketable lot. Can I consolidate the certificates into marketable lots?

15. Do I have to dematerialise my shares?

16. Will I be able to receive my dividend from the Company as an electronic transfer?

17. What is the current status of Part `C' debenture of Rs. 50/- of 14% Secured Convertible Debenture of Rs. 100/- each?

18. What is the Company's Investors' Welfare Scheme?

How should I communicate with the Company?

1. General information for the Investors:

1.1. All correspondence in respect of equity shares and debentures (which have been already redeemed on 13th March 1999) held by investors in the Company be mailed to the following address:
Shares Department
Deepak Fertilisers And Petrochemicals Corporation Limited
Opp. Golf Course, Shastri Nagar
Yerawada, Pune - 411 006
India.
Tel. No. 020 - 2668 4155
Fax No. 020 - 2668 3727
Email investorgrievance@deepakfertilisers.com

1.2. While asking queries or reporting any grievance, investors are advised to quote their folio Number, Certificate details etc. They should write their full address giving Pin code, Telephone Number, Fax Number and Email address, if any.

1.3. Investors should communicate either in English or in Hindi.

1.4. Important documents in connection with the above should be sent by registered post.

1.5. Investors are advised to retain copies of documents namely; letters, transfer deeds, share certificates, postal acknowledgement (registration slip) etc. to facilitate future reference / queries.

1.6. Investors who are holding shares in physical form are requested to intimate to the Company immediately details of change in the address, bank account details and bank mandate for updating the record.

1.7. Investors should inform change in the specimen signature to the Company in the form of an affidavit. (Click here for specimen affidavit - Annexure I )

1.8. Generally the investors' queries are replied within fifteen days from the date of receipt thereof.

1.9. Duplicate dividend/Interest warrants/revalidation of warrants and issue of fresh warrants in lieu of the old warrants are normally issued within fifteen days from the date of receipt of all documents. Where the payment is by way of demand draft, number of days required will be three weeks approximately.

1.10. Processing of transfer, transmission of shares will be done within 2 to 3 weeks (subject to documents being found in order) from the date of receipt thereof. The Company has, as per SEBI guidelines, offered the facility of transfer-cum-demat to the investors. Under this system, share transfers received in physical form are processed subject to the documents being valid and complete in all respects. After the share transfer is registered an option letter is sent to the transferee indicating the details of shares transferred and requesting to approach the Depository Participant (DP) with the option letter if he wishes to demat the shares. The DP in turn generates the demat request and sends it to the Company along with the option letter issued by the Company. On receipt of the same, the Company dematerialises the shares. In case the transferee does not exercise the option to dematerialise the shares, the Company will despatch the share certificate after 30 days from the date of such option letter.

1.11. The duplicate share certificate will be issued in lieu of the lost certificate within one month from the date of receipt of the complete documents and upon informing the Stock Exchanges.

What is the procedure for Transfer of Shares?

2. Transfer of Shares:

2.1. While sending the shares for transfer, please ensure that all relevant columns in the share transfer form are duly completed namely; name of the Company, consideration, details of shares, name and signature of transferor and signature, name and address of witness, transferee's name, signature, occupation, address, father/husbands name & signature, brokers stamp, SEBI registration / code number and share transfer stamps of requisite value to be affixed on the transfer deed and duly cancelled. (click here for specimen letter requesting for transfer of shares- Annexure II)

2.2. Please ensure that all transferor(s) whose names appear on the share certificate have signed the transfer deed and the same is witnessed properly.

2.3. Please ensure that full name of transferee(s) and their title, occupation, address, pin code (phone number, fax number, email address, if any) are written properly in the appropriate column. Also ensure that the transferee(s) have signed at the appropriate space at two places provided on the transfer deed.

2.4. If the transfer deed is signed by the Constituted Attorney for and on behalf of transferor, please ensure that the number and date of registration of Power of Attorney is lodged with the Company as mentioned on the reverse of the transfer deed. If the same is not registered with the Company, either original Power of Attorney or a certified true copy of the same duly notarised may be forwarded along with the transfer deed.

2.5. If the transfer deed is signed by the Constituted Attorney for and on behalf of the transferee, a certified true copy of Power of Attorney duly notarised, may be attached to the transfer deed for registration with the Company. If the Power of Attorney is already registered with the Company, please ensure to quote the registration number and the date at the space provided on the transfer deed.

2.6. If the purchaser (transferee) is an existing member, the folio number may be written on the transfer deed to enable the Company to register the shares under the existing folio number.

How can I transfer shares on the death of the sole holder?

2. Transmission of shares in case of death of sole shareholder :

2.1. Transmission of shares takes place in case of death of sole/single holder of shares. In such an event, the shares will be transmitted in the name of the legal heir(s) of the deceased member as per the Probate of the Will obtained from a court of competent jurisdiction by the legal heir(s), if the deceased had left a Will. (Click here for specimen letter requesting for transmission of shares Annexure III).

2.2. If the member had not left any Will, the shares will be transmitted by the Company on production of a Succession certificate or Letter of Administration by the legal heir(s) of the deceased member.

2.3. Where the legal heir(s) is / are unable to obtain and produce the documents mentioned under 3.1 & 3.2, the Board of directors in its absolute discretion may waive the requirement of submitting Probate of the Will, Succession Certificate / Letter of Administration in the case of small shareholding and approve transmission of the said shares on furnishing an affidavit and indemnity by the legal heir(s) to the Company. (Click here for specimen indemnity and affidavit - Annexure IV.)

How can I delete the name of a deceased shareholder?

3. Deletion of name of a deceased Shareholder:

In case shares are held in joint names i.e. by more than one person and one of the joint holders expired, the deceased shareholder's name will be deleted from the share certificate(s) and record of the Company on the basis of death certificate certified by an appropriate authority duly furnished by the surviving joint holder(s), along with the share certificates. ( click here for specimen letter requesting for deletion of name - Annexure V )

How do I change the order of shareholder names on the share certificate?

4. Transposition (Change in the order of names of shareholders names)

Transposition of names is effected when the shareholders desire to change the order of name of shareholders in respect of the shares held by them inter-se i.e. the first holder may become second holder or third holder and vice versa. A letter requesting transposition of names signed by all joint holders indicating their order of names has to be submitted to the Company. Any request for transposition of names will be considered only if the entire shares are held under one folio. (Click here for specimen letter requesting for transposition - Annexure VI.)

How can I apply for new share certificates in lieu of my torn/defaced/mutilated share certificates?

5. Issue of New share certificate in lieu of the torn/defaced/mutilated share certificates:

5.1. New certificate(s) will be issued in lieu of the torn/defaced/mutilated share certificate(s) on receipt of the request from the shareholder(s).

5.2. The letter along with the damaged/defaced certificate(s) should be sent to the Company for replacement. (Click here for specimen letter requesting for issue of fresh / new certificate(s) - Annexure VII).

How can I get duplicate share certificates issued in case I have lost the original certificates?

6. Issue of Duplicate share certificate(s) (Share certificates reported to be missing/ lost/stolen by the registered holder(s) and subsequently not transferred or lodged for transfer by transferee.)

6.1. Loss of share certificate(s) along with the transfer form (if any) should be reported immediately to the Company giving folio number, share certificate(s) number, distinctive numbers etc. to enable the Company to note stop transfer of such shares.

6.2. Submit within 21 calendar days of intimation of loss of certificate to the Company, a copy of F.I.R. or copy of acknowledged police complaint, which should necessarily mention the date of loss, distinctive nos., certificate nos. to the Company.

OR

Copy of an injunction order passed by a court of competent jurisdiction or a copy of plaint, which shall necessarily mention about date of loss of share certificate(s), distinctive numbers and number of shares lost along with the confirmation that the suit filed has been accepted by the court.

6.3. Company may at its absolute discretion, waive the requirement of an injunction order or a court order if the value of shares lost is less than Rs. 5,000/-. This value will be calculated at the closing price on any one of the recognised Stock Exchanges, on the date of intimation of loss of share certificates to the Company.

6.4. Any request for issue of duplicate certificate(s) should be sent to the Company along with a letter of indemnity duly executed on the non-judicial stamp paper of Rs.200/- (Click here for specimen letter for issue of duplicate certificate and indemnity - Annexure VIII & Annexure IX)

6.5. An affidavit on non-judicial stamp paper of Rs. 20/-) affirming that the shares lost have not been sold and sworn in before a first class magistrate or a notary public should be sent to the Company. (Click for specimen affidavit - Annexure X.)

6.6. Where the nominal value of shares involved exceeds Rs. 10,000/- and/or the market value of the shares (as on the date of execution of the Indemnity Bond and Affidavit) exceeds Rs. 50,000/- based on the closing price on any one of the recognised Stock Exchanges, an advertisement is required to be published by the investor. (Click for specimen of the advertisement- Annexure XI.)

6.7. The duplicate certificates will be issued only after informing the Stock Exchanges and complying with requisite formalities.

How can I get duplicate share certificates issued where I have lost the certificates before getting them transferred into my name?

7. Issue of duplicate certificate(s) against missing/lost/stolen original certificate(s)reported by the third party (i.e. holder in due course or beneficial owner or un-registered transferee) and subsequently not transferred:

Third party claimant should produce to the Company documents within 30 days from the date of intimation of loss of the share certificate(s) which shall necessarily mention the date of loss of certificates, distinctive numbers, certificate(s) number etc. as follows:

7.1. 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.

7.2. Copy of postal acknowledgement /receipt issued by the courier through whom the transfer documents were sent but lost in transit (if share certificates lost in transit) / stolen.

7.3. Copies of transfer documents (if retained).

7.4. Copy of FIR Complaint acknowledged by police station.

OR

Copy of plaint confirming that the suit filed has been accepted by the court or copy of an order from court of competent jurisdiction restraining the Company from registering transfer of shares.

7.5. An indemnity executed by an un-registered transferee/holder in due course on a non-judicial stamp paper of Rs. 200/-. (click for specimen indemnity- Annexure XII )

7.6. An affidavit on a non-judicial stamp paper of Rs. 20/- and sworn in before a first class magistrate / notary public (click for specimen affidavit - Annexure XIII)

7.7. An Indemnity by the transferee for transferring duplicate share certificate(s) issued in the name of the registered holder without production of relevant share transfer deed(s). (click for specimen indemnity - Annexure XIV)

7.8. Letter from the purchaser (transferee) under the provisions of Section 108 of Companies Act 1956. (click for specimen letter - Annexure XV)

7.9. Place an advertisement in a newspaper having wide circulation, if the lost shares are of a nominal value is greater than Rs. 10,000/- and / or market value exceeds Rs. 50,000/- (click for format of the advertisement - Annexure XI)

How can I get a duplicate dividend warrant?

8. Issue of duplicate dividend warrant(s)

8.1. Dividend warrants will be despatched within 30 days from the date of declaration at the Annual General Meeting of the Company.

8.2. Shareholders, who do not receive dividend warrant(s) within a reasonable time from the conclusion of Annual General Meeting, may write to the Company quoting their relevant folio number.

8.3. Issue of duplicate warrant(s) will be considered only after verifying with the records of the Bank and the Company.

8.4. The duplicate dividend warrant(s) will be issued only upon receipt of an indemnity in the prescribed format. (Click for specimen letter - Annexure XVII)

8.5. In case the amount of dividend is less than Rs. 2000/- the indemnity may be furnished on a plain paper only and, if the amount is more than Rs. 2000/- an adhesive stamp of Rs. 20/- has to be affixed on the indemnity letter. (Click for specimen indemnity - Annexure XVIII).

If I forget to deposit my dividend warrant and the date expires, can I get the date extended?

9. Revalidation of dividend warrant(s)

The investor should on the expiry of validity period of the dividend warrant(s) send the same to the Company for revalidation. (Click for specimen requesting for revalidation - Annexure XIX)

How can I get a mistake on my share certificate / dividend warrant corrected?

10. Correction of mistake in the share certificate(s) / dividend warrant(s)

Any request for correction in the share certificate(s) and dividend warrant(s) duly signed by all joint holders may be sent along with the original documents to the Company. (Click for specimen letter - Annexure XX)
How can I change my address or bank details?

11. Change of address / Bank details

Any request for change of address / bank details will be entertained only if given in writing and signed by the first holder of shares indicating folio number (click for specimen letter requesting for change of address / bank details - Annexure XXI & Annexure XXII).

How can I change my name on the share certificate?

12. Change in the name of Shareholder(s)

12.1. Change in the name of individuals

12.1.1. Any request for change of name together with certificate in original and copy of notification appeared in the official gazette duly attested by a competent authority / notary public or an affidavit should be submitted to the Company. (Click for specimen letter - Annexure XXIII).

12.1.2. Fresh specimen signature duly attested by investor's banker to be submitted to the Company.

12.2. Change in the name - Consequent upon marriage / divorce

12.2.1. For effecting the change of name consequent upon marriage/divorce etc. the original certificate together with a copy of marriage certificate / decree of divorce duly attested by a competent authority namely; magistrate/notary public/gazetted officer/ manager of a nationalised bank should be forwarded to the Company. (Click here for specimen letter - Annexure XXIV)

12.2.2. Fresh specimen signature duly attested by a manager of a nationalised bank shall also to be furnished to the Company.

12.3. Change in the name of Company

12.3.1. Company desirous of recording the changed name in the share certificate(s) held by it shall have to furnish a certified copy of the fresh certificate of incorporation issued by the Registrar of the Companies along with the share certificate(s) for making necessary endorsement thereon. (click for specimen letter requesting for change in the name of Companies - Annexure XXV ).

I have certificates which are lesser than the marketable lot. Can I consolidate the certificates into marketable lots?

13. Consolidation of share certificate(s)

The marketable lot of the Company's share is 50. Shareholder(s) desirous of converting their holding into marketable lot may forward the certificate(s) to the Company with a request duly signed by all the shareholders. (Click for specimen letter - Annexure XXVI)

Do I have to dematerialise my shares?

14. Dematerialisation of shares

14.1. As per the notification issued by Securities and Exchange Board of India (SEBI) Company's shares are traded compulsorily in dematerialised form by all investors with effect from 8th May 2000.

14.2. As on 23rd August 2002, (date of 22nd AGM) out of 7,32,04,943 fully paid up equity shares of Rs. 10/- each (listed with Stock Exchanges.) 3,35,17,365 equity shares (45.79% of the paid up capital) held by 47,932 shareholders (24.45% of the total number of shareholders) have been demated. Investors' holding equity shares of the Company in demat form, should inform changes, if any in the address, bank A/c details, ECS mandate to their DPs with whom they are maintaining demat account.

Will I be able to receive my dividend from the Company as an electronic transfer?

15. Payment of dividend through Electronic Clearing Service

15.1. Securities and Exchange Board of India (SEBI) by its circular No. DCC/FITT/CIR- 3/2001-dated 15/10/2001 advised that companies should mandatorily use Electronic Clearing Service (ECS) facility while making payment of dividend to the Shareholders. Accordingly, the Company will in future, make payment of dividend in respect of the Equity Shares held by the investors, as under:

15.1.1. Pay dividend through Electronic Clearing Service (ECS) as per the ECS mandate registered with the Company / DPs by the Shareholder/ beneficial owners.

15.1.2. In case ECS mandate is not registered, or if such facility is currently not made available by Reserve Bank of India (RBI) at any centre, Shareholders/beneficial owners, may register the details of their bank account with the Company or their DPs (as the case may be), which will be made use of by the Company for printing the bank account details on the dividend warrants, while remitting the dividend. This will ensure that the dividend warrant will be deposited only in specified bank account and the same are not be misused, even if lost or stolen.

15.1.3. If both the above mentioned facilities/details are not furnished by the Shareholder/beneficial owner, the dividend will be paid by issue of dividend warrant in favour of the Shareholder/beneficial owner.

15.1.4. In this context, Shareholders/beneficial owners are requested to check the ECS mandate including MICR code of your bank are properly registered with the Company / DPs so that the dividend can be remitted to your bank account accordingly.

What is the current status of Part `C' debenture of Rs. 50/- of 14% Secured Convertible Debenture of Rs. 100/- each?

16. Part `C' debenture of Rs. 50/- of 14% Secured Convertible Debenture of Rs. 100/- each

Part `C' debenture of Rs. 50/- of 14% Secured Convertible Debentures of Rs. 100/- each issued by the Company were redeemed on 12th March 1999. As on 31st March 2002 approximately 28672 debenture holders have to surrender their debenture certificates duly discharged and claim the redemption amount together with interest thereon (for the period from 1st January 1999 to 12th March 1999). The debenture holders are requested once again to claim debenture redemption amount by surrendering Part 'C' debenture certificates duly discharged as informed earlier vide Company's circular letters dated 23rd December, 1998, 12th March, 1999, 2nd November 1999, 11th October, 2000 and 17th September, 2001 as also two Notices dated 23rd December, 1998, and 22nd February, 1999 published in "The Indian Express" dated 18th January, 1999 and 25th/26th February, 1999 respectively. If debenture holders does not claim the debenture redemption amount before the expiry of 7 years from the date of redemption i.e.12th March, 1999 the Company is required to transfer the unclaimed/ unpaid redemption proceeds as well as interest as aforesaid, pursuant to the provision of Section 205 C of the Companies Act, 1956 to the Investors Education and Protection Fund created by the Central Government. The debenture holders, who have either misplaced or lost their debenture certificates, may write to the Company for duplicate debenture certificates by furnishing an indemnity Bond and Affidavit for the purpose. (Click for specimen indemnity bond and affidavit - Annexure XXVII & Annexure XXVIII)

What is the Company's Investors' Welfare Scheme?

17. Company's Investors' Welfare Scheme

17.1. The Company had introduced on October 2 1989 a welfare scheme for its Investors initially for a period of 5 years to cover the risk of death and permanent (total / partial) disability sustained due to an accident by the first-named investor of the Company. Considering the wide spread appreciation by the investors of the Company and the benefits availed by them through the said Investors Welfare Scheme, the Company had renewed the said scheme on October, 2, 1994 for a period of 5 years and thereafter on 2nd October, 1999 for another period of 5 years. From the inception of the said scheme i.e. October, 2,1989 till March, 31, 2002 the Company has settled and paid through the Insurance Company 483 claims comprising of 319 death claims and 164 permanent disability claims, amounting to Rs.128.60 lakhs. This includes a few claims of victims of devastating earthquake that ravaged state of Gujarat on 26th January 2001. (Click for more details of the scheme - Annexure XXIX).