A Share Confirmation Letter is a crucial corporate document used in the Indian business environment to formally verify and confirm shareholding details. This document is typically required in various scenarios, such as for bank loan applications, regulatory filings, audit purposes, or when shareholders need official confirmation of their holdings. The letter, governed by Indian corporate law including the Companies Act 2013 and SEBI regulations, provides comprehensive information about shareholding including the number of shares, their class, distinctive numbers, and paid-up value. It serves as an important tool for maintaining transparency in corporate ownership and can be used as evidence of shareholding in legal and financial matters. The document must comply with Indian stamp duty requirements and should be signed by authorized company representatives.
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1. Letter Head and Date: Company letterhead with complete registered office address and date of issuance
2. Addressee Details: Full name and address of the shareholder
3. Reference Line: Reference number, folio number, or other identifying information
4. Subject Line: Clear indication that this is a Share Confirmation Letter
5. Opening Paragraph: Introduction and reference to any relevant application or request
6. Shareholding Details: Confirmation of number of shares held, class of shares, distinctive numbers, and certificate numbers
7. Face Value and Paid-up Value: Details of the face value per share and paid-up value of shares
8. Closing: Standard closing, signature block with authorized signatory details
1. Reference to Share Transfer: Include when confirming shares received through a transfer, with details of the transfer date and previous holder
2. New Issuance Details: Include for newly issued shares, with details of allotment date and resolution reference
3. Lock-in Period: Include if there are any restrictions on transfer of shares
4. Dividend Status: Include if there are any pending dividends or specific dividend-related information
5. DEMAT Details: Include if shares are held in dematerialized form, with depository participant details
1. Share Certificate Copy: Copy of the physical share certificate(s) if applicable
2. Shareholding Pattern: Detailed breakdown of the shareholder's complete holding in various classes if applicable
3. Board Resolution: Copy of relevant board resolution in case of new issuance
4. Folio Statement: Statement showing transaction history of the shares in question
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Banking
Information Technology
Manufacturing
Real Estate
Healthcare
Retail
Energy
Telecommunications
Professional Services
Infrastructure
Consumer Goods
Mining and Metals
Agriculture
Education
Relevant Teams
Legal
Corporate Affairs
Finance
Compliance
Company Secretarial
Shareholder Relations
Corporate Governance
Investment Relations
Share Registry
Board Secretariat
Relevant Roles
Company Secretary
Legal Counsel
Corporate Affairs Manager
Compliance Officer
Chief Financial Officer
Share Transfer Officer
Director
Managing Director
Finance Manager
Investment Relations Manager
Board Secretary
Legal Manager
Shareholder Relations Executive
Corporate Governance Officer
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