A Share Certificate is a crucial legal document for members of a Cooperative Housing Society, serving as proof of ownership. If it gets lost, stolen, or misplaced, the society follows a structured 8-step process to issue a duplicate.
⚠️ Why This Document Is Important
This certificate:
- Confirms your ownership rights
- Is essential for property transactions
- Holds legal and financial value
- Includes official society authentication
🔁 When Can You Apply for a Duplicate?
You can request a duplicate if the original is:
- Lost
- Stolen
- Misplaced
- Not traceable
📝 8-Step Procedure to Issue a Duplicate Share Certificate
1. Application with Proof
The member must submit:
- A written application
- Copy of police complaint
- Notarized indemnity bond
👉 This confirms the certificate is lost and not pledged anywhere.
2. Committee Meeting Approval
- The Secretary calls a Managing Committee Meeting
- The request is reviewed and approved
3. Indemnity to Society
The member agrees to:
- Protect the society from future legal or financial claims
4. Member’s Undertaking
A declaration stating:
- Certificate is lost/misplaced
- Not transferred or mortgaged
5. ₹100 Charge (As per Bylaw No. 172(6))
- A fee of ₹100 is charged to issue the duplicate certificate
6. “DUPLICATE” Stamp on Certificate
-
The issued certificate must clearly carry a stamp:
👉 “DUPLICATE”
7. Record in Committee Minutes
-
The issuance must be officially recorded in the
📌 Managing Committee Meeting Minutes
8. Entry in Registers
-
A remark must be added in:
- Share Register
-
I Register
👉 Mentioning the date of duplicate issuance
📜 Important Member Declaration
The member confirms:
- Ownership of shares
- Certificate is lost
- No loan/mortgage exists
- Society is protected from legal risks
- Original will be returned if found
⚡ Conclusion
While losing a Share Certificate can be stressful, the process to get a duplicate is clear, systematic, and legally backed.
By following these 8 steps properly, members can ensure a smooth and hassle-free issuance.
💡 Pro Tip
Always keep:
✔ A scanned copy
✔ Backup documents
Because small precautions can save major effort later.
DECLARATION CUM UNDERTAKING FOR ISSUE OF DUPLICATE SHARE CERTIFICATE :
🏢 Duplicate Share Certificate: Complete 8-Step Process Explained