Losing a paper share certificate can be stressful, especially if you are in the middle of selling or transferring your holdings. The good news is that losing the physical document does not mean you have lost your money. Your underlying ownership stays recorded on the company register. HMRC guidance explains that registered share ownership is reflected through the company’s share register, with transfers requiring the register to be updated. You cannot, however, sell or move those shares until you get a replacement.
If you have also lost contact with the registrar or are unsure where your shareholding is held, professional assistance may be available to help trace missing shareholders and shareholdings.
How the Replacement Process Works
To get a duplicate issued, you have to go through the official registrar handling the company’s share register.
First, notify them right away so they can flag the missing paper and prevent anyone else from using it. They will then send you a Letter of Indemnity to sign. This is a binding agreement stating that if the original turns up, you will not use it, thereby protecting the company from double-pay out risks.
Depending on the size of the holding, the registrar might also require a countersignature from an insurer or guarantor before they print a new document. UK company law also provides for replacement certificates where a certificate has been lost, stolen or destroyed, subject to conditions concerning evidence, indemnity and reasonable fees.
Dealing With Overseas or North American Shares
If your shares are listed on a US or Canadian exchange, the paperwork gets slightly more complicated. North American transfer agents will not accept a basic UK solicitor stamp or standard witness signature on your indemnity forms. If the shares belonged to someone who has died, the process can involve additional requirements. Particularly where probate or a lost share certificate is involved.
Instead, they strictly require a Medallion Signature Guarantee. This is a unique, high-security stamp applied by an authorised financial provider. The stamp acts as an insurance-backed confirmation that your identity has been thoroughly verified and that the request is genuine. Without it, American or Canadian transfer agents will simply reject the replacement request outright.
Once you have completed the indemnity, obtained any required guarantee stamps, and paid the registrar’s administration fee. Your new share certificate will be printed and posted to you.
Read more blogs on share transfers, Medallion Guarantees and managing US and Canadian shares. Explore our latest guides for practical advice and information on cryptocurrency, share certificates, transfer agents and international share transactions.