KYC Update for Physical Shares: The Complete Checklist
SEBI requires a set of details to be recorded against every physical share folio. Most investors deal with them one at a time and make several trips to the RTA. This is the whole list in one place, with the form each item needs.
We at ClaimMyFunds complete these KYC submissions for clients holding shares in anything from one company to thirty. The checklist below is the one we work from.
In short
Six items must be on record against a physical folio: PAN, postal address, mobile and email, bank account details, a specimen signature, and a nomination decision. Nearly all of them are handled through Form ISR-1.
When This Applies to You
- You hold shares as physical certificates
- You have inherited an old folio and do not know what state it is in
- The RTA has asked you to complete KYC
- You are preparing an IEPF claim and want the folio clean before filing
- Dividends are not reaching you
At a Glance
| Requirement | Form / Status | What to attach |
|---|---|---|
| PAN of every holder | Form ISR-1 | Self-attested PAN copy for each holder, including joint holders |
| Postal address | Form ISR-1 | Aadhaar or other accepted address proof matching the address written |
| Mobile and email | Form ISR-1 | No separate proof normally required |
| Bank account details | Form ISR-1 | Cancelled cheque with the name printed, or a bank-attested statement |
| Specimen signature | Form ISR-2 | Banker's attestation, needed only where the signature has changed |
| Nomination decision | Form SH-13 or ISR-3 | Nominee ID for SH-13; nothing extra for an ISR-3 opt-out |
What to Attach
- Self-attested PAN for every holder
- Address proof matching the address on the form
- Cancelled cheque with the holder's name printed on it
- Demat account statement, if you have one
- Form SH-13 or Form ISR-3 for nomination
- Form ISR-2 where the signature has changed
- A copy of the share certificate for reference
Where to Send It
Everything goes to the RTA handling that company's folio. Do one complete submission per folio rather than sending items as you gather them.
Stuck on this?
Holding folios in several companies? We can run the whole KYC exercise across all of them in one go.
Free first assessment — we tell you what is recoverable before any fee is discussed.
Why These Get Rejected
Across the files we handle at ClaimMyFunds, almost every returned form fails for one of these reasons.
How Long It Takes
Indicative timings from cases we have handled. The variable that matters most is whether the file is complete when it arrives.
| Stage | Typical | What affects it |
|---|---|---|
| Collect documents for every holder | 1-2 weeks | Joint folios need PAN for each holder, which often causes the delay. |
| Complete ISR-1 plus nomination form | Same day | SH-13 or ISR-3 must accompany it. |
| Submit one complete package | 1-3 days | Per folio, per company. |
| Records updated | 2-6 weeks | Query-free files sit at the shorter end of that range. |
What It Actually Costs
Indicative only. Stamp duty, notary rates and RTA service charges vary by state and by registrar, so treat these as what to budget for rather than a price list.
Frequently Asked Questions
How long does a full KYC update take?
A complete, clean submission is commonly processed in two to six weeks. Anything that triggers a query — mismatched address, missing PAN, unsigned form — can extend that to several months.
Do I have to do this for every company separately?
Yes, because KYC is recorded against the folio and each company has its own. Where one RTA handles several of your companies, you can post them together, but keep one complete set per folio.
What if I no longer have the share certificate?
You can still update KYC. Supply the folio number from any old dividend counterfoil or correspondence. If the certificate itself is genuinely lost, deal with that separately through Form ISR-4.
Is there a fee for updating KYC?
SEBI prescribes no fee for the KYC update itself. Your own costs are incidental — notarisation, bank attestation, postage. Some RTAs charge small service amounts for particular requests.
What happens if I simply ignore all this?
Servicing on the folio becomes difficult, dividends may not reach you, and if dividends stay unclaimed for seven consecutive years the shares are transferred to the IEPF Authority. Recovering them then requires a Form IEPF-5 claim, which takes months.
Can somebody else submit the KYC package on my behalf?
A representative can post the documents and follow up, but the forms themselves must carry your own signature. RTAs will not accept a signature made by an agent unless a properly executed power of attorney is registered against the folio.
I hold shares in twelve companies. Is there any shortcut?
Not a formal one, because KYC is recorded per folio. In practice, prepare one master set of self-attested documents, photocopy it twelve times, and work through the folios in a single sitting. Where one RTA services several of your companies you can post those together in one envelope, with a separate complete set inside for each folio.
Can ClaimMyFunds complete KYC on all my folios?
Yes, and it is usually much faster than doing it yourself company by company. We prepare one document set, adapt it per folio, and submit to each Registrar in parallel rather than in sequence.
About ClaimMyFunds
You have just read a detailed walkthrough of a SEBI investor form. We publish these because the same handful of mistakes cost investors months, and most of them are avoidable.
We are a share recovery practice based in Ahmedabad, working with investors, legal heirs and NRIs across India. We have resolved more than 2,500 cases covering IEPF claims, unclaimed dividends, duplicate certificates, transmission and physical-to-demat conversion. We handle the paperwork end to end, and we tell you at the outset whether a case is worth pursuing.
Want Us to Handle the Paperwork?
We at ClaimMyFunds prepare the correct forms, tell you exactly what to get notarised or attested locally, and follow the file through with the Registrar. The first assessment is free.
B/512, The Grace Business Park, Science City Road, Sola, Ahmedabad 380060