Hindustan Petroleum Corporation Limited

There is a share transfer form commonly known as transfer deed for shares purchased. Please ensure that relevant share certificate numbers are mentioned on the transfer form and the certificates are attached .

Transfer forms are valid for a period of 12 months from the date of endorsement by the Office of the Registrar of Companies or till the first book closure after the said date whichever is later.

The broker's stamp with his SEBI registration No. is affixed on the reverse side of the transfer deed. This will safeguard your interest as regards the authenticity of the transaction.

The transfer deed is signed by the transferor(s) and duly attested and/or notarised if required. If the transfer deed is signed by the Constituted Attorney of the transferor, the registration number of the Power of Attorney is mentioned on the transfer deed.

The share certificates are fully paid and bear the fully paid stickers affixed on the share certificates.

Ensure the following before lodging shares for transfer :

Shares are lodged for transfer with the Registrars & Transfer Agents appointed by the Company.

Transfer deed is properly filled and signed at the appropriate places by the buyers.

Register shares in joint names in order to avoid any procedural difficulties in the event of any unfortunate event like death of the shareholder.

If the transfer deed is signed by the Constituted Attorney, forward duly notarised Power of Attorney for registration by the R&T agent. The registered number allotted should always be mentioned in future communication / transfer deeds.

In case the shares are to be transferred in the name of a company, the transferee should also enclose :

	Board resolution authorising the investment and the authorised signatories along with their specimen signatures.

	FIIs/NRIs should attach the attested copy of approval of RBI alongwith the particulars of NRO/NRE bank account to enable the company to remit the dividends.

In case of an existing shareholder, the order of the names in the shares lodged for transfer should be the same as in the exiting folio No. and the existing folio No. should be mentioned correctly so that the shares can be registered under the same folio.

Address / pincode / telephone/fax No., E-mail etc. should be clearly filled in the covering letter attached to transfer deed & in transfer deed. This will help in speedy communication.

Share transfer stamps are affixed at the present rate of 0.5% of the market value of the shares on the date of execution of transfer deed.

Retain photocopies of all the transfer documents lodged for transfer till the transferred shares are received back.

Lodge the shares for transfer before any record date or book closure date to ensure that corporate benefits like Rights, Dividends, and Bonus Shares etc. are received by buyer.

Transfer requests are processed within 30 days from the date of lodgement. If you do not receive any communication, please write to our Share Department immediately alongwith copy to our R&T agent for necessary investigation.

Transmission of Shares/ Deletion of Joint Name

Transmission is the process of transfer of shares in the event of death of a shareholder. The following need to be ensured in such an event.

Where shares are held in joint names, please submit a certified copy of the death certificate of the deceased shareholder alongwith the share certificates so that the name of the deceased can be deleted from the company’s records as well as the share certificates.

Where the shares are held in single name, on death of the registered holder, documents like succession Certificate issued by a competent Court or Probate or Letter of Administration where the deceased has left a will have to be submitted alongwith other documents like indemnity bond, affidavit, NOC, Surety, from other legal heirs etc. The procedure to be followed will be advised by the Company.

Issue of Duplicate Share certificate

Keep your share certificates(s) in safe custody as they are valuable documents. If they are lost, with or without transfer deed, the same should be intimated to the Company immediately giving details of Folio Nos. /Certificate Nos. /Distinctive nos. along with copy of FIR lodged with the police station for effecting stop transfer.

On receipt of intimation, the share certificates(s) will be put under stop transfer and the procedure for issue of duplicate share certificates(s) will be advised.

In case the transfer of share certificates is under dispute, an appropriate court order restraining the Company from transferring the shares to the third party must be furnished.

Transposition

	Request for transposition of shares signed by all the shareholders indicating the change in the order of the names alongwith the share certificate(s) can be lodged with the Company / Registrar.

Change In Name

	An application for change in the name has to be accompanied with the following documents:

	In the case of an individual, copy of the Gazette notification. In case of a Company, a Certified copy of Certificate of incorporation issued by the Registrar of Companies.

	If the change of name is consequent upon marriage or divorce then marriage certificate or divorce decree.

Consolidation Of Folios

	In case you have more than one folio in the same name or with identical names in the same order in case of joint holdings, and wish to consolidate the folios, please write to us alongwith the relevant share certificate(s) and folio details to enable us to consolidate the shareholding in a single folio.

	If the shares are held in joint names, the request should be signed by all the joint holders.

	This will avoid multiple communication, and also reduce the risk of loss during the postal transit.

	Holdings Into Joint Holdings Conversion Of Single

	We suggest that in case you are holding shares in single name, kindly convert the same into joint holding because in the eventually of any untoward event the share(s) can be transferred easily without adhering to the lengthy legal procedure. Such requests, however, will amount to transfer and have to be accompanied by duly executed transfer deed with appropriate transfer stamps.

Depository

A Depository is an organisation where the Securities of a shareholder are held in the Electronic form at the request of the shareholder through a `Depository Participant'

Depository Participant (DP)

	It is the intermediary appointed by Depository where the Investor opens his Demat account for Dematerialising / Rematerialising securities whenever required and his account of securities transactions is maintained in the same way like a bank account.

Company / Registrar

	The Company or its Registrar and Transfer Agent is the third link in the process. Complete details of physical shareholding along with relevant data is available with the Company or its R&T agent who handles the transfer related activities. The share certificates submitted for Demateriaisation are to be sent to the Company or its R&T agent for completing the process.

Investor

	The Investor or the Shareholder who is holding shares in the Company whose shares are to be traded in demat form as specified by SEBI.

Please note :

	For each different combination of names a separate Demat account is required to be opened.

	The DPs charge certain charges like Account opening charges, Demat charges, Remat charges, Transaction charges, custody charges etc.

	One should choose a DP after evaluating various factors like the quantum of charges, the quality of services offered, convenience of dealing, their overall reputation etc.

	HPCL has entered into an agreement with National Securities Depository Limited (NSDL) and Central Depository Services (India) Limited (CDSL) for dematerialisation of shares. Trading of HPCL's shares in Demat form commenced effective 18.9.97. The connectivity for dematerialisation of warrant conversion shares was established with effect from August 21, 1998. With the SEBI's announcement regarding compulsory trading by institutions in Demat form effective 1.6.98 and for all investors effective 15.2.99 the depository system has assumed greater significance. As on 31st March 2004, a total of 16,08,07,744 shares have been dematerialised accounting for 96.72% of the share capital excluding shares held by Government of India.

Benefits Of The Depository System:

	Unique Account Number for each client.

	Electronic transaction of securities eliminates the problems and delays arising out of paper based system.

	There is no scope for any risk of loss, theft, or fraud with regard to share certificates.

	Bad deliveries are almost eliminated.

	There is no need for filling in transfer deeds and lodging / despatching the transfer documents with the Company, thus avoiding a lot of paper work.

	No waiting for the shares to be transferred in your name and suffer delays on account of processing time.

	When shares are bought in depository mode, the same can be credited to your account within a few days time after the payment. Similarly, when shares are sold in electronic form payments are made much faster. Hence the settlement cycles are very fast.

	You save on stamp duty @ 0.5% of the market value of shares and although you incur some cost towards DP's service charges, it could still lead to some saving. This, however, needs to be evaluated by the individual investor.

	Investment is highly liquid at all times as there is shorter waiting period for realising money.

	Internet based trading is possible only with dematerialised shares.

	Dematerialised shares can also be pledged as security for obtaining loan.

	Demat of Lock - in securities is also possible.

	The marketable lot for transaction in depository mode has been fixed as one share. Therefore, the problem of odd lots is totally eliminated.

	Once an account is opened with the DP, the same can be utilised by you for transacting securities of all the Companies which are part of the depository system.

Dematerialisation

	Dematerialisation is a process by which the physical certificates of an investor are taken back by the company or its Registrars and an equivalent number of securities is credited in the demat account of that investor. In other words the shareholding gets converted from physical form to that of electronic form.

	For Dematerialisaion of securities, an investor will have to first open an account with a Depository Participant and then submit request for dematerialisation of the securities in a specified form alongwith relevant certificates. The demat request alongwith the certificates is forwarded to the company or its registrar who after due verification will confirm the dematerialisation. The investor's account with his Depository Participant will get credited. However, in the records of the company or its registrar the depository's account will get credited as it is holding the securities on behalf of the investor.

	The entire process of Dematerialisation has to be completed within a period of 15 days from the date of demat request.

	Whenever there is any corporate action like distribution of dividend or issue of bonus shares, the company will obtain the shareholding position of dematerialised shares from the depository through a Beneficial Position statement called BENPOS.

Rematerialisation

	Rematerialisation is a process of converting electronic holding back into the physical holding. The Depository Participant should be given a request for Rematerialisation in a specified form who in turn will forward the same to the depository. The depository after verifying that the investor has necessary securities balance will intimate the company or its registrar accordingly who in turn will print the relevant certificate and despatch the same to the investor.

	The entire process of Rematerialisation has to be completed within a period of 30 days from the date of Remat request.

Downloadable forms


	Change of Address
	ECS request form
	Nominee Form
	Specimen Signature updation form
	Dividend Claim form & Indemnity form

Registrar Information:

Shareholders having shares in Physical form: All the correspondence pertaining to transfer of shares, issue of duplicate share certificates, consolidation of folios, change of addresses, ECS, bank mandate, non-receipt of dividend etc. should be addressed to the Registrars and Transfer Agents (R&T Agents) Intime Spectrum Registry Ltd.,Unit :

Hindustan Petroleum Corporation Ltd.,

C-13 Pannalal Silk Mills Compound,

Lal Bahadur Shastri Marg, Bhandup (W),

Mumbai - 400078. Phone :(022) 25963838, Fax :(022) 25946969, email:isrl@intimespectrum.com

Feedback: e-mail: hpclinvestors@hpcl.co.in